Track your driving miles for client transportation and reimbursement. CareCade makes mileage tracking simple with automatic and manual logging options.

Understanding Transportation Mileage

Authorized Client Transportation

Some clients have transportation mileage as an authorized benefit:

Miles allocated in their service plan
Used for medical appointments, community activities, errands
Staff drives client in personal vehicle
Different from NEMT (which uses external providers)

Check client profiles to see if they have transportation authorization.

Staff Mileage Reimbursement

Separate from client transportation:

Driving between appointments
Work-related travel
Based on your organization's policy
May require separate documentation

Why Track Mileage

For Client Transportation

When using authorized transportation miles:

Document all client transportation
Track against their authorized units
Supports billing and compliance
Required for service records

For Staff Reimbursement

If your organization reimburses your travel:

Document work-related driving
Submit for payment
Keep accurate records
Support reimbursement claims

Types of Mileage

Service Mileage

Driving during client services:

Client transportation
Community outings
Errands with client
Medical appointments

Travel Mileage

Between work locations:

Home to first client (varies by policy)
Between client visits
Client to office
Check your organization's policy

Automatic Tracking

How It Works

CareCade can track automatically:

GPS logs your route
Calculates distance
Associates with appointments
Saves to your records

Enabling Auto-Track

Go to Settings → Mileage
Enable Automatic Tracking
Allow location permissions
Tracking activates during appointments

What's Captured

Auto-tracking records:

Start location
End location
Route taken
Total miles
Date and time

Manual Entry

When to Use

Enter manually when:

Auto-tracking not enabled
GPS wasn't working
Need to add mileage
Correcting records

How to Enter

Go to Mileage or Documentation
Tap Add Mileage
Enter:
- Date
- Starting point
- Ending point
- Miles driven
- Purpose
Save

Calculator Tool

If available:

Enter starting address
Enter ending address
App calculates distance
Confirm and save

Mileage by Appointment

Connecting to Appointments

Associate mileage with appointments:

Open the appointment
Go to Mileage section
Enter or confirm miles
Save with appointment

Automatic Association

With auto-tracking:

Mileage linked to appointment
Shows in appointment details
Included in reports

Viewing Your Mileage

Mileage Log

See your mileage history:

Go to Mileage → History
View by day, week, or month
See total and details
Filter by type

Per Appointment

View mileage for specific appointments:

Open the appointment
View mileage section
See miles recorded

Totals

View summary totals:

Daily totals
Weekly totals
Monthly totals
Running total for period

Editing Mileage

When to Edit

Edit mileage when:

Entry is incorrect
Additional miles to add
GPS was inaccurate
Forgot to record

How to Edit

Find the mileage entry
Tap to open
Make corrections
Add note explaining change
Save

Edit Limits

Note:

May have time limits
Old entries may need admin help
Changes are logged
Be accurate initially

Submitting for Reimbursement

If Your Organization Reimburses

Submit mileage for payment:

Go to Mileage → Submit
Select date range
Review entries
Confirm totals
Submit

Approval Process

After submission:

Administrator reviews
May request clarification
Approved for payment
Included in pay cycle

Getting Paid

Reimbursement typically:

Added to paycheck
Separate payment
Per organization policy
At set intervals

Tips for Accuracy

Regular Logging

Log daily
Don't wait until end of week
Review for completeness
Catch errors quickly

Accurate Addresses

Use exact addresses
Be consistent
Update if addresses change
Check destination accuracy

Supporting Documentation

Keep records:

Purpose of travel
Client served
Appointment connection
Any notes

Common Questions

What Miles Are Reimbursable?

Typically:

Client transportation ✓
Between client visits ✓
Home to first client (varies)
Personal errands ✗

Check your policy.

What If GPS Is Wrong?

Edit the entry
Note the correction reason
Use manual entry if needed
Report consistent issues

What About Round Trips?

Record full mileage
Both directions count
Log each leg if separate
Include waiting time travel

Are There Limits?

Some organizations have:

Daily maximums
Per-trip limits
Total monthly caps
Pre-approval requirements

Troubleshooting

Tracking Not Working

Check location permissions
Ensure feature is enabled
Check GPS signal
Restart app

Wrong Mileage Calculated

Review addresses
Check route taken
Edit if incorrect
Use manual entry

Missing Entries

Search by date
Check appointment records
Add manually
Report if persistent issue

Best Practices

Daily Habits

Review at end of day
Confirm accuracy
Add notes while fresh
Submit regularly

Monthly Review

Check total miles
Verify all trips included
Compare to schedule
Submit on time

Record Keeping

Keep personal records
Save submitted reports
Note any issues
Support your claims

Help Center

Mileage Tracking