---
title: "Expenses: Set up a company car for business mileage tracking"
slug: "set-up-a-company-car-for-business-mileage-tracking"
description: "Track business and personal mileage separately with Capture Expense, ensuring accurate reimbursements for company car usage. Configure easily in three steps."
updated: 2026-08-21T06:23:05Z
published: 2026-08-21T06:23:05Z
canonical: "help.cintra.co.uk/set-up-a-company-car-for-business-mileage-tracking"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Expenses: 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 Expenses 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**.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(441).png)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-CZ8TBYMM.png)

### 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**.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-CKPYVDTI.png)

### 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.

**Before you exclude the category:** this only works if every claim under the category is for company car mileage. If any employees use their own personal car for business journeys, they need a **separate**, reimbursable category for that mileage.

**To exclude the category from export:** if you already have a Business Mileage category and need to stop reimbursing it:

1. Go to **Setup > Categories**.
2. Click the **Edit** icon on the **Business Mileage** record.
3. Select **Do not reimburse (company vehickles)**.
4. Click **Save**.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-154D4NI3.png)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-DBXM5HGC.png)

Once claims are submitted, you can review business and personal mileage in the claimant's vehicle log. See [Review a user's vehicle log](/docs/review-a-user-s-vehicle-log).