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.

Personal Car Mileage Expense

Step 1: Select the Add Expense button on the left-hand side.

Expense report has been opened. On the left hand side, there is an option to click on the add expense button. This option is highlighted in green, with an arrow pointing towards it.

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.

Expense type list is displayed after clicking the Create New Expense tab which has a green rectangle around it to hightlight it. Under the mileage expense type, there is an option to click on personal car mileage. This option is highlighted, with a green arrow pointing towards it.

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.

There is a mileage calculator and a corresponding map.  Next, there is a  zoom-in towards the mileage calculator fields. There is a section labeled waypoints that has both a starting point and an ending point. The starting point is highlighted, and has a green arrow pointing towards it.

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.

There is a  mileage calculator and the corresponding map. Next, there is a zoom in towards the waypoints field, in which it is displaying multiple starting points. Lastly, there is the mileage calculator, with waypoint "A" displaying the address for Cal State Fullerton.

Step 3: Fill in the location you are heading to in Point B.

There is a mileage calculator and a corresponding map.  Next, there is a  zoom-in towards the mileage calculator fields. There is a section labeled waypoints that has both a starting point and an ending point. The ending point is highlighted, and has a green arrow pointing towards it.

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.

Completed mileage calculator displaying directions with a corresponding map.  Underneath the waypoints, there is an option to click on "Calculate Route." This option is highlighted, with a green arrow pointing towards it.

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. 

There is the mileage calculator, with the corresponding map. There is a zoomed-in section showing the suggested routes for the trip. Lastly, it displays  the option to either add mileage to expense, or to cancel.

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. There are multiple fields to log information.

Step 1a: For Type of Work Day, you will have the following options to choose from:

Select the appropriate option.

"Type of Work Day," field. When clicked on, a drop-down emerges which displays the different types of work day options.

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.

There is a zoom in to display the Distance and Amount fields.

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#.

Personal Car Mileage New Expense form. The request ID field is displayed, with 36CD inputted. There is a green arrow pointing towards the "Save Expense" button on the left hand side. This button is also highlighted.

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.

Add Expense tab. There is a listing of multiple expense types to click on. There is a green arrow pointing towards the "adjustment" option.

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.

Add Expense tab. There are multiple required fields such as expense type, transaction date, report/trip purpose, business purpose, payment type, amount, and comment. The Transaction Date and Comment fields are highlighted.

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.

The amount field is highlighted, and there is a green arrow pointing towards it. In the amount field, negative thirty dollars has been inputted.

Step 4: When you are finished filling out the required fields, click on the Save Expense button.

There are multiple required fields that have been inputted, and there is a green arrow pointing towards the "Save Expense" button.

Mileage Exceptions

Step 1: Your Personal Car Mileage expense has been added to the expense report.

 

Expense report. There is a zoom in to the expense report and the personal car mileage expense is highlighted.

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.

A zoomed-in image of the alerts.  There are three alerts being displayed.

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 concur@fullerton.edu or at 657-278-3600.