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Dunne is our Senior Content Marketing Manager. Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. ",[723],{"type":227,"attrs":724},{"color":725},"#3D3929","chris-dunne","blog/author/chris-dunne",-1150,[],176408854,"62a23d5f-cd56-4dee-91e3-5642f66fa78c","2024-11-25T20:08:58.249Z",[],[735,736,737],{"path":727,"name":17,"lang":683,"published":17},{"path":727,"name":17,"lang":685,"published":17},{"path":727,"name":17,"lang":687,"published":17},[739],{"name":740,"created_at":741,"published_at":657,"updated_at":742,"id":743,"uuid":744,"content":745,"slug":748,"full_slug":749,"sort_by_date":17,"position":750,"tag_list":751,"is_startpage":14,"parent_id":752,"meta_data":17,"group_id":753,"first_published_at":754,"release_id":17,"lang":679,"path":17,"alternates":755,"default_full_slug":749,"translated_slugs":756,"_stopResolving":66},"Business travel spend","2022-10-19T17:57:52.426Z","2026-03-12T10:47:23.148Z",206171412,"f02d590f-28a6-4bed-9af7-ba56618838d4",{"_uid":746,"name":747,"component":245},"f4f9204a-f68c-4130-90e6-fe871d851d46","Business travel","business-travel-spend","blog/topic/business-travel-spend",-160,[],176456153,"7ee99d5b-b4ea-48cf-8744-9f4844a8319b","2022-11-02T15:24:52.136Z",[],[757,758,759],{"path":749,"name":17,"lang":683,"published":17},{"path":749,"name":17,"lang":685,"published":17},{"path":749,"name":17,"lang":687,"published":17},{"type":33,"content":761},[762,782,790,836,855,860,868,903,936,944,952,960,982,1054,1062,1070,1083,1089,1100,1106,1115,1133,1141,1149,1185,1204,1212,1220,1253,1266,1363,1377,1385,1393,1401,1454,1462,1470,1478,1486,1511,1519,1533,1541,1549,1557,1574,1623,1645,1678,1703,1716,1724,1743,1765,1788,1796,1809,1817,1825,1833,1856,1864,1872,1880,1888,1896,1938,1960,1974,1979,1984,2006,2014,2049,2057,2074,2082,2104,2140,2148,2156,2175,2211,2219,2225,2230],{"type":36,"attrs":763,"content":764},{"textAlign":17},[765,771,777],{"text":766,"type":40,"marks":767},"Corporate travel has developed a love/hate reputation. For employees, it's exciting to get out of the office and change up the routine. For employers, travel is a key driver of growth. ",[768],{"type":227,"attrs":769},{"color":770},"rgb(0, 0, 0)",{"text":772,"type":40,"marks":773},"Meeting prospects and clients in person is still incredibly effective",[774,776],{"type":227,"attrs":775},{"color":770},{"type":43},{"text":778,"type":40,"marks":779},", even if it feels a little old-fashioned.",[780],{"type":227,"attrs":781},{"color":770},{"type":36,"attrs":783,"content":784},{"textAlign":17},[785],{"text":786,"type":40,"marks":787},"So there's plenty to love. ",[788],{"type":227,"attrs":789},{"color":770},{"type":36,"attrs":791,"content":792},{"textAlign":17},[793,798,804,809,820,825,831],{"text":794,"type":40,"marks":795},"And yet, ",[796],{"type":227,"attrs":797},{"color":770},{"text":799,"type":40,"marks":800},"managing",[801,803],{"type":227,"attrs":802},{"color":770},{"type":45},{"text":805,"type":40,"marks":806}," travel - and especially travel ",[807],{"type":227,"attrs":808},{"color":770},{"text":810,"type":40,"marks":811},"expenses",[812,818],{"type":813,"attrs":814},"link",{"href":815,"uuid":816,"anchor":17,"target":817,"linktype":638},"/expense-management-software","1c9f0a4a-55a7-46a3-aa93-4bd1ac73c52a","_self",{"type":227,"attrs":819},{"color":770},{"text":821,"type":40,"marks":822}," ",[823],{"type":227,"attrs":824},{"color":770},{"text":826,"type":40,"marks":827},"–",[828],{"type":227,"attrs":829},{"color":830},"#1F1F1F",{"text":832,"type":40,"marks":833}," is nobody's idea of a good time. Particularly when the rules and regulations from HMRC aren't clear to everyone.",[834],{"type":227,"attrs":835},{"color":770},{"type":36,"attrs":837,"content":838},{"textAlign":17},[839,844,850],{"text":840,"type":40,"marks":841},"So to help, we've put together this ",[842],{"type":227,"attrs":843},{"color":770},{"text":845,"type":40,"marks":846},"guide to travel expenses for UK businesses",[847,849],{"type":227,"attrs":848},{"color":770},{"type":43},{"text":851,"type":40,"marks":852},". Once you understand what HMRC expects (and therefore what you need to do), managing travel doesn't feel quite so painful.",[853],{"type":227,"attrs":854},{"color":770},{"type":36,"attrs":856,"content":857},{"textAlign":17},[858],{"text":859,"type":40},"Now, let's start with the obvious question.",{"type":219,"attrs":861,"content":862},{"level":286,"textAlign":17},[863],{"text":864,"type":40,"marks":865},"What are travel expenses?",[866],{"type":227,"attrs":867},{"color":770},{"type":36,"attrs":869,"content":870},{"textAlign":17},[871,876,882,887,898],{"text":872,"type":40,"marks":873},"As the name suggests, ",[874],{"type":227,"attrs":875},{"color":770},{"text":877,"type":40,"marks":878},"travel expenses are company expenses incurred while travelling",[879,881],{"type":227,"attrs":880},{"color":770},{"type":43},{"text":883,"type":40,"marks":884},". These include transport costs, meals, and ",[885],{"type":227,"attrs":886},{"color":770},{"text":888,"type":40,"marks":889},"vehicle mileage",[890,893,896],{"type":813,"attrs":891},{"href":892,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/en-eu/blog/mileage-allowance-hmrc/",{"type":227,"attrs":894},{"color":895},"rgb(0, 0, 238)",{"type":897},"underline",{"text":899,"type":40,"marks":900},", among others.",[901],{"type":227,"attrs":902},{"color":770},{"type":36,"attrs":904,"content":905},{"textAlign":17},[906,911,920,925,931],{"text":907,"type":40,"marks":908},"And as with all legitimate ",[909],{"type":227,"attrs":910},{"color":770},{"text":912,"type":40,"marks":913},"business expenses",[914,918],{"type":813,"attrs":915},{"href":916,"uuid":917,"anchor":17,"target":817,"linktype":638},"/business-expense-cards","73ff0017-620a-491e-88a2-e14a86be013a",{"type":227,"attrs":919},{"color":770},{"text":921,"type":40,"marks":922},", companies may be able to claim tax relief on these costs. If it meets all of the correct requirements, ",[923],{"type":227,"attrs":924},{"color":770},{"text":926,"type":40,"marks":927},"business travel is normally free from tax",[928,930],{"type":227,"attrs":929},{"color":770},{"type":43},{"text":932,"type":40,"marks":933},".",[934],{"type":227,"attrs":935},{"color":770},{"type":36,"attrs":937,"content":938},{"textAlign":17},[939],{"text":940,"type":40,"marks":941},"So both for companies and individual employees, it makes fiscal sense to track and claim tax relief on business trips.",[942],{"type":227,"attrs":943},{"color":770},{"type":291,"attrs":945},{"id":946,"body":947},"55dab37a-d432-4c91-a59b-a363dd6bddb0",[948],{"_uid":949,"html":950,"component":951},"i-4e08c82e-c04d-4eaa-a4ce-f612a2c3bc20","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003Cspan class=\"hs-cta-node hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\" id=\"hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-9bd0c073-d538-46b3-842f-0cfcc67d3835\" style=\"border-width:0px;\" height=\"375\" width=\"750\" src=\"https://no-cache.hubspot.com/cta/default/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, '9bd0c073-d538-46b3-842f-0cfcc67d3835', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->","embed",{"type":219,"attrs":953,"content":954},{"level":286,"textAlign":17},[955],{"text":956,"type":40,"marks":957},"HMRC travel expenses: The basics",[958],{"type":227,"attrs":959},{"color":770},{"type":36,"attrs":961,"content":962},{"textAlign":17},[963,968,977],{"text":964,"type":40,"marks":965},"HMRC may provide tax relief if costs fall into ",[966],{"type":227,"attrs":967},{"color":770},{"text":969,"type":40,"marks":970},"the following