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Personal Car Mileage Expense Report

Personal Car Mileage Expense Report

Owned by Nehal Gupta (Deactivated)
Last updated: Jul 24, 2024 by Alyssa Wojcik

This page provides instruction for creating a personal car mileage expense report, a previously approved travel request is not needed for a report containing this expense type and other Non-Segment (No Airfare, car rental or hotel) expense types.

If daily mileage expenses are incurred over a period of time, expense reports should be created on a weekly or monthly basis, rather than daily.

Table of Contents

Logging In

  1. Navigate to any web browser.

  2. Access Concur by logging in through our website at Travel Services and clicking “Login to Concur Travel & Expense.”

Creating an Expense Report

Expense reports with personal car mileage expenses only must be submitted at least on a monthly basis. Each day’s mileage expense must be entered as a separate expense line item.

Starting from the Expense Module

  1. From the Concur homepage, click Start a Report. A new expense report displays.

  2. Complete the required report header fields, identified with a red asterisk above each field.

    1. Trip Name

    2. Business Travel Start Date, Business Travel End Date

    3. Trip Purpose

    4. Travel Award No. when applicable.

    5. Traveler Type

    6. Trip Type

    7. Personal Travel fields. If Personal Travel is Y, specific dates should be entered in the Personal Travel Dates field.

    8. Business Purpose/Justification and Account Number where you will give a brief description of how the trip benefits the university.

    9. Account Number (this is your KFS Account Number), and Sub-Account Number if your account has one.

If you are completing this report on a monthly basis the Business Travel Start Date and Business Travel End Date should reflect the entire expense period. Otherwise enter the date of your actual expense here for single day reports.

  1. Update any other header fields, as necessary.

  2. Scroll to the bottom of the Report Header. The Claim Travel Allowance menu displays.

  3. Click No, since this will be a personal car mileage only expense report.

  4. Click Create Report.

Entering Personal Car Mileage

Personal car mileage expenses should be submitted for use of a personal vehicle for business miles driven.

  1. From the open expense report, click Add Expense.

  2. Click Create New Expense.

  3. Select the Personal Car Mileage expense type from the options available or type the expense type in the search field. A Google Maps mileage calculator window displays with the traveler’s home address automatically populated in field “A”.

If home address is not saved in the traveler’s profile, it must be entered manually with each personal mileage expense to appropriately deduct commute.

  1. Confirm field “A” reflects the starting point of your trip. Modify field “A” as necessary.

Example, if you leave your home and travel to a destination other than your duty station, field “A” should contain your home address. However, if you are starting from the office to a secondary location, field “A” should reflect your office address.

  1. Enter the destination address in field “B” and then tap TAB from your keyboard. Google maps mileage between the waypoints is calculated and an additional field displays.

  2. Enter additional waypoints for the trip, as necessary.

You can include the address for any personal stops (for example, if you have driven far off route to a restaurant location for lunch) if you wish to get the most accurate mileage calculations and then click the check mark to note that leg was personal to the right of the box. However, you can also choose to omit those stops from the mileage calculator.

  1. Review the calculated route displaying on the map. Manually drag the line between points to modify the route you drove, as necessary.

  2. Click Deduct Commute to subtract one way of your typical work commute from the total business mileage. Deducted Commute Distance fields for Home and Office display.

If the traveler enters their home and work addresses in their travel profile, they will automatically populate when the Deduct Commute box is checked.

  1. Review the Home and Office fields, update as necessary.

  2. Click Deduct Round Trip If you departed from home and returned to home on that day.

Check Deduct commute when your trip begins at your home address, directly to your trip destination, bypassing your duty station. Deduct Round Trip should be checked off when you are not returning to your duty station for the day.

  1. Click Add Mileage to Expense.

  2. Complete the required fields, identified with a red asterisk above each field, as necessary.

  3. Scroll to the bottom of the page to view the Mileage Calculator again if you need to make changes.

  4. Click Save.

(1) If daily mileage expenses are incurred, expense reports should be created on a weekly or monthly basis, rather than daily. Individual line items should be created for each day’s personal mileage expense. (2) The reimbursement amount is automatically calculated based on the date, miles driven, and the predefined reimbursement rate.

Copying an Expense

Recurring business expenses can be copied from a previous expense and then updated for the new expense item.

  1. With the expense report open, select the expense you want to copy.

  2. Click Copy. The new expense is added to the Expenses list with a date one day later than the original expense.

  3. Click the checkbox beside the new expense, then Edit to open the copied expense.

  4. Review the details of the expense to confirm accuracy for the new expense item.

  5. Modify applicable fields for the new expense where allowed, as necessary.

  6. Once updated, click Save Expense.

Submitting your Report

  1. On the expense report page, click Submit Report.

  2. Scroll through and read to the end of the Attestation.

  3. Click Accept & Submit. The Report Totals window displays.

  4. Review the information for accuracy, and then click Submit Report. The Report Status window appears.

  5. Click Close.

If you have not met policy requirements when completing the details of your report, a message will display describing the report error or alert. Correct the error, or if you require help to complete the task, contact travel@uconn.edu.

Additional Support

For help with Concur, contact travel@uconn.edu.

For additional reference material, refer to the Training and Resources page located on the Travel Services page.

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