Recharging private mileage

If you do not have details of the mileage is there a standard amount to charge for Private Mileage?

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I have a company leaver who was never very good at tracking her mileage, business or private. She uses a company hire car.

I have no knowledge of her total montlhy private mileage to recharge onto her. In the absence of her reply and payroll fast approaching, is there a standard set amount- maybe based on the amount of fuel we have reimbursed to her- per month that I can recharge in relation to private mileage?

Any information would be useful as I am lost in many sheets on the gov.uk website.

Many Thanks

Rebecca

 

Replies (6)

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By Duggimon
28th Aug 2018 10:48

I think the standard set amount of private mileage is all of the mileage, less what (if anything) has been recorded as business mileage. Presumably you or the hirer took an odometer reading when you gave her the car.

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By Accountant A
28th Aug 2018 12:29

Either you have records or you don't. If you don't, then, from the employer's perspective, the only safe assumption is that all mileage was private. The employee can't have it all ways and presumably their use of the car came with record-keeping conditions.

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By Moonbeam
28th Aug 2018 17:06

In regard to company cars, unless the employees play ball, you should act tough. Why not call her, telling her you'll use the cost of all the fuel you've reimbursed up to now that isn't covered by mileage claims. And will be delighted to adjust this, but she'll need to get her mileage sheets to you asap and definitely before the payroll run. Methinks you have the whip hand here.

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By pauljohnston
30th Aug 2018 09:36

Another option is to tell her no records means 100% charge back but she will be able to claim mileage at the appropriate rate - I believe somewwhere in the 7-10p range depending on engine type and size as a deduction in her tax return.

Personally I find it hard for her not to know her business trips and using Google Maps she can ascertain the business mileage

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Melchett
By thestudyman
30th Aug 2018 12:45

Simple, do not reimburse unless she can prove her mileage is for a legitimate business reason.

Assume it's all private unless she provides evidence to the contrary.

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By PChapman
31st Aug 2018 17:35

Charge the lot
Only reimburse for documented business mileage
Anything less leaves the company open to a grilling from the tax authorities. and having been the accountant residing over the reconstruction of 5 years of mileage records for 10 employees - you don't want to go there!!!
(whilst what is past is past if the employees prior claims are dubious you might want to review... because at the end of the day its the employer that HMRC will fine, and mileage claims are easy pickings when it comes to an inspection - it's the first thing they'll look at!)

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