Guide to mileage capture

The accurate recording and reporting of business and private mileage is an essential part of fleet management. As one of your greatest expenses, fuel consumption needs to be closely tracked so that you don’t overspend by reimbursing inaccurately-reported journeys.

What’s more, poor mileage record-keeping can land you in trouble with HMRC who can issue hefty penalties if they uncover holes in your records.

In this guide we take a look at what the law says regarding mileage capture, and outline how our mileage capture technology can help you run a cost-effective and compliant fleet.

The law on mileage capture

Employers are required to hold accurate records of private and business mileage to demonstrate how their vehicles are being used. This allows HMRC to determine whether the right amount of tax is being paid for non-business journeys. You can find details of employee mileage and fuel allowances in this government guide. 

Records must be kept of all employee work journeys, including start and end locations, the miles covered, and the reason for the journey. This means the employer should have a robust mileage capture system in place for its drivers. Traditional approaches to mileage capture -- such as handwritten driver logbooks and electronic spreadsheets -- are prone to inaccuracies and can be time consuming. A better solution is to use an automated, online system that records your driver’s business and private mileage using GPS. This is where the BP Fuel Card can help.

BP Fuel Cards mileage capture

As part of the BP Fuel Cards online tools offering, your drivers can record, manage and submit business and private mileage quickly and easily. Drivers are given a GPS dongle to insert into their vehicle’s USB port or cigarette lighter which then tracks their journeys, including start and finish locations measured to a few metres. 

Once the journey is complete, the driver simply plugs the dongle into a computer where the journey details are uploaded to a mileage capture portal, and marked as business or private. Finally, the fleet manager or administrator checks the business mileage claims and approves or queries the records accordingly.

Our mileage capture tool helps eliminate reporting inaccuracies and administration time, and moves you one step closer to being HMRC compliant.