With the Mileage allowance and Per diem features, employees can register reimbursements for business travel. The reimbursement can then be submitted for approval and included in a reimbursement report for further processing in the company's payroll system.
Please note: Mileage allowance and per diem are included in the Add-on Package and need to be activated for the company before the features can be used.
Before you get started
An administrator first needs to activate the features and configure the accounting settings.
Mileage allowance and per diem can be activated under:
Price plan & billing → Plans & add-ons
The accounting settings can then be found under:
Accounting settings → Reimbursements
Here you can configure, among other things:
Accounts for mileage allowance.
Payroll codes for tax-free and taxable mileage allowance.
Different mileage allowance types with a name, vehicle type, and reimbursement rate.
Settings for per diem.
Mileage allowance
Under Mileage allowance, you can configure:
Accounts for tax-free and taxable mileage allowance.
Salary types for tax-free and taxable mileage allowance.
Different mileage types based on vehicle type and reimbursement amount.
To create a new mileage type, click Add mileage type.
Per diem
Under Per diem, you can configure:
Accounts for tax-free domestic and tax-free foreign per diem.
Salary types for domestic and foreign per diem.
Create a mileage allowance or per diem reimbursement
Once the features have been activated and configured, employees can register their reimbursements.
Go to My expenses.
Click Create reimbursement.
Select Mileage allowance or Per diem.
Enter the details of the trip.
Review the information.
Click Submit.
When the reimbursement is submitted, the reimbursement amount is calculated based on the information provided and the company’s settings.
A supporting document is also created automatically.
Approval
If your company uses an approval flow, the reimbursement is sent to an approver after it has been submitted.
The approver can either approve or reject the reimbursement.
If it is rejected, the employee can update the information and submit it again.
Payout reports
Once a mileage allowance or per diem reimbursement has been approved, it can be included in a payout report together with other reimbursements.
Payout reports can be downloaded in:
Paxml
Hogia XML
The downloaded file can then be used for further processing in the company’s payroll system.
Read more in the article Payout reports.
Good to know: Downloading a payout report does not automatically pay the reimbursement to the employee. The actual payment is handled separately, for example through the company’s payroll system.
Good to know
Administrators can create multiple mileage types for different vehicles and reimbursement rates.
Accounting accounts and salary types can be configured separately for tax-free and taxable mileage allowance.
Domestic and foreign per diem can have separate accounting accounts and salary types.
Mileage allowance, per diem, and out-of-pocket expenses can be managed through the same reimbursement and payout flow.
Frequently asked questions
Can I edit a submitted reimbursement?
If the reimbursement has been rejected, you can update the information and submit it again.
Can I include several trips in the same reimbursement?
Each trip should be registered separately to ensure that the correct information and reimbursement amount are calculated.
I can’t find the correct mileage type. What should I do?
Contact your company administrator. Administrators can create and manage mileage types under:
Accounting settings → Reimbursements → Mileage allowance
How is the reimbursement paid?
Approved reimbursements can be included in a reimbursement report that is used for further processing in the company's payroll system. The actual payment is made outside Nordea Business Card, for example through the company's payroll system.
Can mileage allowance and per diem be included in the same payout report as out-of-pocket expenses?
Yes. Payout reports can include out-of-pocket expenses, mileage allowance, and per diem.
Need help?
Contact us via the chat in the bottom-right corner.
We’re happy to help!