Requesting Reimbursement for Private Auto Mileage

Is the destination local, i.e. within the vicinity of home or headquarters?

Is the destination outside the vicinity of home or headquarters?

• Yes: Choose the most economical option for the situation. If a traveler needs to use surface transportation, even though the lowest available airfare is the most economical, here’s how to handle it:
  • Before the trip
    • Obtain approval: Work with your business office or person who approves travel in your area.
    • Know travel policy: Total cost of surface transportation cannot exceed the equivalent lowest cost airfare plus local transportation to and from terminals. Total cost of surface transportation may include:
      • Meal or lodging, if a minimum of 300 miles per day are traveled by the most direct route
      • Parking, tolls, taxis and/or ferries
    • Know pricing: Find the lowest cost airfare (regular coach/economy) and add the transportation costs to and from the terminal. Use this figure as the dollar amount that cannot be exceeded if opting for surface transportation in lieu of air travel.
  • After the trip
    • Create a Travel Expense Report. When creating the expense for the Concur Expense Report, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost.

• If you know the number of miles traveled, proceed to step 3.
• If you do not know the number of miles traveled, determine mileage using Google Maps.

For additional information on mileage reimbursement, see Travel FAQ.

• Create a mileage expense within your Concur Expense Report. Concur will automatically calculate mileage based on the standard rate in effect at the trip start date. (See Knowledge Base Article for Concur Mileage-Only Reimbursements)
  
  • Include the origin and destination when entering in the details of your mileage expense in the Business Purpose/Additional Information field on the Report Header. For example, Irvine, CA.
• If the mileage claim is for multiple trips and/or the total claim is over $75, a mileage log is required and must include the location traveled to and from, dates, mileage and a clearly stated business purpose (see a sample mileage log - Excel). Mileage requests that cross over calendar years can be submitted on the same Expense Report. The Mileage Calculator within the Personal Car Mileage - Business Expense Type is now able to calculate mileage rates from different calendar years. However, if the mileage being submitted is over a year old, please provide a justification for the late submission in the comment field. 
  • When claiming previous year mileage during a Moves/Relocation expense report, you will need to use one of the Ground Transportation Expense Types and manually calculate the rates for the year. Please provide clarification in the comments field. If the mileage being claimed is for the current year, use the Personal Car Mileage - Moving Expense Type. Additionally, you will need to attach a Google Map screenshot showing the miles traveled (most direct route) to your expense report. 
• If the to and from location(s) of your mileage trip include the traveler's personal/home address, please only include the city, state, and zip code OR redact the specific street address from the attachments. Personal/home addresses are considered sensitive information and should not be included within a Concur Expense Report.
• If you’re claiming mileage to a destination outside the vicinity of home or headquarters, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost.