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Version 2 – updated 27.10.2022

FAQ’s

What journeys are classed as ‘business mileage?’
• Journeys which employees must make in the performance of their daily duties for their employer
o This may include journeys to/between locations occupied by customers
o It can also include journeys to/between locations owned by your employer
o Any other location that your employer requests you attend – customers, suppliers, trade shows or
similar
What is the Home to Work commute and Private Mileage?
• Journeys between an employee’s home, or somewhere that’s not a workplace, and a “permanent
workplace”.
• “Somewhere that is not a workplace” can refer to any location that you travel “to the job” from, this may
include houses belonging to friends or family or other locations that you have stayed at for personal reasons’
as well as locations such as gyms
• ‘Private Mileage’ covers any journeys completed by the employee that are not connected to their
employment. This may involve journeys during the employee’s lunchtime for personal reasons

What is a Permanent Workplace?
• “Permanent workplace” is defined as being a location that a colleague attends regularly for the purposes of
work. As a rough guide, “regularly” could be defined as more than 2 days a week
• Colleagues, who were previously based at a head office location but are now working from home, will still
regard head office as their permanent workplace. Therefore, any journeys to Head Office must not be
claimed
• HMRC defines a permanent workplace or ‘base location’ based on the actual movements of an employee
and not on any special written agreements or contractual agreements.
What is considered to be ‘Poor Administration’

Rules covering investigations where colleagues are alleged to have had ‘poor administration resulting in financial
gain’ on their TCM reporting. This list is not exhaustive:

• Late submissions or assumptions of trips, not accurately tracked or logged
• Incorrect/ misrepresentation of actual trips (such as the same trip logged numerous times, wrong dates
included etc)
• Repeated failure to close off TMC record, resulting in unclear data (minimum 3 occasions)
• Incorrect recording of the route taken, resulting in a longer mileage length
• Late submission of fuel receipts – colleagues attempting to claim for fuel receipts older than 3 months will
not be accepted.
For a ‘first offence’ of poor data relating to a colleagues mileage record, they will be required to re-complete the
TMC E-learning module. For repeated offenses, this will be considered as misconduct and colleagues may be subject
to disciplinary action, or removal from the Company Fuel Card Scheme.
What is considered to be ‘intentional fraudulent activity’

Rules covering investigations where colleagues are alleged to have ‘intentional fraudulent activity for the benefit of
financial gain’ on their TMC reporting. This list is not exhaustive: