Reviewing Automated and Custom Mileage Rates

Objective

After completing this lesson, you will be able to review automated and custom mileage rates.

Mileage Rates Overview

Companies with sites created after March 8th, 2022 use Mileage Service by default. Concur Expense automatically calculates the car reimbursement amount through Mileage Service as an estimated value. Mileage expense entries in other reports that are not yet approved or submitted may affect the current report containing a mileage expense. The reimbursement amount may change after you submit the report.

However, you can switch from the automated rate to a custom rate, which the Expense Configuration Administrator(Restricted) or the Expense Configuration Administrator must maintain.

Review Automated Mileage Rates

To review automated mileage rates for Mileage Service:

Steps

  1. Navigate to Expense Administration > Mileage Configuration and select the desired country/region from the available list.

    The image displays a Mileage Configuration screen. A Country or Region dropdown lists Germany, United Kingdom, and United States, with United Kingdom selected. Buttons include Add Country or Region and Manage Form. A Rates dropdown shows Automatic Rates with a Select Group button. Tabs show Personal Car and Company Car, with Personal Car active. A table lists Effective Date, Criteria, Rate to 10,000, Rate over 10,000, Rate per Passenger, Linked Form, and Form. Sample rows include Car – Electric and Car – Diesel with rates. A Save button appears on the right.

  2. The page will display the current statutory rates under the Personal Car and Company Car tabs. You can also review historic rates here.

    The image displays a Mileage Configuration screen for the United Kingdom. A Mileage Calculator dropdown is set to Yes. Tabs show Personal Car and Company Car, with Company Car active. A table lists Effective Date, Criteria, Rate, Personal Rate, Linked Form, and Form. Rows show gasoline and diesel criteria with rates. Link Form buttons appear in the Form column. A Save button sits on the right.

Review Custom Mileage Rates

To review custom rates from the mileage configuration:

Steps

  1. Select Mileage Configuration and select the desired country/region.

    The image displays a Mileage Configuration page with the Country or Region dropdown open and United States selected. Rates is set to Automatic Rates. The Personal Car tab is active. A table shows one row with Effective Date 01/01/2025 and Rate 0.7. Buttons include Add Country or Region, Manage Form, Select Group, and Save.

  2. From the Rates drop-down list, select Custom Rates. A window appears, asking if you want to turn off automatic rate updates. Select OK. The custom rate details - including Effective Dates, Criteria, and Rates - are displayed under the Personal Car and Company Car tabs.

    The image displays a confirmation dialog on the Mileage Configuration page that asks to “Turn off automatic rate updates?” The message explains you will no longer receive automatic mileage rate updates for this country or region. OK and Cancel buttons are visible.

  3. Enter the desired rates for personal and company vehicles, along with any relevant criteria. Locate the row with the Criteria and Effective Date you want to modify. Type the new rate value in the corresponding field, and adjust any other necessary criteria or effective dates. Select Save to confirm your custom settings.

    The image displays a Mileage Configuration page for United States with Rates set to Custom Rates. The Personal Car tab shows editable fields and a new row with Effective Date 01/01/2025 and Rate 0.7. New and Remove buttons appear. The Save button is highlighted.

Summary

  • Review automated mileage rates calculated by Mileage Service.
  • Switch to custom rates maintained by administrators if needed.
  • Access and review both automated and custom rates via Mileage Configuration.
  • Update custom rates as needed, adjusting criteria and effective dates.
  • Understand how unapproved mileage entries might affect reimbursement amounts.

Learning

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