Configuring Company Car Mileage

Objective

After completing this lesson, you will be able to manage company car mileage.

Basics of Company Car Mileage

Many companies using Expense Standard do not provide company cars to their employees, so this feature is turned off by default. If your company provides company cars and reimburses employees for expenses related to those cars, you must turn it on.

How to Configure a Company Car Mileage

Follow these steps to configure the company car mileage. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Mileage Configuration page, select Custom Rates from the dropdown menu Rates.

    The image shows a Mileage Configuration screen for setting mileage rates. Here is a detailed description: Title: Mileage Configuration; Country/Region: A drop-down is set to United States; Rates: There are two options in a dropdown menu: Automatic Rates and Custom Rates (highlighted in yellow); Mileage Rate Applied to Group: The field shows US Group; Two tabs: Personal Car and Company Car; Show Historic Rates: A checkbox labeled Show Historic Rates is present but not checked; Rate Table: Below the tabs, there is a table with columns for Effective Date (01/01/2024) and Rate (0.67).

  2. Select the Company Car Rates tab.

    The image shows a screenshot of the Mileage Configuration page. The page has options for configuring mileage rates for different types of cars. At the top, there are dropdown menus for selecting the Country/Region (set to United States) and Rates (set to Custom Rates). There is also a Select Group dropdown menu, and a Mileage Rate Applied to Group section showing US Group. Below these options, there are two tabs: Personal Car and Company Car, with the Company Car tab highlighted. Under the Company Car tab, there is a table with columns for Effective Date and Rate. There is one row in the table with an editable Effective Date field and a Rate field set to 0.67. There is also a checkbox labeled Show Historic Rates above the table.

  3. Select New.

    The image shows a screenshot of the Mileage Configuration page. The page has options for configuring mileage rates for different types of cars. At the top, there are drop-down menus for selecting the Country/Region (set to United States) and Rates (set to Custom Rates). There is also a Select Group drop-down menu, and a Mileage Rate Applied to Group section showing US Group. Below these options, there are two tabs: Personal Car and Company Car, with the Company Car tab highlighted. Under the Company Car tab, there is a table with columns for Effective Date and Rate. There is one row in the table with an editable Effective Date field and a Rate field set to 0.67. There is also a checkbox labeled Show Historic Rates above the table. Under this checkbox there is a button labeled New (highlighted in yellow).

  4. Configure the fields as needed.

    FieldDescription
    Effective DateEnter the start date for the (new) rate. This automatically sets an end date for the current (old) rate.
    RateEnter the amount reimbursed per local distance unit. For example, a mile or kilometer.
    Personal RateThis field is optional and can contain a negative rate. This rate is used when mileage expenses with the company car are marked Personal.
    The image shows a screenshot of a Mileage Configuration page. The page allows users to configure mileage rates for personal and company cars. The selected country/region is United States, and the rates are set to Custom Rates. The mileage rate is applied to the US Group. There are two tabs: Personal Car and Company Car. The Personal Car tab is selected. Below, there is a table with columns for Effective Date, Rate, and Personal Rate. The first row has an effective date of 09/09/2024, a rate of 0.5, and a personal rate of -0.4. (highlighted in yellow). The second row has an effective date of 01/01/2020, a rate of 0, and a personal rate of 0. The Save button is on the right side of the table.

  5. Select Save to enable these changes.

    The image shows a screenshot of a Mileage Configuration page. The page allows users to configure mileage rates for personal and company cars. The selected country/region is United States, and the rates are set to Custom Rates. The mileage rate is applied to the US Group. There are two tabs: Personal Car and Company Car. The Personal Car tab is selected. Below, there is a table with columns for Effective Date, Rate, and Personal Rate. The first row has an effective date of 09/09/2024, a rate of 0.5, and a personal rate of -0.4. The second row has an effective date of 01/01/2020, a rate of 0, and a personal rate of 0. The Save button (highlighted in yellow) is on the right side of the table.

    Caution

    Remember to activate the company car mileage expense type so that users can select it and get reimbursed for related expenses. Steps to activate an expense type were covered on the Unit Configuring Expense Types, lesson Managing Expense Types.

Result

References

TitleLink
Concur Expense: Mileage Rates - Setup Guide for Standard EditionConcur Expense: Mileage Rates - Setup Guide for Standard Edition

Summary

Thank you for completing this unit.

This learning unit provided valuable insights into managing both personal and company car mileage. It equips you with practical knowledge on updating personal car mileage rates and reviewing historical values; enhancing transparency and accuracy in tracking travel expenses. Also, it demonstrated how to set up your company car configuration to ensure precise expense tracking and reimbursement for company car usage. The integration with Google Maps further simplifies the process of recording and calculating distances traveled.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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