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'Reports: Expense claims report to include mileage totals' has been merged into this idea

Reports & tax: Reporting

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Mileage/Tracking Report - Ability to see employee mileage within the tax year

We need the ability to see how many miles an employee has travelled within the tax year. This is so that we can follow HMRC guidelines in respect of the pence per mile that is paid to the employee. Currently the rules state that up to 10,00 miles can be reimbursed at 45p per mile and thereafter this rate is reduced to 25p per mile.

This could also include the ability to set a default rate to avoid any errors made by the employee and to then generate an alert once the employee exceeds 10,000 miles and automatically reduce the default rate to 25p per mile.

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Connor Preece shared this idea  ·   ·  Report…  ·  Admin →
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  • Natalie Jones commented  ·   ·  Report

    When will this be implemented and aligned with HMRC mileage rate requirements as we have different mileage rates for <> 10,000 miles and need to keep track of individual mileage expenses that they do not go over the 10,000 miles threshold in the tax year. Again this is something that should have been implemented at the beginning as standardised financial/accounting requirement. Can Xero respond on this please!

  • Debbie Broom commented  ·   ·  Report

    Hi , Is there any update on a report being made available?

  • Auditsure Accounting Office commented  ·   ·  Report

    MV < or > 5000Kms- reports

    Hi Team
    Xero mentioned adding this to the ideas section.
    We're after a better way to track employees Kms travelled. As the first 5000 kms isn't taxed then then over that it's adifferent category that is taxed. At the moment i have to manually run a Payroll Activity Report, then go through the huge list of past and present employees to find the present employees and run a report PER employee to see where they are at for the year with under 5000KMs or over 5000Kms so we can make sure to change them over when approaching the 5000KMS total.
    Surely there could be a report that provides that information for all current employees that have received pays in the current year.

  • Oliver Mellor commented  ·   ·  Report

    I need this feature otherwise it's a huge effort to work it out.

  • Deanne Lugton commented  ·   ·  Report

    This is needed in Australia to keep in with guidelines from the ATO

  • Chad Leembruggen commented  ·   ·  Report

    The original comment appears UK based and in nearly 2 years, no helpful addition has been made. There surely must be a function to total up the miles claimed for each claimant, so any thresholds can be monitored

  • Caitlin Ottley commented  ·   ·  Report

    The IRD requires businesses to keep a motor vehicle log book for at least 90 days, to determine how much a vehicle is used personally vs. for business purposes. The end result is a % that the business can claim of costs for the vehicle, for the next 3 years.

    This is an arduous task that a lot of our clients have trouble with. If you don't keep a log book your claim for motor vehicle costs is just a per km rate which comes out a lot less than the actual costs would be, especially if the client travels over 14,000 km's per year. Or you file and pay fringe benefit tax to the IRD.

    Your product Hubdocs has revolutionized record keeping and our clients that are using it have significantly improved their records, because it is just so easy.
    For example, clients that I prepare GST for have the app on their phones and just take a picture of the receipt and send it through to Hubdocs for me to process. Invoices received on email are forwarded into Hubdocs (working on auto-forwarding as a standard, but having some teething issues).

    What I am proposing is that in keeping with your track record of streamlining and improving processing for businesses, you bring in a logbook feature to Xero. Clients would enter their odometer reading at the start of their 90 days, and then just the to and from addresses for business travel (powered by google maps perhaps, so this auto fills the full address for them), rather than the odometer readings i.e. home to accountant, office to xx supplier etc.

    The app would pull today's date by default, but be editable if you had a hectic day and didn't stop to load your trips until the next day.

    It would need to be able to potentially manage multiple log books, one for each user that has it ticked on (sort of like timesheets in payroll) but all of the businesses data be viewable by us as the accountant (with a tick box maybe?), so we can calculate the % at the end of the 90 days.

    It would be great if they could 'favourite' recurring trips and quick add these to their log book.

    It would also be great if it could give the user a heads up when a new log book is required, i.e. after 3 years, when a new vehicle is purchased etc etc.

    For reference I have linked the IRD articles on their requirements for a log book, which the software would need to be able to meet.
    https://www.ird.govt.nz/income-tax/income-tax-for-businesses-and-organisations/types-of-business-expenses/claiming-vehicle-expenses/use-a-logbook

    Thanks
    Caitlin

  • Jacquelin Low commented  ·   ·  Report

    To assist organisations to be able to carbon offset km travelled, we should be able to pull a report from Expense Claims in an Excel format so we can add the amount of miles/km travelled to figure out travel footprint.