Submitting a Mileage-only Travel Expense Report in Concur

Overview

This guide provides step-by-step instructions for submitting a mileage-only travel expense report in Concur, from logging in to final submission.

Process

Step One: Log into Concur

  1. Log into concur.charlotte.edu.

Step Two: Start a New Report 

  1. Select +New in the Quick Task bar and start a Report. 

Step Three: Create New Report 

  1. Select Create New Report.

Step Four: Enter Report Details 

  1. Report name: Enter a name indicating that it is for mileage reimbursement.

  2. 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.

Example 1: Mileage for 1 day that occurred on July 1, 2024. Start Trip Date = July 1, 2024; End Trip Date = July 1, 2024

Example 2: Mileage for various days in July. Start Trip Date = July 1, 2024; End Trip Date = July 31, 2024

  1. Other mandatory fields: Complete all remaining mandatory fields (marked with a red asterisk next to the field name) in the report header.

  2. Chart of Accounts fields will need to be completed with information related to the fund that will be used for the reimbursement.

    1. Chart - select 1

    2. Select the drop-down menu beside each field to choose the values for the Division, College/Admin, Department, Sub-Department, and Fund fields.

When completing future reports, the entire chart string will be shown in the Chart field when clicking on the drop-down menu and can be selected 

  1. Select Create Report.

Step Five: Add Personal Car Mileage

  1. After creating the report, select Add Expense.

  2. Select Create New Expense. 

  3. Select Personal Car Mileage in Section 10., Mileage.

Step Six: Use the Mileage Calculator

  1. In the expense details section, select the Mileage Calculator link. 

  2. Enter waypoints in the Mileage Calculator interface. 

    1. Waypoint A: Departure address. Enter the departure address and elect the Tab key. 

    2. Waypoint B: Arrival address. Enter the arrival address and select the Tab key. 

    3. For round trips, select the Make Round Trip link. 

    4. Add any additional waypoints as needed; the system will automatically create a new waypoint field one after the other. 

  3. Once all waypoints have been added, select Add Mileage to Expense.

Step Seven: Finalize Mileage Details

  1. You will be taken back to the New Expense tab, and the mileage will be displayed in the Distance field. The amount is calculated automatically. 

  2. Enter the Transaction Date and Purpose of the Trip.

  3. Select Save Expense.

Step Eight: Review and Submit

  1. Review the Amount | Requested column for accuracy.

  2. Ensure there are no red-marked exceptions. 

  3. Repeat Steps 5-7 for additional mileage entries to your Expense Report.

Step Nine: Submit the Report

  1. Select Submit Report. 

  2. Read through the Attestation and select Accept & Submit. 

  3. Review the Report Totals window for accuracy, and select Submit Report. 

Copying an Expense 

Recurring business expenses can be copied from a previous expense and then updated for the new expense item. To copy a recurring business expense:

  1. With the expense report open, select the expense you want to copy.

  2. Select Copy. The new expense is added to the Expenses list with a date one day later than the original expense.

  3. Select the check box beside the new expense, select Edit to open it and adjust details as needed.

  4. Review the details of the expense to confirm the accuracy of the new expense item.

  5. Select Save Expense.

Additional Support

For further assistance, refer to the Concur FAQs and Guidance or submit this request form.

 

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