Austria personal car mileage

[Rahul4]

Hello Team,

As per Austria guidelines, the official mileage allowance can be paid tax free for a maximum of 30,000 km per calendar year. However it will be taxable beyond 30,000 Km.  We are using legacy car configuration in our concur. Could you please guide how this requirement can be fulfilled .

Kind regards,

Rahul

[samasuraj]

Hi  @Rahul4 

Topic: Austria personal car mileage

Please see the below. Hope this helps. 
——-    

With SAP Concur’s legacy car configuration, you should check whether the annual 30,000 km limit can be tracked automatically.

You may need to manage this through a combination of SAP Concur & Payroll.

Concur can calculate mileage reimbursements, while annual mileage totals are monitored through Reporting.

Once an employee exceeds 30,000 km in a calendar year, any excess reimbursement should be flagged as

taxable amount via Payroll.

Check:

• Annual mileage tracking: Accumulate eligible business kilometers per employee from January 1 through December 31.
• Up to 30,000 km: Apply the eligible tax-free mileage treatment.
• Above 30,000 km: Identify excess mileage for taxable payroll treatment, where reimbursement continues.
• Legacy Car Configuration: Check whether your existing Concur mileage configuration supports annual cumulative thresholds and different reimbursement or tax treatments.
• Payroll integration: Transfer taxable mileage reimbursement amounts to payroll for appropriate tax processing.

The Austrian Official Guidance confirms the €0.50/km Passenger-Car Rate and Annual 30,000 km Tax-Free limit.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[Rahul4]

Hi @samasuraj 

This is the main concern, how we will track Km limit in an expense report?

Kind regards,

Rahul

[PoojaKumatkar]

Hi @Rahul4 ,

Please check my response in below community post. Hope this helps!

https://community.concur.com/t5/Concur-Expense-Forum/Austria-Statutory-Mileage-configuration/m-p/119...

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

[Rahul4]

Hello @samasuraj  @PoojaKumatkar 

we have rates per passenger too; therefore, we cannot use amount logic to track this

[PoojaKumatkar]

Hi @Rahul4 ,

Your main question was "how we will track Km limit in an expense report?"

Technically, this functionality is already being achieved through the standard Car Configuration option, as explained in my other community post.

However, the current limitation is that you cannot configure an audit rule to trigger a warning or hard-stop message because the required data object is not available in the Audit Rules section. This is a limitation within Concur, and I have already shared a similar Concur Support case for reference. 

Article Number	000083415
Title	How to set up an audit rule to prevent the submission of a Mileage expense type based on the accumulated distance?
Details	I wish to set a hard stop for mileage entries that already surpassed 2000km in the distance to date field. How to set up an audit rule to prevent the submission？
Resolution/Answer	It’s not possible to set up an audit rule that calculates and prevents submission based on the user's accumulated distance. The system applies different rates based on accumulated distance. However, the audit rule conditions for mileage do not support this. There is no condition in the audit rule that can calculate the accumulated mileage for a car.

Additionally, the alternative audit rule approach which I suggested would not be suitable in your scenario, as you are using a rate-per-passenger configuration.

Given these limitations, I can think of only one possible workaround:

• Expense Quick Tips: Use this feature to clearly communicate the KM limit information so that employees can easily access and refer to it while submitting their expenses.
• Warning Message: Configure a warning message based on the Expense Type. This message will be triggered and displayed irrespective of the claimed amount or KM, ensuring that employees are made aware of the applicable KM restrictions.

This would be the most practical workaround considering the current system limitations.

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

[PoojaKumatkar]

Hi @Rahul4 ,

Based on my research and with reference to Mileage Service document, mileage taxability is supported only through the Mileage Service feature and is not available under the Legacy Car Configuration.

Therefore, if your client is using Legacy Car Configuration, you may need to use the Legacy Taxability Import to determine the taxable and non-taxable portions.

However, if the client is already using Mileage Service, you can configure Mileage Taxability to calculate the taxable and non-taxable portions automatically.

Attaching screenshot and standard document for your further reference purposes: (Refer Page No - 30)

Hope this helps and resolve all your queries! 🙂

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

[samasuraj]

Hi  @Rahul4 

Topic: Austria personal car mileage

Please see the below. Hope this helps. 
——-   

Correct. Since you have different mileage rates per passenger, tracking the reimbursement amount

would be inaccurate.

For Austria, track actual kilometers separately from reimbursement rates, especially when

Passenger Allowances apply.

1. Mileage Tracking: Capture actual business kilometers for each trip.
2. Passenger Allowance: Calculate additional passenger payments separately without increasing the kilometer count.
3. YTD Accumulation: Track cumulative kilometers per employee across all expense reports.
4. 30,000 km Threshold: Identify kilometers exceeding the annual tax-free limit.
5. Payroll: Calculate taxable reimbursement using the applicable vehicle and passenger allowance rules.

Example: A 100 km journey with two passengers counts as 100 km, not 200 or 300 km.

If Legacy Car Configuration cannot separately track annual kilometers across passenger-based rate variations, use a Custom Mileage Report or External YTD Tracking Solution.

Distance determines the Annual Threshold and Mileage Rates determine Reimbursement.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[samasuraj]

Hi  @Rahul4 

Topic: Austria personal car mileage

Please see the below. Hope this helps. 
——-   

In SAP Concur Expense – Austria Mileage, the 30,000 km Annual Limit should be tracked per Employee across all Expense Reports, not separately for each Report.

Method to Track Austria's 30,000 KM Annual Limit in SAP Concur

1. Navigate to Administration → Expense → Car Configuration.
2. Select Personal Car – Variable Rates.
3. Set Accumulate Distance By → Configuration to aggregate mileage across registered cars under that configuration.
4. Configure Distance Limit = 30,000 km.
5. Set Period = Annually, starting January 1.
6. Track cumulative mileage across expense reports and use Payroll to classify excess reimbursement as taxable.

Concur's annual distance tracking does not automatically guarantee taxable/tax-free classification.

That may require separate reporting or Payroll integration.

Thanks & Regards

—

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant