Mileage claims

A mileage claim reimburses business journeys in your own vehicle. You enter the journey; Kontala works out the money at HMRC's approved mileage rates, so there is no receipt total to type.

Record a journey

1. Go to Money Out, choose Expenses, then Add new and Mileage claim.
2. Check the Claimant and set the Dated field to the day of the journey.
3. Pick the Vehicle type: Car, Motorcycle, or Bicycle.
4. Enter the Miles travelled.
5. Type a Description of the reason for the journey, for example "Client meeting in Manchester". Journey from and Journey to are optional.
6. Choose Create mileage claim, or Create and add another.

The form shows an Estimated reimbursement as you type. The exact figure is worked out when you save, using the rate on the claim date; for cars, a lower rate applies once the claimant passes 10,000 miles in a tax year. The rates themselves are set by HMRC - see travel and mileage rates on gov.uk.

Reclaim VAT on fuel

For a car journey, you can also reclaim the VAT on the fuel element:

1. Tick Reclaim VAT on fuel (I have a VAT receipt).
2. Pick the Fuel type (Petrol, Diesel, or LPG) and the Engine size.

Kontala applies HMRC's Advisory Fuel Rate for that engine to work out the VAT. You must keep a valid VAT receipt for the fuel - attach it with Add files in the Attachment card.

Approval

A mileage claim starts as a draft and follows the same workflow as any other expense. See Submit and approve expenses.