Mileage Claim & Payroll FAQs

Table of Content

Mileage Entry FAQs

Why does my payroll figure have a minus in front of it?

Why is my payroll value 'Pending Upload'

How do I claim mileage for a previous period, if it is already closed?

When is my cut off?

Can I claim commute mileage?

Closing off FAQs

The system will not allow me to close off the period because my odometer is too low.

The system is calculating more private mileage than I have completed.

Mileage Entry FAQs

• Why Does My Payroll Figure Have a Minus In Front Of It, or why s?

If you’re in an Actual Cost/Year-to-Date calculation, this means the value is a reimbursement, as payroll values are calculated as deductions in these types of calculations, a minus becomes a double negative, therefore reimbursement.

• Why is my payroll value ‘Pending Upload’

This means our team haven’t finalised and uploaded your payroll value yet, the value will be loaded as soon as possible.

An alternative reason is, you’ve had a backdated scheme switch - where previously the period was under a different calculation type and a value wasn’t uploaded by our payroll team, but was automatically populated by the system. Due to this, the period will show ‘Pending Upload’. You can review the actual figure in your most recent period, once the value has been generated.

• How do I claim mileage for a previous period, if it is already closed?

If you have mileage to claim for a previous period that has already closed, you must enter the mileage in the most recent open period, backdated to the date of travel. If, for example, you missed April mileage, you must enter April trips, into the May period, backdated to the date of travel in April. Both month's mileage will then be calculated in the May payroll file.

• When is my cut off?

Your mileage cut off can either be found from the Dashboard, under the 'Account Details' section, titled 'Next Cut-off Date':

Or, from the left-hand-side of the Trip Summary Page. Once this cut-off has passed, your period cannot be reopened.

• Can I claim commute mileage?

If your company is willing to pay commute mileage (tax deductible), from the Trip Summary page, you will be able to see the 'Commute' column on your account. If you don't see this column, then you're unable to claim commute mileage. 

If you're unsure if the mileage you're trying to claim is commute, which is often considered Private Mileage, please refer to HMRC's guide on Ordinary commuting and private mileage.

You may receive the error 'This trip is identified as commute trip according to the home Postcode and workplace Postcode provided.' - this indicates you've tried to use your home postcode, and workplace postcode, when claiming mileage, as per your Employee Details. If you believe this is incorrect, please read Updating Your Employee Details.

Closing off FAQs

• The system will not allow me to close off the period because my odometer is too low.

This error occurs when the difference between the odometer readings provided is lower than the mileage logged since last close off, resulting in the system not being able to cover the business mileage logged, and therefore preventing the close off. Please check that there are no duplicate business trips and that there are no errors in the business mileage amounts entered, as well as that the odometer readings provided are correctly entered.

• The system is calculating more private mileage than I have completed.

Private miles are calculated using the odometer readings and business mileage figures provided. We calculate the difference between the start and end odometer reading, providing the total mileage completed since the period was last closed off. Any business mileage logged is then subtracted from this figure to calculate the private mileage element. If the private mileage is too high, it could be that there are missing business trips or that an odometer reading is incorrect.