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Expense Mileage Rates

Juno provides a flexible system for managing mileage reimbursement rates for different countries. This guide explains how mileage rates work and how to configure them for your organization.

Overview

Mileage rates in Juno allow you to:

  • Automatically use country-specific reimbursement rates
  • Choose between Smart Mileage Rates (managed by Juno) or custom rates
  • Set a default mileage rate for countries without specific rates

When guests submit mileage expenses, Juno automatically applies the appropriate rate based on the event’s country. If no rate exists for that country, your default rate is used.

Types of Mileage Rates

Smart Mileage Rates

Smart Mileage Rates are automatically managed by Juno and follow the standard reimbursement rates set by each country’s government. These rates are updated automatically when new guidance is published, ensuring your organization stays compliant with local regulations.

Benefits of Smart Mileage Rates:

  • Automatic updates when government rates change
  • No manual maintenance required
  • Compliance with local regulations

Custom Mileage Rates

Custom Mileage Rates allow you to set your own reimbursement values for specific countries. These are useful when:

  • You want to offer different rates than the standard government recommendation
  • You need a rate for a country that doesn’t have a Smart Mileage Rate available
  • Your organization has specific mileage reimbursement policies

Managing Mileage Rates

Accessing Mileage Rates

  1. Navigate to the Admin Settings menu
  2. Select “Expense Mileage Rates”

Activating Smart Mileage Rates

To use Juno’s Smart Mileage Rates for a country:

  1. Find the country in the Smart Mileage Rates section
  2. Click “Activate” next to the country
  3. If you already have a custom rate for this country, you’ll be asked to confirm replacing it with the Smart Mileage Rate

Adding Custom Mileage Rates

To create a custom mileage rate:

  1. Click “Add Mileage Rate” at the top of the page
  2. Select the country for this rate
  3. If a Smart Mileage Rate exists for this country, you’ll be asked to confirm deactivating it
  4. Enter the following details:
    • Reimbursement Rate: The amount per mile/kilometer
    • Currency: The currency for reimbursement
    • Distance Unit: Choose between miles or kilometers
    • Effective Date: When this rate should take effect
  5. Click “Save” to create the custom rate

Editing Mileage Rates

Custom mileage rates can be edited at any time:

  1. Find the rate in the Custom Mileage Rates section
  2. Click the edit icon
  3. Update the rate details
  4. Click “Save”

Smart Mileage Rates cannot be edited, but they can be deactivated and replaced with custom rates.

Deactivating Mileage Rates

To deactivate a mileage rate:

  1. Find the rate in either the Smart or Custom Mileage Rates section
  2. Click the deactivate icon
  3. Confirm the deactivation

Note: You cannot deactivate a rate that is set as your default. You must first set a different default rate.

Setting a Default Mileage Rate

Your default mileage rate is used when guests attend events in countries that don’t have a specific mileage rate configured.

To set your default mileage rate:

  1. In the Default Mileage Rate section, select a country from the dropdown
  2. Click “Save”

The selected country’s mileage rate (either Smart or Custom, whichever is active) will be used as your default.

How Rates Are Applied

When a guest submits a mileage expense:

  1. Juno checks if there’s an active mileage rate for the event’s country
  2. If found, that rate is applied to calculate the reimbursement amount
  3. If no country-specific rate exists, the default rate is applied
  4. The rate used is always the most recent rate that’s effective as of the event date

Effective Dates

Each mileage rate has an effective date that determines when it should be applied. This allows you to:

  • Schedule future rate changes
  • Maintain historical rates for proper reimbursement of past events

When multiple rates exist for the same country, Juno uses the most recent rate that’s effective as of the event date. If no effective rate is found, the earliest future rate is used.

Best Practices

  • Use Smart Mileage Rates where available to reduce administrative burden
  • Set up custom rates only when necessary (special policies or countries without Smart Rates)
  • Review your mileage rates periodically to ensure they align with your organization’s policies
  • Always set a default rate to handle expenses from unexpected countries
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Expense CategoriesExpense Policies