Can you claim VAT back on employee mileage expenses

Can you claim VAT back on employee mileage...

Didn't find your answer?

We have an employee that uses her own car to travel to certain jobs with work.  She claims back her mileage expenses.

I would like to know can I reclaim the VAT back on this. I have checked on HMRC website and for her car it is 13p per mile but it states company car which this is not.

I also would like to know if I can do this, how do you post on SAGE accounts.

Many thank

Replies (61)

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By CJAS
04th Apr 2013 12:44

Jas

The short answer is no.  There is no VAT to claim back.

 

As for the mileage, for a private vehicle, you can pay the employee whatever you like but you can only claim 45p per mile. So Most companies pay 45p or slightly less.

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By CJAS
04th Apr 2013 12:46

Jas

Forgot to add

Set up an expenses account for the employee with the mileage nominal code and post the usual way.

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By johngroganjga
04th Apr 2013 13:04

Disagree with CJAS.

Agree with Terry.

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By mhtax
04th Apr 2013 13:25

also disagree

When I was an employee as long as we provided receipts totalling more than the mileage claim my epmployer could claim back the VAT at a set percentage.

Also, I believe that whatever mileage rate is paid to employee it is deductible. The 45p relates to the amount which can be paid to them tax free. Any extra is a benefit and taxable on them through P11d system.

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By johngroganjga
04th Apr 2013 13:33

Agree with mhtax (and disagree with CJAS) on tax deductibility point also, with proviso that 45p is tax free limit for the first 10,000 miles per annum only.  Thereafter it is 25p,

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By NDH
04th Apr 2013 13:51

Yes you can

You just need to ensure the employee's provide a VAT receipt dated before their mileage claim for greater than the amount being claimed.

The following webpage gives the rates of the fuel rate for different size cars, so you multiply this figure by the number of miles claimed for and this gives the fuel element of the mileage claim and then work out the vat element of this amount.

http://www.hmrc.gov.uk/cars/advisory_fuel_current.htm

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By shaun king
04th Apr 2013 15:20

VAT is deductible!!

Agree with everyone else with the exception of CJAS. Just make sure as mentioned above you have the tax invoices to support the value of the VAT claimed

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By Together We Count
09th Apr 2013 13:57

Whats your email, ill send you a mileage claim template which calculate s the VAT element of fuel.

 

Aaron

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Replying to JimLittle:
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By lisawares
11th Apr 2013 12:03

Template for Mileage

Thank you for your reply. 

 

That would be great.  My email is [email protected]

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Replying to JimLittle:
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By grahim
18th Jun 2013 16:14

Hi Aaron,

Would you mind sending me a copy of the template?

My email address is: [email protected]

Many thanks

Golam

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Replying to JimLittle:
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By nette
27th Jun 2013 16:14

HI Aaron,

 

Please could you send me a copy of your template if you wouldnt mind. My email is [email protected]

 

Many thanks

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Replying to JimLittle:
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By colin.kinwardstone.co.uk
19th Feb 2014 12:31

Mileage template

Hi Aaron could you please email me a copy of the template?

 

Many thanks

 

[email protected]

 

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Replying to JimLittle:
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By wee_dee
29th Apr 2014 12:44

Hi Aaron

 

Can you send me a copy too [email protected]

 

Denise

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Replying to JimLittle:
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By Haupa
01st Jul 2015 13:21

Vat on mileage claim template

Hi Aaron,

Please email me the mileage claim template on [email protected].

Thanks

Farouk

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Replying to JimLittle:
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By Haupa
01st Jul 2015 13:26

Vat on mileage claim: Personal/company car or both?

Hi Aaron,

Please also clarify if the Vat can be claimed where an employee has used a personal car as opposed to a company car.

Much appreciated.

 

Farouk

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Replying to Mr_awol:
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By viper1827
03rd Jul 2015 16:39

Hi Farouk

Not sure if Aaron has responded but yes you can claim the VAT on mileage that an employee claims for the use of a private car.

