How do I calculate my personal car mileage expense?

What is it?

You can be reimbursed for mileage if you use your personal vehicle for University business (excluding commuting to and from work). To do so, you will use the Mileage Calculator feature in Concur to calculate the reimbursable miles by way of an online map. Columbia has configured Concur to use the latest IRS mileage rate to calculate your reimbursement. When you use of the Mileage Calculator, you do not need to upload any additional documentation for a mileage expense.

Who’s it for?

Anyone who uses their personal vehicle for University business (excluding commuting to and from work) is eligible for reimbursement.

How do I do it? 

1.   In the Expense Report, click the Add Expense button.

The Add Expense window appears.

 

2. Select Personal Car Mileage under the Transportation category. The Mileage Calculator screen appears.

3. Enter your trip Waypoints, including start and end points. Concur will automatically provide additional Waypoint fields so you can enter as many as required and mark any leg of the trip as Personal, if needed. You can also select options to avoid Tolls or Highways in your route.

4. Select one of the Suggested routes and click Add Mileage to Expense. The Distance and Amount is entered into your Expense item.

 

5.   Enter your date of travel in the Transaction Date field and click the Save Expense button. The Expense item will be added to your Expense Report.

Note: Concur also allows you to add an Expense item for Moving or Medical mileage, but you must enter the mileage manually without the use of the Mileage Calculator. You will need to use the latest IRS mileage rate  for Medical Moving to calculate the reimbursement amount.