- SmartPhone GPS ensures accurate business mileage
- Accurate mileage expenses claims
- Accurate CO2 emissions reports
- Uses DVLA data look up to ensure figures are accurate for each vehicle
- Enables maximum VAT reclaim on the fuel portion of mileage expenses payments
- Reduces mileage expenses recording and reporting time for employees
- Reduces administration at all levels – driver / manager / payroll
- Accommodates disallowed ‘Home to Base’ travel claims
- Provides Start, Home Start, Base Start, / Finish, Home Finish and Base Finish to accommodate ‘triangular journeys’
- Zero time and effort on HMRC expenses audits
- Avoids HMRC fines – up to £18000 per driver
- Zero installation cost and easy to set up
Business mileage claims may be inaccurate because;
- Drivers are including ‘Home to Base’ in their mileage calculation
- Drivers are using online maps to calculate their mileage
- Drivers are rounding up or exaggerating their mileage
- Drivers are creating ghost journeys
Current methods of recording and submitting business mileage
49% of drivers use vehicle trip meter to record journey
Then they;
Manually complete a paper-based expenses sheet with receipts attached
OR
Complete a spreadsheet which is emailed to Payroll with receipts to follow
OR
Re-enter the details in an online expenses system
Although these methods are accurate they are;
- Open to abuse
- Administratively time consuming
- Not auditable
- If driver forgets – resort to online maps
38% of drivers use online maps from city to city
| From | To | Google / RAC | Microsoft / Bing | AA Routeplanner | Apple | Largest Variance | Largest % Variance |
| Glasgow | Edinburgh | 46.9 | 47.2 | 47.7 | 46.5 | 1.2 | 2.58 |
| Chester | Leeds | 83.3 | 85.7 | 83.1 | 82.9 | 2.8 | 3.38 |
| Birmingham | Cambridge | 97.6 | 96.9 | 99.1 | 99.6 | 2.7 | 2.79 |
Using online maps is time-consuming, not accurate, not consistent and doesn’t represent the actual journey.
Although perhaps more accurate, the same is true for postcode to postcode.
Most Importantly – None of these methods take account of ‘Home to Base’ mileage.
Exevia gives managers complete visibility and control of driver expenses and journeys
Expenses Administration could be costing your business thousands of pounds
- Most drivers spend over 1 hour per week recording and submitting their mileage expenses. In this scenario, that is 100 hours per week and 400 hours per month of company time
- An employee working a 40 hour week on £25K salary is an hourly rate of £12.50
- That means a company with 100 drivers is paying £5000 per month to employees to record and submit their expenses