Use this reference when creating or editing vehicles and rates in Capture Expense. For step-by-step instructions, see Creating and editing vehicles, or importing them - Xx.
Vehicle fields
Field | Description |
|---|---|
Active | Makes the vehicle record active and available for use. |
Available for all users | Makes the vehicle available to all claimants in your organisation. |
Use approved rates | Applies HMRC approved rates to the vehicle. Selecting this enables the Approved vehicle type dropdown. |
Calculate personal mileage | Use for company cars where an employee also uses the vehicle for personal journeys. Enables odometer readings on expense submissions so that personal mileage can be calculated and excluded from claims. Odometer reading minus business reading equals personal mileage. |
Refund personal mileage | (If Calculate personal mileage is selected). Use where an employee has a fuel card. Refunds the cost of any personal mileage back to the organisation. |
Description | A label for the vehicle record, for example "Standard company car". |
Transport type | The type of transport, for example Car, Taxi, Van, or Bicycle. |
Fuel | The fuel type, e.g. Petrol, Electric, or Hybrid. |
Type | Depends on Transport type, e.g. 4×4 or economy. |
Approved vehicle type | Visible when Use approved rates is selected. Select the HMRC approved vehicle category, for example Private - Petrol 1401-2000cc. |
Vehicle type guidance
When selecting transport type and fuel, use the following guidance:
Vehicle | Engine / battery size |
|---|---|
Small | Petrol up to 1.4L, Diesel up to 1.7L, or EV with battery up to ~35kWh |
Medium | Petrol 1.4L–2.0L, Diesel 1.7L–2.0L, or EV with battery ~35–60kWh |
Large | Petrol/Diesel over 2.0L, or EV with battery over 60kWh |
Motorbike | Small, Medium, or Large based on engine size (e.g. 250cc, 650cc+) |
Hybrid / Plug-in Hybrid | Categorise based on engine size and overall vehicle size |
Vehicle rate fields
Field | Description |
|---|---|
Cumulative Mileage Rate | Select to apply tiered mileage thresholds. Thresholds are based on the total miles a claimant has travelled across all vehicles in the tax year (UK from 6 April). When selected, the Mileage from and Mileage to fields appear. |
Effective from | The date from which the rate applies. A banner displays the current rate and its effective date if one has already been set. |
Rate per mile £ | The pence per mile rate to apply to mileage claims. |
VAT element £ | The VAT component of the rate. |
Taxable amount | XX - what is this?. |
Mileage from | Visible when Cumulative Mileage Rate is selected. The start of the mileage threshold. |
Mileage to | Visible when Cumulative Mileage Rate is selected. The upper limit of the threshold. Leave blank for the final tier. |