To add a new mileage claim, log in to the Staff Database and press Claim Mileage on the dashboard.
The form will require you to complete a number of fields:
- Claim Month - the month you are claiming for
- Claim Type - Motor Vehicle, Bicycle or Motorbike
- Primary Vehicle Type - whether it is petrol, diesel, hybrid or electric (note this only shows for motor vehicles)
- Home postcode
- Office postcode
- Home office mileage - how many miles it is to the office in one direction
- Any comments? - this box will draw through information from your profile page
Once this is completed, enter the journeys that you wish to claim for and include postcodes. An example is shown here using these journeys:
- Home to volunteer intro to office (one home-office journey)
- Office to collect family resource to volunteer DBS meeting to home (one home-office journey)
- Office to church leader meeting to one to one to office (no home-office journeys as this example starts and ends at the office)
When choosing an option from the Commute Deductions column you will be presented with the liust pictured here. This is what they mean:
- None required (all mileage claimable) - selecting this will mean you claim for all miles on that journey. This would be the case if you were heading out somewhere and it was an agreed working from home day.
- None required (already applied) - selecting this indicates that you have already deducted the commute miles yourself before entering the number of miles travelled. It is a good idea to use this if you have multiple locations as your office. The system will only deduct miles for the number of miles to and from the office that you add at the top of the page, therefore in this instance you would need to work out how many miles to deduct yourself.
- One home-office journey (one-way) - this will deduct mileage for one journey to the office.
- Two home-office journeys (return) - this will deduct mileage for a journey to and from the office.
Once you are happy with the information you have entered you should click the Update Journeys button and if everything has been entered correctly the sheet will turn green.
When this is done, the Submit button will appear. Press this to send the claim for approval.