Assign vehicle mileage schemes to employees

When you have set up your organisation’s vehicle mileage schemes, you can assign them to employees.

You can assign vehicle mileage schemes to individual employees by updating their Vehicle Mileage screen in HR. However, the easiest and quickest way to assign vehicle mileage schemes is to assign them globally to groups of employees in Admin.

Globally assign a vehicle mileage scheme

1. Create the group of employees that you want to assign the vehicle mileage scheme to.
2. Go to Admin> Application Data > Vehicle Mileage Schemes.
3. Select the appropriate vehicle mileage scheme.
4. At the bottom of the screen, select Globally Assign Vehicle Mileage Schemes.

5. Complete the screen, using this table as a guide. Fields marked with an asterisk * are mandatory.

   Field	How to complete
   Type of Group	Select one of the following: Current Group, if you want to assign the vehicle mileage scheme to a group created using Query Builder and/or All Employees I Can Access. Static Group, if you want to assign the vehicle mileage scheme to a saved static group.
   Employee group to assign the Vehicle Mileage Scheme to	The option(s) available in this field depend on what you selected in the Type of Group field: If you selected Current Group, you’ll see USERVIEW in this field. If you selected Static Group, you’ll see a drop-down menu of all saved static groups, and you need to select the appropriate group
   Vehicle Mileage Scheme Name to assign to the Employees	Select the appropriate vehicle mileage scheme from the drop-down menu.
   Only show employee changes on preview screen	Tick the box if you only want to see employees whose records will change when previewing. If you do not tick the box, you’ll see a list of all employees that the scheme will be assigned to.
   Please enter Start Date for Vehicle Mileage Scheme*	Type or select the date when the employees will start using the scheme.
   Please enter End Date for Vehicle Mileage Scheme	If the scheme will operate for a fixed period only, type or select the end date.

6. At the bottom of the screen, select Preview. You will see the Globally Assign Vehicle Mileage Schemes – Preview screen.

7. If required, select Excel Export at the bottom of the screen to export the data to Microsoft Excel.

8. Tick the box beside each employee you want to assign the vehicle mileage scheme to.

9. At the bottom of the screen, select Add Vehicle Mileage Scheme to update each employee’s Vehicle Mileage screen in HR.

10. Complete the screen, using this table as a guide. Fields marked with an asterisk * are mandatory.

    

    Field	How to complete
    Type of Group	Select one of the following: Current Group, if you want to assign the vehicle mileage scheme to a group created using Query Builder and/or All Employees I Can Access. Static Group, if you want to assign the vehicle mileage scheme to a saved static group.
    Employee group to assign the Vehicle Mileage Scheme to	The option(s) available in this field depend on what you selected in the Type of Group field: If you selected Current Group, you’ll see USERVIEW in this field. If you selected Static Group, you’ll see a drop-down menu of all saved static groups, and you need to select the appropriate group
    Vehicle Mileage Scheme Name to assign to the Employees	Select the appropriate vehicle mileage scheme from the drop-down menu.
    Only show employee changes on preview screen	Tick the box if you only want to see employees whose records will change when previewing. If you do not tick the box, you’ll see a list of all employees that the scheme will be assigned to.
    Please enter Start Date for Vehicle Mileage Scheme*	Type or select the date when the employees will start using the scheme.
    Please enter End Date for Vehicle Mileage Scheme	If the scheme will operate for a fixed period only, type or select the end date.

11. At the bottom of the screen, select Preview. You will see the Globally Assign Vehicle Mileage Schemes – Preview screen.

12. If required, select Excel Export at the bottom of the screen to export the data to Microsoft Excel.
13. Tick the box beside each employee you want to assign the vehicle mileage scheme to.
14. At the bottom of the screen, select Add Vehicle Mileage Scheme to update each employee’s Vehicle Mileage screen in HR.