If your organisation requires vehicle documents before you can submit mileage claims, a Documents icon will appear in the menu bar. You will need a digital copy of the document in PDF, JPG, or PNG format before you begin.
Uploading a document
Click the Documents icon in the menu bar.
Click + Document from the right-hand sidebar. A file browser opens.
Select your document file. A draft document is created.
Click the record to open the details panel and complete the following fields:
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Type: select from Driving Licence, Vehicle Insurance, Vehicle MOT, or Vehicle Road Tax.
Expiry Date: enter the date the document expires.
Description: enter any additional details, if required.
Click Save.
Select the checkbox next to the document and click Submit. The document is sent to your line manager or nominated approver for approval.
Notes for users submitting documents
You cannot submit a mileage claim until your document has been approved.
If you attempt to submit a mileage claim before your document has been approved, a prompt will appear with a link to the Documents area. Your claim will remain in drafts with a Documents Missing flag until the document is approved.
If the expiry date you enter is less than one month away, a Due to Expiry flag is displayed and an email alert is sent to you.