Set up commute distance

It is standard practice not to claim back expenses for the commute between a claimant's home and office. As an administrator, you can configure commute distance in sevral ways:

• Enter a claimant's commute details on their behalf.

• Prompt claimants to enter their own details when they first sign in.

• Set the default commute type applied to all mileage claims.

Enter a claimant's commute details

1. Sign in to Capture Expense.

2. Go to Setup > People and select the relevant claimant's record.

3. Click Edit. The claimant's User Account details appear.

4. Enter the claimant's home postcode in the Your home field.

5. Enter their work postcode in the Place of work field.

6. These fields will be used to calculate commute distance on claims. However, you can override this distance by entering the number of miles into the Commute Distance field. XX

7. Click Save.

The journey details appear in the claimant's user settings and are applied automatically when they create a Business Mileage expense.

Note: Claimants can also add their own commute distance via User Settings > Preferences.

Enable the sign-in prompt

You can prompt claimants to enter their own commute details the first time they sign in. The prompt does not appear on subsequent sign-ins.

1. Sign in to Capture Expense.

2. Go to Setup > Settings > Accounts. The Account details appear.

3. Select User must enter a commuter distance on sign in.

4. Click Save.

The next time each claimant signs in, they are prompted to enter their home and work postcodes in Preferences.

Set the default commute type

You can control the default commute type applied to all mileage claims. Claimants can override this on individual claims from the expense entry form.

1. Sign in to Capture Expense.

2. Go to Setup > Settings > Accounts. The Account details appear.

3. Select the default commute type:

   Option	Description
   No commute	No commute distance is deducted.
   Commute one way	One commute distance (x1) is deducted.
   Commute two way	Two commute distances (x2) are deducted.

4. Click Save.

Note: The default setting is Commute one way.

Bulk import commute details

If you need to set up commute details for multiple claimants at once, you can bulk import from Setup > People. See Importing users XX.

Important: Once commute details have been saved, whether by you or the claimant, they cannot be updated by the claimant. They must contact you to make any changes.