categories",[971,974,976],{"type":813,"attrs":972},{"href":973,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/tax-relief-for-employees/travel-and-overnight-expenses",{"type":227,"attrs":975},{"color":895},{"type":897},{"text":978,"type":40,"marks":979},":",[980],{"type":227,"attrs":981},{"color":770},{"type":342,"content":983},[984,994,1004,1014,1024,1034,1044],{"type":345,"content":985},[986],{"type":36,"attrs":987,"content":988},{"textAlign":17},[989],{"text":990,"type":40,"marks":991},"Public transport costs",[992],{"type":227,"attrs":993},{"color":770},{"type":345,"content":995},[996],{"type":36,"attrs":997,"content":998},{"textAlign":17},[999],{"text":1000,"type":40,"marks":1001},"Hotel accommodation if you have to stay overnight",[1002],{"type":227,"attrs":1003},{"color":770},{"type":345,"content":1005},[1006],{"type":36,"attrs":1007,"content":1008},{"textAlign":17},[1009],{"text":1010,"type":40,"marks":1011},"Food and drink",[1012],{"type":227,"attrs":1013},{"color":770},{"type":345,"content":1015},[1016],{"type":36,"attrs":1017,"content":1018},{"textAlign":17},[1019],{"text":1020,"type":40,"marks":1021},"Congestion charges and tolls",[1022],{"type":227,"attrs":1023},{"color":770},{"type":345,"content":1025},[1026],{"type":36,"attrs":1027,"content":1028},{"textAlign":17},[1029],{"text":1030,"type":40,"marks":1031},"Parking fees",[1032],{"type":227,"attrs":1033},{"color":770},{"type":345,"content":1035},[1036],{"type":36,"attrs":1037,"content":1038},{"textAlign":17},[1039],{"text":1040,"type":40,"marks":1041},"Business phone calls and printing costs",[1042],{"type":227,"attrs":1043},{"color":770},{"type":345,"content":1045},[1046],{"type":36,"attrs":1047,"content":1048},{"textAlign":17},[1049],{"text":1050,"type":40,"marks":1051},"Mileage",[1052],{"type":227,"attrs":1053},{"color":770},{"type":36,"attrs":1055,"content":1056},{"textAlign":17},[1057],{"text":1058,"type":40,"marks":1059},"As long as these occur during business travel, the company should be able to claim relief.",[1060],{"type":227,"attrs":1061},{"color":770},{"type":36,"attrs":1063,"content":1064},{"textAlign":17},[1065],{"text":1066,"type":40,"marks":1067},"So what counts as business travel?",[1068],{"type":227,"attrs":1069},{"color":770},{"type":36,"attrs":1071,"content":1072},{"textAlign":17},[1073,1078],{"text":1074,"type":40,"marks":1075},"LeeP Financial",[1076],{"type":227,"attrs":1077},{"color":895},{"text":1079,"type":40,"marks":1080}," shares this handy reference guide for company managers and employees:",[1081],{"type":227,"attrs":1082},{"color":770},{"type":291,"attrs":1084},{"id":946,"body":1085},[1086],{"_uid":1087,"html":1088,"component":951},"i-9d460f10-e73b-4add-aba4-c5880766d629","\u003Ctable style=\"width: 100%; margin-left: auto; margin-right: auto; border-collapse: collapse; table-layout: fixed; height: 210px; border: 1px solid #99acc2;\">\n\u003Ctbody>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; text-align: center; padding: 12px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Deductible\u003C/strong>\u003C/span>\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; text-align: center; padding: 12px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Non-deductible\u003C/strong>\u003C/span>\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Travel other than commute to and from permanent workplace.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Normal commute to and from permanent workplace.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Food and drink on work journeys outside normal commute - actual or day rates.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Parking fines, speeding tickets and other penalties.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Overnight accommodation on work journeys.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Travel costs not exclusively for work e.g. top up of travel card also used for non-work.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Dinner and breakfast when staying overnight.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\"> \u003C/td>\n\u003C/tr>\n\u003C/tbody>\n\u003C/table>",{"type":36,"attrs":1090,"content":1091},{"textAlign":17},[1092,1094,1098],{"text":1093,"type":40},"Part of what makes all this tricky is ",{"text":1095,"type":40,"marks":1096},"the overlap between private and business travel",[1097],{"type":43},{"text":1099,"type":40},". It’s not always clear exactly what counts as each.",{"type":219,"attrs":1101,"content":1103},{"level":1102,"textAlign":17},3,[1104],{"text":1105,"type":40},"Private vs business travel",{"type":36,"attrs":1107,"content":1108},{"textAlign":17},[1109],{"type":1110,"attrs":1111},"image",{"id":17,"alt":1112,"src":1113,"title":17,"source":17,"copyright":17,"meta_data":1114},"business-travel-expenses-1","https://get.spendesk.com/hubfs/business-travel-expenses-1.jpg",{},{"type":36,"attrs":1116,"content":1117},{"textAlign":17},[1118,1123,1129],{"text":1119,"type":40,"marks":1120},"The distinction between these two forms of travel is a common cause of confusion. It’s simply ",[1121],{"type":227,"attrs":1122},{"color":770},{"text":1124,"type":40,"marks":1125},"not always clear cut whether a trip is entirely for personal or business reasons",[1126,1128],{"type":227,"attrs":1127},{"color":770},{"type":43},{"text":932,"type":40,"marks":1130},[1131],{"type":227,"attrs":1132},{"color":770},{"type":36,"attrs":1134,"content":1135},{"textAlign":17},[1136],{"text":1137,"type":40,"marks":1138},"There can easily be portions of a business trip that look like personal travel, and vice versa.",[1139],{"type":227,"attrs":1140},{"color":770},{"type":36,"attrs":1142,"content":1143},{"textAlign":17},[1144],{"text":1145,"type":40,"marks":1146},"According to HMRC, only two types of travel qualify as 'business' trips:",[1147],{"type":227,"attrs":1148},{"color":770},{"type":1150,"attrs":1151,"content":1152},"ordered_list",{"order":221},[1153,1169],{"type":345,"content":1154},[1155],{"type":36,"attrs":1156,"content":1157},{"textAlign":17},[1158,1164],{"text":1159,"type":40,"marks":1160},"Journeys employees make in the performance of their duties",[1161,1163],{"type":227,"attrs":1162},{"color":770},{"type":43},{"text":1165,"type":40,"marks":1166}," (where travel is part of their duties)",[1167],{"type":227,"attrs":1168},{"color":770},{"type":345,"content":1170},[1171],{"type":36,"attrs":1172,"content":1173},{"textAlign":17},[1174,1180],{"text":1175,"type":40,"marks":1176},"Journeys to or from a place they have to attend",[1177,1179],{"type":227,"attrs":1178},{"color":770},{"type":43},{"text":1181,"type":40,"marks":1182}," in the performance of their duties (travel to a place where attendance is in the performance of the duties). This usually means visiting a temporary workplace or site outside of their regular commute.",[1183],{"type":227,"attrs":1184},{"color":770},{"type":36,"attrs":1186,"content":1187},{"textAlign":17},[1188,1193,1199],{"text":1189,"type":40,"marks":1190},"So if travelling ",[1191],{"type":227,"attrs":1192},{"color":770},{"text":1194,"type":40,"marks":1195},"is",[1196,1198],{"type":227,"attrs":1197},{"color":770},{"type":45},{"text":1200,"type":40,"marks":1201}," your job, or if you have to visit a specific location in order to do your job, this is business travel.",[1202],{"type":227,"attrs":1203},{"color":770},{"type":36,"attrs":1205,"content":1206},{"textAlign":17},[1207],{"text":1208,"type":40,"marks":1209},"It's important to note that 'ordinary commuting' is not counted as business travel.",[1210],{"type":227,"attrs":1211},{"color":770},{"type":219,"attrs":1213,"content":1214},{"level":286,"textAlign":17},[1215],{"text":1216,"type":40,"marks":1217},"Travel expenses for