Epwin Group Limited MyMiles Guidelines

Epwin Group Limited MyMiles Guidelines

Contents Overview... 3 The Mileage Claim... 4 Creating a Claim... 4 Submitting Your Claim... 6 Odometer Readings... 6 Entering Fuel Card Information... 7 Recording Mileage When Taking Your Vehicle Abroad... 9 Entering Fuel Spend Outside Of A Fuel Card - Example... 10 Private Fuel Deduction Calculation... 12 Health & Safety... 12 Personalising Your Account... 13 Create And Save Your Journeys... 13 Create And Save Your Vehicles... 14 2

Overview Welcome to Zenith MyMiles, the online system for mileage capture and fuel management. As you have been provided with a fuel card, you are required to record and submit all your individual business journeys using the MyMiles system. You must ensure that you submit mileage details for all vehicles you have used in the month, including any hire or pool vehicles. The primary reason is an HM Revenue & Customs (HMR&C) requirement that Epwin Group captures business mileage accurately. All allocated van drivers will be required to record their mileage via MyMiles. Failure to do so may result in a van benefit in kind. HMR&C has the power to impose substantial fines on companies who fail to demonstrate robust controls around mileage capture and reporting. This means that the mileage capture is mandatory and applicable to all drivers. To comply with HMR&C requirement to monitor business mileage, we will spot check a proportion of submissions each month. These will be picked at random across all drivers. You may enter your business mileage journeys at any time during the month prior to cut-off. The cut-off date is midnight on 10 th of the month. It is advisable not to leave all submissions until the cut off in case you forget your username/password and encounter a problem logging on. If you do a lot of business mileage, we recommend that you log your journeys on the site at least once a week. If you do not submit your mileage by the deadline, then your fuel reconciliation will be performed on the basis that 50% of your mileage was private which may result in more money being deducted from your pay than was due. Once you have submitted a claim in the following month, MyMiles will calculate the correct deduction amount and produce the instruction to adjust the difference in the next payroll run. If you fail to submit your missing claim in the following month, the remaining 50% of fuel spend will be deducted. For any MyMiles queries direct from Zenith please contact: mymiles@zenith.co.uk or Phone 0113 3697890 Monday to Friday between 08:45 and 17:30 3

The Mileage Claim Creating a Claim MyMiles gives a true account of all business miles traveled, detailing the date of travel, the reason for the journey, the client/site and the mileage completed. Set out below are guidelines to enable accurate completion of these returns. Please note when first entering your account the front screen automatically defaults to the current month s outstanding claim. To check you have no past claims or previous months outstanding please go to Create and edit your monthly claims in the menu on the left hand side of the screen and select the first month available for you to edit. (Please note claims cannot be approved until the previous month has been submitted) Please refer to the above example and note the information entered. You must not round your mileage when entering journeys into the system. 4

Enter the date of your business journey Enter the reason for your journey e.g. Site visit Ensure the correct vehicle registration is in the drop-down box Enter your start location entering as much information as possible including area and postcode plus a description Enter your via locations, including any sites / clients that you visited that day. You must include all areas visited including a description, the name of the company or site you visited and the postcode. The reason for recording this is so we can evidence to HMRC that the visit is a genuine business journey.enter the finish location of your journey, again including as much information as possible All journeys must be entered individually Example Taking the example of a sales person who leaves home and has several customer visits before returning home at the end of the day: Start location is the location you started your first trip from, so typically your home. The second section opposite called Post code/notes is the post code of that location. The Via location in the next section down records the name of the first customer and their post code in the Post code/notes There are three VIA sections, so you can record three customers, in the finish location put the name of your fourth customer and their postcode. If you visit more than four customers in a day, you must record your business and total mileage driven from your start location to last customer location and click add to claim. MyMiles will save the mileage for those customers. You can then select the same date in the date drop down to duplicate the date and start again with the fifth customer, and so on. Entries are made per day, not per journey so if you do 4 business journeys in one day, you enter your start location, the via locations and then your finish location at the end of the day. You might make a deviation during your journey, for example to collect a colleague. If the deviation is for a genuine business reason, then you should record the name and the post code of the location in the Via journey section for that day. In the Total Miles field you record all the mileage, including the deviation. If the deviation is for a private trip then you net the mileage for that part of your trip off the number you enter in the Total Miles for Trip field. 5

Submitting Your Claim Once you have completed all your Business Journeys for that month you are ready to click on Continue to next section and move onto the next stage. Odometer Readings You will need to enter your odometer readings at the end of the submission. The system will then automatically calculate your private mileage. Please note: Previous Odometer reading will only need to be entered on your first claim. Current Odometer reading refers to the odometer reading at the end of the monthly period 6

Please bear in mind we CANNOT correct / edit / change odometer readings once your claim has been submitted. Please be sure your odometer readings are 100% true and correct and that the mileage you are claiming is in line with the mileage travelled according to your odometer. Accuracy is also vital when entering your odometer readings, as shown below. A wrong odometer reading on a record will continue to sum your miles incorrectly on all future claims as the system uses your previous month s odometer readings within its calculations. Once you have entered your current odometer readings, please click outside of the box. This resets the system to calculate the correct mileage. If you do not click outside of this box the system will illustrate a minus figure and you will not be able to submit your claim. Entering Fuel Card Information As a fuel card user you are required to complete some additional information when completing your mileage claim online. Please see below for an overview of the information required and how to complete the claim accordingly. Before submitting your claim, please ensure that you have added your fuel card information in the Create and Edit Your Fuel Cards area. 7

