Setting up carbon emission categories

Before users can record CO2 emissions on their expense claims, you need to create the relevant categories and configure the Calculate CO2 setting on each one. The setup varies slightly depending on the emission type.

For more information on setting up categories in Capture Expense, see XX.

Flights, hotels, and utilities

For each emission type, create a category and select the corresponding CO2 option.

1. Go to Setup > Categories.

2. Click + Category.

3. Enter a Name, e.g. Flight or Hotel.

4. Select Variable Amount Only as the Configure Entry. For Hotel and Utility categories, you may prefer Quantity and Variable Rate or Quantity and Fixed Rate instead.

5. Select Distance Calculator.

6. Select the relevant option from Calculate CO2: Transport, Flight, Hotel, or Utility.

7. Click Save.

Repeat for each emission type you need to track.

Public transport (train, ferry, bus)

1. Go to Setup > Categories.

2. Click + Category.

3. Enter a Name, e.g. Train.

4. Select Variable Amount Only as the Configure Entry.

5. Select Distance Calculator.

6. Select Transport from Calculate CO2.

7. Select the relevant Transport Type — Train, Ferry, or Bus. If detailed reporting is required, specify the type further using the Type dropdown.

8. Click Save.

Vehicle mileage (car, van, motorbike)

Vehicle mileage CO2 tracking requires a vehicle record to exist before the category can be configured. Complete both steps below for each vehicle type you need to track.

Setting up the vehicle record

1. Go to Setup > Vehicles.

2. Click + Vehicle.

3. Ensure Active is selected.

4. Enter a Description, e.g. Motorbike.

5. Select Use Approved Rates to use HMRC rates.

6. Select the relevant Transport Type and, if detailed reporting is required, specify the vehicle type further using the Type dropdown.

7. Select the matching option from Approved Vehicle Type.

8. Click Save.

Creating the vehicle category

1. Go to Setup > Categories.

2. Click + Category.

3. Enter a Name matching the vehicle type, e.g. Motorbike.

4. Select Vehicle Mileage as the Configure Entry.

5. Select Distance Calculator.

6. Select Transport from Calculate CO2.

7. Select the matching Transport Type and Type to align with the vehicle record.

8. Click Save.

Repeat both steps for each vehicle type you need to track.