TripLog Expense & Mileage Reimbursement for RUN Powered by ADP®

Automatic GPS Tracking

• TripLog starts tracking when an employee starts driving and stops when the drive ends, recording the route, distance, and start and end locations. Multiple tracking methods let drivers and organizations choose the setup that works best for them, including phone-based tracking, manual start and stop, vehicle Bluetooth, and optional TripLog hardware.

Smart Trip Classification

• Use working hours, frequent trip rules, and custom activities to classify trips automatically as business or personal. Set up rules for recurring drives to reduce repetitive trip editing, while employees can review their records and add specific business purposes or notes needed for reporting.

Flexible Mileage Policies

• Apply the IRS standard mileage rate or use custom rates based on your company’s reimbursement policy. TripLog uses the assigned rate to calculate reimbursements from recorded business mileage, giving employees and managers a consistent way to review amounts before payment.

Cents Per Mile

• Pay your employees a set rate for each business mile they drive. Use the IRS standard mileage rate or your own company rate, with automatic tracking, mileage policies, approvals, and reporting to keep the program easy to manage. CPM is a practical option for lower-mileage employees and drivers who don’t meet FAVR eligibility requirements.

FAVR

• For eligible higher-mileage drivers, FAVR is an IRS-approved reimbursement method that provides accurate tax-free, fair, location-based reimbursements, combining a fixed payment and a per-mile rate. FAVR combines a fixed payment for vehicle ownership costs, such as depreciation and insurance, with a variable per-mile payment for operating costs such as fuel and maintenance. Unlike CPM using the national IRS mileage rate, FAVR uses localized vehicle-cost data to better reflect the costs of driving where employees live and work. TripLog supports location-based FAVR calculations, annual FAVR tax reporting, and IRS compliance checks and reminders. FAVR also includes the features of our corresponding Teams or Enterprise mileage plans, so admins can manage tracking, reporting, and approvals alongside their CPM drivers.

Receipt Capture

• App users are able to take photos of their receipts and use OCR to extract the merchant, date, amount, and other key details to automatically create expense entries. Employees can also forward emailed receipts or PDF attachments to TripLog to create entries automatically.

Bank and Credit Card Feeds

• Connect supported bank and credit card accounts to import transactions and reduce manual expense entry. Set rules to automatically categorize recurring purchases, then review imported expenses alongside receipts and other supporting information.

Custom Fields and Charge Codes

• Assign expense categories, projects, clients, work orders, charge codes, or other custom tags required for reporting. Admins can manage shared tags and custom fields, while GL code reporting helps finance teams organize expenses for accounting and internal analysis.

Mileage Policies

• Set commute exemptions, shortest-distance calculations, frequent trip rules, auto-classification hours, and custom reimbursement rates. These controls help apply your company’s mileage policy consistently and reduce the need for managers to calculate adjustments manually.

Expense Rules

• Set spending limits by transaction or category, require receipts by category or amount, and flag duplicate or out-of-policy items for review. Managers can investigate exceptions before approved payments, helping prevent avoidable errors and keeping claims aligned with company policy.

Multi-Level Approvals

• Route mileage and expense reports through to the right managers using configurable approval levels and limits. Employees can submit from the app or web dashboard, and managers can review the supporting records before approving or rejecting claims. Multiple approved levels support organizations that require both department and finance review.

Consolidated Reporting

• Filter records by employee, department, office, date, activity, tags, or approval status. Customize detailed report templates and export summaries or supporting records in formats such as CSV, HTML, and PDF. Include mileage, expenses, maps, and receipt images as needed for reimbursement, audits, or internal analysis.

Over-Reported Mileage Flagging

• Flag potentially over-reported mileage for managers to review before reimbursement. Review the recorded route and trip details to investigate exceptions, approve valid business travel, and address inaccurate claims without manually checking every entry.

Mobile Workforce Visibility

• View current or past driver locations, daily routes, and visit times to understand business travel across your team. Review individual trips with location and timestamp entails, and use heat maps to see frequently traveled areas. Personal trips can be hidden from company location maps.

Geofencing and Alerts

• Set geographic boundaries around customer sites, offices, or job locations and monitor events such as arrivals, departures, stops, and time spent on site.

Location Stay Time Reports

• Review or export location stay-time reports to understand how long employees spend at customer, job, or project locations between trips. Managers can use these records to review visit duration and assess how travel and on-site time are distributed across the workday.

Driving Safety Insights

• When driving-safety tracking is enabled, managers can review detected events such as hard braking, rapid acceleration, phone calls during driving, and speeds above an admin-set threshold. Map views and exports show event details, locations, and timestamps to help identify patterns and guide coaching conversations.

Route Planning

• Plan routes with up to eight stops using saved locations or new destinations, then open the route in the device’s mapping app for navigation. This helps employees organize customer visits and job-site travel before they leave, while TripLog records the mileage they actually drive.

Employee Privacy Controls

• Configure trip auto-classification around working hours, hide personal or unsubmitted trips from admins, and restrict location visibility by role, department, or office. Organizations can also limit employees’ ability to alter mileage records, supporting consistent records while giving managers the business information they need.

Security and Access

• TripLog maintains SOC 2 Type II compliance and offers single sign-on and role-based access controls. Database encryption at rest protects stored information, and additional field-level encryption can be enabled for sensitive information that may contain personally identifiable information (PII) or protected health information (PHI). HIPAA compliance is also available for healthcare organizations.

TripLog Drive™

• TripLog Drive™ is a dedicated GPT mileage logging device with built-in storage and a physical trip-classification button. Powered through a vehicle USB port or 12-volt adapter, it can record trips in offline mode without a phone present or a cellular data connection. Drivers later connect it to the TripLog app to download and review their records.

TripLog Beacon™

• TripLog Beacon™ is a USB-powered Bluetooth device that triggers automatic tracking through the TripLog mobile app. It gives drivers a vehicle-based start signal while the phone’s GP records the trip, helping employees capture mileage with less manual interaction.

Web API

• Enterprise plan customers can use TripLog’s REST API to connect mileage, expense, time, and user data with their own business systems. Standard HTTPS requests and JSON responses support retrieving records and managing supported data, including users, locations, vehicles, custom tags, and approvals.

Integration with SAP® Concur®

• TripLog's integration with for SAP® Concur® Expense allows you to easily upload trips and expenses to SAP® Concur®. Your trip date, mileage, locations, purpose, and notes will be captured with our seamless integration.

Time Tracking and Scheduling

• Employees can clock in and out, track time by job or project, submit timesheets, and receive schedules through the TripLog app. GPS-verified time entries provide location context, while managers can review hours, overtime, and job activity. Additional capabilities include PTO requests and approvals, accrual and balance reporting, and job dispatching.

TripLog ACH

• Send approved mileage and expense reimbursements by direct deposit from the TripLog dashboard and automatically mark reimbursement entries as paid. Admins can review each ACH transaction’s history, and employees receive email updates about their payments. A separate reimbursement payment history helps finance teams distinguish employee reimbursements from payroll transactions.