From the rate per km to payment: what each person in management does with employees' mileage logs.
Turning the module on
In Settings, Modules, turn on the Mileage logs card. It uses the same licence as per diem (ajudas de custo) and works with or without Selfcare payroll. Only the owner and HR turn modules on and off.
When off, the module disappears for the whole company, but nothing is deleted: turn it back on and the logs are there.
Rate per km and payment method
In Settings, Mileage logs:
- Rate per km: a single rate for the company, between €0 and €2. By default, the year's tax-exempt limit (€0.40 in 2026). Above it, the page shows how much becomes taxable and asks you to confirm when saving.
- How they are paid: separately, in the Payments batch, or in Selfcare payroll, if it is on.
- Pay without waiting for the accountant's payslip: with a rate above the limit, the batch can pay the full amount instead of waiting for the net figure.
- Departure and return times required: on by default, because the legal log asks for the time spent away.
- Automatic km calculation: off by default. With Google Maps, each trip's Calculate km button fills in the road distance; the employee can change it and the "edited" mark shows in Approvals. Only each trip's origin and destination are sent to Google. If the option shows as unavailable, Selfcare doesn't have the service connection configured yet and kilometres are typed by hand.
Changing the rate doesn't touch logs already submitted: each one keeps the rate and limit it was calculated with. To work out figures, use the per-km simulator (in Portuguese).
Approving and rejecting
Submitted logs reach Approvals, in the Mileage logs tab, for the leaders of the employee's teams. The owner and HR can also decide.
- Each log shows the trips, kilometres, amount and, if any, the taxable part.
- You decide on the whole log: approve or reject, one at a time or several at once.
- Rejecting asks for a reason, which the employee sees so they can fix it and resubmit.
- When the approver is away, their backup can also decide.
- Instead of team leaders, your company can choose who approves logs, with the rule "one approval is enough" or "everyone must approve": see Who approves.
- Nobody decides on their own logs, not even the owner: an approver's own log goes to their leader, or to another owner or HR.
- If the owner has nobody else who can decide on their log (no other owner, HR, leader or chosen person), the log is approved by the system on submission, as with absences. The accountant never decides logs, so they don't count.
Viewing and managing every log
In Administration, Expenses, Mileage logs tab (owner, HR and accountant):
- Filters by month, date range and employee.
- New trip on behalf of an employee, in that month's log and with that person's cars.
- Submit, reopen, cancel or delete logs that haven't been paid yet.
- Every employee's cars, to register one on someone's behalf or set each person's default car.
In the employee record, the Mileage logs tab lets you select several logs and mark them as paid, revert payment, cancel or export them at once, with the euro total before you confirm.
Paying in the Payments batch
In Administration, Payments, approved logs join the same batch as expenses and per diem:
- Start payment gathers everything approved right now, from any month.
- Download the SEPA file (for online banking) or the CSV, with one transfer per person or one per log, as your company prefers.
- After making the transfer at the bank, select Mark as paid. Each employee is notified. If you make a mistake, you can revert.
With a rate above the tax-exempt limit
The part above €0.40 per km is income: the accountant processes it in the payslip, with income tax (IRS) and Social Security. Those logs wait for the net figure from the accountant's payslip, entered in Administration, Expenses, Mileage logs, unless your company chose to pay without waiting.
Paying in the payslip
With Selfcare payroll on and the option In Selfcare payroll, approved logs go into the month's payslip: the exempt part goes to the tax authority's monthly return (DMR-AT) under code A22 and the excess is income, with IRS and Social Security, and goes to the Social Security return (DMR).
Closing the month marks the logs as paid and locks them. If payroll is turned off, the unpaid ones move to the Payments batch, with nothing lost.
PDFs and the accountant's file
- Map (PDF), per person and month: company, employee, each trip with place, purpose, date, number plate, owner and kilometres, the exempt and taxable totals, who approved and the signatures.
- Payment statement (PDF), per person and month, and the Report (PDF) for each Payments batch: totals per employee followed by the detail of each one, with the date, purpose, route, kilometres and amount of every trip and expense. No salaries, and the IBAN shows only its last four digits.
- Export CSV for the accountant, with the tax number (NIF), month, each trip, number plate, owner, kilometres, rate per km and the exempt and taxable parts.
Keep the logs for at least as long as tax law requires. A paid log is never deleted in Selfcare.
Who can do what
- Leader and backup: see and decide on their team's logs. They don't pay.
- HR and owner: everything except their own logs.
- Accountant: sees all logs, exports, downloads the PDFs, pays, reverts and cancels. Doesn't decide.
Everything is recorded in the audit log. To connect other software, mileage logs have an API, MCP and webhooks: see API and MCP. Questions: suporte@selfcare.work.