Please select the 15 digit number found on the front of your fuel card from the Drop down box. If you fuel card number is not visible in this box please add your fuel card number by selecting the Add a New Fuel Card tab. If there was a time in the month where you were unable to use your fuel card for any reason and you purchased fuel using another means, you will need to tick the Tick if Paid for Additional Fuel box and complete the boxes as appropriate (see overleaf). 8

If you have paid for any fuel outside of your fuel card in the UK this amount will need to be put in the top box. Please do not enter the symbol as this will corrupt the system. This amount should also be expensed to Epwin Group internally by completing the Reimbursement of Non-Fuel Card Purchase Form available to download from the MyMiles portal. If you have paid for any fuel outside of your fuel card for overseas travel this amount will need to be put in the bottom box. This amount is NOT to be expensed to Epwin Group internally. To confirm that all the fuel card information is correct please select the final confirmation box. Once this information is complete you can complete the process by clicking on Submit Claim. Please ensure that all information is correct before clicking this button as nothing is able to be changed once the claim has been submitted. Recording Mileage When Taking Your Vehicle Abroad When travelling private miles abroad, it will not be possible for you to use your fuel card; therefore, you will have to pay for any fuel yourself. You will be unable to claim this fuel via expenses. You will however be require to submit foreign fuel receipts to Group Finance as evidence to support your claim in addition to a note of the exchange rate used. 9

When it comes to submitting your mileage via the MyMiles website you will need to: Submit your business journeys for the month in exactly the same way as normal Enter your Odometer reading as at month end on the final page. Select the fuel card you used that month and, if you paid for any fuel while on holiday abroad, tick the Tick if Paid for Additional Fuel Box. Any fuel that you have paid for outside your fuel card for holidays abroad needs to be totalled up and the amount input into the bottom box. This amount cannot be claimed through internal expenses but if it is input correctly into the bottom box the amount you are deducted for private fuel will be calculated correctly. Entering Fuel Spend Outside Of A Fuel Card - Example Please see the following example which outlines how to input this mileage/fuel and how your monthly deduction would be calculated. In the month of May, Ted does 1000 business miles, 500 UK private miles and 1500 overseas private miles He used his fuel card as normal when in the UK and spent 200 on it. He was unable to use his fuel card on one occasion in the UK and therefore spent 100 of his own money. He went on holiday to France for a fortnight in May, taking his car with him. As he was unable to use his fuel card in France he filled up a couple of times and paid using his own cash. The total amount that he spent on fuel in France amounted to 200. Ted expenses the 100 he spent on fuel in the UK internally by completing the Reimbursement of Non-Fuel Card Purchase Form available to download from the MyMiles portal and Epwin Group refund this to him Ted knows he is unable to expense the 200 spent in France. He completes his MyMiles claim as below. 10

Ted s Private Fuel Deduction Calculation MyMiles calculates Ted s pence per mile (PPM) rate as normal: TOTAL SPEND/TOTAL MILES = 500/3000miles = 0.17 MyMiles calculates the value of Ted s private mileage as normal: TOTAL PRIVATE MILES x PPM = 2000x0.17 = 340 Normally, this would be the amount that Ted is deducted for private fuel but because he has already paid 200 (in France which he has NOT expensed), MyMiles calculates that he should only be deducted 140 in total. 11

Private Fuel Deduction Calculation The amount that you are deducted each month for private fuel is calculated based on total mileage and total spend. It is as follows: Deduction = Total Spend/Total Mileage*Private Mileage Health & Safety Before submitting your final claim, you must read and understand the health and safety questions. Please make sure that you answer the questions by ticking the boxes alongside the questions. If any boxes are left blank an email will be sent to Zenith to investigate and you will be contacted. Note: 1. All vehicles will require an MOT in the 3 rd year of their life. If your vehicle has not reached this age you must ticket the box confirming that your vehicle does not require an MOT and is therefore up to date. 2. Once you have ticked the boxes click Submit claim 12

Personalising Your Account Create And Save Your Journeys For those journeys you do on a regular basis where the details do not change, you can save them allowing you to enter the details with only one click, rather than re-entering the information time and time again. Go into Create and Save your Journeys Enter the details of the journey including Journey Name Enter the number of miles you will travel on this journey Save your journey When entering your claim, you will be able to select any of your saved journeys from the drop down box. 13

Create And Save Your Vehicles MyMiles allows you to save your own vehicles should you for instance have a hire/courtesy car for a few days while your vehicle is off the road. Note fuel in hire vehicles form part of your monthly mileage claim. You will be required to record all journeys in hire cars as if it was your regular vehicle and any fuel will need to be added in the same way as if your fuel card was unavailable by completing a Non-fuel card purchase form. You should complete all the details of your vehicle in the Create and Save your Vehicle section. This will save the vehicle to your account and allow you to select it in future claims. 14

For any MyMiles queries direct from Zenith please contact: mymiles@zenith.co.uk or Phone 0113 3697890 Monday to Friday between 08:45 and 17:30 15