Once you have entered your business mileage into the system, you can claim them at any time you wish.
When making a claim, the software will check what mode of transport you used, the number of miles travelled, which person travelled and how much has already been claimed during the tax year, by that employee. It will then create an expense claim automatically in the expense ledger.
By claiming mileage in this way, you ensure you only claim for the correct amount of mileage you are due and do not exceed the HMRC recognised tax free mileage rates.
The Mileage summary in the My Money menu will show all outstanding mileage claims that need to be processed by the software, in order to create an expense claim for you to claim.
You can select one, multiple or all outstanding claims using the check boxes next to each individual line or the options button above the check boxes. Once you are ready to claim the mileage, click the options button and Claim Mileage to create the expense claim.
All successfully claimed mileage will appear within the Expenses summary in the My Money menu.
Making a payment for mileage expenses
If you have paid yourself or your employees the mileage, or want to make a payment, you need to record the payment against the relevant expense mileage claim.
In the Expenses summary of the My Money menu, tick the check box next to the mileage claims you would like to repay.
Select the options button and click Pay Expense from the drop down menu.
Enter the Payments details in the slider as follows:
Payment date is the date the payment was made or will be made, from the bank account.
Amount paid can the a part or full amount of the expense payment.
Payment Type can be selected and refers to the actual type of payment. This field is optional.
Ref will automatically populate with Mileage but can be customised to your preference.
Bank account will default to the Primary Account, and refers to the actual bank, cash or credit card account that you made the payment from. If you have set up a directors loan account in the banking section you could allocate the payment here also.
Click the Make Payment button and then log into your Online Banking Provider and make a transfer to that employee, using the details entered.