employers",[1218],{"type":227,"attrs":1219},{"color":770},{"type":36,"attrs":1221,"content":1222},{"textAlign":17},[1223,1228,1234,1239,1248],{"text":1224,"type":40,"marks":1225},"Employers are ",[1226],{"type":227,"attrs":1227},{"color":770},{"text":1229,"type":40,"marks":1230},"required to report all travel expenses paid to employees during the year",[1231,1233],{"type":227,"attrs":1232},{"color":770},{"type":43},{"text":1235,"type":40,"marks":1236},". There are ",[1237],{"type":227,"attrs":1238},{"color":770},{"text":1240,"type":40,"marks":1241},"exceptions to this rule",[1242,1245,1247],{"type":813,"attrs":1243},{"href":1244,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/employer-reporting-expenses-benefits/dispensations",{"type":227,"attrs":1246},{"color":895},{"type":897},{"text":1249,"type":40,"marks":1250},", such as when you’re paying HMRC’s advisory rates or have obtained a specific exemption.",[1251],{"type":227,"attrs":1252},{"color":770},{"type":36,"attrs":1254,"content":1255},{"textAlign":17},[1256,1262],{"text":1257,"type":40,"marks":1258},"A few things to keep in mind",[1259,1261],{"type":227,"attrs":1260},{"color":770},{"type":43},{"text":978,"type":40,"marks":1263},[1264],{"type":227,"attrs":1265},{"color":770},{"type":342,"content":1267},[1268,1278,1313,1323],{"type":345,"content":1269},[1270],{"type":36,"attrs":1271,"content":1272},{"textAlign":17},[1273],{"text":1274,"type":40,"marks":1275},"Some expenses, like fuel and meals, have fixed rates. If you repay employees at higher rates, these become earnings (like salary) and are subject to PAYE and National Insurance.",[1276],{"type":227,"attrs":1277},{"color":770},{"type":345,"content":1279},[1280],{"type":36,"attrs":1281,"content":1282},{"textAlign":17},[1283,1288,1294,1299,1308],{"text":1284,"type":40,"marks":1285},"If you provide extras like transport to employees for ",[1286],{"type":227,"attrs":1287},{"color":770},{"text":1289,"type":40,"marks":1290},"private travel",[1291,1293],{"type":227,"attrs":1292},{"color":770},{"type":45},{"text":1295,"type":40,"marks":1296},", this becomes a benefit and is ",[1297],{"type":227,"attrs":1298},{"color":770},{"text":1300,"type":40,"marks":1301},"subject to National Insurance",[1302,1305,1307],{"type":813,"attrs":1303},{"href":1304,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/national-insurance/",{"type":227,"attrs":1306},{"color":895},{"type":897},{"text":1309,"type":40,"marks":1310}," as well.",[1311],{"type":227,"attrs":1312},{"color":770},{"type":345,"content":1314},[1315],{"type":36,"attrs":1316,"content":1317},{"textAlign":17},[1318],{"text":1319,"type":40,"marks":1320},"To be deductible, expenses need to be 'wholly and exclusively incurred' for the purposes of running the business or generating more business.",[1321],{"type":227,"attrs":1322},{"color":770},{"type":345,"content":1324},[1325],{"type":36,"attrs":1326,"content":1327},{"textAlign":17},[1328,1334,1339,1348,1353,1359],{"text":1329,"type":40,"marks":1330},"But",[1331,1333],{"type":227,"attrs":1332},{"color":770},{"type":45},{"text":1335,"type":40,"marks":1336}," this doesn’t mean every aspect of a trip needs to be related to business. ",[1337],{"type":227,"attrs":1338},{"color":770},{"text":1340,"type":40,"marks":1341},"Bleisure trips",[1342,1345,1347],{"type":813,"attrs":1343},{"href":1344,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/business-travel-statistics/",{"type":227,"attrs":1346},{"color":895},{"type":897},{"text":1349,"type":40,"marks":1350}," are acceptable, but ",[1351],{"type":227,"attrs":1352},{"color":770},{"text":1354,"type":40,"marks":1355},"only the business part of that trip can be deducted",[1356,1358],{"type":227,"attrs":1357},{"color":770},{"type":43},{"text":932,"type":40,"marks":1360},[1361],{"type":227,"attrs":1362},{"color":770},{"type":36,"attrs":1364,"content":1365},{"textAlign":17},[1366,1371],{"text":1367,"type":40,"marks":1368},"This should be common sense for most businesses. ",[1369],{"type":227,"attrs":1370},{"color":770},{"text":1372,"type":40,"marks":1373},"You shouldn't have trouble managing travel as long as records are kept and there is a process in place.",[1374],{"type":227,"attrs":1375},{"color":1376},"#000000",{"type":219,"attrs":1378,"content":1379},{"level":286,"textAlign":17},[1380],{"text":1381,"type":40,"marks":1382},"Travel guidelines for employees",[1383],{"type":227,"attrs":1384},{"color":770},{"type":36,"attrs":1386,"content":1387},{"textAlign":17},[1388],{"text":1389,"type":40,"marks":1390},"You might be able to get a tax refund from HMRC if you had to pay for work travel expenses and your company didn’t pay you back.",[1391],{"type":227,"attrs":1392},{"color":770},{"type":36,"attrs":1394,"content":1395},{"textAlign":17},[1396],{"text":1397,"type":40,"marks":1398},"To claim tax back for any kind of work expense (including travel), a few conditions must be met:",[1399],{"type":227,"attrs":1400},{"color":770},{"type":342,"content":1402},[1403,1413,1434,1444],{"type":345,"content":1404},[1405],{"type":36,"attrs":1406,"content":1407},{"textAlign":17},[1408],{"text":1409,"type":40,"marks":1410},"You personally pay for a necessary work cost",[1411],{"type":227,"attrs":1412},{"color":770},{"type":345,"content":1414},[1415],{"type":36,"attrs":1416,"content":1417},{"textAlign":17},[1418,1423,1429],{"text":1419,"type":40,"marks":1420},"This cost is ",[1421],{"type":227,"attrs":1422},{"color":770},{"text":1424,"type":40,"marks":1425},"only",[1426,1428],{"type":227,"attrs":1427},{"color":770},{"type":45},{"text":1430,"type":40,"marks":1431}," necessary for work",[1432],{"type":227,"attrs":1433},{"color":770},{"type":345,"content":1435},[1436],{"type":36,"attrs":1437,"content":1438},{"textAlign":17},[1439],{"text":1440,"type":40,"marks":1441},"Your employer doesn’t pay you back",[1442],{"type":227,"attrs":1443},{"color":770},{"type":345,"content":1445},[1446],{"type":36,"attrs":1447,"content":1448},{"textAlign":17},[1449],{"text":1450,"type":40,"marks":1451},"Your employer doesn’t offer you a suitable alternative",[1452],{"type":227,"attrs":1453},{"color":770},{"type":36,"attrs":1455,"content":1456},{"textAlign":17},[1457],{"text":1458,"type":40,"marks":1459},"And of course, you also have to pay tax, since this is a tax break.",[1460],{"type":227,"attrs":1461},{"color":770},{"type":219,"attrs":1463,"content":1464},{"level":1102,"textAlign":17},[1465],{"text":1466,"type":40,"marks":1467},"Claiming travel expenses from home to work",[1468],{"type":227,"attrs":1469},{"color":770},{"type":36,"attrs":1471,"content":1472},{"textAlign":17},[1473],{"text":1474,"type":40,"marks":1475},"We’ve seen that travel expenses can be claimed if you’re travelling to a place of work. But equally, you can’t claim if your travel counts as commuting. So what’s the core difference?",[1476],{"type":227,"attrs":1477},{"color":770},{"type":219,"attrs":1479,"content":1480},{"level":1102,"textAlign":17},[1481],{"text":1482,"type":40,"marks":1483},"Permanent vs temporary workplaces",[1484],{"type":227,"attrs":1485},{"color":770},{"type":36,"attrs":1487,"content":1488},{"textAlign":17},[1489,1495,1500,1506],{"text":1490,"type":40,"marks":1491},"Commuting is the regular travel you make to a permanent workplace",[1492,1494],{"type":227,"attrs":1493},{"color":770},{"type":43},{"text":1496,"type":40,"marks":1497},". Thus, if you want to claim tax back for work travel, these trips need to be to or from a ",[1498],{"type":227,"attrs":1499},{"color":770},{"text":1501,"type":40,"marks":1502},"temporary",[1503,1505],{"type":227,"attrs":1504},{"color":770},{"type":45},{"text":1507,"type":40,"marks":1508}," workplace.",[1509],{"type":227,"attrs":1510},{"color":770},{"type":36,"attrs":1512,"content":1513},{"textAlign":17},[1514],{"text":1515,"type":40,"marks":1516},"In