Overview

Mileage Log allows employees to record business-related travel and submit mileage reimbursement requests directly through Custodia.

You can record multiple trips within a single mileage log, save drafts, and track the status of your requests as they move through the approval process.

Please Note: Mileage Log is currently available on the Custodia web application only.

Who This Is For

• Employees who use their personal vehicles for business travel and need to request mileage reimbursement.
• Managers and Approvers responsible for reviewing and approving employee mileage reimbursement requests.

What You Can Do

• Create mileage logs for business-related trips.
• Record one-way or round-trip travel.
• Add multiple trip legs to a single mileage log (up to 20).
• Automatically calculate driving distance and estimated reimbursement.
• Add notes to individual trips.
• Save drafts and complete them later.
• Submit mileage logs for approval.
• Track requests by status: Draft, Pending, Approved, or Rejected.

How to Create and Submit a Mileage Log

Step 1: Open Mileage Log

1. Log in to the Custodia web application at my.custodia.ai.
2. From the left navigation menu, under Budgets and Spend, select Mileage Log.
3. Click the green + button in the upper-right corner to create a new mileage log.

Step 2: Enter Your Trip Details

A new mileage log will open in the Trip Details panel.

1. Under Details, enter a Purpose for your trip, such as "Client Meeting" or "Airport to Office."
2. Under Leg 1, select the date of your trip.
3. Enter your Origin (starting location).
4. Enter your Destination (ending location).

You can enter an address, location, or landmark, the platform will automatically calculate the driving distance and estimated reimbursement based on the route entered.

Step 3: Add Additional Trip Legs (Optional)

If your business travel includes multiple stops, you can record them within the same mileage log.

1. Click + Add Leg to add another trip.
2. Enter the date, origin, and destination for the additional leg.
3. Repeat as needed, up to a maximum of 20 legs per mileage log.

For example, if you travel from your office to a client meeting and then return to the office, you can record:

• Leg 1: Office → Client Meeting
• Leg 2: Client Meeting → Office

Tip: For trips where you return to your starting location, you can also enable the Round Trip toggle to account for the return journey. 

You can also select Add Note to include additional information about a trip.

Step 4: Review Your Mileage Log

Once your trip details are entered, review the information displayed in the Trip Details panel.

You will see:

• Purpose: Reason for your business travel.
• Total Distance: Calculated driving distance for your trip.
• Estimated Amount: Estimated mileage reimbursement.
• Legs: Individual trips, including their dates, starting locations, and destinations.

To make changes to an existing leg, click the pencil icon next to the trip.

Step 5: Save or Submit Your Mileage Log

Once your trip details are entered and the distance and reimbursement are calculated, your mileage log is automatically saved as a draft.

You can then choose to:

• Add Another Trip: Create a new mileage log for additional business travel.
• Come Back Later: Your saved log will appear under the Draft tab, where you can reopen it, make changes, and submit it when ready.
• Submit for Approval: Review your trip details and estimated reimbursement, then click Submit for Approval. Your mileage log will move to Pending status and be routed to the appropriate approver.

Please Note: You must enter a purpose and complete all required trip details before submitting your mileage log for approval.

Tracking Your Mileage Log

You can review your mileage logs at any time from the Mileage Log page.

Use the status tabs at the top of the page to filter your requests:

The Mileage Log page also displays your trip dates, purpose, total distance, estimated reimbursement, and the person responsible for the next approval.

You can use the date selector and search bar to locate specific mileage logs.

For Managers: Reviewing Mileage Log Requests

Managers and designated approvers can review submitted mileage logs through the Approval Queue.

Step 1: Open the Approval Queue

1. Navigate to the Approval Queue in Custodia.
2. Locate the Mileage Log Reports category.
3. Select a pending mileage reimbursement request to open its details.
4. After reviewing the mileage log, choose one of the available actions:
   • Approve: Approve the mileage reimbursement request.
   • Reject: Reject the request.
   • Reply: Send a message to the employee if clarification is needed.

Key Notes

• Mileage Log is currently supported on the web application only.
• Each mileage log can contain up to 20 trip legs.
• A trip leg represents travel from one starting location to one destination.
• Use Round Trip when the journey includes a return to the starting location.
• Driving distance and estimated reimbursement are calculated automatically based on the route.
• Draft mileage logs can be saved and completed later.
• Submitted mileage logs follow your company's configured approval process.
• Reimbursement amounts shown are estimates until reviewed and approved.

Need Help?

If you have questions about creating a mileage log, submitting a reimbursement request, or checking its approval status, please contact your company's Custodia administrator or reach out to support@custodia.ai for assistance.