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SAP Concur is a leading cloud-based provider of integrated travel and expense management solutions. Our easy-to-use, web-based and mobile solutions adapt to each employee’s preferences and scale to meet the needs of companies large and small. No matter what size the organization, we help control costs and save time. As part of the larger SAP family, and through our experience, expertise, and partnerships, our solutions help every business run its very best.

How do I submit or claim mileage in Concur Expense?

SAPConcurTeam
Community Manager
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The mileage expense type enables users to be reimbursed for the cost of fuel consumption based on the distance they travel. It can be either Personal Car Mileage or Company Car Mileage.

 

The most frequent scenario is Personal Car Mileage and is applicable when the user is travelling by personal vehicle for business purposes. In this case, the rates aim to reimburse the user for the costs related to car maintenance and fuel. Usually, when it comes to Personal Car Mileage, the rates are defined by the government and they usually set reasonable limits per km/mile, which is considered tax free to the employee. Sometimes though, rates can be set by the company itself, and in this case, if the amount exceeds the limit defined by the government, the difference must be tracked as tax income for the employee. However, this scenario does not occur very often.

 

Less frequently used is the Company Car Mileage (except in the UK market). With Company Car Mileage, the distance traveled is tracked and reimbursed for the miles traveled multiplied by the rate per mile. However, the reimbursement in the Company Car Mileage is related to the cost of fuel only – as maintenance is not required on company owned cars. Note: to be able to enter Company Car Mileage, users must register their company car on their profile by going to Profile>Profile Settings>Company Car.

 

Personal Car Mileage User interface

 

 The steps to be taken in order to claim Personal Car Mileage are:

 

1. Log in to your SAP Concur profile and start a new report by clicking Create New Report from the Expense tab of your SAP Concur profile.

 

Screen Shot 2021-05-10 at 10.10.26 PM.png

 

2. Fill in all mandatory fields (marked with a red stripe on the left side of the field) in the report header, and click on Next >>.

 

Screen Shot 2021-05-10 at 10.11.47 PM.png

 

3. Now the expense report is created. Click on New Expense and select Personal Car Mileage from the list in the Expense Tab on the right side of the screen – you can more easily find the expense type by using the Expense Type search box

 

Screen Shot 2021-05-10 at 10.13.00 PM.png

 

4. From the expense details section, click the Mileage Calculator link. You will be taken to the Mileage Calculator interface. When there, enter the departure address (Waypoint A) and the arrival address (Waypoint B).  In case of a round trip, click the Make Round Trip link. You can enter as many waypoints as you need; the system will automatically create a new waypoint field one after the other. 

 

Screen Shot 2021-05-10 at 10.13.42 PM.png

 

5. You will be taken back to the New Expense tab and the mileage will be displayed in the Distance field. Leave the distance as is, since the amount calculation occurs automatically. Enter the Transaction Date and Purpose of the Trip, and then click on Save

 

Screen Shot 2021-05-10 at 10.14.22 PM.png

 

6. The Personal Car Mileage has been successfully entered. The calculation of the amount that must be claimed is visible in the Amount | Requested field. Unless some red-marked exception is triggered, the report is ready to be submitted.

 

Screen Shot 2021-05-10 at 10.15.02 PM.png

 

Company Car Mileage User interface

 

The steps to be taken in order to claim Company Car Mileage are:

 

1. Log in to your SAP Concur profile and start a new report by clicking Create New Report from the Expense tab of your SAP Concur profile

 

Screen Shot 2021-05-10 at 10.18.59 PM.png

 

2. As in the Personal Car Mileage scenario, fill in all mandatory fields (marked with a red stripe on the left side of the field) in the report header, and click on Next >>.

 

Screen Shot 2021-05-10 at 10.19.29 PM.png

 

3. In the New Expense tab, look up Company Car Mileage through the Expense Type search box

 

Screen Shot 2021-05-10 at 10.19.58 PM.png

 

4. You will notice that the New Expense tab is divided in two sections. On the top, you have a similar interface as in the Personal Car Mileage scenario (Expense Type, Transaction Date, Business Purpose, City of Purchase, etc.)

 

Screen Shot 2021-05-10 at 10.20.42 PM.png

 

However, please note that the fields may vary depending on the configuration that was required by your company. In this section, you will be able to check the Reimbursement Rates as well by clicking on View Reimbursement Rates, which is above the Expense Type field. In order to check this information, you will have to enter a Transaction Date first

 

Screen Shot 2021-05-10 at 10.21.21 PM.png

 

Screen Shot 2021-05-10 at 10.21.46 PM.png

 

5. In the section at the bottom of the New Expense tab, you must enter the Vehicle and Total Distance. Do not amend Odometer (Start - End) and Distance (Business , Personal). The criteria entered in these two fields are auto-populated, depending on the previous Odometer and Distance criteria that were entered since you started using the Company Car Mileage expense. If you amend these options the calculation will no longer reflect the reality. Once you’ve entered the Total Distance, the Odometer End will adjust automatically. Once done, click Save.

 

Screen Shot 2021-05-10 at 10.22.37 PM.png

 

6. The Company Car Mileage entry is now saved and visible in the list of expenses you want to claim. Your Expense report is ready to be submitted

 

Screen Shot 2021-05-10 at 10.23.06 PM.png