Set up a company car for business mileage tracking

Where an employee uses a company car for both business and personal journeys, you can configure Capture Expense to track business and personal mileage separately. This ensures the company only reimburses business miles, and that any personal mileage funded via a fuel card is correctly accounted for.

This involves three configuration steps:

• Updating the company car vehicle record.

• Disabling the vehicle checklist declaration.

• Excluding the Business Mileage category from export (optional).

Updating the vehicle record

1. Go to Setup > Vehicles.

2. Click the Edit icon on the company car record.

3. Select Calculate Personal Mileage. This enables odometer readings on the claimant's expense submissions, allowing personal mileage to be calculated and excluded from claims.

4. Optionally, select Refund Personal Mileage. This creates a deduction on the claim to reimburse the cost of personal mileage back to the organisation. Use this where the employee has a fuel card.

5. Select Available for all users if the vehicle should be accessible to all claimants.

6. Click Save.

Disabling the vehicle checklist declaration

1. Go to Setup > Settings > Declaration.

2. Click the Edit icon on the Vehicle Check List record.

3. Ensure Vehicle Check List Declaration is set to inactive.

4. Click Save.

Excluding Business Mileage from export (optional)

As the company car and fuel card are already paid for, the claim amount should not be passed to your accounting software. Excluding the category from export sets the claim amount to zero and prevents it from being included in accounting updates.

1. Go to Setup > Categories.

2. Click the Edit icon on the Business Mileage record.

3. Select Exclude from Export.

4. Click Save.

Once claims are submitted, you can review business and personal mileage in the claimant's vehicle log. See Review a user's vehicle log.