Mileage Reimbursement Driving on Company Business Overseas

JoeBench

Hi,

Is it possible to change the reimbursement rate per mile for secondees driving on company business overseas. This is needed as the fuel rates overseas in Japan are much lower than in the UK, hence a requirement to reduce the reimbursement rate in concur for the secondees' driving on company business expenses.

Thank you,

Joe

KevinD

@JoeBench you can certainly set up a car configuration for users in Japan. You would just need to have your site administrator go to the Car Configuration option and create a new configuration for Japan. It is a pretty straightforward process.

Although, in looking at your site, you don't have Japanese Yen set up as an active currency, so a car configuration for Japan cannot be set up at this time. You would need to make a request to your site admins, but I have to believe that there is a reason why Japan isn't set up.

Thank you,
Kevin
SAP Concur Community Manager
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KevinD

@JoeBench I'm trying to figure out how to respond without it sounding confusing. The only way a user could be reimbursed for driving in another country and use the rate assigned to that country is if you had car types set up for that country and the user in question registers a vehicle for that country's car type. The possibility of this depends on how your site is set up. Most companies do not set up their car types this way, so I doubt you will be able to accomplish what you need without making some pretty good size changes to your car configurations.

How are employees using personal vehicles overseas is my question? Could you provide the scenario, please?

Thank you,
Kevin
SAP Concur Community Manager
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JoeBench

Hi Kevin,

Are you able to respond to my question?

Thanks,

Joe

JoeBench

Hi Kevin,

Many thanks for your response, I appreciate its not a straight forward question to answer.

As for the scenario, BAES currently have a team of secondees based in Nagoya, Japan. There may be a need for team members to drive on company business to supplier sites based in Japan using their own personal vehicle. Hence the need to claim the mileage completed back on expenses through Concur. However, I appreciate that the Concur tool is currently setup to consider UK fuel prices and car configurations only. Can the setup be altered to align with driving on company business in Japan? Has this been done in the past for any of the other nations BAE secondees work in i.e. Italy, Germany, Spain, USA etc.

Thank you,

Joe

KevinD

@JoeBench you can certainly set up a car configuration for users in Japan. You would just need to have your site administrator go to the Car Configuration option and create a new configuration for Japan. It is a pretty straightforward process.

Although, in looking at your site, you don't have Japanese Yen set up as an active currency, so a car configuration for Japan cannot be set up at this time. You would need to make a request to your site admins, but I have to believe that there is a reason why Japan isn't set up.

Thank you,
Kevin
SAP Concur Community Manager
Did this response answer your question? Be sure to select “Accept as Solution” so your fellow community members can be helped by it as well.

JoeBench

Hi Kevin,

Many thanks for your response.

Would you be able to point be in the direction of whom my site administrator would be.

Thanks,

Joe