Overview

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This document provides guidance on how Mileage-Only reimbursements are processed through Concur on an Expense Report and also the supporting documentation that is required when submitting a Mileage-Only reimbursement.

Essential Information

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• A Travel Request is not required for Mileage-Only reimbursements.
• Refer to Blink for any questions regarding mileage policy and to download a sample UC San Diego mileage log.
• If submitting mileage for a prior year (not the current year/what is published in Concur Mileage Calculator), please see note under Step 9c.
• Only one Expense Report is needed for multiple-trip mileage reimbursements.
• Parking and toll charges may be included in the Mileage-Only Expense Report; however both Parking and Toll are entered as their own Expense Type, repeat Steps 8-12.
• Mileage reimbursement that totals more than $75 requires the following documents to be attached to the Expense Report:
  
  • For multiple trips, use the UCSD mileage log available on Blink site.
  • For a single trip, provide a copy of Google Maps.

Next Steps

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Video: How to Calculate Mileage in Concur (Click above Image)

A Travel Request is not needed for Mileage-Only reimbursements, start by creating an Expense Report.

1. From the Concur home page, click on the Home dropdown and select Expense. 

2. Click on the Create New Report button. 

3. In the Report Header, fill out all the required fields.

           

4. In Trip Purpose, select Mileage. 

a. Any other Trip Purpose will require a Travel Request.

5. In Business Travel Start and End Date, enter dates according to the number of trips:

a. If this reimbursement is for a single trip, in Start Date and End Date, enter the same date.

b. If this reimbursement is for multiple trips, in the Start Date enter the date of the first trip and in the End Date enter the date of the last trip .

6. In the Detailed Business Purpose field, enter a detailed bona fide Business Purpose.

a. It is required to provide the Business Purpose in this field to clearly document valid UCSD business travel on the expense report even if the Business Purpose is listed on the mileage log.

7. Select Create Report

a.  Page displays the newly created Expense Report e.g. July Mileage_Parsons

8. Click on Add Expense.

             

9. In the Add Expense dialog box:

a. Select Create New Expense.

b. In the Search field, enter Personal and select Personal Car Mileage - Business Expense Type (as this relates to Travel Policy G-28).

c. If submitting mileage for a prior year, the Mileage Calculator within the Personal Car Mileage - Business Expense Type is now able to calculate mileage rates from different calendar years. 

10. In the New Expense Details tab, enter the required information:

a. In the Transaction Date field, enter the first or the last date of the trip.

b. In the From and To Location fields, enter the origin and the destination of the trip.

c. For multiple-trip mileage reimbursement, enter various.

d. In the Distance field:

• • For a single-trip, enter total miles from Google Maps.
  • For multiple-trips, enter total miles from the UCSD mileage log.

                                                                     OR

• • Click on Mileage Calculator.

                         

• • From the Google Maps pop up window, enter to/from locations. Ensure to select Make Round Trip if claiming roundtrip, mileage 
  • Click Add Mileage Expense   

e.  The system will auto-calculate the mileage reimbursement amount.

                 

11. To attach Google Maps or UCSD mileage log, select Show Receipt in the top right corner of the expense details page to view the receipt window and click Add Receipt.
              NOTE: .png, .jpg, .jpeg, .pdf, .tif, .tiff are the only acceptable file formats in Concur.

     

12. After you add a receipt, select Save Expense.

      a. A receipt (Google Maps screenshot or Mileage Log) is only required when you are not using the Mileage Calculator feature. 

13. When all Expense details are complete, select Submit Report.