Account Administrators can add custom fuel rates from the Rates section in the Admin area when users select their vehicle details on their personal car mileage expenses, or when setting up a user's company car.
Note: If you'd like to check the latest advisory fuel rates provided by HMRC, you can check the HMRC website.
To add a new fuel rate, follow the steps below:
1. Click the Account Name > Admin.
2. In the Rates section, click the Mileage and Fuel Rates subheading.
3. Click the New Vehicle Details button above the table at the bottom of the page.
4. On the Details tab, enter the relevant details for the new fuel rate.
Fuel Type - select the fuel type of the vehicle for the fuel rate from the relevant options, E.g. Petrol.
Engine Size - enter the engine size of the vehicle for the fuel rate, E.g. Over 2000cc.
Tax Rate - select the appropriate tax rate for the fuel rate if claiming VAT on mileage expenses.
Note: To calculate VAT on mileage, you'll also need to ensure the Calculate VAT setting is enabled for the relevant mileage rate.
Vehicle Type (optional) - select the vehicle type for the fuel rate. For Enterprise customers, the vehicle type is used for carbon reporting on assigned mileage expenses.
5. On the Fuel Rates tab, enter the required fuel rates.
Effective Date - enter the effective date for the fuel rate to set which fuel rate is used on mileage expenses on or after this date.
Note: In the event a mileage expense is dated before the oldest fuel rate, the oldest rate will be used.
Rate (per mile) - enter the rate for the selected vehicle specification, E.g. 0.09. The rate is used when calculating VAT and when calculating the total amount for mileage expenses.
Add New Rate + - click this button to enter another rate if required.
6. On the Visibility tab, select which departments, user groups or users can select this fuel rate when creating a mileage expense.
7. Click Create.