O-5-115 Company Mileage - Set Up a New User

👤 RESPONSIBLE POSITION

Manager or Designee

🎯 PURPOSE

The process provides the steps needed to set up an employee as a new user in company mileage, which will enable them to submit expense and mileage reimbursement requests.

🔄 PROCESS

1. After logging into Company Mileage at www.companymileage.com, click Control Panel.

   

2. Then, select System Users.

3. Click Add User.

   A new page asking for details of the new user will load. Complete the necessary fields as follows:

   

   1. Division: Choose branch from drop down box.
   2. Payroll ID: Enter the employee's payroll ID.
   3. Bill to: Choose branch from drop down box.
   4. Enter First name and Last name.
   5. Home Address: Enter the employee's street address.
   6. Home Zip Code: Enter the zip code; the city and state will automatically populate.
   7. Work Address: This will automatically populate.
   8. Telephone Number: Leave blank; you do not need to enter telephone numbers for this system.
   9. Status: Select Active from drop down box.
   10. User Activation Date:  Enter the employee's hire date.
4. At this point, address validation boxes should have automatically turned green. If they don't validate, move the pin around on the map to the correct location.
5. Continue with required fields:
   1. Department: select Hourly or Salary from dropdown box.
   2. Username: Enter first name.last name@adarshomehealth. This user name must be used even if employee doesn’t have an Adara email.
   3. Email address: Enter their business email address. If they do not have an Adara email address, enter the personal email provided by the employee.
   4. Password: Enter a temporary password for the employee to use for the first time they log in. It must be a minimum of 6 characters with 1 number or symbol.  (Employee will be prompted to change password at initial log in.)

   5. Confirm Password: Re-enter the temporary password.

      In the User Administrative Level section, make the following selections in the fields below:

      

   6. User: Select this option.
   7. Allow User to be Imported (ADD Map): Yes
   8. Allow Trip Entry Screens: Yes
   9. Allow Expense Entry Screens: Yes
6. Additionally, check the following boxes: 
   1. Allow usage of Company Address for Trip Entry
   2. Allow to add to Personal Address book
   3. Allow Mobile Access
   4. Mobile Inactivity Logout
7. Select Save.

8. Then, in the Approvals Groups section, click on Go to manage section.

   

9. A list of Approval Groups appears. Click ‘Assign multiple members’ within the branch the employee is associated with.

   

10. A screen will load showing all employees for that branch.
11. Type the employee's last name in the Search box.

12. Click Search.

    

13. Locate the employee's name and check the box beside it.
14. Then, select Group Members.

This completes setup of an employee as a new user in CompanyMileage.

📅 Effective: 02.06.2018  | 🛠️ Revised: 11.13.2026 |  ✅ Approved: JFJ