Employee Self-Service
Review and approve mileage trips
For HR and administrators: review employees’ trips, approve them into reimbursement claims or reject them with a reason, and retry failed claims.
- HR Admin
On this page (4 sections)
The Mileage screen
- HRMS
- Mileage
The list opens on Pending trips. The cards count trips pending approval, approved, with failed claims, and in total. Filter by status or payout state, and search by employee or purpose. Approving and rejecting trips needs an organisation-wide HR or administrator role.
Approve or reject a trip
Click a trip to open Trip Details — distance, how it was measured, rate, amount, purpose, notes and route.
Under Your Decision, choose Approve or Reject. A rejection needs a reason, which the employee sees.
Click Save Decision and confirm.
Payout states and failed claims
| Payout | Meaning |
|---|---|
| Not claimed | No claim yet — the trip isn’t approved. |
| Sending | The claim is being sent to finance. |
| With Finance | Finance has the claim. It then shows finance’s own status, such as Paid. |
| Claim Failed | The claim couldn’t be sent. Retry it. |
To retry, filter by Claim Failed and click Retry claim on the trip. Only HR and administrators can retry. If it keeps failing, check the employee has been invited to the employee portal.
Mileage rates
Rates are set by your finance team in Mocha Accounting’s mileage settings. Each trip keeps the rate in force when it was logged, so changing the rate doesn’t reprice existing trips.