How to enable mileage for your company

This section is for Pleo admins (and external bookkeepers with extended access).

A couple of things to check before you begin:

If you are not seeing the mileage option in settings it is because one or both of the above has not been completed.

  1. In the Pleo web app, go to the Mileage page:

  2. Select the default compensation rate as well as the category to assign to mileage expenses.

Extra info for admins and extended access bookkeepers:

  • If you want to create custom rates per employee:

Different countries have different mileage laws depending on vehicle type, engine size, fuel rate, etc. To apply these rates for different employees:

  1. Go to the Mileage page.

  2. On the right side, you'll see a panel called "Rates and distance."

  3. Click on "+ Add new":

  4. Create the custom rate for the employee and click "Add rate".

  • If an employee exceeds the 10,000 mile/20,000 kilometre threshold:

When your team member drives more than 10.000/20.000 miles over the year, their maximum tax-free rate changes. In the list you can keep track of the total distance driven per team member. When your team member adds the mileage expense that brings them over the threshold, they're automatically prompted to update their rate. The total is reset at the beginning of the financial year.

  • If you'd like a mileage overview:

If you'd like a summary to help with your reporting, you can download one on the Mileage page:

  • If you're based in Denmark:

Your finance team will needs to report Pleo mileage claims to the tax authorities (SKAT) through their dedicated E-Income (eIndkomst) platform. Here's how:

  1. Follow the steps in the above section to download an overview. You can specify a date range (e.g. salary period).

  2. Open the file in Excel or Google Sheets and calculate sums per employee.

  3. Type this into field “48” in eIncome (eIndkomst)

Pleo is working on a long-term solution for a more automated reporting experience. Until then, we hope this option helps you.

How to submit a mileage expense

This section is for any employee (including an admin):

  1. In the Pleo mobile app, click the plus button in the top right corner.

  2. Click "Mileage".

  3. Select travel date.

  4. Select your departure address.

  5. Select destination address. At this point, you'll see the distance and compensation rate pop up in the bottom:

  6. If anything is not how you meant it to be, click the ellipsis (three dots) to:

    • Add more stops to the route

    • Manually change the distance

    • Manually change the compensation rate

  7. When tapping next, you'll see the amount you'll be compensated. This is also where you can add expense details (Tags, a note) as you would for a Pleo card expense:

Frequently asked questions

  • Can I edit my mileage expense?

For now you'll have to delete the expense and add a new mileage expenses instead.

  • Why don't I see the mileage settings as an admin?

In order to use mileage, you'll have to be on a plan that includes this feature. You'll also need to have connected an accounting system.

  • Why don't I see the plus button in my mobile app?

Make sure to check that you're on the latest version of the mobile app and that the account admin has completed the mileage setup.

  • How can approval be set up for Mileage expenses?

Mileage claims will follow the same review system as what you've set up for Pocket.

  • Can't see the Mileage page?

Find out if your pricing plan gives you access to this feature:

If you started using Pleo before July 18th, 2022

If you started using Pleo after July 18th, 2022

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