Concur Reporting Best Practices

Submitting your mileage to Concur is easy with MileIQ!

First, authorize Concur with your MileIQ account and you can then begin posting transactions to new or un-submitted reports in Concur.  

If you experience any issues, please review the troubleshooting questions below.

#1. Did you delete or submit the report in Concur before the MileIQ transactions had fully posted?

Occasionally, we'll see users create a report in MileIQ, then make changes to expense reports before the MileIQ transactions have fully posted to Concur. If a report is deleted or submitted before the mileage appears within Concur, the mileage report will not go through. For a large amount of drives, submissions can take up to 10 minutes.

Be sure to refresh the list of reports in MileIQ before attempting the submission again. You can refresh the list of reports by clicking on 'Email' in the "Enter Report Details" window and then clicking on 'Concur' again. This will ensure you're submitting to an available report within Concur.

#2. Does your mileage expense type form in Concur contain non-default fields?

MileIQ is built to support only the standard default mileage form in Concur. If your company has added additional fields that must be filled in before a transaction can be saved, then MileIQ will be unable to post your transactions.  To confirm, login to Concur and create a test report and a test expense selecting the “Expense Type” used for submitting mileage. Don’t worry, you can delete the report and transaction later.

Then, look for each of the fields listed below. If there are fields other than the ones listed below, check to see if they have a red line on the left hand side. If the field has a red line it means it is required in order for the transaction to be saved. Since MileIQ doesn’t post data to that field, the transactions created via the MileIQ integration won’t be able to be saved.

Default Fields Supported by MileIQ integration to Concur:

  • Expense Type
  • Transaction Date
  • Purpose of the Trip
  • From Location
  • To Location
  • Distance
  • Amount
  • Payment Type

concur_expense.png

If you identify that there are required fields preventing the MileIQ integration from functioning, please contact your Concur Administrator. The following paragraph may be helpful in explaining your request:

“MileIQ is a Concur App Center partner and widely used mobile application for tracking and submitting mileage expenses. I would like to use the integration with Concur as it makes it easier for me to post mileage transactions. However, the integration has been built to support Concur’s default configuration for mileage expenses. Our company has additional required fields on the mileage expense type form that mean MileIQ’s integration is unable to post transactions to Concur. According to Concur and MileIQ, in order to avoid confusion for employees, we should either amend this expense type form to only require the default fields (Expense Type, Transaction Date, Purpose of the Trip, From Location, To Location, Distance, Amount and Payment Type) if possible or we should disable MileIQ and other mileage apps in the Concur App Center. To do this in Concur, go to Administration >> Web Services >> Manage User Applications.”

#3 – Did you use a payment type other than “Cash”?

All mileage transactions should be created with a payment type of cash which indicates that you should be reimbursed for the cost (rather than your credit card provider).

#4. Is your Concur account set up with variable mileage rates?

Car_Config.png

Unfortunately, MileIQ is unable to submit any reports to Concur for users that have multiple mileage rate options. If you identify that there are multiple mileage rates available to you but you only use one rate, please contact your Concur Administrator. The following paragraph may be helpful in explaining your request:

“MileIQ is a Concur App Center partner and widely used mobile application for tracking and submitting mileage expenses. I would like to use the integration to Concur as it makes it easier for me to track and submit mileage expenses. The integration has been built to support Concur’s default configuration for mileage expenses. Our company has variable mileage rates configured which means MileIQ’s integration is unable to post transactions to Concur. According to Concur and MileIQ, in order to avoid confusion for employees, we should determine if multiple mileage rates are required for US employees and if so, we should disable MileIQ and other mileage apps in the Concur App Center. To do this in Concur, go to Administration >> Web Services >> Manage User Applications. Note that the MileIQ and other mileage apps only appear for users in the US so if variable rates are required for other countries, it is not necessary to disable the app listing as long as US employees are all set up with a single rate car configuration.”

If, after following the above troubleshooting steps, you continue to experience issues please reach out to support@mileiq.com from the email account on file with MileIQ.

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