MILEAGE 2

The BOOKS version of MyCorbu provides the tools you need for tracking mileage.

Each member of your organization logs in their mileage as it occurs.

The Bookkeeping view of mileage includes dollar amounts to be reimbursed to the staff member as well as the dollar amount to be invoiced to the client, if appropriate. 

All of this is customizable through the use of Mileage Rates.

You can find more about mileage in general in this blog post - Mileage.

There are three Parts to using Mileage. The three Parts are listed here by the frequency with which you will use them - most to least. Each Part has its own section below.

• PART 1 - ENTERING MILEAGE DAILY
• PART 2 - MANAGING MILEAGE PERIODICALLY
• PART 3 - INITIAL MILEAGE SETUP 

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PART 1 - ENTERING MILEAGE

STOP!
ONLY BEGIN ENTERING MILEAGE AFTER
​COMPLETING THE MILEAGE SETUP STEPS IN PART 3

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​Here is what each person sees when entering mileage. From the Timesheet Page click the Mileage button at the top as shown here. ​

This opens a form for entering your mileage as you see here.

• Select the date from the calendar, which appears after clicking in the date box.
• Next select the Project for which the mileage was driven. Your “Office” is treated as a Project, similar to entering General Office time.
• Enter the number of miles driven.
• Finally add a description, giving ‘who, what, where’; e.g. “Ms. Client for interview at ACME offices”.
• Click “Submit” button when ready. 

Your mileage entry will be added to the Mileage Log below the form. The Log contains all your mileage entries. You can filter the Log by several time frames or search the Log by entering a Project name or other key term.

Your mileage entry is also entered into Bookkeeping as an unpaid bill owed to the staff member making the entry. And if the Project for which the mileage was incurred is billable, then another mileage entry is entered into Bookkeeping as an un-invoiced amount awaiting invoicing.

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​PART 2 - MANAGING MILEAGE

​This Part addresses:
1 - reimbursement  of staff for mileage and
2 - invoicing clients for mileage.



1 - MANAGING REIMBURSEMENT OF MILEAGE TO STAFF
When you reimburse your staff periodically for the mileage that they have driven, you can find all the information you need in the Managing Mileage Reimbursements table.
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Navigate to the Bookkeeping page, click the button labeled “Mileage Entries”. 

On the page that opens, there are two tables. The top table shows all the mileage entries made by your organization for which reimbursement is needed. This table of mileage entries is grouped by staff member.

1. ​Select the filter “Not Reimb” to see all the records for which staff members have not been reimbursed. 
2. Note the amount due this person (or make the payment).
3. Then change each mileage entry’s “Paid?”status from No to Yes by clicking in the 'Paid?' column.

Repeat steps 1 through 3 for each person until all reimbursements have been made.

Updating these records updates your Bookkeeping. These updated records no longer appear in your Payables.

2 - MANAGING INVOICING OF CLIENTS FOR MILEAGE
Monthly, when you are preparing invoices for clients, you can find all the information you need in the Mileage Invoicing Management table for preparing the reimbursable expense portion of the invoices for the mileage that has been driven on behalf of the project.
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As described above, navigate to the Bookkeeping page, and click the button labeled “Mileage Entries”. 

On the page that opens, scroll down to the second table where you will see your mileage records grouped by client / project. 

1. The table is pre-filtered to show only records that are marked “Not Invoiced”. 
2. Note the amount due from each client/project. This amount should be invoiced as a reimbursable expense. 
3. As you invoice the amounts due, update the status of those line items by changing the No to Yes in the “Invoiced?” column. Those line items will disappear from the table when it is refreshed / reloaded.

When the invoice is paid, update your records in the Receivables table, which is where all your invoices are shown. 
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PART 3 - MILEAGE SETUP

Here is where you find Mileage when performing the Mileage Rate Setup.

On the page that opens, click the "Add Mileage RATE" button.

These are the Steps for implementing Mileage in MyCorbu TIME. 

These first two Steps are critical to using Mileage successfully.
If you skip these two Steps, your Mileage entries will be incomplete and require much more work to sort them out and to make them useable. 

​STEP 1 - CREATE YOUR MILEAGE RATES
Create the Mileage Rates that you will need. This blog article discusses the process and options to consider. 

The recommended format for the Mileage Rate Name is 'YYYYxMarkup Factor' so that the name tells you how the rate will work. This is a big help when choosing a rate to assign to a project.
 
You will probably need at least three rates. 

1. A rate that applies the current mileage reimbursement rate to entries but does not provide a markup (Markup = 0). This is suitable for Projects that WILL NOT be charged/invoiced for mileage. A Project that has reimbursable expenses, at least mileage, included in the fee would be an example. 
2. A rate that applies the current mileage reimbursement rate to entries and includes a ‘pass through’ markup (Markup = 1). This is suitable for Projects that WILL be charged/invoiced for mileage. Your General Office Project falls in this category.
3. A rate that applies the current mileage reimbursement rate to entries and includes a markup of more than a ‘pass through’ amount. (Markup > 1, say 1.2). This is suitable for Projects that WILL be charged/invoiced for mileage. Your typical revenue-generating Project falls in this category.

​When you go here to add a mileage rate, you will see a form for adding Mileage Rates at the top. Scrolling down you will see a table of existing Mileage Rates, which can be made inactive when they are no longer needed. Below that is a table of ACTIVE Projects that use each Mileage Rate.
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TO ADD A NEW MILEAGE RATE
Using the Form at the top of the page:

1. Give the Mileage Rate a name.
2. Enter the Rate Amount that will be reimbursed to staff as a dollar amount (no ‘$’)
3. Enter the Markup Factor that you want to multiply the Rate Amount by when charging/invoicing for mileage. 
4. The Markup Amount that will be charged/invoiced is calculated and displayed next. 
5. ‘Active?’ defaults to Yes. 
6. Click “Submit”.

All of your organization’s Mileage Rates appear in the table below the form that you use for adding a Mileage Rate. 

NOTE:
​When a Mileage Rate will no longer be used, change the Mileage Rate to: ‘Active? = No’. Clicking in the 'Active?' column on the Mileage Rate you want to make inactive will open a pop-up allowing you to select ‘No’. ​
​

Whenever a new situation arises, a change in IRS allowable rate or a special project requirement, always create a NEW Mileage Rate. 

EDITING AN EXISTING MILEAGE RATE WILL CHANGE
​ALL YOUR EXISTING MILEAGE ENTRIES THAT USE THAT RATE.
ALWAYS CREATE A NEW MILEAGE RATE INSTEAD.


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STEP 2 - ADD THE APPROPRIATE MILEAGE RATE TO EVERY PROJECT 
After adding your standard mileage rates, go through your active projects one by one and update them with the appropriate Mileage Rate. This is where the Rate Name format comes in handy!
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Scrolling down below the Mileage Rates table reveals a table of all your projects. Your projects will be grouped by the Mileage Rate that they use - after you assign a Rate. 

Select a project and click 'edit'. The form below opens.

• After the form opens, select the Mileage Rate you want to use for this project.
• Click ‘Submit’.
• You will be returned to the previous page.
• Scroll down and repeat. 

One by one, edit your projects in this table. 

The next time that you add a new project to MyCorbu, you will be able to add its Mileage Rate as part of that project setup process.

​There won’t be a need to return to this Step again. 
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Revised: April 5, 2018