What are vehicles and rates?

Modified on Tue, 10 Dec, 2024 at 3:06 PM

You can create vehicle records within Capture Expense to assign fuel rates to claimants and keep track of mileage logs. Vehicles allow you to set up company and staff vehicles with specific pence per mile, in order for your employees to reclaim their mileage expense. For more information about travel rates and allowance, see www.gov.uk.

Within Vehicles, you can perform the following:

Edit a default Vehicle record or create a new one.
Export Vehicle record data for reporting purposes or import Vehicle information by bulk, depending on your needs.
Assign all the current vehicles to all the users within your organisation.
Add a new Rate to a Vehicle record.
Delete a Vehicle record.

Add Vehicle

Name	Description
Active	Click this option to ensure the record is active within the system
Available for All Users	Click this option to allow the vehicle is available to all users within your organisation.
Used Approved Rates	Click this option to allow pre-defined Approved Rates from HMRC to be selected from the Approved Vehicle Type drop-down list.
Calculate Personal Mileage	Click this option if an employee has a company car and uses it for personal tasks. This is so they can not claim money back on private mileage. This option allows you to enter the odometer reading each week from the last claim to the current claim and calculate the difference. Odometer reading - business reading = personal mileage. Note: The odometer reading is entered on the claimant's expense submission.
Refund Personal Mileage	(Optional) This is useful if an employee uses a fuel card. Click this option to refund any personal mileage back to your organisation.
Description	Enter whether the vehicle is a private car, company car or a bicycle.
Currency	This option defaults to the country's currency in which the vehicle is used.
Approved Vehicle Type	This list of rates is based on the fuel type and engine type approved by HMRC. They apply to private cars and company cars, and can be applied to bicycles as well.

Vehicle Rate page

Name	Description
Cumulative Mileage Rate	Click this option if employees within your organisation accumulate over 10,000 miles in a tax year. Thresholds are applied based on the total number of miles a person has travelled (regardless of vehicle) in any given tax year (UK from 6th April).
Effective from	Enter the start date the rate is applied.
Rate per mile £	Enter the Rate per mile
Vat element £	Enter the VAT element.
Mileage from	Use this field to enter the start of the mileage rate threshold.
Mileage to	Use this field to enter the limit of the threshold or leave it blank if there is no upper limit.