Business Mileage Claim Question

GinG

GinG

GinG

Soldato
Joined
22 Jul 2006
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Hi All,

I have been reading up on the process of claiming business mileage, and on the site it says there is no proof of a journey required.

Therefore on an expense claim form am I ok just to put date and the amount of miles done that particular day? No need to actually put where I was going?

My company I work for is completely fine as it is to cover other expenses also :cool:
 
The company you work for will know where you have been and have an idea of mileage (postcode to postcode usually).
We had to attach a fuel receipt as I think they have VAT number on and whatever other info HR or Finance need.

So date, destination and mileage (and fuel type usually)
 
Bickaxe said:
The company you work for will know where you have been and have an idea of mileage (postcode to postcode usually).
We had to attach a fuel receipt as I think they have VAT number on and whatever other info HR or Finance need.

So date, destination and mileage (and fuel type usually)
Click to expand...

Thanks for this, however the company I work for is completely fine with the expenses I am putting through, however I am needing to complete mileage sheets to cover this, my question is therefore can I just put in a claim for 960 miles in a month @ £0.45 without needing to put destinations? More for the tax man than company.
 
I think I'd want to put the journey details in to avoid accusations of fraudulent expenses later, pretty sure HMRC reserve the right to take an interest as well. No proof of journey doesn't imply no details of journey to me.
 
we cant answer that only the company paying the expenses can.

some might except that some wont. my company wont i need to break down every trip in the car including return trips.
 
Hello GinG. This is your HR department. Please come an see us regarding some spurious mileage claims as soon as possible.

PS. You're fired.
 
Spunkey said:
Hello GinG. This is your HR department. Please come an see us regarding some spurious mileage claims as soon as possible.

PS. You're fired.
Click to expand...

Noooo...its nothing like that. Maybe I should have phrased it better.

I am just wondering if the Tax man would be happy to just see a monthly summary breakdown of mileage, as according to HMRC website there is no proof required of journeys made.
 
Every company has their own procedures. Ask HR or finance what they want, we really can't tell you.
 
All we do is put in the car reg, mileage before journery & after, as has been said it is probably down to the company.
 
Company could face minor recriminations from HMRC for keeping inadequate records (unlikely, tbh), but you'll be ok from HMRC point of view.

You'd probably be well advised to make sure you do have your own records of journeys, in case your employer ever decides to go back and verify things internally.
 
Just keep a log of journeys.
IME I get free fuel for my car paid for by my company as a Benefit. However this means I pay BIK on it. Claiming back a business mileage allowance from HMRC offsets this. However as I don't do that much business mileage these days its not so good. Bear in mind on the first 10,000 miles is claimable at £0.45. Anything above that is at a lower rate. I only know of one colleague who had to submit anything detailed to HMRC and he got in a bit of a flap doing it! So best to keep a record. Some vehicle manufacturers have an App for your phone to help.
 
cheesyboy said:
Company could face minor recriminations from HMRC for keeping inadequate records (unlikely, tbh), but you'll be ok from HMRC point of view.

You'd probably be well advised to make sure you do have your own records of journeys, in case your employer ever decides to go back and verify things internally.
Click to expand...

This is what I do. My company only want the daily number of miles on the expenses form (they have other records of which customer site I'm at at the time) but I keep my own spreadsheet of start and end mileages *just in case*.

I also put the details of my fuel expenditure, servicing and repair costs on there, purely for my own benefit as it helps me keep an eye on it
 
If your not claiming any tax refund directly from HMRC based on your mileage, and your company aren't interested in you telling them where you've been etc - they just do what you suggest.

Since your company are paying the full 45p, you don't have anything to claim with HMRC.

However, I would suggest a basic details being kept just incase. I just use postcodes for the clients i visit in my google diary so that should it ever be questioned i can quickly use a route planner to prove the mileage on that particular day/month etc
 
GinG said:
<snip>my question is therefore can I just put in a claim for 960 miles in a month @ £0.45 without needing to put destinations? More for the tax man than company.
Click to expand...

I'd break it down into individual days with postcodes and total mileage for that day.
 
Bickaxe said:
I'd break it down into individual days with postcodes and total mileage for that day.
Click to expand...

THIS

My old company used to use Concur to do travel expenses. I could upload my receipts online easily, but it was required that I detail where I was going to, when and why.

With the amount of business miles I used to do, I had to track this daily. I would recommend you do the same so you can reason any claim you make with the details without the hassle of your memory failing you.
 
Back when I claimed I'd just put the rough location (city) and daily mileage. Now I've got a company car and it's all tracked by GPS so you have to mark a journey as business or private.

I always thought they had to give you a privacy option in the car but ours is always on which I find a bit overbearing.
 
My company now needs a petrol receipt for the day of the journey or the day before.
I think we had problems with two people who shared a car and both claimed the mileage.

It doesn't have to have a VAT number on it, at best it proves you own a car.
It's not a perfect solution as the other person could just take their own car to the petrol station or get a receipt off a friend.
 
Well, I imagine it would be best to put down where you are going...

Lands End to John O'Groats and back every day yeah? :p
 
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