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Trying to track your mileage for reimbursement and tax purposes can be a hassle for people who are naturally organized, and is even for worse for those of us who aren’t. If you have a smartphone, it has built-in GPS technology that can make the tracking process easier and automatic – but only if you have the right kind of app.
What Is MileIQ?
If you haven’t heard of it yet, MileIQ is a popular app for automatically tracking mileage. This app is available on both Android and iPhones – and, as mentioned, is included with Office 365 Business Premium subscriptions. It runs in the background of your mobile device and provides you with accurate, easy to classify mileage records. It automatically logs all your miles into individual trips which it refers to as Drives. You will be notified after a Drive to classify it as business or private. The app then creates an accurate record for reimbursable mileage and tax deductions and can generate customized reports for you.
Setting Up MileIQ
To set up MileIQ, begin by downloading and installing it on your device. Once the app is installed, open it. You will be prompted to log in or create an account.
Assuming you have not created an account, you would need to provide the email address you would like to use and password to secure your account. You do not have to use a business email address; in fact, the app suggests you use a more permanent personal address.
When that is complete, click on Sign Up. The email address you provide in this step will be the one where all reports and updates will be sent. As with most apps, you will need to verify your email address. After you have received and reviewed the verification email, the installation will be finished.
In order to run properly, MileIQ will need certain device permissions, including access to your location. Without being able to access your location, the app will not work. When prompted for that permission, select Always Allow if you have an iOS device or Always if you have an Android device. Some people may be concerned that if they provide a business email address to the app that their employer will be able to track them. The app will not provide information to your employer unless you share your login information with them or mail them copies of your reports.
You will also be prompted concerning permission for reminders/notifications. The purpose of reminders is to help you classify a trip as business or personal while that information is fresh in your mind. It is recommended that you allow reminders on your device. It will make the process of classifying your trips much easier.
Accessing Premium Features through Office 365
After creating or signing in to your MileIQ account, you will be prompted for a work email to verify your company’s Office 365 subscription. Note that you do not have to use your work email as your MileIQ email. Once you have been approved as an eligible Office 365 subscriber, you will have access to a premium account that allows you to log unlimited Drives.
To classify a Drive as business, you swipe right. To classify it as personal, swipe left. You can also add any details that you need, such as toll or parking charges. Note that after classifying trips for a while, the system will be able to automatically classify your most frequent routes (e.g., to and from the main office or a workspace).
Drive and Mileage Reports
You can receive a report on your Drives at your convenience. The default is a weekly report, but reports can be generated at any time. In addition, the reports are highly customizable through the MileIQ dashboard. The dashboard for MileIQ can be accessed from just about any device you own – tablets, smartphones, laptops, and even in the cloud.
There are many people out there who are struggling with trying to track mileage, filling out stacks of reimbursement forms, hoping their mileage information is backed up, and working hard to classify business and personal travel separately. There are so many apps to choose from to help with tracking mileage than trying to select one can be a major challenge in itself. However, the only mileage tracking app that offers a premium subscription to Office 365 business subscribers is MileIQ. Fortunately, MileIQ is easy to set up and use, and it provides a great deal of supporting information on the MileIQ website which can be found here.