Mileage Tracker
Log your business trips throughout the month, then submit a monthly report to Accounts Payable for reimbursement at the end of each month.
mileagetracker.fireplacestonepatio.com1 How It Works
The Mileage Tracker is a two-step process: log trips as they happen throughout the month, then submit your monthly report at month-end. Accounts Payable reviews and approves your submission for reimbursement.
IRS Rate
Reimbursement calculated at the current IRS standard mileage rate — the app calculates your total automatically
2 Logging a Trip
- Open the app and select your name from the list (start typing to search)
- Fill in the trip details in the form
- Click Add Trip — the trip is saved and appears in your trip list below
- Repeat for each business trip throughout the month
| Field | What to Enter | |
|---|---|---|
| Date | The date the trip took place | Required |
| Miles Driven | Total miles for this trip. If round trip, enter one-way miles and toggle Round Trip on — the app doubles it automatically. | Required |
| Starting From | Where the trip started — e.g. Office or Home | Required |
| Customer / Destination | Where you drove to — e.g. Acme Corp, Chicago or Vendor warehouse | Required |
| Business Purpose | Why you made this trip — e.g. Sales meeting, Installation, Customer delivery | Required |
| Round Trip? | Toggle on if you drove there and back. The app will double your mileage automatically. | Optional |
| Notes | Any additional details — e.g. Tolls, parking, detour | Optional |
Tip: Log trips as they happen — don't wait until the end of the month. It's much easier to remember the details right after the trip.
3 Submitting Your Monthly Report
At the end of each month, submit your trips to Accounts Payable for reimbursement.
- Make sure all trips for the month are logged
- Review your trip list — check totals and verify everything looks correct
- Click Submit Month to Accounts Payable → at the bottom of the page
- A confirmation dialog will appear — review the summary and click Confirm & Submit
- Your report is sent to Accounts Payable for review and approval
Important: You must log at least one trip before the Submit button becomes active. Submit at the end of each month — do not wait multiple months before submitting.
4 After You Submit
Your report will go through the following stages:
| Status | What It Means |
|---|---|
| Awaiting Manager | Your report has been submitted and is pending manager review |
| Pending AP | Manager approved — now with Accounts Payable for processing |
| Approved | Accounts Payable has approved your reimbursement |
| Paid | Reimbursement has been processed |
| Rejected | Report was rejected — contact your manager or FSP IT for details |
5 Frequently Asked Questions
I don't see my name in the list — what do I do?
Contact FSP IT to have your name added to the system.
I logged a trip with the wrong mileage — can I fix it?
Contact FSP IT to correct a trip entry before submission. Once submitted, corrections go through Accounts Payable.
Do I need to log commuting miles (home to office)?
No. Regular commuting miles (home to your regular office) are not reimbursable per IRS rules. Only business-purpose trips should be logged.
What if I forget to submit at month end?
Submit as soon as you remember. Contact Accounts Payable if the late submission affects your pay cycle.
Who do I contact with questions?
Contact FSP IT for app issues, or Accounts Payable for reimbursement questions.