Import a mileage rate

Only account admins can perform this task.

You can import mileage rates using a CSV file. The mileage rates import file is a comma-delimited CSV file. It contains mandatory and optional columns that must be present during import. Otherwise, the import fails. Values are required in all mandatory fields. Any additional columns that are not part of the standard import file format are ignored.

To import a mileage rate:

  1. Go to Settings > Expense settings > Mileage rates.
  2. Click Import file.
  3. In the dialog, download the example template if needed.
  4. Select the company, choose your file, and click Start import.
  5. Once complete, view the status and download a report with details on created, updated, or duplicated rates, and any errors.

Note: Perk supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.

Mileage rate import file

Attribute Required Accepted values Description
id   String / null The unique identifier of the mileage rate, which is automatically generated if you leave this field empty. If you want to update an existing mileage rate, you must provide this value
name Yes String The name of the mileage rate.
categoryId Yes String The category to which the mileage rate should be linked. This ensures that the mileage is booked on the correct expense account.
mileageRateType Yes simple / stepped

Type of mileage rate:

  • Fixed: simple
  • Stepped: stepped
rate
  • fixed: yes
  • stepped: no
 Number If the mileage type is simple, then the rate(s) per kilometer or mile.
description No String Include a description for the mileage rate, if needed.
currency Yes String Type in the currency in which the mileage rate is displayed.
validityStartDate No   Set a start date from which the mileage rate is active, if applicable.
validityEndDate No   Set an end date until which the mileage rate is active, if applicable
applicableCountries No ISO 3166-1 alpha-2 code Define in which countries the mileage rate is valid
applicableMinUserDistance No Number Define the minimum number of kilometers or miles that are required to activate the mileage rate. 
The mileage counter at employee level chooses the correct rate according to the employee’s accumulated total.
applicableMaxUserDistance No Number Define the maximum number of kilometers or miles that are covered by the mileage rate.
The mileage counter at employee level chooses the correct rate according to the employee’s accumulated total.
rates
  • fixed: no
  • stepped: yes
 Object, Array of objects If the rate type is stepped, then all rates with the threshold.
rate Yes Number The rate(s) per kilometer or mile. The applicable rate is the rate until the next rate bracket.
threshold Yes Number Maximum threshold of the rate bracket.
priority No Number Prioritize the mileage rate by entering a number (from 1 to 99). A higher number indicates a higher priority. This enables Perk to automatically assign a mileage rate to an expense report
distanceCutOff No Number When entered, the mileage is only calculated if the distance driven per trip is < distanceCutOff, meaning that if the distance driven per mileage trip is lower, nothing is paid.

Caution: To calculate VAT automatically for mileage expenses, you need to associate the tax rate in the mileage rate manually. Currently, you can't include this as part of the mileage rate import file.

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