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Mileage Reporting

A Step-By-Step Guide​

Section 1 - Mileage Reporting Through Expense Reports​

  1. If you have driven your own personal vehicle to conduct business for Hoffman Building Technologies, whether it is for a specific project or to attend a location that is outside of your normal operating location, you are eligible to receive reimbursement for mileage.

  2. Login to your Viewpoint Time & Expense reporting portal and select Expenses either from the quick menu bar on the home page, or from the drop-down menu titled Employee Tools located on the upper right corner of the webpage.

  3. Select New Expense Receipt, which will be located at the top of the page.

  4. Immediately change the Reimbursement Mode field from Expense to Mileage. This will alter the form to the appropriate questions you need to complete.

  5. Please provide the following information for the fields listed below:

    • Receipt Description – Mileage reimbursement for ‘X’ activity. Keep this brief, such as, Mileage reimbursement for orientation travel.

    • Transaction Date – The actual date the miles were driven.

    • Vendor – “Hoffman & Hoffman” or “Hoffman Building Technologies”.

    • Note – Expand on your receipt description here. Ideally include the names of the destinations and any job sites or locations you are attending.
      For example, Roundtrip travel from my home in Charlotte, North Carolina to Greensboro, North Carolina for new employee orientation.

    • Reimbursement Mode – As mentioned in step 4, please change this to “Mileage.”

    • Mileage Rate – Select the only drop-down item available, which will represent the corporate mileage reimbursement rate at the time of your submission.

    • Miles – The total number of miles you are asking for reimbursement with this activity.

  6. Once the above fields are complete, click on Save, which is located on the right-hand side of the screen as a green button. This should load a new area on the bottom left-hand side of your screen that requires you to providing account, or coding information for this submission.

  7. Under Coding Type select:

    • Job - If the mileage being reimbursed to you is for a specific customer jobsite that has a unique 7-digit job code.
    • Expense - If the mileage being reimbursed is for miles to a non-customer and is for an activity needed to complete a business function for Hoffman & Hoffman (e.g., driving to new employment orientation).
    • If you have selected “Job” as the coding type, please fill out the fields with the following information:
      • JCCo – Leave the defaulted option
      • Job – Select the appropriate job site by either typing in the customer’s name, or the job code. (e.g., 551.0250 TEC Fusion)
      • Phase – “09.210. - Mileage”
      • JCCType – “11 - Mileage”
    • If you have selected “Expense” as the coding type, the fields will change and reduce in number. Please fill out the following information:
      • GLCo – Leave the defaulted option
      • GLAcct – “6120.10.70.55 – Travel Expenses”
    • Hit Save Changes.
    • This entry is now complete. You may select Back To Expense in the upper left-hand corner of the screen to continue to enter in more expenses or submit this entry for reimbursement.

Section 2 - Mileage Reporting Through the Grid Timecard​

  1. If you have driven miles for a specific job using an HBT Vehicle issued to you by the company, you will need to account for all mileage used. You will enter job-chargeable miles in the same location you key in your weekly hours for that specific job.
note

  • Job-chargeable miles are defined as Only the allowable miles that we can charge a specific customer on a daily basis for work completed on their job. Each job has a different job-chargeable allowance, which you can obtain from the site project manager or through our Technician and PM Resource Dashboard on Smartsheet.

  • You are only charging back the actual miles driven for a customer that day. If the job-chargeable miles allowance is more than what is driven, do not charge the customer for the full allowance.

e.g., You drive 20-miles roundtrip to go to a job site and the daily allowance is 45 miles, you only will enter 20 miles on your timecard. If you drive 70 miles roundtrip to go to a job site and the daily allowance is 45 miles, you will only enter 45 miles on your timecard and the additional 25 miles will be reported on the mileage template discussed in “Section 3 - Mileage Template” of this document.

  • For each grid timecard entry made that has job-chargeable miles to report, please select your company vehicle number and 09.210. Mileage from the Company Vehicle and Mileage Phase drop down menus, respectively.

  • For each day you are reporting job-chargeable miles to this job, please enter that total amount of miles in the Miles box that corresponds to the workday and hours those miles were driven.

  • Lastly, please note that all miles listed on the grid timecard must identically match the miles reported on the mileage template under Job-Chargeable Miles, which is reviewed in Section 3 – Mileage Template of this document.

Section 3 – Mileage Template​

  1. The mileage template is a Microsoft Excel file that allows an individual to report all miles driven in their HBT issued vehicle and personal vehicle (for work related tasks) on a weekly basis.

  2. To Download the Mileage template Weekly Mileage Report

    • If a newer revision is available, please choose that.
    • Please do not edit the version found on the SharePoint site. Only the copy you download to your computer.

