Configuring passenger mileage rates in Cezanne Expenses

If an employee transports colleagues in their own vehicle during a business journey, passenger mileage payments can be configured to reimburse an additional amount per passenger.

The configuration process differs depending on your mileage version.

Mileage Version 2

For Mileage Version 2, separate mileage rates can be created for different numbers of passengers.

For example:

• One Passenger = 50p per mile
• Two Passengers = 55p per mile

How to create passenger mileage rates

1. Go to Administration then Mileage Rate
2. Select +Add
3. Complete the mileage rate fields (Rate name, Mileage amount and Passenger-specific reimbursement rate)
4. Select Save
5. Repeat these steps until all required passenger mileage rates have been created.

Once configured, claimants can select the appropriate mileage rate when submitting a mileage claim. Passenger details can then be added using the + Attendee option.

Mileage Version 4

For Mileage Version 4, mileage rates are assigned based on vehicle details, so passenger mileage is configured differently.

This requires: 

• A dedicated passenger mileage category
• Per Diem rates for passenger reimbursement

Step 1: Create a passenger mileage category

1. Go to Administration then Category
2. Select +Add
3. Enter a category name (e.g. Passenger Mileage)
4. Enable the Per Diem Category by toggling it to Yes
5. Select Save

Step 2: Create per diem rates

1. Go to Administration then Per Diem Rate
2. Select +Add
3. Enter the Code, Rate Description and Rate value
4. If required, adjust the Valid From and Valid To date
5. Enter the reimbursement amount into the Rate field
6. Select Save
7. Repeat until all required passenger rates have been created

A separate Per Diem rate should be created for each passenger scenario.

Step 3: Update the Per Diem label

1. Go to Customisation then Per Diem Rate
2. Update the Per Diem field label (e.g. Passenger Mileage)
3. Select Save