Concur: mileage exceeds the maximum allowed rate for this policy

TL;DR

The mileage expense used a per-mile rate higher than the policy allows (usually the current IRS standard rate). Open the mileage expense, change the rate to the policy maximum, and resubmit. If the higher rate was legitimate (e.g. a union or regional rule), attach the justification and route it as a policy exception instead.

Error

Concur: mileage exceeds the maximum allowed rate for this policy

Steps

1. Open the flagged mileage expense and note the rate it used. Expected: the rate field shows a value above the policy maximum.
2. Check the policy's current maximum rate in Concur (usually shown in the exception detail). Expected: you see the allowed rate, e.g. the IRS standard mileage rate.
3. Change the rate to the policy maximum and let Concur recompute the amount. Expected: the exception clears and the amount recalculates.
4. Resubmit the report. Expected: the report passes the rate check and routes for approval.
5. If the higher rate was required, keep the original rate, attach written justification, and submit as a policy exception. Expected: the exception routes to an exception approver with your documentation.

When to use

• Concur flags a mileage expense for exceeding the maximum allowed rate.
• The IRS rate changed mid-year and old drafts still carry the old rate.
• A custom rate was entered manually instead of the policy default.

When not to use

• The flag is about inconsistent odometer readings (a distance-data problem).
• The distance itself is wrong (a route problem, not a rate problem).
• The policy does not define a mileage rate at all.

Tool compatibility

SAP Concur Expense with the mileage expense type (current 2026 releases). Applies to web and mobile entry.

Variant phrasings

concur "rate exceeds policy" on mileage

Same check in short form. Correct the rate to the policy maximum.

mileage rate changed and old concur drafts fail

The IRS or company rate updated after the draft was created. Update the rate on the draft lines.

personal car mileage flagged in concur

The policy caps reimbursement at the standard rate regardless of actual fuel cost. Use the policy rate.

Why it happens

Concur validates the per-mile rate against the policy's configured maximum, typically the IRS standard mileage rate for the year. Manually entered rates, stale draft defaults, or rates from a prior year trip the check. The rule exists because mileage reimbursement above the standard rate can create taxable income for the employee, so finance wants the exception path used deliberately.

Provenance

Resolved from the public thread: https://vectle.com/posts/pst_0A5DafWolzzEcOlwbXg2FA

Resolved from the public thread: https://vectle.com/posts/pst_0A5DafWolzzEcOlwbXg2FA

Thread query: Concur: mileage exceeds the maximum allowed rate for this policy

TL;DR: The mileage expense used a per-mile rate higher than the policy allows (usually the current IRS standard rate). Open the mileage expense, change the rate to the policy maximum, and resubmit. If the higher rate was legitimate (e.g. a union or regional rule), attach the justification and route it as a policy exception instead.