Mileage Reimbursement | Scribe

    Mileage Reimbursement

    • Kristin Lawrence |
    • 0 step |
    • 2 minutes

      Using the Mileage Calculator

      From the **Manage Expenses** page, select **Create New Report**.
      From the **Create New Report** page, enter the report header details. Make to create a **Travel Report**. Fields with \* red asterisks are required fields. Select **Create Report**.
      From the **Manage Expenses** page, select **Add Expense**.
      From **Add Expense**, select the **Create Expense** tab, and search for or scroll down to the expense type and select **Personal Car Mileage**.
      From the **New Expense** detail screen, complete all required fields (red asterisk). In the **From** and **To** location fields will be populated using information from the mileage calculator. In the **Business Purpose** field, add information to describe the reason for the mileage reimbursement. To calculate the distance and amount, select the **Mileage Calculator** icon.
      In the **Mileage Calculator** screen, enter the appropriate waypoints. Notice you can select **Make Round Trip** then **Calculate Route**. Once you confirm everything is correct, select **Add Mileage to Expense**.
      In the **New Expense** detail window, notice **Locations, Distance** and **Amount** were added and calculated based on the mileage calculator. Select **Save Expense**.
      Continue working through each expense, paying attention to icons and exception messages, providing details, and attaching receipts, as required.

      Using the Mileage Log

      Follow Steps 1-2 of this guide. Then continue to Step 10 below.
      From the **Manage Expenses** page, select **Add Expense**.
      From **Add Expense**, select the **Create Expense** tab, and search for or scroll down to the expense type, **Personal Car Mileage**.
      From the **New Expense** detail screen, complete all required fields (red asterisks). In the **Business Purpose** field, add information to describe the reason for the mileage reimbursement. Manually enter the **From Location and To Location** fields In the **Distance** field, enter the number of miles reflected on the mileage log.
      If the receipt image box is not displaying, select **Show Receipt**.
      Select **Add Receipt** to upload the mileage log or drag and drop the file.
      Select **Upload Receipt Image** to upload the mileage log.
      Once log is attached, check the box confirming the log is attached. Select **Save Expense.**
      On the **Manage Expenses** screen, notice the mileage log appears as an image in the Receipt column. Continue working through each expense, paying attention to icons and exception messages, providing details, and attaching receipts, as required.
      Tip! Keep the following in mind when working with mileage reimbursements: - If you use the mileage log, you are required to attach the log to the expense report at the expense detail screen. A warning message will display if a mileage log is not attached and the check box is not selected to confirm the attachment. An approver will likely return the report as supporting documentation is missing. - Mileage reimbursements can only be added to a Travel Expense Report. - The Concur mobile app can calculate miles and link it directly to an expense report. - A sample of a mileage log is available on the [Employee Travel & Reimbursement website](https://finance.duke.edu/travel/forms) under Forms.
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