How to Track Field Employee Mileage in UKG Using CloudApper hrPad for Reimbursements

Field Employee Mileage Tracking can be a logistical headache for convenience retail businesses with mobile teams. From district supervisors to compliance officers, employees travel between store locations regularly—making accurate mileage tracking crucial for reimbursement, budgeting, and compliance. However, Field Employee Mileage Tracking becomes a manual burden when relying on spreadsheets or memory. That’s where CloudApper hrPad comes in—offering a seamless, mobile-first way to automate mileage logging and sync directly with UKG systems.

This guide walks you through how to streamline your field mileage process from manual chaos to automated precision.

Step 1: Enable Mobile Access for Field Employees

To begin tracking mileage efficiently, ensure employees have access to hrPad on their mobile devices. Since hrPad is mobile-friendly, there’s no need for additional hardware. Simply have employees log in through their smartphones or tablets.

Step 2: Set Up Mileage Tracking Permissions

Admins can configure hrPad to allow specific roles or user groups to access mileage tracking. This ensures only authorized field employees can submit mileage claims and reduces the risk of incorrect entries.

Step 3: Customize Reimbursement Policies

Within CloudApper hrPad, set up custom mileage reimbursement rules. You can define:

• Rate per mile
• Daily or weekly mileage limits
• Expense approval workflows
• Thresholds for supervisor review

These rules ensure reimbursements align with your company policies while automating the entire process.

Step 4: Start Logging Trips with GPS Accuracy

Employees can log each trip using hrPad’s built-in GPS functionality. The app automatically captures:

• Start and end times
• Total mileage
• Route taken

This eliminates estimation errors and ensures accurate data for every reimbursement claim.

Step 5: Sync Mileage Data with UKG

Once mileage entries are approved, CloudApper hrPad automatically syncs the data with UKG. This removes the need for double entry and reduces payroll errors. The integration is seamless, ensuring your HCM data is always up to date.

Step 6: Monitor and Report in Real Time

Managers and HR teams can view real-time dashboards that show:

• Mileage totals by employee
• Reimbursement costs
• Travel trends and patterns

These insights help you control costs, streamline operations, and identify improvement areas in field activities.

Benefits of Using CloudApper hrPad for Mileage Tracking

• Time Savings: Automate manual entry and approval workflows
• Accuracy: Eliminate guesswork with GPS-verified trips
• Fair Reimbursement: Ensure employees are paid fairly and promptly
• Compliance: Maintain audit-ready logs with timestamps and route details
• Employee Satisfaction: Provide a transparent and user-friendly tool for field staff

Real-Life Example

Let’s say a regional manager visits five convenience stores each week. Previously, they submitted a weekly email with estimated mileage. Now, with hrPad, each trip is logged in real time. At the end of the week, their mileage totals are reviewed and reimbursed without back-and-forth emails or guesswork.

Conclusion

If your business relies on field employees, manual mileage tracking is costing you time and accuracy. CloudApper hrPad transforms the process into an automated, mobile-first workflow that integrates directly with UKG.