Mileage Reimbursement

A business with more than 100 employees out in the community providing wellness visits to their clients, each driving their own vehicle.

Employees had to submit mileage for reimbursement via a manual process that was complex and time-consuming:

Employees spent an average of 15-30 minutes a week (x100 employees) filling out mileage forms manually, making frequent mistakes.

Managers spent an average of 2-3 hours a week (x20 managers) reviewing the forms for accuracy and correcting them.

The accounting department spent an average of 15-20 hours a week processing the requests individually.

Forms were occasionally lost, leading to mileage not being reimbursed.

Using the Microsoft Automation toolset, Paragus created a simple electronic form employees could access right from their phones. By inputting simple address information, the automation is able to:

Accurately calculate travel distances.

Notify employees of what travel is eligible for reimbursement.

Identify potential errors.

Generate a clear record of all travel reimbursements per pay period.

Digitally submit entries to the financial department in a single document that is easily imported into the payroll system.

Employees are spending more time helping clients and less time filling out mileage forms.

Managers are spending more time auditing compliance risks and less time double-checking mileage forms.

The accounting department has become more efficient.

Accuracy of the mileage reimbursement payouts is almost 100%.