All of our employees use their own vehicles for business mileage and are set up in Concur. We have employees who are looking at buying electric cars but the Concur mileage rates are only set up for Petrol or Diesel.
Does anyone have experience of setting up electric cars in Concur to reclaim mileage allowances?
If we were to use the petrol or diesel vehicle type in mileage rates Concur would claim VAT on the mileage. Although as we wouldn't have any "fuel" receipts maybe it wouldn't.
All help / input would be appreciated.
@howardwilliams First thing I would need to know to help answer your question is, what type of Configuration of SAP Concur are you on? Are you on our Standard Configuration or are you on our Professional Configuration? If you are not sure, there is an easy way to tell.
Log into Concur. From the home screen, go to the upper right-hand corner where it says Administration. Mouse over this. You should see a little drop down menu appear. If you see Expense Settings as an option, then you are on a Standard Configuration.
So, if you could let me know your configuration type, I can provide some guidance.
@howardwilliams Unfortunately in our Standard configuration you are locked into the car types of Petro and Diesel. Also, the mileage expense type is tied to the Category of Personal Car Mileage Reimbursement which allows for using the Mileage calculator. To be able to use a mileage expense type that has the mileage calculator, you must register a car on your profile, but it can only be one of the pre-set car types of either Petrol or Diesel.
The only workaround I can think of is to create a new expense type named Electric Car. Maybe categorize it as Ground Transportation. The users would have to calculate their own mileage and multiply it by your company's reimbursement rate and enter that amount in the Amount field of the expense. It is not ideal, but it could work. You could also add a couple of custom fields that would appear for all expense types labeled To and From where they can enter their starting location and ending location like you would see on a Personal Car mileage expense. This could be confusing to some, but it is a workaround if knowing the starting and ending locations are important.
I posted your issue internally. I'll let you know if I get any response different from what I posted here. Again, mine is a suggestion only, I haven't really come across this issue before, but yours is very valid with the uptick in Electric vehicles.
Thanks for the suggested workaround but it does seem rather long winded.
As you say, with the "uptick" in Electric vehicles and that only increasing in the future it feels like a development that Concur should be looking into as a matter of priority.
I won't disagree with that. 🙂
You can submit a solution suggestion to have Electric Car added as a car type for our Standard Product. I know there are companies in the UK reimbursing for riding their bikes to work, but I'm not sure how they are doing that.
@NCheesman If you are on our Professional configuration, you can create Electric Car as a car type and give this car type its own reimbursement rate.
@ljackson I believe in Professional you can create your own car configuration. Our Standard configuration doesn't allow for customizing a car type. If you have Admin rights, go to Administration>Expense>Car Configuration. Here you can create your own car set up.
@KevinD the last update to this post was some time ago I am now looking at completing this for my company are there any guides/standard ways of setting up the system to handle recording mileage for Personal & Company cars?
@GKTammy Here is a link to the Car Configuration Setup Guide. This should give you some good guidance.