Page 51 - Fleet

Version 2 – updated 27.10.2022

HOW TO CLAIM BUSINESS MILEAGE AT HSS HIRE

The purpose of this guide is to provide guidance to colleagues on how to claim business mileage, complying with
both the HMRC rules and HSS policies.
There are 3 options available to colleagues when claiming business mileage:

Option 1 Option 2 Option 3

Fuel Purchase HSBC Fuel Card HSBC Fuel Card No Fuel Card
Mileage Claim TMC Portal – manual input of TMC App – auto updates Manual Expense Claim
business trips portal

Suitability This is the most common way The app is the most accurate This approach will suit colleagues
for colleagues to claim. It does way of recording business trips who do minimal business
require accurate records to be and lessens the requirement mileage so rarely need to claim.
kept and needs to be to keep records. However, it It removes the need to close off
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completed by 6 of each does mean remembering to each month. The form is
month. Any fuel card spend is stop/start the app for each downloadable from HSS World
reconciled against your journey and it can sometimes and needs to be approved by
business mileage claim before impact on your phone charge. your line manager prior to
any deduction is made from If required, you can still submission. Any business
your salary update the TMC portal with mileage is refunded at the
any journeys not recorded on recommended HMRC rate
the app.

It is important that all colleagues comply with the below guidance when claiming business mileage. The process is
governed by a set of rules from HMRC and HSS is required to take reasonable steps to ensure these rules are
followed.

Guidelines that need to be followed when claiming business mileage
DO DON’T

Ensure that every business mileage trip is logged using an Claim your Home to Work commute or any regular journey
accurate postcode for the start and end point of the that may be covered by the HMRC definition
journey
Verify the mileage, using things such as Google Maps or Buy fuel at Motorway Service Stations. This costs HSS more
Waze to cover your business mileage costs
Always purchase the cheapest fuel whenever possible, this Ever be tempted to include false or inaccurate business
is usually supermarket fuel mileage updates to reduce your personal mileage cost. This
will be classed as gross misconduct
Keep an accurate record of all vehicles you use during a Forget to close off your TMC Business Mileage account for
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month (start/end odometer) and update TMC the previous month by the 6 of each month
Consider using the TMC App for as many journeys as Purchase any non-fuel purchases using your fuel card.
possible, as this is the most accurate way to record your Items such as ad-blue, oil and screenwash should be
mileage claimed back through expenses
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Remember to “close off” your TMC account by the 6 of Allow any other colleagues to use your fuel card
each month to avoid a full fuel cost deduction
Drive economically, recharging your car on a regular basis
if it is a plug-in hybrid