Rgs

James

 

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Replying to JimLittle:
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By day and night
16th Jul 2015 17:10

Hi can I have a mileage claim template please?

Hi this is fantastic I never knew I could claim back the VAT on mileage I pay to staff, Please send me the template my e mail is [email protected].

 

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Replying to JimLittle:
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By day and night
26th Jul 2015 13:10

template

Hi Aaron

if you have time can you send the template to me as well, thanks in advance.

 

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Replying to AndrewV12:
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By day and night
26th Jul 2015 13:12

template for VAT element of fuel

day and night wrote:

Hi Aaron

if you have time can you send the template to me as well, thanks in advance.

my e mail is [email protected]

 

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Replying to JimLittle:
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By Katieward
17th Aug 2015 15:10

mileage claim template - vat reclaim

Hi I noticed you sent a template to someone for this, could you  kindly send it to me?

Thanks

 

Katie

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Replying to Together We Count:
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By Sunseeker
28th Feb 2021 10:44

Are you able to email me template for mileage claims please which calculates vat element?

Thanks (0)
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By Together We Count
11th Apr 2013 15:30

Template

Hi did you receive the template ok?

Thanks (0)
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By maajp2
02nd Jul 2013 22:03

Hi Aaron

I would be grateful if you should send me a copy of your template, if you don't mind sharing it.

My e-mail is [email protected]

Thanks

Aaron

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By Gilly0210
29th Jul 2013 12:44

Hi Aaron

 

could you email me a copy of your template please x ta Gill x x

 

[email protected]

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By Pretam
28th Aug 2013 09:55

Aaron - Mileage Template

Hi Aaron,

Could you please email me a copy of your template.

[email protected]

Thanking you in advance.

Thanks (0)
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By nikoletta78
31st Aug 2013 01:48

Hi Aaron,

Could you please email me a copy of your template.

 

[email protected]

 

Many thanks

Thanks (0)
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By blackcat
29th Nov 2013 14:28

Hi Aaron

Could you please send me a copy of your template for mileage - thank you.

[email protected]

 

Thanks

 

Thanks (0)
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By liseloo79
05th Dec 2013 11:13

HI Aaron

 

Would you mind sending me acaopy of the template of you still have it?  My address is [email protected]

 

Many thanks

Lisa

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By MrsPH
22nd Jan 2014 09:45

Mileage Template

Hi

If possible could you please send me a copy of the template too?

 

Thanks

 

[email protected] 

Thanks (0)
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By Yvonne Elliott
30th Jan 2014 16:56

Mileage template

Hi Aaron

If possible could you send me a copy of this template?

 

Thank you so much

 

My email address is [email protected]

Thanks (0)
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By jasonstansfield
30th Jan 2014 17:59

Mileage Template

Hi Aaron

Could you also send me a copy please?

[email protected]

 

Many thanks

Jason

Thanks (0)
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By Beelan
07th Jul 2014 12:45

Mileage claim template

Hi Aaron,

Can you please send me a copy of the mileage claim template which calculates the VAT element of fuel.

My e-mail is [email protected]

Thank you,

Bee Lan

 

 

Thanks (0)
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By ad03
02nd Sep 2014 12:31

Mileage claim template

Hi Aaron,

Could you please email me a copy of your template?

My e-mail is [email protected]

Thank you,

Andrew

Thanks (0)
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By Nej
09th Apr 2015 18:05

Vat/Mileage

Hi Aaron,

Please send me a copy of the mileage claim template which calculates the VAT element of fuel.

My email is [email protected]

Thanks 

Nej

Thanks (0)
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By ST10
24th Apr 2015 12:53

Mileage claim template

 

Hi Aaron,

Please send me a copy of the mileage claim template which calculates the VAT element of fuel.

My email is [email protected]

Thanks 

 

Tony

Thanks (0)
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By U_Vel
05th May 2015 17:06

Mileage claim Template

Hi Aaron

could you please email me mileage claim template for fuel element

 

my email is [email protected]

 

 

Thanks (0)
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By accountingqueries2015
14th Jun 2015 14:46

mileage claim template

Hi Aaron,

 

Please could you email me a mileage claim template for fuel element

 

my emails is [email protected]

 

Thanks (0)
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By chrisrishton
23rd Jun 2015 13:51

mileage claim template

Hi Aaron

Sorry I bet you are getting tired of these requests.   Please can you send me a template?

 

My email is   [email protected]

 

Regards

 

Chris

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By SamM
26th Jun 2015 10:26

mileage claim template

Hi Aaron,

Can I get he template too please? My email is [email protected]

Also, can someone clarify if this rule applies both employees using their own vehicles ad those using a company car. With the company car, does it make a difference if it is a pool car?

 

Thanks

Sam

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Replying to NH:
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By viper1827
03rd Jul 2015 16:42

Mileage Claim

Hello Sam

Not sure if Aaron has responded to this but you can claim the for an employee using their own car as long as they pay for the petrol and then reclaim mileage. Likewise if you have a company car and an employee claims the petrol rate per mile again you can claim it, it would not matter if it was a pool car. 

You would not claim it for any personal travel in any car. Likewise if the company was paying for the petrol the employee would not make a mileage claim and you would not claim the VAT.

Hope that makes sense.

James

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Replying to Crouchy:
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By day and night
26th Jul 2015 13:15

mileage claim

Do you have a template or spread sheet to work this out? if so would you mind sending it to me?

my e mail is [email protected]

Thanks (0)
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By viper1827
03rd Jul 2015 16:37

VAT Mileage claim website calculator

Hi All

Not sure if Aaron supplied the templates. But makes sure you review the rates every three months as they change. There is a website which gets updated and you can plug your information into it and its free to use and has enough information for the claim as long as you have receipts to cover the VAT your claiming. Generally updated within month of the rates coming out which is in line with HMRC guidance.

The website is http://www.kitepayroll.co.uk/calculator.html#calculator.

 

James

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By VAT Man
23rd Jul 2015 14:37

Mileage Claim Template

Hi Aaron could you send me a copy of the template please to [email protected].

 

Many  Thanks

Thanks (0)
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By akd1961
07th Aug 2015 09:10

Template

Could I have a copy too please

 

My email is [email protected]

 

Many thanks

Thanks (0)
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By K-A-T-E
05th Nov 2015 15:57

template please

Anyone able to send me the template too please (i can adjust for rate changes since this post if its not uptodate -  [email protected]

 

thanks :)

 

The kite link doesnt seem to work as apply 50p to the rate and can't change it :(

 

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By nelsonsbk
05th Feb 2016 08:38

template please

Hi Aaron

if you have time can you send the template to me as well?

email is [email protected]

Many thanks!!

Thanks (0)
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By LisaSav
04th Mar 2016 10:05

Template Please

Hello Aaron

Sorry..........yet another request for the template. I can adjust the rates.

Email is [email protected]

Many thanks!!

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By csdcom
04th Mar 2016 14:34

Template please

why not just do the calcs in excel unless I have it wrong this should work

 

Col A2 = mileage

Col B2 = A2*0.45 - C2

Col C2 = A2* (current Rate) / 6

Col D2 = B2+C2

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By JM
18th Mar 2016 13:29

What is the current rate?

Is it 13p a mile still?

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By rememberscarborough
30th Jun 2016 09:55

I know this is an old discussion but has anyone heard of a flat rate VAT reclaim of 2.55p per mile? I've just joined a new company and this is what their old accountant told them back in 2012 although I've always used HMRC's fuel advisory rates (https://www.gov.uk/government/publications/advisory-fuel-rates/advisory-...)

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