---
title: "Entering mileage claims for employees"
slug: "how-do-i-enter-mileage-claims-for-employees"
description: "Create a mileage scheme in Cintra iQ for employee car use, manage claims, and understand tax implications for business miles and passengers."
updated: 2026-07-29T07:36:49Z
published: 2026-06-10T13:02:36Z
canonical: "help.cintra.co.uk/how-do-i-enter-mileage-claims-for-employees"
---

> ## 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.

# Entering mileage claims for employees

Within **Cintra iQ**, you can create a mileage scheme if you are paying above **HMRC** rates for employees using their own car for business purposes. The amount above the **HMRC** rate is subject to tax and **NI**. The taxable amount would be recorded on a **P11d** and the **NI** on the amount is calculated via the payroll.

1. **Annual Allowance** is an annual amount paid to an employee for using their own vehicle for business miles.
2. **Mileage Payments** are set amounts paid for each business mile an employee does in their own vehicle.
3. **Passenger Payments** are set amounts paid for each passenger for each business mile an employee does with a passenger in their own vehicle i.e. if an employee has two passengers and does 60 miles, a payment would be made for 120 units and the appropriate passenger rate.

Once you have created the **Mileage Scheme** for private car users, you can enter a mileage claim for an employee, even if they do not need to receive a regular allowance.

> [!NOTE]
> **Note:** Mileage payments should be entered each period via [Payroll Period Input](/iq/docs/guide-inputting-payroll-information).

## Claiming mileage

1. Navigate to the **Payroll Period and Correction** window.
  - Go to **Cintra iQ**: Employment Record > Forms > Payroll Period Input
2. In the **Mileage Claim** tab, select a suitable **Mileage Scheme**. Only schemes not marked as private OR schemes which [the employee has been made a member of](/iq/docs/how-do-i-add-employees-to-a-private-car-user-mileage-scheme) will be available.
  - Remember that your organisation may use separate schemes for business and non-business use, as tax and NI is calculated differently.
3. In the **Mileage Claims** pane, right-click: **New**. The **New Mileage Claim** window appears.
4. Update the date of the claim in **Use Mileage Rates Effective On**, if necessary.
5. Enter the **Miles Claimed**.
6. Enter the **Number of Passengers**.
7. Enter the **CC of Vehicle**.
8. Enter the **Registration of Vehicle**.
9. Click the **Cost Allocation** tab.
10. Allocate the cost of the mileage.
11. Click the **OK** button. The record appears in the **Mileage Claims** tab. The rates setup in this claim will be used to calculate the mileage.