most cases, that’s going to be pretty simple. If you’re out on a sales call, going to a conference, or visiting another branch of the company, you’re not going to your permanent workplace.",[1517],{"type":227,"attrs":1518},{"color":770},{"type":36,"attrs":1520,"content":1521},{"textAlign":17},[1522,1528],{"text":1523,"type":40,"marks":1524},"Another little note",[1525,1527],{"type":227,"attrs":1526},{"color":770},{"type":43},{"text":1529,"type":40,"marks":1530},": If your travel to a temporary workplace is not really any different from your regular commute (in time, distance, or costs), you can’t claim relief for this either. So if you're heading to a client just down the road, this is probably not going to count. For further details, read the section on \"the 24-month rule\" below.",[1531],{"type":227,"attrs":1532},{"color":770},{"type":219,"attrs":1534,"content":1535},{"level":286,"textAlign":17},[1536],{"text":1537,"type":40,"marks":1538},"Common causes of confusion",[1539],{"type":227,"attrs":1540},{"color":770},{"type":36,"attrs":1542,"content":1543},{"textAlign":17},[1544],{"text":1545,"type":40,"marks":1546},"Let’s look now at a few of the most common - and often most confusing - areas for mistakes.",[1547],{"type":227,"attrs":1548},{"color":770},{"type":219,"attrs":1550,"content":1551},{"level":1102,"textAlign":17},[1552],{"text":1553,"type":40,"marks":1554},"Meals and subsistence rates",[1555],{"type":227,"attrs":1556},{"color":770},{"type":36,"attrs":1558,"content":1559},{"textAlign":17},[1560,1565,1569],{"text":1561,"type":40,"marks":1562},"Not every single pound, dollar, or euro spent while travelling is going to be reimbursed. That would leave the door open to abuse ",[1563],{"type":227,"attrs":1564},{"color":770},{"text":826,"type":40,"marks":1566},[1567],{"type":227,"attrs":1568},{"color":830},{"text":1570,"type":40,"marks":1571}," Michelin-starred meals and exorbitant bar tabs claimed as ‘business costs’.",[1572],{"type":227,"attrs":1573},{"color":770},{"type":36,"attrs":1575,"content":1576},{"textAlign":17},[1577,1582,1588,1598,1604,1609,1618],{"text":1578,"type":40,"marks":1579},"To set clear rules and expectations, ",[1580],{"type":227,"attrs":1581},{"color":770},{"text":1583,"type":40,"marks":1584},"HMRC has provided a list of ",[1585,1587],{"type":227,"attrs":1586},{"color":770},{"type":43},{"text":1589,"type":40,"marks":1590},"meal allowance rates",[1591,1594,1596,1597],{"type":813,"attrs":1592},{"href":1593,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/hmrc-meal-allowance-rates/",{"type":227,"attrs":1595},{"color":895},{"type":43},{"type":897},{"text":1599,"type":40,"marks":1600}," for different cities and countries",[1601,1603],{"type":227,"attrs":1602},{"color":770},{"type":43},{"text":1605,"type":40,"marks":1606},". These work like a ",[1607],{"type":227,"attrs":1608},{"color":770},{"text":1610,"type":40,"marks":1611},"per diem",[1612,1615,1617],{"type":813,"attrs":1613},{"href":1614,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/glossary/per-diem/",{"type":227,"attrs":1616},{"color":895},{"type":897},{"text":1619,"type":40,"marks":1620},", standardised for all UK businesses. And they also include the cost of accommodation.",[1621],{"type":227,"attrs":1622},{"color":770},{"type":36,"attrs":1624,"content":1625},{"textAlign":17},[1626,1631,1640],{"text":1627,"type":40,"marks":1628},"When ",[1629],{"type":227,"attrs":1630},{"color":770},{"text":1632,"type":40,"marks":1633},"reimbursing employees",[1634,1637,1639],{"type":813,"attrs":1635},{"href":1636,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/en-eu/product/expense-reimbursements",{"type":227,"attrs":1638},{"color":895},{"type":897},{"text":1641,"type":40,"marks":1642}," for meals, companies have a few options:",[1643],{"type":227,"attrs":1644},{"color":770},{"type":1150,"attrs":1646,"content":1647},{"order":221},[1648,1658,1668],{"type":345,"content":1649},[1650],{"type":36,"attrs":1651,"content":1652},{"textAlign":17},[1653],{"text":1654,"type":40,"marks":1655},"Use the set amounts allowed by HMRC",[1656],{"type":227,"attrs":1657},{"color":770},{"type":345,"content":1659},[1660],{"type":36,"attrs":1661,"content":1662},{"textAlign":17},[1663],{"text":1664,"type":40,"marks":1665},"Negotiate another rate with HMRC, if the rates provided don’t meet the company’s needs",[1666],{"type":227,"attrs":1667},{"color":770},{"type":345,"content":1669},[1670],{"type":36,"attrs":1671,"content":1672},{"textAlign":17},[1673],{"text":1674,"type":40,"marks":1675},"Reimburse employees in full, no matter the cost",[1676],{"type":227,"attrs":1677},{"color":770},{"type":36,"attrs":1679,"content":1680},{"textAlign":17},[1681,1687,1692,1698],{"text":1682,"type":40,"marks":1683},"Note",[1684,1686],{"type":227,"attrs":1685},{"color":770},{"type":43},{"text":1688,"type":40,"marks":1689},": If your business opts for the third choice, ",[1690],{"type":227,"attrs":1691},{"color":770},{"text":1693,"type":40,"marks":1694},"the amount reimbursed will only be tax-free up to the amount allowed by HMRC",[1695,1697],{"type":227,"attrs":1696},{"color":770},{"type":43},{"text":1699,"type":40,"marks":1700},". So you can reimburse at a higher rate if you choose, but you’ll have to pay tax on the difference.",[1701],{"type":227,"attrs":1702},{"color":770},{"type":36,"attrs":1704,"content":1705},{"textAlign":17},[1706],{"text":1707,"type":40,"marks":1708},"Read our full article on meal allowance rates here.",[1709,1712,1714,1715],{"type":813,"attrs":1710},{"href":1711,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/hmrc-meal-allowance-rates",{"type":227,"attrs":1713},{"color":895},{"type":43},{"type":897},{"type":219,"attrs":1717,"content":1718},{"level":1102,"textAlign":17},[1719],{"text":1720,"type":40,"marks":1721},"Fuel rates",[1722],{"type":227,"attrs":1723},{"color":770},{"type":36,"attrs":1725,"content":1726},{"textAlign":17},[1727,1732,1738],{"text":1728,"type":40,"marks":1729},"Alongside meals, ",[1730],{"type":227,"attrs":1731},{"color":770},{"text":1733,"type":40,"marks":1734},"HMRC has also standardised the amount companies can reimburse employees for fuel tax-free",[1735,1737],{"type":227,"attrs":1736},{"color":770},{"type":43},{"text":1739,"type":40,"marks":1740},". This reflects the fact that every car has a different expectation of efficiency and that fuel prices fluctuate.",[1741],{"type":227,"attrs":1742},{"color":770},{"type":36,"attrs":1744,"content":1745},{"textAlign":17},[1746,1751,1760],{"text":1747,"type":40,"marks":1748},"Instead of trying to deal with this on a case-by-case basis, HMRC has assigned ",[1749],{"type":227,"attrs":1750},{"color":770},{"text":1752,"type":40,"marks":1753},"advisory fuel rates",[1754,1757,1759],{"type":813,"attrs":1755},{"href":1756,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/hmrc-advisory-fuel-rates/",{"type":227,"attrs":1758},{"color":895},{"type":897},{"text":1761,"type":40,"marks":1762}," for company travel. These apply in two cases:",[1763],{"type":227,"attrs":1764},{"color":770},{"type":1150,"attrs":1766,"content":1767},{"order":221},[1768,1778],{"type":345,"content":1769},[1770],{"type":36,"attrs":1771,"content":1772},{"textAlign":17},[1773],{"text":1774,"type":40,"marks":1775},"When reimbursing employees for work travel done in company cars",[1776],{"type":227,"attrs":1777},{"color":770},{"type":345,"content":1779},[1780],{"type":36,"attrs":1781,"content":1782},{"textAlign":17},[1783],{"text":1784,"type":40,"marks":1785},"When employees need to repay the company for private travel in a work