Navigating Savings and Efficiency: Streamlining Reimbursement with Cutting-Edge Multi-Stop Mileage Solution

In many workplaces, employees often have to travel for work, as a part of their role. Some companies try to make it easier by giving employees a company vehicle or by reimbursing them for every mile they travel in their vehicle depending upon the company’s travel policy. While the employee claims for reimbursement of a particular amount of mileage, it is upon the finance team to arrive at the most precise and optimal mileage eligible for the places traveled by the employee and to reimburse the amount claimed by employees. Usually, this may not sound like a pain point for a travel from point A to point B, however, the complexity and chances of disagreement arise when this turns into a multi-stop mileage claim. It is often tedious and time-consuming for the approver to calculate the optimal and most precise mileage eligibility. To solve this problem, there is TripGain’s multi-stop mileage solution for rescue, which reduces ambiguity and disagreement, while saving significant effort and time of the approver. To understand its relevance, we will see some use cases in general. 
Let’s talk about the scenarios for employee mileage reimbursement claims in an organization.

• Going to multiple client locations
• Driving for trade shows, and seminars
• Heading to the airport or train station for a work trip
• Any travel that an employee role demands

What are the challenges faced by the approver and employees with multi-stop mileage reimbursement? 
A sales representative must travel to multiple locations within a city, starting and ending at the office. They are required to submit mileage reimbursement, which involves recording odometer readings and manually calculating distances between each stop. This process is inefficient and prone to errors. 
Similarly, the approver must manually verify the claimed mileage using online mapping tools, checking each route segment and assessing route optimality. This verification is time-consuming and can lead to discrepancies and disputes.

How does the multi-stop mileage feature work?

The multi-stop mileage feature is designed to meticulously track instances where employees utilize their personal vehicles for business-related endeavors. Its capabilities extend to monitoring crucial details such as distance traveled and odometer readings, enabling precise calculation of the reimbursement amount owed to employees. Moreover, this software seamlessly integrates with an expense management system, facilitating the comprehensive tracking of multi-stop expense reports submitted by employees.

Benefits of Using Multi-Stop Mileage Reimbursement Software

Enhanced Data Accuracy and Integrity: The use of a specialized system ensures precise management of mileage expenses, elevating the reliability of your data.

Time and Cost Savings: By automating the mileage tracking process, the system efficiently saves both time and money. Employees typically input starting and final odometer readings after completing a business trip.

Preventing Duplicity: Unlike manual systems, where mileage readings can be easily inflated, automated software helps curb expense fraud. This is crucial as exaggerating and falsifying claims are common issues that can be challenging to verify without the aid of automation.

Increased Visibility and Insight: Adopting automated mileage tracking software provides immediate visibility and insight into mileage expenses. This transparency enhances the reimbursement process and prevents additional costs associated with mileage fraud.

Calculate Multi-Stop Mileage Expense with TripGain

A high-quality multi-stop expense management solution will automatically compute the mileage reimbursement rate based on your organization’s expense policy. If an employee has to travel for multiple client meetings in one day within a city and wants to claim the travel expense, he can simply choose the mileage expense option and follow the below process:

1. Enter the merchant name and select the report name from the report repository
2. Select the expense incurred to date from the calendar
3. Select the vehicle type
4. The system will automatically fetch the rate per kilometer based on the configuration
5. Select the vehicle number and category
6. Enter the ‘from’ location
7. Add all the stops
8. The TripGain application will automatically calculate the entire distance traveled
9. The system will automatically generate the total amount reimbursable for a particular traveler and submit the report.

Therefore, this entire process can be simplified with TripGain’s multi-stop mileage feature which helps in authenticating the expense submitted and overall, it saves time and cost. There is also a provision for variations or deviations to accommodate any unpredictable factors like the traffic, and road works, forcing the employee to deviate from the route. The calculation has an option to add a variation buffer of an x% which can be chosen by the company as per their policy. 

To automate the entire Travel and Expense process, choose TripGain today. Explore Now