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Mileage tracking

If your work involves driving — between client sites, between offices, or for errands — WebCenter can track miles for reimbursement. The feature is opt-in per firm; if your firm doesn't reimburse mileage, the mileage card is hidden from your dashboard.

When the feature is available​

The mileage card and /mileage page show up only when:

  • Your firm has mileage enabled under tenant settings.
  • Your account is not flagged with the disallow mileage restriction.
  • The pay period you're claiming for is open (not locked).

If any of those isn't true, the option won't appear. Ask your admin if you expected to see it and don't.

Logging a mileage claim​

From your dashboard's mileage card (or /mileage):

  1. Date — Defaults to today. You can pick any date that falls in an open pay period; locked periods aren't selectable.
  2. Miles — Decimal allowed (e.g., 25.5). Enter the total miles for the activity.
  3. Description — Required. Describe the trip — e.g., "Client visit: Smith → Jones → Brown" or "Office to bank deposit".
  4. Submit. The claim appears in your mileage history immediately.

The reimbursement rate is set firm-wide by your admin under Tenant settings. Reports calculate the dollar value automatically.

Viewing your mileage history​

The /mileage page shows your claims with date-range filtering. For each claim:

  • Date and description
  • Miles claimed (with strikethrough and effective-miles indicator if a manager overrode it)
  • A "Locked" indicator if the entry's pay period has been locked
  • An "Override" indicator if a manager edited the entry

Default filter is the last 30 days; presets cover Last 7 / Last 30 / Last 90 days, or you can pick a custom range.

Editing or deleting a claim​

Open mileage entries (in unlocked pay periods) can be edited from the same form on your dashboard or /mileage. Once a pay period locks, entries are read-only.

To remove a claim, edit it and set miles to 0, or ask a manager to override it.

What managers can do​

A manager with override permission can:

  • Adjust the miles or description on any claim
  • Add a note explaining the change
  • See the audit trail (original miles, corrected miles, who, when, why)

The original value is preserved alongside the override; nothing is hidden. See Override for the manager-side workflow.

Reports​

Two mileage reports are available to anyone with reporting permission:

  • Mileage Summary — Per-employee totals and reimbursement amounts, with date-range filter and CSV export. Useful for payroll runs.
  • Mileage Detail — Per-claim breakdown for a specific employee, with override audit trail.

See Reports for filters, sort options, and CSV format.

Reimbursement rate​

The per-mile reimbursement rate is a firm-wide setting (typically the current IRS standard rate, but firms can override). It's set under Admin → Settings. Past claims continue to use whatever rate was in effect when the report was generated — changing the rate doesn't retroactively alter historical reports if they've already been exported.

Why no GPS or auto-tracking?​

WebCenter's mileage feature is intentionally manual: you enter miles and a description. There's no automatic GPS tracking, no automatic odometer reading, no integration with mapping tools. Two reasons:

  • Simplicity for tax-and-bookkeeping use cases. Miles for these firms are mostly trip-based, not continuous fleet driving.
  • Privacy. Continuous location tracking changes the trust model significantly. If your firm needs that capability, it's a different product fit.

If you need richer tracking, log miles immediately after each trip rather than at end of day — it's the easiest way to keep accurate records.