  3. The first step is to create your weekly Mileage Report template. Open up the document you just downloaded and select the second workbook tab on the bottom of the document titled, “Weekly Mileage Report”. There are two yellow fields at the top of the sheet: “Name” and “HBT Vehicle #”. Fill both in, if applicable.

  4. Now save this document as a template you will use weekly. Please use the following naming convention:

    • Your Name” – Weekly Mileage Template – “Vehicle Number” – Week Ending e.g, Brian Wilson – Weekly Mileage – TK1077 – Week Ending
    • Each week you will open this template and save it as new. When saving add in the week ending date, which will always be a Sunday. e.g., Brian Wilson – Weekly Mileage – TK1077 – Week Ending 13-APR-25

  5. To complete the document, you will need the list of miles driven in your HBT vehicle that week and their corresponding jobs/locations, as well as any miles driven in your personal vehicle to conduct business for HBT that week.

  6. If you complete all the yellow highlighted fields on this document, you will accurately fill out the needed information for our accounting team.

  7. Previous Week’s Ending Mileage – this is the ending odometer reading from your HBT vehicle last week.

  8. For the yellow field next to Monday, enter in Monday’s date of the week you are completing the mileage report for. This will automatically populate the dates for the rest of the document.

  9. In the gray, “Job Chargeable Mileage” section please only enter miles we are charging back to the customer for specific jobs that are being worked on. Again, these miles must exactly match what are reported in your grid timecard for that week and each job has a maximum allowable miles per day to not be exceeded.

    • Start by entering the total miles driven for that day. This will then present additional fields highlighted in yellow that must be completed.

      • Job/WO# - either the 7 digit job number or work order number
      • Job/WO Name – the name of the project
      • Comments - a brief note about what the miles are for (e.g., Roundtrip to and from the TEC fusion job site).
        • If you have to drive to multiple job sites in one day, under Job/WO# and Job/WO Name please enter in the words multiple and in the comments section detail this information in full for each job location you went to.

      e.g., 40 Miles Roundtrip to TEC Fusion 551.0250 and 33 Miles Roundtrip to TBMNC Toyota Building 503/803 – 551.0222.

    • If you your daily mileage exceeds the allowable job-chargeable miles limit for the day, please report any additional mileage in the green Overhead (6120) miles section on the template.

      • Type in the total number of Overhead Miles (miles we can’t charge back to a customer but are used for a specific customer) on the corresponding weekday. This will create additional highlighted fields:
        • 2910 or 6120 – For Overhead miles, please use 6120
        • Comments – Please type in the job number and job name of the miles that er considered overhead.
          • If you enter in Overhead (6120) miles, but do not have a corresponding entry in “Job Chargeable Miles” the template will flag a red color indicating you have made a mistake or are missing data.

  10. Non-Chargeable Miles (2910) are driven miles in an HBT vehicle that cannot be charged back to a specific customer (e.g., to and from work each day, to our corporate office for a meeting, etc.)

  11. Enter in the total miles driven for that day. This will populate new yellow highlighted fields.

    • 2910 or 6120 – Type in 2910
    • Comments – Type in a brief comment about the activity you needed to drive your vehicle for, including origin/destination.

  12. In the section titled, Personal Mileage Using an HBT Vehicle for Personal Use you will report any miles driven in your vehicle to conduct personal activities outside the scope of work. (E.g., using the truck to pick up a piece of furniture you purchased).

    • These are entered in the same format as above, by providing the total mileage driven and a comment about what the vehicle use was for.
    • Please note that you will be charged back for these miles driven and the rate is considerably higher than the mileage reimbursement rate.

  13. In the section titled, Personal Mileage – Using Your Own Vehicle for Business Use please make sure the mileage rate is the current rate reflected by the company. There are instructions to the right of the field to help you locate the current rate. If it needs to be changed, simply type in the new amount in cell J41.

  14. Enter in the total miles driven for each day in your personal vehicle. This will populate additional yellow fields to complete:

    • Job/WO# - either the 7-digit job number or work order number
    • Job/WO Name – the name of the project
    • Comments - a brief note about what the miles are for (e.g., Roundtrip to and from the TEC fusion job site).
    • Please remember that this is just a reporting tool for these miles. If you do not complete an expense report for any miles driven in your personal vehicle to conduct business for HBT you will not be reimbursed.

  15. Once you have completed all your entries for the week, please save the document and email it to your appropriate manager for review.

    • If at any time you have questions about the document, please see the instruction fields to the right of each section, or reach out to your manager for additional information.