If you are an Exevia user and subscribed to HMRC rates then the Advisory Fuel Rates are updated automatically. Here’s some more information on the rates to help you ensure compliance with mileage expenses payments;
When you can use the mileage rates?
The rates only apply when you either;
– reimburse employees for business travel in their company cars
– require employees to repay the cost of fuel used for private travel
You must not use these rates in any other circumstances. If you use them correctly you will not need to apply for a dispensation to cover the payments you make.
Reimburse employees for business travel in their company cars
If you pay a rate per mile for business travel no higher than the AFR, for the particular engine size and fuel type, HM Revenue and Customs (HMRC) will accept there is no taxable profit and no Class 1A National Insurance to pay.
You can use your own rates which better reflect your circumstances if, for example, your cars are more fuel efficient, or if the cost of business travel is higher than the guideline rates.
If you pay rates that are higher than the advisory rates and can’t demonstrate the fuel cost per mile is higher, there is no fuel benefit charge if the mileage payments are solely for miles of business travel. Instead, you will have to treat any excess as taxable profit and as earnings for Class 1 National Insurance purposes.
Require employees to repay the cost of fuel used for private travel
If you have correctly recorded all miles of private travel and used the correct rate (or anything higher) to work out the cost of fuel used for private travel that the employee must repay to you, HMRC will accept there is no fuel benefit charge.
The advisory rates will not be binding where you can demonstrate that employees cover the full cost of private fuel by repaying at a lower rate per mile.