Step 01
Employee starts the trip
Mobile app starts tracking on a Start Trip action. Privacy-respecting: tracking only during the explicit trip window.
Expense Management | Mileage Tracking
GPS-tracked trips. Rate per policy. Tax-free under Section 10(14).
Trip starts and ends from the mobile app. GPS captures the route; the employee reviews and submits. Rate per kilometre auto-applied per company policy. Tax-free up to the Section 10(14) prescribed rate; excess flagged for tax adjustment.
How it works
Trip tracked, rate applied, tax handled.
Step 02
GPS captures the route
Distance, route, start and end points captured. The employee reviews the route map before submission.
Step 03
Rate applied automatically
Configured rate per kilometre (typically ₹10 to ₹20 for a 4-wheeler, lower for 2-wheeler) applied. Project and cost-centre tagged at trip start.
Step 04
Tax treatment posted
Up to the Section 10(14) prescribed rate, the reimbursement is tax-free. Excess is taxable in the employee's hands. The tax adjustment posts to payroll.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| GPS trip tracking | Start + end trip events | Distance + route map |
| Rate engine | Vehicle type + company policy | Per-km rate applied |
| Project / CC tagging | Trip purpose + project | Cost allocation per trip |
| Tax adjustment | Reimbursement vs Section 10(14) | Excess flagged for tax |
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GPS trip tracking
- Input
- Start + end trip events
- Output
- Distance + route map
-
Rate engine
- Input
- Vehicle type + company policy
- Output
- Per-km rate applied
-
Project / CC tagging
- Input
- Trip purpose + project
- Output
- Cost allocation per trip
-
Tax adjustment
- Input
- Reimbursement vs Section 10(14)
- Output
- Excess flagged for tax
Compliance + integrations
Mileage that respects privacy and tax.
GPS tracking is privacy-bound to the trip window. Section 10(14) drives the tax-free rate; the system enforces it. Excess auto-flagged.
Regulations we work within
-
Section 10(14) + Rule 2BB
Conveyance / transport allowance prescribed limits.
-
IT Act 2000 + DPDP Act 2023
GPS tracking limited to explicit trip events.
Connects to
- Mobile app (iOS / Android) GPS tracking
- Payroll module Tax adjustment posting
Mileage Tracking FAQ
What buyers ask.
Privacy. What data is captured?
GPS location is captured only between Start Trip and End Trip events the employee explicitly initiates. Outside the trip window, no location data is collected. The route map is shown to the employee for review before submission. Aligned with DPDP Act 2023 consent norms.
Can we configure different rates for different vehicle types?
Yes. Per-vehicle-type rates (4-wheeler, 2-wheeler, electric vehicle) configured per company policy. The employee picks the vehicle at trip start; the right rate applies.
What if the employee forgets to start the trip?
Manual entry is supported as fallback. The employee enters the start, end, distance and reason for manual entry. Manual entries flag for approver review; the audit trail captures the manual route.
More in Expense Management
Related features
Run a trip on the mobile app, free.
Free trial, one user. Start a trip from the app, drive a few kilometres, end the trip. Watch the route, the rate, the tax adjustment, all post in real time.