---
title: "Set up commute distance"
slug: "set-up-commute-distances"
description: "Configure commute details for claimants in Capture Expense, including distance settings and prompts for accurate mileage claims."
updated: 2026-08-21T15:38:40Z
published: 2026-08-21T15:38:40Z
canonical: "help.cintra.co.uk/set-up-commute-distances"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# 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 several 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. Go to **Setup > People** and select the relevant claimant's record.
2. Click **Edit**. The claimant's **User Account** details appear.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(421).png)

1. Enter the claimant's home postcode in the **Your home** field.
2. Enter their work postcode in the **Place of work** field.
3. These fields can be used to calculate the commute distance when the user is making a claim. However, you can override this distance by entering the number of miles into the **Commute Distance** field.
4. Click **Save**.

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

> [!NOTE]
> **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. Go to **Setup > Settings > Accounts**. The **Account** details appear.
2. Select **User must enter a commuter distance on sign in**.
3. Click **Save**.

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

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-1787326671380.png)

## 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. Go to **Setup > Settings > Accounts**. The **Account** details appear.
2. 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. |
3. Click **Save**.

> [!NOTE]
> **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](/payroll/docs/importing-users).

---

> [!WARNING]
> **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.

**See also:** [Deduct commutes from mileage](/payroll/docs/deducting-commutes-from-mileage-claims).