Are you a manager who needs to process your team's mileage requests? Below, you'll find the steps for reviewing, approving and marking a mileage request as reimbursed on the web platform.
Where to find requests to process
On the “Expenses” tab, the left-hand menu sorts requests by the stage they've reached.
“All requests” — every request, with no status filter.
“Requested” — the requests awaiting your decision. A counter shows how many are pending.
“To reimburse” — the requests you've approved, but haven't paid yet.
“Completed” — the requests that were reimbursed, declined or canceled.
A request therefore follows this path: “Requested” → “To reimburse” → “Completed”.
Review a request
Click the request to open the “Review mileage request” form.
Itinerary
The “Date incurred”, the “Starting point” and the “Destination” entered by the employee.
Addresses are looked up as you type. If the right one doesn't come up, “Can't find your address? Enter it manually” switches the field to a full form — address, country, province or state, city and postal code.
Mileage breakdown
The “Distance” travelled, multiplied by the “Rate”, gives the total.
The rate shown is your organization's and can't be changed from the request. If it's out of date, correct it in the Expenses add-on settings — later requests will pick up the new one.
Request details
The subtype, if there is one, and the description. There's no “type” field here — the request is already a mileage one. As with expenses, the subtype is manager-only and arrives empty on anything submitted by your team.
Details
The “Location”, the “Position” and, if needed, a “Resource”. This is what feeds your reports.
Reimbursement
“Match payment” is on by default: you reimburse the distance multiplied by the rate, with nothing to enter.
Turn it off to set the “Total amount approved” yourself. Unlike an expense request, there are no tips and no taxes to adjust — a single amount settles it.
Reimbursement options
If you reimburse through payroll — requires the Time and Attendance add-on. The “Payroll” method is already selected by default; all that's left is to choose the “Pay period” the reimbursement should be included in. The payment date then fills in automatically, five days after the end of the period — change it if needed.
If you reimburse another way — choose “External”. That's the option whenever the reimbursement doesn't go through payroll: bank transfer, cash, or any other means outside Agendrix. The pay period disappears and you set the “Payment date” yourself.
These two choices only appear if your organization is set up to reimburse through payroll. Otherwise, only the payment date needs to be filled in.
“Payment date”: on that date, the request is automatically marked as reimbursed.
Notes
A field that is “Visible to managers only (optional)”. The employee has no access to it — to write to them, use the comments instead.
Expense summary
The trip recap: the “Total distance”, the “Rate per km” and the “Total”.
Approve or decline a request
At the bottom of the form, the “Approve” button saves your amounts and moves the request to the “To reimburse” section.
The “Decline” button asks you to confirm, then notifies the employee that their request has been declined.
Good to know
If you didn't set a payment date when approving, you can mark the request as reimbursed later from the “To reimburse” section, using the “Mark as reimbursed” button.
A “Receipt” section sits at the end of the mileage form. It's there to attach a supporting document when you have one.
The comments, at the top of the form, are shared with the employee — that's where you ask for a clarification or explain a reduced amount.
The “Activity log”, next to it, isn't something you write in: it automatically records every change and who made it.
An approved or reimbursed request opens in read-only mode; the “Edit” button re-enables editing.
Your employees' mileage reimbursement requests can only be managed through the web app.
💡 To process an expense request, see this article.
Looking to create a request for an employee instead? You'll find the steps here.
To export your expense data, see What reports can I export using the Expenses module?