Understanding mileage versions in Compleat Expenses

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Compleat Expenses has five mileage configuration options to choose from, which are explained in this guide.

Mileage calculations are determined by multiplying the distance travelled by a specified rate per mile/kilometre. Claimants can enter the start and end points of their journey, include any via locations visited on the same journey, or specify if the journey is a return trip. Webexpenses automatically calculates the distance travelled from the information entered and multiplies this by the rate per mile/kilometre selected by the claimant.

In the example shown, the claimant has entered the start(1) and end(2) points of their journey and marked the trip as a return(3) journey. The system has calculated the distance travelled(4) as 192.40 miles and multiplied this by the selected mileage rate(5) of 45 pence per mile, giving a total of £86.58.

Only one mileage option can be selected per division/entity.

Option 1

This option allows claimants to claim business mileage(1) using a simple multiplication of the distance travelled(2) by a specified rate per mile/kilometre.

Claimants specify the details of their journey and the system automatically calculates the distance travelled. Once calculated, the claimant selects the appropriate rate from a dropdown list, and the system automatically calculates the total for the expense line.

Company Administrators have full access to add and amend mileage rates.

Option 2

This option also allows claimants to claim business mileage(1) using a simple multiplication of distance travelled(2) by a specified rate per mile/kilometre. In addition, it includes distance threshold tracking. This means that when a claimant exceeds a specified distance threshold, the rate at which they can claim is automatically reduced.

For example, a rate may be configured to pay 45 pence per mile for the first 10,000 miles claimed and 25 pence per mile for any mileage claimed beyond the 10,000-mile limit. The system records the total mileage claimed by the claimant and applies the reduced rate automatically.

Option 3

With this option, the rate at which the claimant can claim is determined by the miles/kilometres travelled and the cost of fuel entered into the claim header.

Claimants enter their odometer readings for the start and end of the period they are claiming for, along with the total cost of fuel. The system then calculates the rate per mile/kilometre automatically based on this information.

Claimants can then enter their business mileage journeys for the period and select the system-calculated mileage rate. The system automatically calculates the total for each expense line, allowing claimants to be reimbursed for business mileage costs.

This option can also be configured to record business mileage without reimbursing the claimant.

In the example shown, the claimant entered a start mileage of 48,000 miles, an end mileage of 48,752 miles, and a fuel cost of £292.45. 

From this information, the system calculated a fuel cost of 38 pence per mile(1), which is then made available for selection.

Option 4

This option is designed for company car users or private vehicle users who claim mileage at a rate determined by their vehicle specification (fuel type and engine size).

Claimants can enter and save vehicle details in their Webexpenses account. The system assigns the appropriate mileage rate based on the vehicle specification, and any new mileage claims default to this assigned rate.

Mileage is calculated by multiplying the distance travelled by the specified rate per mile/kilometre. This option includes distance threshold tracking, meaning that once a specified distance threshold is exceeded, the claim rate is reduced (as in Option 2).

This option also allows administrators to define how long mileage rates are active and to record VAT on business mileage claimed by private vehicle users.

Mileage rates can be configured for the following engine specifications in line with HMRC guidelines:

In the example below, a claimant has entered their vehicle details specifying a private car(1) with a diesel engine(2) of 1600cc or less(3). The system assigns the appropriate mileage rate, and any new mileage claims default to this rate.

When creating a claim, claimants enter the start and end locations of their journey and the system calculates the miles/kilometres travelled. Claimants can also specify via locations using the mapping feature or mark the journey as a return trip. Once the distance is calculated, the appropriate rate is automatically applied and the system calculates the total expense. After a specified distance threshold is reached, the claim rate is reduced.

In the below example, the claimant specifies a return journey and the system calculates the distance travelled and multiplies it by the mileage rate. The VAT rate is displayed on the right-hand side of the screen(1). While the claimant is reimbursed at 45 pence per mile(2), VAT is calculated only on the fuel portion (11 pence per mile)(3), based on the claimant’s vehicle.

Mileage rates can also be configured with active date ranges. If a rate is due to change, administrators can enter the new rate and specify its effective dates. The date of the expense determines which rate is available, meaning claims dated before the change continue to use the old rate, even if entered after the new rate becomes active.

Option 5

This option is designed for company car users who reimburse the company for any private mileage travelled. The rate at which the claimant can claim is determined by the vehicle specification entered. Claimants can enter multiple vehicles and select the vehicle used when submitting a claim.

Mileage claims are calculated by multiplying the distance travelled by the specified rate per mile/kilometre. This option includes distance threshold tracking, meaning that once a specified threshold is exceeded, the claim rate is reduced. Administrators can also define how long mileage rates remain active.

Claimants enter vehicle details in the My Settings area of Webexpenses, and the system assigns the appropriate rate based on those details.

When creating a claim, claimants select their vehicle(1)and enter the odometer readings(2) for the period being claimed. 

Once the claim header is saved, an expense line is automatically created for private mileage, shown as a negative amount. As business mileage journeys are entered, this negative balance is reduced. Any remaining mileage is treated as private mileage to be reimbursed to the company by the claimant.

Claimants then enter the start and end locations of each journey, specify via locations if applicable, and indicate whether the journey is a return trip. The system calculates the distance travelled, applies the appropriate rate automatically, and calculates the total for the expense line.