Expensify makes it easy to submit mileage expenses using a built-in map, whether you’re on the web, desktop, or mobile app. This guide explains how to create a distance expense and how the reimbursement rate is determined.

Create and Send a Distance Expense

To submit a mileage-based expense:

1. From the left-hand menu, click the green + button and select Create expense.
2. Select Distance from the top row.
3. Enter your Start and Finish locations.
   • To include additional stops, click Add stop.
4. Click Next.
5. Choose a workspace from your recent options or search to select the correct one.
6. On the confirmation screen, review and confirm:
   • Distance
   • Amount
   • Date
   • (Optional) Add a description, category, or tag
7. Click Create expense to submit the mileage expense for approval.

A Workspace Admin will be notified of the expense and, depending on your workspace settings, can reimburse you through Expensify or another method.

How Reimbursement Rates Are Determined

Submitting to a workspace

If you’re submitting the expense to a workspace:

• You’ll choose from the distance rates that are enabled on that workspace.
• The Workspace Admin manages available rates.
• The unit (miles or kilometers) depends on the workspace’s distance unit setting.

Learn how to manage distance rates as a Workspace Admin

Not submitting to a workspace

If you’re not submitting to a workspace (e.g., personal tracking):

• Expensify will apply a default rate based on your reporting currency.
  • Example: For USD, the rate is based on the current IRS reimbursement rate and uses miles.
  • Other currencies use sensible defaults determined by Expensify’s internal research.
• You can’t customize this rate unless you upgrade to a workspace.
• Default distance rates are updated annually.

FAQ

Is there an easy way to reuse recent locations?

Yes! When selecting the Start and Finish addresses, recently used locations will appear for quick selection.

How do I create a round-trip expense?

To create a round-trip distance expense, enter the same location for both the starting point and destination, and add one or more waypoints in between.

For example, if you’re starting and ending in San Francisco but making a stop in Los Angeles, enter: San Francisco → Los Angeles → San Francisco