Accounts Payable

Before using a personal vehicle for business travel, users should consider renting a car from a preferred supplier through Concur. In many cases, our contract rates offer significant cost-savings when compared to the mileage reimbursement rate. Please visit the Vehicle Rentals page for for information.

Mileage can only be entered in a Travel Expense Report and the user must have a Personal Car added to their Concur profile.

1. 1. Select the Personal Car Mileage expense option. This will open the Mileage Calculator tool.
   2. Enter the Starting Location and Destination into the appropriate fields. Users should always select UT main campus or UTMC as the starting location.
   3. Add additional destinations as the C, D, E, etc. fields, as needed.
   4. Click the Make Round Trip link to auto-fill the return trip, if needed.
   5. Review the calculated mileage.
   6. Click Add Mileage to Expense when complete.
   7. Enter the Transaction Date. Users should select the date the event took place. If it was a multi-day round trip, the user should enter the last date of the trip.
   8. Select the correct Vehicle ID for this trip.
   9. Enter the Number of Passengers, not including the driver.
   10. Click Save.

Notes:

• • The Location and Distance: Amount fields will auto-fill from information entered in the mileage calculator. If necessary, users can mark certain legs of their trip as Personal by checking the Personal box next to the appropriate trip. leg. Mileage marked as Personal will not be added to the Expense Report. Users do not need to attach any additional documentation to support reimbursement.
  • Users should only have one mileage entry in a report for each day of travel. This will avoid exceptions for duplicate transactions.

Additional Resources:

• Entering Personal Car Mileage (Video, Tip Sheet)