Add new trip

The images and steps in this topic are based on our new design (which you can currently switch on and off). If you haven't switched the new design on, the images may look different.

1. Go to Purchases > Mileage. Select Add new trip +.

   

2. Select the Date the mileage was completed. The Vehicle Type defaults to the one selected in your settings but can be amended if required.

3. Begin entering the Start Address (either street name, town or post code). The field will automatically populate. Select the required address from the list. Repeat this process for the End Address.

   Make sure you add appropriate spaces to post codes.

4. If you are tracking mileage for individual Employees, select one from the list. Then enter a Purpose for the trip if needed.

5. The fastest Route is automatically selected, but you can choose another route if required.

6. The Distance and Trip Value are automatically calculated.

   If you are claiming VAT on mileage, the engine type and size are populated as per your mileage settings, but can be amended if you have driven a different vehicle.

7. Enter the Total passengers included on this trip.

   When you're logging a car or van mileage expense and have more than one passenger, you can claim an additional 5p per business mile. This rate is fixed and does not change with mileage thresholds.
   

   Example

   Your trip is 34 miles using a car or van.

   Single passenger

   Standard trip value: 34 miles @ 45p per mile = £15.30
   Trip total = £15.30

   2 passengers

   Standard trip value: 34 miles @ 45p per mile = £15.30
   Additional claim for passenger 2: 34 miles @ 5p per mile = £1.70
   Trip total = £17.00

   3 passengers

   Standard trip value: 34 miles @ 45p per mile = £15.30
   Additional claim for passenger 2: 34 miles @ 5p per mile = £1.70
   Additional claim for passenger 3: 34 miles @ 5p per mile = £1.70
   Trip total = £18.70

8. Select Is this a round trip if applicable. The Trip Value is doubled.

9. If you chose to claim mileage on VAT in your settings, you can also choose whether to claim VAT on this trip.

10. Select Disallowed if this amount represents an expense or partial expense that cannot be claimed for tax purposes. Selecting this option will ensure the values feed the SA103 report correctly, where required.

11. Select Attach Receipt to upload a fuel receipt to your Dropbox account.

12. Select Save. The mileage view is updated to reflect the added mileage.

If this journey is repeated in the future, you can use the Copy trip option from the trip overview list.