Small Business Tips

How MileIQ for Teams Can Prep Your Business for Audits

Marin Perez

South Western Communications has been rapidly growing thanks to its best-in-class product collection of communications and security solutions. But its parent company expressed concern that it was over-compensating mobile employees for business use of their personal vehicle.    That's why it turned to MileIQ for Teams to boost its auditing compliance and to save a lot when it comes to its car allowances.  

South Western Communications: A trusted source for communication, security systems

South Western Communications provides communications and security systems for healthcare, detention and education venues. It routinely has sales people, operations and executives on the road, finding new customers or servicing existing ones.  

The ease of use has also helped the company hit a valuable internal milestone: last quarter, it received 100 percent of its mileage expense reports appropriately filled out and on deadline.

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Automatic, accurate mileage reports.

Roxanne Hudnall, a human resources generalist at South Western Communications, explained the company had built a relatively complex car allowance system. Some of the complexities included factors like the AAA operating expenses and gas prices.  The miles driven each quarter determined the employee's mileage allowance. Unfortunately, Roxanne said employees weren't consistently following the process of tracking their miles via a spreadsheet.  "Half the time, we didn't get good information, or they'd just submit a number," Roxanne said. "That doesn't fly during an audit."  

MileIQ for Teams: Making your records safe for audits

Roxanne was concerned that the mileage reimbursements wouldn't pass the muster with financial audits from its parent company. She sought out MIleIQ, used it personally for a few months and then convinced her business to bring on MileIQ for Teams. Now, mobile employees use MileIQ for Teams to automatically log their business miles. They submit mileage data with a few taps, and their car allowance easily adjusts. Roxanne has yet to hear a complaint from users. She's also far more comfortable facing financial audits because MileIQ is "more accurate than a spreadsheet."  The ease of use has also helped the company hit a valuable internal milestone: last quarter, it received 100 percent of its mileage expense reports appropriately filled out and on deadline.  

MileIQ for Teams saves SWC money

As a bonus, MileIQ for Teams has helped South Western Communications save on other costs. It had previously allowed employees to use the corporate credit card for gasoline. But thanks to MileIQ for Teams, it was able to bake gasoline costs into its latest, fair car allowance.

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