Add an Expense - Car Mileage

Depending on your company policy, you may have to track your car mileage in order to be reimbursed. You might be using your personal car for business purposes or you might be using a company car. Your company determines the information you are required to provide (mileage, odometer readings, and so on) as well as the reimbursement rates.

To create a car mileage expense:

With the report open, click Add Expense > Create New Expense.
Select the mileage expense type and click Create Expense.

Note

Your company determines the name of the expense type. It may be called Car, Company Car, Personal Mileage, or something similar.
Complete all required and optional fields as directed by your company. For a personal car, you might enter the total business miles traveled. For a company car, you might be required to enter the beginning and ending odometer readings. When done, Expense calculates the reimbursement amount based on the miles and the reimbursement rate set by your company.
Click Save Expense.

UK VAT Reclamation for Mileage Expenses

If your company wants to track reclaim on the VAT on fuel used in mileage expenses, you can use the Fuel for Mileage spend category, in combination with regular Mileage expense types.

The Fuel for Mileage spend category has a special mapping to Mileage expense types. If valid fuel receipts are added using Fuel for Mileage, then those fuel receipt are used to create reclaim against the VAT on the mileage expenses.

A valid fuel receipt is:

a VAT receipt that is
for the date of the mileage expense or earlier, and
for the same fuel type as is used by the car in the mileage expense (e.g. petrol or diesel), and
of a monetary value great enough to cover the potential VAT reclaim (users can use multiple receipts to achieve this)

Regardless of the method used to create the expenses, the following are important concepts for users to understand and remember:

Users cannot add any available fuel receipt. They must use a receipt that is valid in relation to the mileage entries in a given report (amount, date, VAT receipt, and so on.)
Users must submit their Mileage entries and their Fuel for Mileage entries using the same report.
Users must not use the Fuel expense type in this scenario because that is about reimbursement and nothing to do with VAT reclaim on driving.