Record a vehicle, workplace and scheme

A person’s Vehicles, Workplace and Schemes tabs, and the opening mileage on Profile, hold the facts that decide how their journeys are priced. Each fact has a date it takes effect from, so a journey is priced with whatever was in effect on the day of the trip.

Before you begin

A person can add their own vehicle. An Administrator can change anything else, for any person.

Add or change a vehicle

Open People, choose Open on the person, and select the Vehicles tab. The vehicles are listed in a table, and Current marks the one in use today.
Choose New. A panel slides in from the right.
Check the Effective date: the date this vehicle starts. Today is filled in.
Enter the Registration (optional), and choose the Vehicle type (Car, Van, Motorcycle or Bicycle), Availability (Private or Employer) and Fuel type (Petrol or Diesel, Hybrid or Electric).
Enter the Engine size. The value is in cc, and blank is not zero. A car or van, and a motorcycle, cannot be priced without it.
Choose Save.

The vehicle is added to the table. The vehicle before it ends on the date this one starts.

When a vehicle changes, add a new one with a new effective date. The earlier one stays for earlier trips.

To correct a mistake, choose Open on the row, change the facts and choose Save. A vehicle cannot start on a date another vehicle already starts. Choose Remove, and confirm, to delete a vehicle entered by mistake. The vehicle before it then carries on. Draft sheets are repriced, and processed sheets keep what they were priced with.

Set the normal place of work

On the Workplace tab, under Normal place of work, choose the Location and the Effective date, then Save. Locations are the named places your company has set up. See Claim types, codes and locations.

Choose the scheme

A scheme applies from a month, so you can change it part-way through the year without disturbing months already claimed. On the Schemes tab:

Scheme history lists each scheme the person has been on, from which month, and whether it is Current, Scheduled (starts in a future month) or Past.
Under Change scheme, choose the Scheme and the month it Starts in, then choose Save. You can choose the Default scheme to move someone back to the official rates, or another custom scheme to move them from one to another. Choosing a month that already has a change replaces it.
Draft sheets from that month onward are repriced on the new scheme. Earlier months keep the scheme they were priced with, and so does any sheet that is already Submitted, Approved, Processed or Expired. The running total of distance for the company year carries across the change.
The list of months starts after the person’s latest sheet that can no longer change. If you pick a month that is too early, you are told the earliest one allowed.
A change that has not started, or that only affects Draft sheets, can be removed with Cancel next to it. The first scheme in the history cannot be cancelled: assign a different scheme instead.

A month you add later for an earlier period uses the scheme that was in force then, not today’s. See Create a custom scheme.

Opening mileage

On the Profile tab, under Opening mileage, an Administrator can enter distance a person had already claimed earlier in the company year, one value for each of Car van, Motorcycle and Bicycle. It is entered once, and saving it locks it.

What happens next

Journeys use the vehicle in effect on their own date, not today’s date.
Changing a vehicle does not change journeys on sheets that are already processed.
A vehicle that is Employer provided is not priced, because the statutory rates apply to a privately available vehicle.

Common issues

“A whole engine capacity in cc is required before a mileage amount can be calculated.”

The vehicle in effect on the trip date has no engine size. Add a vehicle with one, effective on or before that date.

“No vehicle is effective on this activity date.”

The trip is dated before the person’s earliest vehicle. Add a vehicle with an earlier effective date.