car",[1786],{"type":227,"attrs":1787},{"color":770},{"type":36,"attrs":1789,"content":1790},{"textAlign":17},[1791],{"text":1792,"type":40,"marks":1793},"In both cases, advisory fuel rates tell companies and employees how much they should pay or get per mile.",[1794],{"type":227,"attrs":1795},{"color":770},{"type":36,"attrs":1797,"content":1798},{"textAlign":17},[1799,1801,1807],{"text":1800,"type":40},"Use our ",{"text":1802,"type":40,"marks":1803},"HMRC Mileage Claim Calculator",[1804],{"type":813,"attrs":1805},{"href":1806,"uuid":17,"anchor":17,"target":817,"linktype":706},"https://www.spendesk.com/tools/hmrc-mileage-calculator/",{"text":1808,"type":40}," to learn how to claim mileage allowances and calculate reimbursements.",{"type":219,"attrs":1810,"content":1811},{"level":1102,"textAlign":17},[1812],{"text":1813,"type":40,"marks":1814},"The 24-month rule",[1815],{"type":227,"attrs":1816},{"color":770},{"type":36,"attrs":1818,"content":1819},{"textAlign":17},[1820],{"text":1821,"type":40,"marks":1822},"We already wrote a detailed explanation of HMRC's 24-month rule. It's a simple test to help you figure out if a workplace is temporary or permanent. If it's permanent because of the 24-month rule, employees and companies can't get tax relief for travel expenses.",[1823],{"type":227,"attrs":1824},{"color":770},{"type":36,"attrs":1826,"content":1827},{"textAlign":17},[1828],{"text":1829,"type":40,"marks":1830},"Two main conditions must be met for the 24-month rule to apply:",[1831],{"type":227,"attrs":1832},{"color":770},{"type":1150,"attrs":1834,"content":1835},{"order":221},[1836,1846],{"type":345,"content":1837},[1838],{"type":36,"attrs":1839,"content":1840},{"textAlign":17},[1841],{"text":1842,"type":40,"marks":1843},"The employee must have spent or be likely to spend more than 40% of their working time at a workplace, AND",[1844],{"type":227,"attrs":1845},{"color":770},{"type":345,"content":1847},[1848],{"type":36,"attrs":1849,"content":1850},{"textAlign":17},[1851],{"text":1852,"type":40,"marks":1853},"They must attend it or be likely to attend it over a period lasting more than 24 months.",[1854],{"type":227,"attrs":1855},{"color":770},{"type":36,"attrs":1857,"content":1858},{"textAlign":17},[1859],{"text":1860,"type":40,"marks":1861},"So, if you spend more than 40% of your time in one workplace over a 24-month period, that's a permanent workplace.",[1862],{"type":227,"attrs":1863},{"color":770},{"type":36,"attrs":1865,"content":1866},{"textAlign":17},[1867],{"text":1868,"type":40,"marks":1869},"There can be complications to these rules, so it's worth reading the linked article for more details.",[1870],{"type":227,"attrs":1871},{"color":770},{"type":219,"attrs":1873,"content":1874},{"level":1102,"textAlign":17},[1875],{"text":1876,"type":40,"marks":1877},"Employed, self-employed, both, or neither?",[1878],{"type":227,"attrs":1879},{"color":770},{"type":36,"attrs":1881,"content":1882},{"textAlign":17},[1883],{"text":1884,"type":40,"marks":1885},"Naturally, there’s no one-size-fits-all rule for employee travel. Your tax rights and obligations depend on your employment status, among other things.",[1886],{"type":227,"attrs":1887},{"color":770},{"type":36,"attrs":1889,"content":1890},{"textAlign":17},[1891],{"text":1892,"type":40,"marks":1893},"And, especially in the modern career landscape, there are a whole range of different circumstances that can complicate matters. These affect:",[1894],{"type":227,"attrs":1895},{"color":770},{"type":342,"content":1897},[1898,1908,1918,1928],{"type":345,"content":1899},[1900],{"type":36,"attrs":1901,"content":1902},{"textAlign":17},[1903],{"text":1904,"type":40,"marks":1905},"Agency staff billing out time to clients",[1906],{"type":227,"attrs":1907},{"color":770},{"type":345,"content":1909},[1910],{"type":36,"attrs":1911,"content":1912},{"textAlign":17},[1913],{"text":1914,"type":40,"marks":1915},"Employees working through umbrella companies",[1916],{"type":227,"attrs":1917},{"color":770},{"type":345,"content":1919},[1920],{"type":36,"attrs":1921,"content":1922},{"textAlign":17},[1923],{"text":1924,"type":40,"marks":1925},"Contractors working through a limited company for a larger company",[1926],{"type":227,"attrs":1927},{"color":770},{"type":345,"content":1929},[1930],{"type":36,"attrs":1931,"content":1932},{"textAlign":17},[1933],{"text":1934,"type":40,"marks":1935},"‘Personal Services Companies’ (hairdressers, care workers, and labourers, among others) fall under the IR35 legislation and may have other obligations.",[1936],{"type":227,"attrs":1937},{"color":770},{"type":36,"attrs":1939,"content":1940},{"textAlign":17},[1941,1946,1955],{"text":1942,"type":40,"marks":1943},"This isn’t the time or place to go into all of these circumstances in detail. This post from the ",[1944],{"type":227,"attrs":1945},{"color":770},{"text":1947,"type":40,"marks":1948},"Low Incomes Tax Reform Group",[1949,1952,1954],{"type":813,"attrs":1950},{"href":1951,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.litrg.org.uk/tax-guides/employment/am-i-employed-self-employed-both-or-neither",{"type":227,"attrs":1953},{"color":895},{"type":897},{"text":1956,"type":40,"marks":1957}," does a great job of highlighting the differences.",[1958],{"type":227,"attrs":1959},{"color":770},{"type":36,"attrs":1961,"content":1962},{"textAlign":17},[1963,1968],{"text":1964,"type":40,"marks":1965},"But to clarify: in this post, ",[1966],{"type":227,"attrs":1967},{"color":770},{"text":1969,"type":40,"marks":1970},"we’re mainly speaking to companies and their full-time employees.",[1971,1973],{"type":227,"attrs":1972},{"color":770},{"type":43},{"type":219,"attrs":1975,"content":1976},{"level":286,"textAlign":17},[1977],{"text":1978,"type":40},"Best practices to manage travel expenses",{"type":36,"attrs":1980,"content":1981},{"textAlign":17},[1982],{"text":1983,"type":40},"As a bonus, here are a couple of tips and best practices on handling travel expenses from around the web.",{"type":219,"attrs":1985,"content":1986},{"level":1102,"textAlign":17},[1987,1992,2001],{"type":1110,"attrs":1988},{"id":17,"alt":1989,"src":1990,"title":17,"source":17,"copyright":17,"meta_data":1991},"travel-expenses-best-practices","https://get.spendesk.com/hubfs/travel-expenses-best-practices.jpeg",{},{"text":1993,"type":40,"marks":1994},"Contractor Calculator",[1995,1998,2000],{"type":813,"attrs":1996},{"href":1997,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.contractorcalculator.co.uk/contractor_travel_expenses_tax_24_month_rule.aspx",{"type":227,"attrs":1999},{"color":895},{"type":897},{"text":2002,"type":40,"marks":2003}," - Keep clear records",[2004],{"type":227,"attrs":2005},{"color":770},{"type":36,"attrs":2007,"content":2008},{"textAlign":17},[2009],{"text":2010,"type":40,"marks":2011},"Contractor Calculator writes for contractors - obviously. But this advice is valuable whether you’re a sole practitioner or run a company of 10,000:",[2012],{"type":227,"attrs":2013},{"color":770},{"type":36,"attrs":2015,"content":2016},{"textAlign":17},[2017,2022,2028,2038,2044],{"text":2018,"type":40,"marks":2019},"“Both ",[2020],{"type":227,"attrs":2021},{"color":770},{"text":2023,"type":40,"marks":2024},"limited company and ",[2025,2027],{"type":227,"attrs":2026},{"color":770},{"type":43},{"text":2029,"type":40,"marks":2030},"umbrella company contractors",[2031,2034,2036,2037],{"type":813,"attrs":2032},{"href":2033,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.contractorcalculator.co.uk/paye_umbrella.aspx",{"type":227,"attrs":2035},{"color":895},{"type":43},{"type":897},{"text":2039,"type":40,"marks":2040}," must retain copies of receipts and