Personal Mileage. Table of Contents

Transcription

1 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 Note: If your travel took place on a scheduled work day, you will need to claim mileage from the lesser of the two distances: work location or home If your travel took place on a non scheduled work day, you will need to claim mileage from your home Table of Contents Creating Expense Report... 2 Creating Expense Report by Active Request... 3 Creating Expense Report from Scratch... 4 Editing Expense Report... 5 Filling Out Report Header... 6 Personal Car Mileage Expense... 8 Calculating Mileage Reminders... 9 Direct Trips... 9 Private Vehicle... 9 Scheduled Work Day... 9 Non Scheduled Work Day... 9 Mileage Calculator Calculating Distance Amount Mileage Exceptions V. 1 Page 1 of 17

2 Creating Expense Report There are 3 different ways you can create or edit your Expense Report: Creating a report by your Active Requests Creating a new report from scratch Editing an Expense Report 1. Creating a report by your Active Requests (recommended) Recommended method if you have an approved Travel Request / Blanket Travel Request in Concur If you have an approved Travel Request / Blanket Travel Request in Concur, proceed to Step Creating a new report from scratch Recommended method if you have an approved paper Travel Request / Blanket Travel Request If you have an approved paper Travel Request / Blanket Travel Request, proceed to Step Editing an Expense Report If you already created an Expense Report and would like to make changes before submitting, proceed to Step 3. V. 1 Page 2 of 17

3 Creating Expense Report by Active Request Step 1: Log into Concur using the CSUF Portal. You will see your Concur dashboard. If you have an approved Travel Request or Blanket Travel Request in Concur, click on the Requests tab. Step 1a: On the right hand side of your Active Requests, you will see an Expense link under Action. Click on Expense to create a report header for the desired Travel Request/ Blanket Travel Request. Proceed to Step 4. V. 1 Page 3 of 17

4 Creating Expense Report from Scratch Step 2: Log into Concur using the CSUF Portal. You will see your Concur dashboard. Click on Expense. Step 2a: Click on Create New Report. This step will create the Expense Report first, and then allow you to choose which expenses to add. Proceed to Step 4a. V. 1 Page 4 of 17

5 Editing Expense Report Step 3: Log into Concur using the CSUF Portal. You will see your Concur dashboard. Click on Expense. Step 3a: If you have already created an Expense Report, select on the Expense Report you would like to edit. Proceed to Step 5. V. 1 Page 5 of 17

6 Filling Out Report Header Step 4: Create your Expense Report by filling in the required fields (as designated by the red bars). In the Start Time & End Time field, enter in the time you traveled to and from your trip in AM/PM format. An example can be 8:00 AM. If you have an approved Travel Request in Concur for this Expense Report, check the specific Travel Request under Requests tab, and then click on Next. If you do not have a Travel Request made for this Expense Report, you may still proceed by selecting Next. Note: Although you are still able to proceed in creating an Expense Report, please make sure to attach Travel Request appropriately on file (See Concur Attachments Quick Guide). Proceed to Step 5. V. 1 Page 6 of 17

7 Step 4a: Create your Expense Report by filling in the required fields (as designated by the red bars). In the Start Time & End Time field, enter in the time you traveled to and from your trip in AM/PM format. An example can be 8:00 AM. If you have an approved paper Blanket Travel Request, type in your travel document number into the Imported Request ID. Then click Next. If you do not have a Travel Request made for this Expense Report, you may still proceed by selecting Next. Note: Although you are still able to proceed in creating an Expense Report, please make sure to attach Travel Request appropriately on file (See Concur Attachments Quick Guide). Proceed to Step 5. V. 1 Page 7 of 17

8 Personal Car Mileage Expense Step 5: You will be taken to your Expense Report. Select New Expense on the top left corner. Step 6: Click on Personal Car Mileage under the Mileage section. V. 1 Page 8 of 17

9 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. Private Vehicle When the traveler decides to 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. 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 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 V. 1 Page 9 of 17

10 Mileage Calculator Step 7: A Mileage Calculator window will open. Below Waypoints, type in your starting location in A. V. 1 Page 10 of 17

11 Step 8: Make sure you know and enter the full address of the location, as the fields will automatically generate a variety of locations. Note: If you are starting from work, you will be using your building s address as the CSUF business location. V. 1 Page 11 of 17

12 Step 9: Fill in the location you are heading to in Point B. Step 10: Once you have Point A and B location, select Calculate Route. Note: You may use the Round Trip option if you are travelling on the same day or are being dropped off at the airport/train station. V. 1 Page 12 of 17

13 Step 11: 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 Add Mileage to Expense when you have confirmed the route for your travel. V. 1 Page 13 of 17

14 Calculating Distance Amount Step 12: Fill in the required fields, as indicated by the red bars. Step 13: While filling in the required fields, you will see a field Type of Work Day. Select the appropriate option. Note: Regularly scheduled day off includes holidays and weekends. V. 1 Page 14 of 17

15 Step 14: 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. Step 15: Depending on the amount that is allowed from your department for your mileage, you may adjust mileage by editing the Distance field. To adjust mileage, click in the Distance field, and then replace with the allowed amount of mileage. Note: Please confirm the allowed mileage with your budget coordinator or your Approver. V. 1 Page 15 of 17

16 Step 16: Ensure to add your Request ID for every expense before submitting your Expense Report. Then click Save. Reminder: Your Request ID is your TR#. V. 1 Page 16 of 17

17 Mileage Exceptions Step 17: Your Personal Car Mileage expense has been added to the expense report. You may add another mileage expense for a different location by repeating Step 6 to Step 16. Step 18: Once you ve added your Mileage expense, you will see exceptions displayed above your expenses. For regular one time travel, you will see only one exception. For blanket travel, you will see two exceptions. These exceptions are to remind you: 1. The option selected is how mileage is calculated. 2. To make sure your Expense Report is upto date for Blanket Travel. V. 1 Page 17 of 17