Use the driving log to record work journeys for mileage reimbursement. Open Trips & expenses and select Drives. You will see the drives, total distance and reimbursement amount for the selected period.
If a drive belongs to a travel claim, add it to that trip. Do not also record it as a standalone claim.
Record a drive
- Select New drive.
- Enter From and To. Type the places yourself, use address search or select points on the map if maps are enabled.
- Enter the distance in kilometres or calculate it from the route or odometer readings.
- Enter the Purpose of the drive, such as a customer visit and the customer’s name.
- Select any relevant additions. Check the date, project and any other required cost allocations.
- Check the distance and estimated reimbursement, then select Save.
The drive is recorded on your default vehicle. If you have several vehicles, the form asks which one you drove. The vehicle type affects reimbursement. Additions such as passengers or a trailer apply to cars only. The saved reimbursement is calculated using the settings in effect on the date of the drive.
Enter or calculate the distance
The same form offers three ways to enter the distance:
- Enter it yourself: type the distance driven into Distance (km).
- Calculate it from a route: select the start and destination using address search or the map. Add any stops and select Calculate route. Check the route option and distance.
- Use odometer readings: open Odometer readings and enter the start and end readings. Kelomo calculates the difference. The vehicle’s previous reading may be filled in as the start, but check it before saving.
Round trip (×2) doubles the kilometres shown in the form. Use it only when the entered distance covers one direction. Leave it off if you entered the total distance or the odometer readings already cover the return journey.
Reuse saved routes
Save route stores a route for later use. When reusing it, check that the route and distance match the journey you actually made.
Manage routes under Saved routes.
Vehicles
A vehicle is a setting, not a choice on every drive. Kelomo creates a default vehicle for you with your first drive. Open My settings and select Vehicles to name the car, add its registration plate, change the vehicle type or add another vehicle. The vehicle type sets the mileage rate, so check it if you drive something other than a car.
Submit for approval
A saved drive is a draft. Select Submit for approval when the details are complete. A drive attached to a travel claim is submitted and approved with that trip.
An approved drive can be included in payroll export data. Sent to payroll confirms inclusion in the data, not payment of the reimbursement. Corrections and returns work as they do for other expenses: see Record an expense.
Export or print the log
- Export → CSV downloads the drives for the selected period as a table.
- Export → PDF downloads the same log as a printable A4 document.
- Full-year driving log opens the report on this year’s drives.
If route calculation is unavailable
Type the start, destination and distance yourself. You can record a drive without route calculation.
If Drives is missing entirely, ask an admin to check that mileage reimbursement is enabled and available to you.