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🚗 Fill out a mileage claim - AO & Requesters only
🚗 Fill out a mileage claim - AO & Requesters only

This article is for Account owners and Requesters. Learn how to fill out a mileage claim on Spendesk.

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Account owners: using the Mileage allowances feature requires our Expense claims feature. To activate it, go to General > Payment methods.

Submit a mileage allowance

What's a mileage allowance?

Mileage allowances allow you to get reimbursed by your employer for business-related trips using your personal car.

👉🏻 If you use your personal vehicle for work, you can claim a mileage allowance. However, you cannot claim a mileage allowance if you use a company car.

What is covered?

Mileage Claims usually cover things like:

  • Fuel,

  • Servicing & Repairs,

  • Car Insurance,

  • Depreciation (i.e. a vehicle’s decreasing value over time.)

Tolls and parking are not included. For this type of expense, you can submit an expense claim, here's how to (or you can use your Spendesk card).

Technical details

You have access to four options, the best for your company is chosen by your account owner. If needed, the same rate can be applied to all requests on all company wallets.

They include up-to-date rate calculations and availability for all EMEA markets with accurate, compliant, and up-to-date local rates:

  • FR (URSSAF - depends on the vehicle type, fiscal power, and number of km already traveled and paid during the year)

  • UK (HRMC - depends on the vehicle type and number of miles already reimbursed during the year)

  • DE (Bundesministerium der Finanzen - fixed rate per km)

  • Custom rates (or FX rate) can be set-up upon request (fixed rate per km which can be set up per vehicle type)

NB : If you wish to set up a custom rate, please get in touch with your dedicated Customer Success Manager or our support team.

📞 All-on-mobile: Mileage can now be submitted, tracked and approved directly on the Spendesk mobile app.

🔁 Automatic round trip calculations: Round-trips claims for more efficient submission. No need to make 2 different requests anymore, the total distance is automatically calculated and the approver only has one request to approve - easy-peasy!

💾 Auto-saved recurring trip details: Recurrent addresses and vehicles are also auto-saved for faster submission (available only on mobile)

How to use the Mileage Allowances feature on desktop

  • head over to the Requests tab.

  • In the top right-hand corner, press the Make a new request button.

  • Select Request a reimbursement.

  • At the bottom, select Mileage Allowance.

  • Fill in the details related to your trip.

  • You may tick Electric car (on French / URSSAF-rate accounts only) if you have an electric vehicle.

  • You can choose the "return trip" option but for now, it's not possible to add multiple steps on a same claim.

  • Submit your request.

The mileage allowance will be calculated automatically based on the distance of your trip and your local regulation. It will not necessarily be the same in both directions, as the distance covered may be different.

Approvers (your approver or Account owner) can then approve or reject the expense as usual.

NB: For cars and motorcycles, we automatically calculate the fastest route between the two addresses (giving priority to high-speed roads such as freeways). Forbicycles, we calculate the shortest route between the two addresses.

If your mileage declaration does not correspond to the actual distance of your route, you can adapt the departure or arrival address according to the number of kilometers.

Submit a mileage claim (video)

For more information about Mileage Claims, we invite you to read your local documentation:

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