Add Car Plan Expenses to a Report

If your organization has configured Chrome River’s Car Plan, it works with our Mileage Wizard to help your company meet international requirements for reimbursing drivers at the appropriate rate for their vehicle engine type or the total distance they have driven within the fiscal year. The Mileage Wizard makes it easy to set the distance driven and save the corresponding map, while Car Plan simplifies the selection of the correct rate of reimbursement. It customizes the way a mileage rate is calculated based on such criteria as distance, the type of engine in the car, the number of passengers, and the volume of cargo.

Car Plan also offers real-time updates to users’ Total Miles, Rate and Reimbursement Amount. When a new Mileage line item is added or an existing Mileage line item is edited, this may affect the rate at which other line items on the report should be reimbursed. Chrome River automatically recalculates all the Mileage line items on the report in real time and updates any affected line items.

Additionally, Car Plan includes blended rates when the miles on a Mileage line item cross over to a new rate.

• For example, a user might be reimbursed at $0.35/mile for distances of 0-1,000 total miles and $0.25/mile for 1,000-2,000 total miles. On a 100-mile line item that starts at 950 total miles and ends at 1,050 total miles, Chrome River will correctly calculate the total to be reimbursed at each rate and display to the expense creator and approver the blended rate of $0.30/mile. ]

You may set your default Car Plan in Preferences to have your mileage line items populated automatically. However, you may still choose to override the Car Plan at the line-item level if a different car was driven for that particular trip.

Set Car Plan in Preferences

1. Click your name in the top right corner of the app, then click ACCOUNT SETTINGS.

2. Click PREFERENCES SETTINGS, then click on the default Car Plan to edit it. On wide-screen devices, click the pencil icon to edit.

3. Use the Car Plan drop-down menu to select the appropriate plan.

4. Depending on the Car Plan you select, you may be presented with a Tier drop-down menu for choosing an engine type/size or you may see a Total Distance Year-to-Date/Fiscal Year mileage amount in the second field.

5. Click SAVE.

Set Car Plan on Line Item

You may override the Car Plan at the line-item level if a different car was driven for that particular trip.

1. On the Mileage expense entry screen, click the Car Plan drop-down to select the desired plan.

2. If you selected a distance-based plan, the Total Distance Year-to-Date and Rate will display. Enter the distance or click MAP to have it automatically calculated based on your origin and destination(s).

If you selected an engine type-based plan, use the Tier drop-down to select the appropriate type.

Then enter the distance or click MAP to have it automatically calculated based on your origin and destination(s).

Memorized Expense With Car Plan

Chrome River offers customers a Memorized Expenses feature that allows users to "memorize" frequently used expense line items in order to easily add them to future reports from the eWallet. The system will memorize the Car Plan, Tier and Modifier values for these line items. See Memorize Frequently Used Expenses for complete details.