tickets",[2041,2043],{"type":227,"attrs":2042},{"color":770},{"type":43},{"text":2045,"type":40,"marks":2046},", and detailed mileage logs so that they can prove the journey actually took place if investigated by HMRC”.",[2047],{"type":227,"attrs":2048},{"color":770},{"type":36,"attrs":2050,"content":2051},{"textAlign":17},[2052],{"text":2053,"type":40,"marks":2054},"And of course, you’ll want those receipts if you have come up against a full-on audit.",[2055],{"type":227,"attrs":2056},{"color":770},{"type":219,"attrs":2058,"content":2059},{"level":1102,"textAlign":17},[2060,2069],{"text":2061,"type":40,"marks":2062},"Spendesk",[2063,2066,2068],{"type":813,"attrs":2064},{"href":2065,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/en-eu/lp/travel/",{"type":227,"attrs":2067},{"color":895},{"type":897},{"text":2070,"type":40,"marks":2071}," – Automate as much as possible",[2072],{"type":227,"attrs":2073},{"color":770},{"type":36,"attrs":2075,"content":2076},{"textAlign":17},[2077],{"text":2078,"type":40,"marks":2079},"Aside from misunderstood rules, the biggest issues with travel expenses normally relate to admin. Filing and processing every single expense claim by hand is a huge productivity killer.",[2080],{"type":227,"attrs":2081},{"color":770},{"type":36,"attrs":2083,"content":2084},{"textAlign":17},[2085,2090,2099],{"text":2086,"type":40,"marks":2087},"When it comes to",[2088],{"type":227,"attrs":2089},{"color":770},{"text":2091,"type":40,"marks":2092}," business travel",[2093,2096,2098],{"type":813,"attrs":2094},{"href":2095,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/en-eu/use-cases/travel-spending/",{"type":227,"attrs":2097},{"color":895},{"type":897},{"text":2100,"type":40,"marks":2101},", the more you can automate your expenses, the better.",[2102],{"type":227,"attrs":2103},{"color":770},{"type":36,"attrs":2105,"content":2106},{"textAlign":17},[2107,2112,2121,2126,2135],{"text":2108,"type":40,"marks":2109},"This means looking for a good travel and ",[2110],{"type":227,"attrs":2111},{"color":770},{"text":2113,"type":40,"marks":2114},"spend management tool",[2115,2118,2120],{"type":813,"attrs":2116},{"href":2117,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/spend-management-software/",{"type":227,"attrs":2119},{"color":895},{"type":897},{"text":2122,"type":40,"marks":2123},", like Spendesk. These let you automate processes, and also build in your ",[2124],{"type":227,"attrs":2125},{"color":770},{"text":2127,"type":40,"marks":2128},"company travel policy",[2129,2132,2134],{"type":813,"attrs":2130},{"href":2131,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/travel-and-expense-policy-best-practices-8-tips/",{"type":227,"attrs":2133},{"color":895},{"type":897},{"text":2136,"type":40,"marks":2137}," to keep everyone in line.",[2138],{"type":227,"attrs":2139},{"color":770},{"type":219,"attrs":2141,"content":2142},{"level":286,"textAlign":17},[2143],{"text":2144,"type":40,"marks":2145},"Work travel shouldn’t be a bore",[2146],{"type":227,"attrs":2147},{"color":770},{"type":36,"attrs":2149,"content":2150},{"textAlign":17},[2151],{"text":2152,"type":40,"marks":2153},"For many employees, travelling for work is a great privilege. The chance to visit new cities, meet clients, and have new experiences is too good to pass up. They’re the lucky ones.",[2154],{"type":227,"attrs":2155},{"color":770},{"type":36,"attrs":2157,"content":2158},{"textAlign":17},[2159,2164,2170],{"text":2160,"type":40,"marks":2161},"Business travel often gets ",[2162],{"type":227,"attrs":2163},{"color":770},{"text":2165,"type":40,"marks":2166},"stuck in the small details",[2167,2169],{"type":227,"attrs":2168},{"color":770},{"type":43},{"text":2171,"type":40,"marks":2172},". The little things – expense reports and transport issues – can overshadow what should be a break from the norm. Which is a shame.",[2173],{"type":227,"attrs":2174},{"color":770},{"type":36,"attrs":2176,"content":2177},{"textAlign":17},[2178,2183,2192,2197,2206],{"text":2179,"type":40,"marks":2180},"But with good planning and better technology, corporate travel goes back to being a benefit. So find yourself a ",[2181],{"type":227,"attrs":2182},{"color":770},{"text":2184,"type":40,"marks":2185},"good travel management tool",[2186,2189,2191],{"type":813,"attrs":2187},{"href":2188,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/business-travel-management-tools/",{"type":227,"attrs":2190},{"color":895},{"type":897},{"text":2193,"type":40,"marks":2194},", get a smarter way to ",[2195],{"type":227,"attrs":2196},{"color":770},{"text":2198,"type":40,"marks":2199},"track expenses",[2200,2203,2205],{"type":813,"attrs":2201},{"href":2202,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/blog/track-business-expenses/",{"type":227,"attrs":2204},{"color":895},{"type":897},{"text":2207,"type":40,"marks":2208}," and store receipts, and stop sweating all of those little issues.",[2209],{"type":227,"attrs":2210},{"color":770},{"type":36,"attrs":2212,"content":2213},{"textAlign":17},[2214],{"text":2215,"type":40,"marks":2216},"You can start with this clever travel planning workbook.",[2217],{"type":227,"attrs":2218},{"color":770},{"type":291,"attrs":2220},{"id":946,"body":2221},[2222],{"_uid":2223,"html":2224,"component":951},"i-c79e9aa5-9cb0-416b-8e7d-1ddb5f47b6cd","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003Cspan class=\"hs-cta-node hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\" id=\"hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-9bd0c073-d538-46b3-842f-0cfcc67d3835\" style=\"border-width:0px;\" src=\"https://no-cache.hubspot.com/cta/default/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, '9bd0c073-d538-46b3-842f-0cfcc67d3835', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->",{"type":36,"attrs":2226,"content":2227},{"textAlign":17},[2228],{"text":2229,"type":40},"For more information about HMRC's rules and guidelines, take a look at these other recent articles:",{"type":342,"content":2231},[2232,2244,2254,2265,2276,2287,2298,2309],{"type":345,"content":2233},[2234],{"type":36,"attrs":2235,"content":2236},{"textAlign":17},[2237],{"text":2238,"type":40,"marks":2239},"HMRC VAT returns: an introduction for UK businesses",[2240],{"type":813,"attrs":2241},{"href":2242,"uuid":2243,"anchor":17,"target":817,"linktype":638},"/blog/hmrc-vat-returns","e1851743-195a-4783-b593-cc5da63cdb1e",{"type":345,"content":2245},[2246],{"type":36,"attrs":2247,"content":2248},{"textAlign":17},[2249],{"text":2250,"type":40,"marks":2251},"UK per diem: How HMRC meal allowance rates work ",[2252],{"type":813,"attrs":2253},{"href":1711,"uuid":17,"anchor":17,"target":17,"linktype":706},{"type":345,"content":2255},[2256],{"type":36,"attrs":2257,"content":2258},{"textAlign":17},[2259],{"text":2260,"type":40,"marks":2261},"HMRC mileage allowance: How to manage employee car travel",[2262],{"type":813,"attrs":2263},{"href":2264,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/mileage-allowance-hmrc",{"type":345,"content":2266},[2267],{"type":36,"attrs":2268,"content":2269},{"textAlign":17},[2270],{"text":2271,"type":40,"marks":2272},"Expense receipts: What is a valid proof of purchase?",[2273],{"type":813,"attrs":2274},{"href":2275,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/proof-of-purchase-for-business-expenses",{"type":345,"content":2277},[2278],{"type":36,"attrs":2279,"content":2280},{"textAlign":17},[2281],{"text":2282,"type":40,"marks":2283},"e-Receipts: How to store digital receipts for your business expenses",[2284],{"type":813,"attrs":2285},{"href":2286,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/e-receipts-digital-receipts",{"type":345,"content":2288},[2289],{"type":36,"attrs":2290,"content":2291},{"textAlign":17},[2292],{"text":2293,"type":40,"marks":2294},"How