Personal Mileage
These instructions cover how to calculate your personal mileage for the following situations:
- If you used your personal vehicle for the trip
- If you were dropped off/picked up at the airport/train station by a family member/other
If travel took place on a scheduled work day and the traveler Departed / Returned Home, mileage may be claimed from the lesser of the two distances; Work Location or Home.
If travel took place on a non-scheduled work day, mileage may be claimed from your Home.
Please refer to the following Quick Guides for more detailed information on adding other expenses:
Click on any of the links below to skip ahead to that section.
Table of Contents:
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Personal Car Mileage Expense
Step 1: Select the Add Expense button.
![Select the add expense button](https://media.screensteps.com/image_assets/assets/002/708/785/original/cf7f7179-d0a6-45e4-a00f-475d1d230300.png)
Step 2: From there, a window with all your available expenses and the option to create a new expense will appear. Click on the Create New Expense tab.
Then scroll down and select Personal Car Mileage under Mileage.
![Select personal car mileage under Mileage](https://media.screensteps.com/image_assets/assets/002/708/809/original/f47f79c9-814b-4e9e-adab-644ad9f67fdb.png)
Calculating Mileage Reminders
When calculating and claiming mileage, consider the following:
Direct Trips
- Direct trips between the employee’s residence and their designated work location are considered commuting miles and are not reimbursable.
Scheduled Work Day
- Claim mileage from the lesser of the two distances: work location or home.
Non-Scheduled Work Day
- Claim mileage from your home.
Private Vehicle
- When the traveler decides to change transportation mode(i.e. drive a private vehicle instead of flying to a travel destination) the traveler will be reimbursed only for the lesser of the transportation expense.
- Either mileage reimbursement or mileage up to the airfare equivalent based on a regular coach fare available for the location of travel, plus transportation costs to and from the terminals.
- Documentation of the cost of a regular coach in effect at the time of travel and transportation costs to and from the terminals are required and must be attached to the Expense Report.
- When a traveler is authorized to drive a private vehicle to and from a common carrier terminal, mileage may be reimbursed as follow:
- One round trip, including parking for the duration of the trip. OR
- Two Round trips, including short-term parking expenses when an employee is driven to a common carrier (Explanation required in the Comment field).
Mileage Calculator
Step 1: A Mileage Calculator window will open.
Below Waypoints, type in your starting location in A.
![Mileage calculator screen](https://media.screensteps.com/image_assets/assets/002/707/198/original/266142d6-0b4c-4f09-8544-73b75cfb38c5.png)
Step 2: Make sure you know and enter the full address of the location, as the fields will automatically generate a variety of locations.
If you are starting from work, you will be using your building’s address as the CSUF business location.
![Enter starting destination](https://media.screensteps.com/image_assets/assets/002/690/546/original/733559f6-79d8-4092-862d-31feda93acd0.png)
Step 3: Fill in the location you are heading to in Point B.
![Enter ending destination](https://media.screensteps.com/image_assets/assets/002/690/543/original/8846e2ea-8606-4f31-9473-21fb5795c502.png)
Step 4: Once you have the Point A and B locations, select Calculate Route.
You may use the Round Trip option if you are traveling on the same day or are being dropped off at the airport/train station.
![Select the calculate route button](https://media.screensteps.com/image_assets/assets/002/705/285/original/d6c220e3-c7bd-4e3c-a6ba-5f58f6d77e1c.png)
Step 5: Your route is now calculated on the map.
You can adjust which route you will be taking under Directions by selecting a Suggested Route.
Click on the Add Mileage to Expense button when you have confirmed the route for your travel.
![Select the Add Mileage to Expense button](https://media.screensteps.com/image_assets/assets/002/690/529/original/227cb538-9103-4db6-ac07-0da44d666a17.png)
Calculating Distance Amount
Step 1: Fill in the required fields (as indicated by the red asterisks) and the appropriate fields.
![Personal Car Mileage New Expense form](https://media.screensteps.com/image_assets/assets/002/708/791/original/66f175bf-71bb-43cd-87a8-77ce650858dd.png)
Step 1a: For Type of Work Day, you will have the following options to choose from:
Select the appropriate option.
![Enter type of work day](https://media.screensteps.com/image_assets/assets/002/716/031/original/0e6aa337-e511-45e9-ba8a-8966a0d06b56.png)
Step 2: Your number of miles will be calculated in the Distance field.
The reimbursement amount is automatically calculated based on your distance and input into the Amount field.
![Enter distance and amount](https://media.screensteps.com/image_assets/assets/002/715/973/original/9cc0c0f1-7b36-436b-9afe-b470e33a52af.png)
Step 3: Ensure to add your Request ID for every expense before submitting your Expense Report.
Then click on the Save Expense button.
Reminder: Your Request ID is your TR#.
![Enter the TR# under the request ID field and select the Save Expense button](https://media.screensteps.com/image_assets/assets/002/708/904/original/42fba6f1-662a-4720-be6d-96bfd948aaa0.png)
Mileage Adjustments
Step 1: You may adjust mileage by selecting Adjustment under Other, if needed.
An example includes claiming lesser of airfare and mileage.
Required documentation must be uploaded.
![Select adjustment under 05. Other](https://media.screensteps.com/image_assets/assets/002/708/962/original/7e5dcefa-b478-4e46-b30f-98c3f0a1a19d.png)
Step 2: From there, you will fill out the required fields and add a comment explaining the reason for the adjustment.
Make sure the Transaction Date matches the date that the car mileage took place on.
![enter the transaction date and comment](https://media.screensteps.com/image_assets/assets/002/708/792/original/b3658701-6a2e-4015-851c-af94771ab645.png)
Step 3: In the amount box, put a negative sign “-“ in front of the dollar amount and that will deduct the amount from the Expense Report.
![enter a negative value amount](https://media.screensteps.com/image_assets/assets/002/708/964/original/97457dcd-e354-4fdf-b892-821f32476574.png)
Step 4: When you are finished filling out the required fields, click on the Save Expense button.
![Select the save expense button](https://media.screensteps.com/image_assets/assets/002/708/786/original/bf3555e7-690d-4cf0-b512-88289c39dd96.png)
Mileage Exceptions
Step 1: Your Personal Car Mileage expense has been added to the expense report.
![Personal car mileage expense added](https://media.screensteps.com/image_assets/assets/002/708/760/original/37f4302b-02fa-44f6-aa50-571aa452f146.png)
Step 2: Once you’ve added your Mileage expense, you will see alerts displayed above your expenses.
Be sure to read through all the Alerts as they will vary depending on the expense.
![Expense window with 3 alerts](https://media.screensteps.com/image_assets/assets/002/708/761/original/8dc64b3a-3df5-43ce-bd4d-79778e8e16ba.png)
Travel Expense Report Checklist
If you would like to use a checklist, click on the Travel Expense Report Checklist.
Need more help?
Contact Concur Support at [email protected] or at 657-278-3600.