If your mileage entry section is greyed out, check your Outstanding Tasks from the dashboard and ensure that there is no Red tasks displayed in this box. If you have no mandatory outstanding tasks, but still can't get to the mileage entry screen, this will be due to the scheme you are in. To change the scheme you're in, please reach out to your company.
Where to Enter Mileage
From your Dashboard, please select 'Mileage Entry' from the left hand side of the account which will take you onto a Trip summary page that appears as per below:
From the Trip Summary page, you can then select the open period you wish to click into, and select 'Choose action', and then 'Add/View Mileage'.
If you receive an error message when logging your mileage, please review High Daily, High Total & Mileage Variance guides.
If you receive a message saying that you have entered a trip that does not have a valid vehicle rate, you are trying to enter a trip before the start date of your vehicle or your eligibility date. You will only be able to enter trips after your vehicle start date or eligibility date.
If you have already logged a trip on your account, whether in the current scheme or previous scheme, you may receive an error stating the trip is a duplicate, and be asked to provide a purpose. Double check the mileage logged on your account, including your old scheme, if applicable. Your mileage may sit between schemes depending on the date the trip was logged.
Personal miles do not need to be logged, as these are calculated using your odometer readings. We take your odometers to work out the total miles completed in the month, and minus your business miles logged. Any remaining mileage is then your total personal miles for that period. If you're using a telematics device, your personal trips will pull through onto your account, therefore you must reclassify any of these trips to private.
Standard Entry Method
Once you are on the trip entry screen, you will see a daily form you can fill out to claim your mileage.
- Enter the date that your trip occurred.
- Enter the one-way trip mileage
- If required, enter the From name
- Enter the From postcode
- If required, entered the From Country
- Enter the To name
- Enter the To postcode
- If required, enter the To Country
- Confirm the vehicle registration that the trip was completed in.
- If the trip was a return journey, click ‘Add Return Trip’, then the mileage will automatically double up, with the same From/To postcodes but in reverse, showing you came back the same way.
- Once you are happy with the trip details, Click ‘Save’.
Example of a Return Journey
You must log all postcodes/areas visited throughout the day to ensure the mileage is calculated correctly. If you do not enter all of these and the total miles entered is higher than the distance between your postcodes logged, you will need to review the trip and amend this.
Leg-Based Mileage Entry
If your set up to log your mileage Leg-based, this essentially gives you a form to fill out that allows you to enter each stop throughout your day on one sheet. You will need to work down the form, ie Box one is your 1st location, box 2 is your 2nd location etc.
1- Select the date of the trip (This can be back-dated to a previous date if needed)
2- Enter in your Location reference - Your location box should always be the place name or area that you have visted
3- Enter in the Postcode - The postcode box should always be the postcode for that place, for example on Line 1 you will usually have your starting location, and then the postcode for that place in the next collumn.
4-Add a Purpose for the trip - You may need to add this to one line, or multiple lines depending on your company policy.
5- Add any further locations visited on each line in order.
6- Add your return leg of the trip if needed - Once you have added your final stop for the day, You always need to log the return location on the last line to complete your round trip. If you do not add your return destination, this will not become part of the trip.
7- Add your total Buisiness miles for the day (From start to finish) at the bottom of the page.
8- Press 'Save' to complete the trip
The form will then refresh to a blank one for the next day to be logged, and any saved trips will show under the banner 'Click here to view trips currently entered'
Viewing Previous Mileage
Mileage logged into a previous period can be viewed at any time.
- Click 'Choose Action' next to the month you need to view the mileage for.
- Click 'View Mileage'.
- If you need to view mileage for a previous tax year, choose the tax year required at the top of the page and follow the steps above.
How to Edit incorrect Mileage
If you have made a mistake on your mileage submission and need to edit this, you can do so by clicking on the banner 'Click here to view trips currently entered' and then 'edit trip' here. This will then revert you to the trip entry page to amend any of the trip details. Once finished, you can press 'Save' to override the original trip.
Please note that if you have Line manager Approval and have already submitted your trips, you cannot amend them whilst they are in a submitted state. Please ask your Line manager to reject these so that you can re-submit them.