HMRC advisory fuel rates work for UK businesses",[2295],{"type":813,"attrs":2296},{"href":2297,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/hmrc-advisory-fuel-rates",{"type":345,"content":2299},[2300],{"type":36,"attrs":2301,"content":2302},{"textAlign":17},[2303],{"text":2304,"type":40,"marks":2305},"HMRC Employment Allowance: the rules & how to claim",[2306],{"type":813,"attrs":2307},{"href":2308,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://blog.spendesk.com/en/hmrc-employment-allowance",{"type":345,"content":2310},[2311],{"type":36,"attrs":2312,"content":2313},{"textAlign":17},[2314],{"text":2315,"type":40,"marks":2316},"How HMRC research & development (R&D) tax credits work",[2317],{"type":813,"attrs":2318},{"href":2319,"uuid":2320,"anchor":17,"target":17,"linktype":638},"hmrc-rd-tax-credits","87a51d0f-f4f2-464e-b834-6e65b73f9826",{"name":2322,"created_at":2323,"published_at":657,"updated_at":2324,"id":2325,"uuid":2326,"content":2327,"slug":2334,"full_slug":2335,"sort_by_date":17,"position":674,"tag_list":2336,"is_startpage":14,"parent_id":2337,"meta_data":17,"group_id":2338,"first_published_at":2339,"release_id":17,"lang":679,"path":17,"alternates":2340,"default_full_slug":2335,"translated_slugs":2341,"_stopResolving":66},"Article","2022-08-16T21:22:30.004Z","2026-03-12T10:47:19.141Z",176457684,"8247dae6-c25f-40a0-a55e-abc94cf94989",{"_uid":2328,"icon":2329,"name":2322,"component":2333},"407a665a-29cb-4d52-87ff-12de3e192c58",{"id":2330,"alt":2331,"name":18,"focus":18,"title":18,"filename":2332,"copyright":18,"fieldtype":19,"is_external_url":14},5859474,"edit-img","https://a.storyblok.com/f/146026/x/fd72101ce9/edit.svg","category","article","blog/category/article",[],176456151,"124984e3-bd16-480f-bdda-d9b6ec869fc7","2022-11-02T15:25:23.777Z",[],[2342,2343,2344],{"path":2335,"name":17,"lang":683,"published":17},{"path":2335,"name":17,"lang":685,"published":17},{"path":2335,"name":17,"lang":687,"published":17},[679],[2347],{"_uid":2348,"asset":2349,"shadow":14,"caption":18,"overlay":2353,"component":1110},"4a1eedc6-b116-48e0-9a2b-6e8f86bb2ef8",{"id":2350,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":2351,"copyright":18,"fieldtype":19,"meta_data":2352,"is_private":14,"is_external_url":14},16828617,"https://a.storyblok.com/f/146026/1020x680/bdbfa998fd/hmrc-travel-expenses_yellow.png",{},[],[],"2024-07-18 00:00",[],"Not sure about HMRC's rules for business travel expenses? This article explains all the key points to help you manage corporate travel more effectively. ","hmrc-travel-expenses","blog/hmrc-travel-expenses",6220,[2362],"Weird table",176386517,"ec9ace39-cbf4-435e-9916-e6dd80de8974","2022-11-04T13:36:49.161Z",[],[2368,2369,2370],{"path":2359,"name":17,"lang":683,"published":17},{"path":2359,"name":17,"lang":685,"published":17},{"path":2359,"name":17,"lang":687,"published":17},{"name":2372,"created_at":2373,"published_at":657,"updated_at":2374,"id":2375,"uuid":2376,"content":2377,"slug":2989,"full_slug":2990,"sort_by_date":17,"position":2991,"tag_list":2992,"is_startpage":14,"parent_id":2363,"meta_data":17,"group_id":2993,"first_published_at":2994,"release_id":17,"lang":679,"path":17,"alternates":2995,"default_full_slug":2990,"translated_slugs":2996,"_stopResolving":66},"HMRC mileage allowance: How to manage company car travel","2022-10-24T15:43:25.820Z","2026-03-12T10:47:28.153Z",208733158,"997661b1-d82b-485a-ae8e-fe2bf735c012",{"_uid":2378,"roles":2379,"title":2398,"author":2399,"topics":2423,"content":2432,"category":2903,"language":2912,"component":2334,"heroMedia":2915,"sidebarCta":2921,"publishedAt":2922,"readingTime":196,"redirectUrl":18,"listingImage":2923,"metaDescription":2924,"componentsAfterTheArticle":2925},"0965ab16-15b2-40c5-8c70-050aa82f8de8",[2380],{"name":2381,"created_at":2382,"published_at":657,"updated_at":2383,"id":2384,"uuid":2385,"content":2386,"slug":2388,"full_slug":2389,"sort_by_date":17,"position":674,"tag_list":2390,"is_startpage":14,"parent_id":676,"meta_data":17,"group_id":2391,"first_published_at":2392,"release_id":17,"lang":679,"path":17,"alternates":2393,"default_full_slug":2389,"translated_slugs":2394,"_stopResolving":66},"Accountant","2022-09-19T13:36:28.660Z","2026-03-12T10:47:19.576Z",190903620,"27d61cde-0093-4c00-be8d-5cda47ef9ed7",{"_uid":671,"name":2387,"component":245},"Accountants","accountants","blog/role/accountants",[],"08848a19-819c-4c13-a216-e645ec1fe12a","2022-11-02T15:24:19.056Z",[],[2395,2396,2397],{"path":2389,"name":17,"lang":683,"published":17},{"path":2389,"name":17,"lang":685,"published":17},{"path":2389,"name":17,"lang":687,"published":17},"HMRC mileage rates 2024: The complete guide to business travel claims",{"name":690,"created_at":691,"published_at":657,"updated_at":692,"id":693,"uuid":694,"content":2400,"slug":726,"full_slug":727,"sort_by_date":17,"position":728,"tag_list":2417,"is_startpage":14,"parent_id":730,"meta_data":17,"group_id":731,"first_published_at":732,"release_id":17,"lang":679,"path":17,"alternates":2418,"default_full_slug":727,"translated_slugs":2419,"_stopResolving":66},{"_uid":696,"links":2401,"picture":2406,"lastName":712,"component":713,"firstName":714,"description":2408},[2402],{"tag":18,"_uid":699,"hide":14,"icon":2403,"link":2405,"type":18,"label":18,"style":707,"component":648,"mobileLabel":18,"onClickEvent":18,"openInANewTab":66,"horizontalFill":14},{"id":701,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":702,"copyright":18,"fieldtype":19,"meta_data":2404,"is_external_url":14},{},{"id":18,"url":705,"linktype":706,"fieldtype":639,"cached_url":705},{"id":709,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":710,"copyright":18,"fieldtype":19,"meta_data":2407,"is_external_url":14},{},{"type":33,"content":2409},[2410],{"type":36,"attrs":2411,"content":2412},{"textAlign":17},[2413],{"text":721,"type":40,"marks":2414},[2415],{"type":227,"attrs":2416},{"color":725},[],[],[2420,2421,2422],{"path":727,"name":17,"lang":683,"published":17},{"path":727,"name":17,"lang":685,"published":17},{"path":727,"name":17,"lang":687,"published":17},[2424],{"name":740,"created_at":741,"published_at":657,"updated_at":742,"id":743,"uuid":744,"content":2425,"slug":748,"full_slug":749,"sort_by_date":17,"position":750,"tag_list":2426,"is_startpage":14,"parent_id":752,"meta_data":17,"group_id":753,"first_published_at":754,"release_id":17,"lang":679,"path":17,"alternates":2427,"default_full_slug":749,"translated_slugs":2428,"_stopResolving":66},{"_uid":746,"name":747,"component":245},[],[],[2429,2430,2431],{"path":749,"name":17,"lang":683,"published":17},{"path":749,"name":17,"lang":685,"published":17},{"path":749,"name":17,"lang":687,"published":17},{"type":33,"content":2433},[2434,2438,2442,2446,2456,2460,2466,2471,2480,2490,2494,2498,2503,2507,2519,2534,2538,2542,2588,2593,2608,2612,2619,2629,2647,2659,2667,2672,2676,2680,2685,2701,2705,2710,2714,2761,2769,2774,2778,2788,2801,2816,2820,2824,2828],{"type":36,"content":2435},[2436],{"text":2437,"type":40},"Setting up your company expense policy is complex, especially when it comes to managing travel expenses. While most finance teams have clear processes for train tickets and hotel stays, one category often causes confusion: mileage allowances. These apply when employees use their personal vehicles for business travel, and getting them right is crucial for both tax compliance and employee satisfaction.",{"type":36,"content":2439},[2440],{"text":2441,"type":40},"One category that often gets overlooked is company mileage allowances. Mileage allowances apply for work-related trips made by employees in their own