Note: Mileage-only Expense Reports do not require a Travel Request to be linked.
- Log in to concur.charlotte.edu.
- Select Create Expense Report and use the Policy: *Travel Request to Expense Report.
- Complete all required fields indicated with a Red Asterisk*
For Trip Name: Enter a name indicating that it is for mileage reimbursement.
- Trip dates: Use the Start Trip Date and End Trip Date fields to designate the period of time for which the mileage reimbursement is to be made. However, the department may have an established standard, so check with business staff.
Example: Mileage for 1 day that occurred on Jul 1, 2026
Start Trip Date = Jul 1, 2026; End Trip Date = Jul 1, 2026
Example: Mileage for various days in July
Start Trip Date = Jul 1, 2026; End Trip Date = Jul 31, 2026
- Complete all remaining mandatory fields (marked with a red asterisk next to the field name) in the report header.
- Select the chart of accounts fields, including Chart = 1, and the Organization codes associated with the fund to be used for most of the expenses on the report.
Once a fund has been used, next time the entire string will appear in the chart drop-down menu for selection
- Select Create Report.
- Select Add Expense.
- Select Manually Create New Expense.
- Select Personal Car Mileage.
Note: A pop-up window called the Mileage Calculator will appear. Users are required to use the Mileage Calculator for all mileage claims. Expense Reports submitted without using the Mileage Calculator will populate with an error message.
- Enter the Waypoints in the Mileage Calculator interface.
Note: The most recent Departure Address used will be the defaulted address.
a. Waypoint A: Departure address. Enter the departure address and select the Tab key.
b. Waypoint B: Arrival address. Enter the arrival address and select the Tab key.
c. For round trips, select the Make Round Trip.
d. Add any additional waypoints as needed; the system will automatically create a new waypoint field one after the other.
e. Select Calculate Route to save all changes.
- Once all waypoints have been added, select Add Mileage to Expense.
- On the Expense tab, enter the Transaction Date, and Comments.
- Select Save Expense.
- Repeat steps 8-14 if other Mileage expenses need to be added.
- Optional/As Needed: If other Mileage-only approved expenses need to be added to this Mileage-only Expense Report, select Add Expense.
- Select Manually Create New Expense.
- Select the appropriate expense.
Approved Expense Types for a Mileage-only Expense Report:
Car Rental
Fuel
Parking
Personal Car Mileage
Public Transport
Taxi/Ground Transportation
Tolls/Road Charges
Train
- Select Submit Report and complete all approval steps.
Note: A Delegate, can select Ready for Review. The employee will receive an email instructing them to log in to Concur, review, and submit the Expense Report for approval.