Enter Personal Car Mileage

On the home page, there are two ways to start a new expense report:

1. In the top menu bar, click the drop-down arrow next to Home, click Expense.
2. In the Quick Task bar click Start a Report.

For more information, refer to the tip sheet Create a New Expense Report.

On the expense report header, complete the required fields with a red asterisk:

• For Report Type, choose Travel.
• For Start and End Dates, enter the dates you incurred the mileage expense.
  • If your report is for mileage from multiple days, enter the first and last dates of travel.
• For Start Time and End Time, enter begin and end times.
• For more information, refer to the tip sheet Complete the Expense Report Header.
• On the bottom of the page, answer the question Is this is a Travel Reimbursement?
  • Click Yes if your report meets travel status for per diem, meaning you are engaged in official university business at a distance of more than 35 miles from your designated workstation and place of residence.
    • Note: If this is a one-day trip, then use the “Single Day Per Diem” expenditure codes and allowed amounts. You do not need to create a travel itinerary.
  • Click No If your report does not meet travel status for per diem.
• When finished, click Create Request. 
  

• Click Add Expense. Select Personal Car Mileage.
• Complete the required fields with a red asterisk (Figure 1).
  

• Transaction Date — enter the date you incurred the mileage expense.
  • If your report is for mileage from multiple days, enter the last date you traveled.
• Report Trip or Purpose — this is prepopulated from the report header.
• Purpose of the Trip — enter the reason for the mileage expense.
• Mileage Calculator — use to determine the total distance in miles you traveled for one or two trips (Figure 1). 
  • Note: When you use the Mileage Calculator, you will enter the From and To locations and it will automatically determine the distance and calculate it for you.
• From and To Locations— enter the addresses of your starting and ending locations.
  • If your report is for mileage from multiple days, enter the locations on your last day of travel.
• Distance — enter the total distance in miles you traveled.
  • If your report is for mileage from multiple days, attach a mileage log to your expense report as supporting documentation.
    

• In the Waypoints fields:
  • Enter your starting location in field A. 
  • Enter your ending location in field B.
  • If you have additional locations to input, enter in field C.
• Click Calculate Route.
• Check Personal to indicate the mileage is personal and exclude it from the report. You will not receive reimbursement.
• Click Make Round Trip to calculate the mileage for a round trip.
• Check Deduct Commute to exclude your commute from the report. You will not receive reimbursement:
  • Enter your Home and Office addresses in the fields.
  • Click Deduct Round Trip to deduct the round trip for your commute.
• When finished, click Add Mileage to Expense.
• When finished with expense click Save Expense.

• Attach receipts as needed.
• Be sure to attach supporting documentation such as a meeting agenda or mileage log.
  • For more information, refer to the tip sheet Attach Receipts and Supporting Documentation.