---
title: "Configuring the mileage spend type"
slug: "configuring-the-mileage-expense-type"
description: "Turn mileage expenses on or off, choose who can create them, set the distance unit and currency, and add, edit, or delete distance-based mileage rates."
updated: 2026-10-27T15:55:28Z
published: 2026-10-27T15:55:28Z
canonical: "payhawk.com/configuring-the-mileage-expense-type"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Configuring the mileage spend type

You can configure the settings for the [mileage spend type](/help/overview-of-company-expenses-for-employees) in Payhawk according to the requirements of your company.

## Enabling and disabling mileages

To enable (or disable) mileage spend types for your company:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to **Settings** > **Spend types**.
3. Select **Mileage** > **Settings** tab.
4. To allow employees at your company to create mileage expenses, switch on the toggle button. For this example, the mileage expenses will be enabled.

To disable mileages for your company, switch off the toggle button.

![Payhawk Settings, Spend > Mileage page with the Enable mileage toggle on and the Settings tab showing roles, distance unit and currency.](https://cdn.payhawk.com/virtual-qa/2026-10-08-37836148693-1/configuring-the-mileage-expense-type-01.png)

## Configuring mileage settings and distance-based rates

Once you've enabled the mileages at your company, you can define their basic settings:

1. Go to the **Mileage** > **Settings** tab.
2. From the drop-down list options, select:
  1. The [people](/help/before-after-role-selectors-and-visibility) who will be able to create mileage expenses.
  2. The distance unit - whether miles or kilometers.
  3. The currency into which you will reimburse your employees, for example, EUR.

In the **Settings** tab, you can also define whether you will have different mileage rates up to specific distances for each mileage type or use set rates for all distances for the specific mileage type.

To define distance-based mileage rates for each mileage type:

1. Enable the distance-based mileage rate by switching on the toggle button.
2. Define the type of mileage thresholds (single-trip or annual) by selecting the relevant option.
3. Enter the threshold limit, that is, the distance based on which you will apply the different mileage rates for the mileage type.

For example, up to 200 kilometers annually, the mileage rate that the company will reimburse the employees for the trips made by their vehicles (mileage type) will be 0.45 EUR per kilometer. Above 200 kilometers, the mileage rate will be 0.325 EUR per kilometer.
4. Click on **Save changes**. As a result, in the **Rates** tab you will now be able to define two different rates for your mileage expenses.

![Spend / Mileage settings with the Settings tab open, kilometers and EUR selected, distance based rates switched on, For the whole year selected, a 200 km threshold and Save changes.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configuring-the-mileage-expense-type-02_2_20261009_ai.png)

To add more thresholds for the mileage expense rates, click on **Add threshold** and define another distance-based limit, for example, 500 kilometers. Then, click on **Save changes** to confirm your choice.

![Distance based rates thresholds with 200 and 500 km limits, Unlimited, the Add threshold link and Save changes.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/mileage_thresholds_2_20261009_ai.png)

## Adding, editing, and deleting mileage rates

To add a mileage rate for your company:

1. Open the app switcher in the top-left corner and go to **Settings** > **Spend types**.
2. Select **Mileage**.
3. Under the **Rates** tab, click on **+ Add rate**.
4. Enter the data and click on the **Save** option.

![Mileage settings on the Rates tab, with a new "Van" rate being entered and Save and Cancel options beside it.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configuring-the-mileage-expense-type-04_2_20261009_ai.png)

To edit an existing mileage rate:

1. Hover over the desired rate.
2. Click on the **Edit** icon.
3. Update the data and click on the **Save** option.

![Mileage settings page with the Rates tab open and the Company car rate being edited inline, with Save and Cancel options.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configuring-the-mileage-expense-type-05_2_20261009_ai.png)

To delete an existing mileage rate:

1. Hover over the desired rate.
2. Click on the **Trash** icon.
3. In the dialog that opens, click on **Yes** to confirm your choice.

![Delete rate confirmation dialog with Yes and No buttons.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/configuring-the-mileage-expense-type-06_2_20261009_ai.png)

## Useful resources

- [Defining approval workflows for mileage expenses](/help/workflow-conditions-and-custom-workflows)
- [Configuring reimbursements](/help/configuring-reimbursements)
- [Before & after: Role selectors and visibility](/help/before-after-role-selectors-and-visibility)