When a user submits a mileage claim, they will be asked to enter their odometer reading if they do not have a receipt. Submitting the odometer reading allows the user to track the quantity of business miles used.
Odometer readings are useful if the user has a company car and the fuel they are paying for is on a fuel card. So they are using the car for business and personal mileage use and all the fuel is paid for, personal mileage in this case is not tax-deductible because they can't expense it. (Or if they were expensing it and getting their money back, they would need to pay additional tax on it.)
You need to set options on the company car's Vehicle record so that the user can work out their business mileage vs their personal mileage and any fuel that is paid for with the fuel card can be reimbursed to the company. This is so the company will only be paying for the business miles, not the personal trips that are taken in the car.
Note:
Because the fuel card and company car has already been paid for, you do not want the user to claim the fuel amount again. You are not raising the business miles to reclaim more money, you are raising the business miles to work out the personal mileage.
The quantity is important, therefore you must exclude the category from export so that the claim's amount is not included in the update to the accounting software. It also reduces the Amount in the Business Mileage expense claim to zero.
To set up the company car options
- Sign in to Capture Expense. You are taken to your dashboard.
- Navigate to the Vehicles page.
Go to Setup> Vehicles. - Click the Edit icon at the end of the Company car record.
- Ensure the Calculate Personal Mileage option is selected. (Optionally, by selecting the Refund Personal Mileage option, it will create a refund onto the claim and give that back to the company. Normally this is a deduction from other expense claims, not a transfer of money onto the claim).
- Select the Available for All Users option. This makes the vehicle available for everyone in the company.
- Click the Save button. The Company Car record is updated.
To turn off the vehicle check list
- Navigate to the Declaration tab.
Go to Setup> Settings Declaration tab. - Click the Edit icon at the end of the Vehicle Check List record.
- Ensure the Vehicle Check List Declaration is inactive.
- Click the Save button.
To set up the business mileage category option (optional)
- Navigate to the Categories page.
Go to Setup> Categories - Click the Edit icon at the end of the Business Mileage record. The Business Mileage details appear.
- Select the Exclude from Export option.
- Click the Save button.
Note:
Once the claim has been submitted, you can view the user's vehicle log and view the total business mileage and total personal mileage used against a employee's vehicle.
This is for HMRC information. The vehicle log record against a particular vehicle can be updated by an administrator if necessary.
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