Airplane Mileage Reimbursement

[katwilliams]

We currently reimburse car mileage using GSA rates. We have a few employees who have their own small planes. They would like to be reimbursed for airplane mileage when it is less expensive to fly their own plane than it is to buy flights. GSA has an airplane mileage reimbursement rate. 

How would I begin to set this up in Concur? Does anyone else have this set up or have a policy they use? I tried submitting a support ticket, but as usual, they said it was consulting and would require payment to even discuss it.

[KevinD]

@katwilliams have you considered setting this up under Car Configuration. Just treat the plane like a type of car. You can enter whatever reimbursement rates you want for this "car". 

Do you have access to Car Configuration? 

[katwilliams]

It looks like I have access to set up a new one, but it's not something I've done before. I'm not sure what to put for Accumulate Distance By or Form. I can't see what the set up was for the one active car configuration we have. 

[Meena_K]

Dear @katwilliams,

Please refer to the car configuration guide below, which provides detailed information on each field
https://help.sap.com/docs/CONCUR_EXPENSE/bb83754b1c5541808d50c09901e11475/eddfb60bac924296b940840580...

If this answers your query, then please mark solution as accepted.

Regards,

Meena

[katwilliams]

I have read through this and I'm still not sure how to proceed. It's not a variable rate. It should be a One Rate just like the car mileage, but it won't let me set up a second One Rate. I could try setting it up as a variable rate, but then it looks like the employee would have to fill out a "car form" in their profile settings. We don't need them to do that. 

[KevinD]

@katwilliams what happens when you select One Rate when setting up a new Car Configuration?

[katwilliams]

It gave me an error that I could not have two of them. 

[Meena_K]

Hi @katwilliams ,

In SAP Concur, only one car configuration can exist for each unique combination of Group, Country, and Car Type. Therefore, the system will not allow the creation of a duplicate configuration.

In this case, I would suggest creating a new expense type to reimburse plane mileage. If required, I can assist you with the steps to create a new expense type.

Regards,

Meena

[KevinD]

@katwilliams if you want to accomplish what you are looking for, I believe your two best options are: 1. Use the Variable Rates configuration option or 2. What @Meena_K suggested which is an expense type specifically for Plane reimbursement. 

If I was going with the easiest to set up, I would probably lean towards the second option.