How to Add Travel Method Options to the Out of County Travel Form

You open the Out of County Travel Form. But only one travel method appears, such as Personal Vehicle. Other options, like City Vehicle, are missing.

This is not a bug. It is a configuration issue. The good news is that you can fix it yourself.

How Does the Form Work?

The Out of County Travel Form does not create its own list of travel methods. It reads from a separate configuration screen and displays whatever is set up there.

Think of it like a menu at a restaurant. The kitchen only serves what is on the menu. If City Vehicle is not on the menu, it will not appear as a choice.

That configuration screen is called the Employee Mileage/ Meals/ Incidentals Reimbursement Rate Configuration. This is where your organization controls which travel methods are available.

If only Personal Vehicle was set up there, that is the only option employees will see on the form.

How Do I Fix It?

You will need to add the missing travel methods in the configuration screen. Here is how:

Step 1: Open the configuration screen

• Go to this link: portal.aclarian.com/#/forms/reimbursement-rate-configurations

• This opens the Employee Mileage Meals Incidentals Reimbursement Rate Configuration.

Step 2: Find the travel method settings

• Look for the section called Set Method of Travel Options.

• This section controls which travel methods appear on the Out of County Travel Form.
  

Step 3: Add the missing travel methods

• Add each travel method your organization wants to make available. For example:

• • Personal Vehicle
  • City Vehicle
  • Flight

Only add the options that apply to your organization.

Step 4: Save your changes

• Save the configuration when you are done. The new travel methods will now appear on the Out of County Travel Form right away.

Other Settings to Review

While you are in the configuration screen, take a moment to check these two additional settings. They affect how the form looks and works for your employees.

Entity Name

The entity name is your organization's name. It appears automatically on the Out of County Travel Form when an employee fills it out.

Make sure it is listed exactly the way you want it to display. For example, you may prefer City of XYZ over just XYZ. Either is acceptable. Just confirm it matches your preference.

To update it, find the entity name field in the configuration screen and edit as needed.

Destinations

A destination is the location the employee is traveling to. Employees select a destination from a list when they fill out the form.

If a destination your employees commonly travel to is not showing up, it may not be configured yet.

To add a missing destination:

1. Click Add Configuration
2. Enter the destination name and any required details
3. Save your changes

The destination will then be available for employees to select on the form.

Quick Summary

Key Takeaway

The Out of County Travel Form only shows what has been configured. If something is missing, the fix starts in the Employee Mileage Meals Incidentals Reimbursement Rate Configuration. You do not need to contact support to make these changes. You can update the settings directly.