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Mileage to Expense Claim

The Mileage to Expense Claim Task automates the conversion of mileage records into an expense claim. This task ensures all necessary details are captured, calculates the reimbursement, and submits the expense claim for approval. Ideal for employees and contractors submitting business trip, client visit, or commuting expenses.

Table of Contents

  1. Introduction
  2. Document Settings
  3. Email and AI Configuration
  4. Credentials
  5. How the Mileage to Expense Claim Task Works
  6. Support & Troubleshooting

 

 

1. Introduction

The Mileage to Expense Claim Task automates the process of generating and submitting an expense claim based on mileage data. It captures all relevant trip details, calculates the reimbursement, and submits the claim to the appropriate department for approval. This task is ideal for business-related travel, client visits, or regular commuting.

 

 

2. Document Settings

This section defines the inputs that configure the Mileage to Expense Claim Task document generation.

Document URL

  • The URL where the expense claim document will be stored or saved. This input allows you to specify where the document should be generated and stored for easy access.

Organisational Reimbursement Policy Settings

  • This input specifies the reimbursement policy settings that are applied to the expense claim. These settings ensure that the reimbursement calculation aligns with the company's guidelines.

 

 

3. Email and AI Configuration

This section contains the configuration for email notifications and the AI processing that generates the claim.

Email Address for Delivery

  • The email address from which notifications about the task will be sent. This is typically support@flytask.com to notify users when the task is completed or if there are any issues during the process.

 

 

4. Credentials - How to Set Up IMAP

1. Log in to Your Email Account
First, log in to the email account you wish to configure for IMAP access.

2. Enable IMAP Access

  • For Gmail: Go to "Settings" > "See all settings" > "Forwarding and POP/IMAP." Under the "IMAP Access" section, select "Enable IMAP."
  • For Outlook: Go to "Settings" > "View all Outlook settings" > "Mail" > "Sync email." Ensure IMAP is enabled under the "IMAP and POP" section.
  • For Yahoo: Go to "Settings" > "More Settings" > "Mailboxes." Select your mailbox and enable IMAP access.

3. Gather IMAP Server Details
Find the IMAP server address and port number for your email provider:

  • Gmail:
    • IMAP Server: imap.gmail.com
    • Port: 993
  • Outlook:
    • IMAP Server: imap-mail.outlook.com
    • Port: 993
  • Yahoo:
    • IMAP Server: imap.mail.yahoo.com
    • Port: 993

4. Configure Your Email Client or App

  • Open your email client or application (e.g., Outlook, Thunderbird, or any email management app).
  • Go to "Account Settings" or "Add Account" and choose "IMAP" as the connection type.
  • Enter the IMAP server address, port, and your email login credentials.

5. Test the IMAP Setup
Once IMAP is configured, send a test email to ensure it’s properly syncing and that you can both send and receive messages.

6. Done!
Your email account is now set up with IMAP, allowing you to sync your email messages across multiple devices and access your inbox from anywhere.

 

 

5. How to Use the Mileage to Expense Claim Task

Once you have provided the required inputs, follow these steps to generate and submit your expense claim:

  1. Enter Your Details: Complete the fields for the following details:

    • Document URL (where the expense claim document will be stored).
    • Organisational Reimbursement Policy Settings (your company's reimbursement policy).
    • Email Address for Delivery (the email address where the completed claim will be sent).

  2. Submit the Task: Once all the required details are entered, click "Submit" to initiate the task. This will start the process of generating the expense claim.

  3. Wait for the Claim to Be Processed: The system will process the inputs and calculate the total reimbursement based on the mileage provided. This typically takes a few seconds.

  4. Claim Submitted: Once the claim is ready, it will be sent to the designated email address you provided. The generated claim will be stored at the specified Document URL.

 

 

6. Support & Troubleshooting

If you encounter any issues or need help with the Mileage to Expense Claim Task, follow these troubleshooting steps:

  • Check Required Fields: Ensure all required fields (e.g., Document URL, Reimbursement Policy, Email Address for Delivery) are entered correctly.
  • Verify Document URL: Ensure the Document URL is correctly set so the generated claim can be stored properly.
  • Reimbursement Rate Issues: Verify that the correct Organisational Reimbursement Policy Settings are applied, and that the reimbursement rate is set correctly.
  • Email Notification Not Received: If you haven’t received the email notification, check your spam/junk folder. Ensure that the Email Address for Delivery is correct.
  • System Errors or Task Failure: Refresh the page or restart the task if the task is not completing as expected.
  • Incorrect Mileage or Trip Data: Double-check the trip details, mileage, and dates entered to ensure no errors in the input data.

How to Contact Support:

If the issue persists after trying these troubleshooting steps, or if you have any questions, contact FlyTask Support at support@flytask.com. We’re happy to assist with resolving any issues.