How do I add an odometer reading to a claim?

When you submit a mileage claim, you are asked to enter your odometer reading if you do not have a receipt. Submitting the odometer reading allows you to track the quantity of business miles used.

Odometer readings are useful if you have a company car and the fuel you are paying for is on a fuel card. So you 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 you can't expense it. (Or if you were expensing it and getting your money back, you would need to pay additional tax on it.)

You need to work out your business mileage vs your personal mileage so that 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.

To add an odometer reading

1. Create a business mileage expense claim

1. Sign in to Capture Expense. You are taken to your dashboard.
2. Navigate to the Add Expense page.
   Go to side menu> Expense.
3. Select the relevant Business Mileage from the Category drop-down list.
   
4. Ensure the Company car is selected as the Vehicle. 
5. Enter the destination's post code in the Journey End field.
6. Enter the claim's Actual Distance, if it is not automatically calculated.
   
7. Click the Save button. The claim is moved to the Draft tab in Expenses.

2. Submit the expense claim for approval

1. Select the Business Mileage claim in the Draft tab in Expenses. The Submit button appears in the side-menu.
2. Click the Submit button.
   
   The Submit Expense Report pane appears. 
   
   The following occurs.
   • The Business Mileage is summed and looks at the total mileage done from the last claim.
   • The Opening mileage is the last amount on the odometer reading on the car.
   • The Closing mileage is the current odometer reading. It looks at the difference and takes off the Business Mileage, which leaves the rest as the amount for the Personal Mileage. Then the personal mileage is calculated in money and deducted from the claim. 

3. Add the odometer reading

1. If necessary, click the Add Odometer to upload an image of the odometer reading from your car. Note: It is the same process as adding a receipt.
   
2. Enter the mileage from your current odometer reading in the Closing mileage field.
3. Press Enter on your keyboard. The Personal mileage is calculated.
   
4. Click the Submit button. A message appears stating: Your report has been submitted for approval. Claim Number: [#]
5. Click the the Print button. A breakdown of the mileage is displayed.

Attachments (6)

675857a89ddb....png
87.5 KB

675857a89ddc....png
94.2 KB

675857a89ddc....png
105 KB

675857a89ddc....png
113 KB

675857a89ddc....png
117 KB

675857a89ddc....png
127 KB