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Hi Timothy,
"** MILEAGE REIMBURSEMENT POLICY REMINDER: **
** GAS CARDS OBSOLETE AND PERMANENTLY CLOSED**
The Operations and Sales teams are reminding all corporate and field employees in the U.S. and Canada of the Mileage Reimbursement policy for the company’s vehicle and gasoline use programs. Effective January 1, 2023, the company’s[ vehicle policy](https://docs.google.com/document/d/11yQBVBXwOlr9I1SHE6NP9Qc1NQ4d8zMKHg_25mQr8k0/edit) was replaced with the mileage reimbursement program, and gas cards became obsolete. When traveling for business via personal car, all team members should submit for mileage reimbursement instead of using a gas card.
**A reminder that all company gas cards are no longer operational and are permanently closed.** Additionally, the purchase (or approval of the purchase) of gasoline for reimbursement will no longer be permitted. For those who use gas cards or receive reimbursement for fuel expenditures, you will now submit mileage on your [Concur](https://www.concursolutions.com/nui/signin) expense report and be paid $.655 per mile for the U.S., or follow the Canadian process if residing in Canada.
TheKey is pleased to underscore the cost savings and efficiency modeling of the Mileage Reimbursement program that nets a greater in-pocket take-home than direct reimbursement for fuel. The Mileage Reimbursement policy provides the money for fuel plus money towards the wear and tear, or depreciation, on your car. For those with electric vehicles, there is an even greater in-pocket take-home than submitting a reimbursement for the cost of gasoline.
To better assist your mileage tracking, [Concur](https://www.concursolutions.com/nui/signin) is integrated with these apps: Motus, Triplog, and Miles Consultancy Limited. There is also the Concur Drive feature in the [Concur](https://www.concursolutions.com/nui/signin) app for recording trips. Team members can learn how to access this feature by clicking [here](https://www.youtube.com/watch?v=HucS4adPt_g&ts).
Team members who previously used gas cards or received approval for gasoline expense reimbursement should become familiar with the process of submitting mileage through the [Concur](https://www.concursolutions.com/nui/signin) Single Sign-on (SSO) website. Steps to complete Mileage Reimbursement within Concur were detailed in the previous communication on this topic and can be found by clicking on this link [here](https://docs.google.com/document/d/11yQBVBXwOlr9I1SHE6NP9Qc1NQ4d8zMKHg_25mQr8k0/edit).
U.S. Example:
* For a 25 mile round trip for work to visit a prospective client, submit the mileage on your expense report at $0.655 per mile (or 25 x $0.65 = $16.37).
* An average car uses approximately 25 miles/gallon in fuel efficiency. To replenish the fuel used on this trip will be about one gallon of gasoline at approximately $3.37 per gallon.
* You're no longer directly reimbursed for the gasoline, but will net $16.37, ahead by $13.00 ($16.37 - $3.37 = $13.00, or the Mileage Calculation Minus the Cost of Gas).
* Previously, team members would have paid $3.37 for a gallon of fuel and then been reimbursed the same amount ($3.37 - $3.37 = $0.00) to break even.
Canada Example:
Canada is slated to operationalize the [Concur](https://www.concursolutions.com/nui/signin) mileage reimbursement tool in March 2023. Until then, the Canada team should use this [Expense Report Template](https://docs.google.com/spreadsheets/d/16QNjSqD6o1SMd0bAmZVGfiYuPK62MTMloidUyEsR1OM/edit#gid83315145) to log and submit expenses for reimbursement. Once completed, send to Canada Director of Sales Matt Vijayan at [mvijayan@thekey.com](mailto:mvijayan@thekey.com) for approval and local reimbursement. The [Canada Revenue Agency](https://www.canada.ca/en/revenue-agency.html) guidelines provide a payout of CAD 61 cents per kilometer.
Thank you for your cooperation as we streamline and build better efficiencies at TheKey!"
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