vehicles.",{"type":36,"content":2443},[2444],{"text":2445,"type":40},"So how do you define them for your company?",{"type":36,"content":2447},[2448,2450,2454],{"text":2449,"type":40},"The good news is that a certain ‘approved amount’ of ",{"text":2451,"type":40,"marks":2452},"Mileage Allowance Payments,",[2453],{"type":43},{"text":2455,"type":40}," or MAPs, can be paid out without having to be reported to the tax authority, which is meant to offer an economical way for businesses to invest in the travels of their employees.",{"type":36,"content":2457},[2458],{"text":2459,"type":40},"Here's how they work.",{"type":36,"content":2461},[2462],{"text":2463,"type":40,"marks":2464},"Note: This article and its mileage rates are up to date as of April 2024. This article is a guide, but should not be taken as legal or tax advice. For more information, consult your lawyer or HMRC directly.",[2465],{"type":45},{"type":219,"attrs":2467,"content":2468},{"level":286},[2469],{"text":2470,"type":40},"What are HMRC mileage allowance payments?",{"type":36,"content":2472},[2473,2475,2479],{"text":2474,"type":40},"The premise behind mileage allowance is simple: some employees use their own vehicles for business travel, and ",{"text":2476,"type":40,"marks":2477},"business travel expenses are normally free from tax",[2478],{"type":43},{"text":932,"type":40},{"type":36,"content":2481},[2482,2484,2488],{"text":2483,"type":40},"So companies should be able to ",{"text":2485,"type":40,"marks":2486},"reimburse their employees for business expenses made in private cars",[2487],{"type":43},{"text":2489,"type":40}," free from tax. That should include not only the price of petrol, but also upkeep and wear and tear on the car in question.",{"type":36,"content":2491},[2492],{"text":2493,"type":40},"HMRC has created a scheme to simplify this matter — MAPs. Without these, companies (or HMRC itself) would need to individually quantify how much wear and tear each private car has undergone and add this to petrol costs, road tolls, and more.",{"type":36,"content":2495},[2496],{"text":2497,"type":40},"Instead, we have a flat rate to be calculated per mile.",{"type":219,"attrs":2499,"content":2500},{"level":286},[2501],{"text":2502,"type":40},"When do trips qualify for tax-free mileage allowances?",{"type":36,"content":2504},[2505],{"text":2506,"type":40},"It’s easy to know if trips can be counted against the set amount of mileage allowance that’s exempt from taxes — they just need to pass the following tests to see if they have a business character.",{"type":36,"content":2508},[2509,2511,2517],{"text":2510,"type":40},"According to ",{"text":2512,"type":40,"marks":2513},"HMRC",[2514],{"type":813,"attrs":2515},{"href":2516,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/expenses-and-benefits-business-travel-mileage/rules-for-tax",{"text":2518,"type":40},", trips are seen as business-related when:",{"type":1150,"attrs":2520,"content":2521},{"order":221},[2522,2528],{"type":345,"content":2523},[2524],{"type":36,"content":2525},[2526],{"text":2527,"type":40},"The work can't be done unless the trip is made",{"type":345,"content":2529},[2530],{"type":36,"content":2531},[2532],{"text":2533,"type":40},"The employee needs to be somewhere other than the usual workplace to carry out the job.",{"type":36,"content":2535},[2536],{"text":2537,"type":40},"It's worth noting that \"usual workplace\" refers to where an employee typically performs their duties. If an employee regularly works from multiple sites, these could all be considered usual workplaces, making travel between them ineligible for mileage claims.",{"type":36,"content":2539},[2540],{"text":2541,"type":40},"Also, journeys cannot be covered by MAPs if they:",{"type":1150,"attrs":2543,"content":2544},{"order":221},[2545,2557,2567,2577],{"type":345,"content":2546},[2547],{"type":36,"content":2548},[2549,2551,2555],{"text":2550,"type":40},"Are part of a ",{"text":2552,"type":40,"marks":2553},"daily commute between an office and a private residence",[2554],{"type":43},{"text":2556,"type":40},", or any other place that’s not a permanent office",{"type":345,"content":2558},[2559],{"type":36,"content":2560},[2561,2565],{"text":2562,"type":40,"marks":2563},"Are extremely short",[2564],{"type":43},{"text":2566,"type":40}," (just down the road, for example)",{"type":345,"content":2568},[2569],{"type":36,"content":2570},[2571,2573],{"text":2572,"type":40},"Don’t have an ",{"text":2574,"type":40,"marks":2575},"obvious work-related character",[2576],{"type":43},{"type":345,"content":2578},[2579],{"type":36,"content":2580},[2581,2583,2587],{"text":2582,"type":40},"Are private journeys with one or two work-related stops. ",{"text":2584,"type":40,"marks":2585},"The primary purpose of the trip must be business",[2586],{"type":43},{"text":932,"type":40},{"type":219,"attrs":2589,"content":2590},{"level":286},[2591],{"text":2592,"type":40},"HMRC mileage rates 2024",{"type":36,"content":2594},[2595,2597,2601,2602,2606],{"text":2596,"type":40},"It doesn’t matter if you have people occasionally making a trip using their own car or using it constantly — ",{"text":2598,"type":40,"marks":2599},"keeping track of their mileage",[2600],{"type":43},{"text":821,"type":40},{"text":2603,"type":40,"marks":2604},"can quickly get messy",[2605],{"type":43},{"text":2607,"type":40},". Luckily, there are very clear rules in the UK about turning MAPs into valid tax-exempt reimbursements, also known as the ‘approved amount.’",{"type":36,"content":2609},[2610],{"text":2611,"type":40},"Here are the current HMRC MAP rates:",{"type":291,"attrs":2613},{"id":2614,"body":2615},"e23435fe-6c58-4138-a717-927dbc3734d3",[2616],{"_uid":2617,"html":2618,"component":951},"i-a861e4e6-ad61-4f03-ba81-741bf59c7155","\u003Ctable style=\"width: 100%; border-collapse: collapse; table-layout: fixed; height: 172px; border: 1px solid #99acc2;\">\n\u003Ctbody>\n\u003Ctr style=\"height: 43px;\">\n\u003Ctd style=\"width: 33.3333%; height: 43px; text-align: center; background-color: #cff5f2; padding: 4px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Type of vehicle\u003C/strong>\u003C/span>\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; text-align: center; background-color: #cff5f2; padding: 4px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>First 10,000 miles\u003C/strong>\u003C/span>\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; text-align: center; background-color: #cff5f2; padding: 4px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Above 10,000 miles\u003C/strong>\u003C/span>\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 43px;\">\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">Cars and vans\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">45p\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">25p\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 43px;\">\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">Motorcycles\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">24p\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">24p\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 43px;\">\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">Bikes\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">20p\u003C/td>\n\u003Ctd style=\"width: 33.3333%; height: 43px; background-color: #cff5f2; text-align: center; padding: 4px; border: 1px solid #99acc2;\">20p\u003C/td>\n\u003C/tr>\n\u003C/tbody>\n\u003C/table>",{"type":36,"content":2620},[2621,2623,2627],{"text":2622,"type":40},"For the first 10,000 miles ",{"text":2624,"type":40,"marks":2625},"per tax year",[2626],{"type":45},{"text":2628,"type":40},", cars and vans are eligible for 45p per mile. From there, travel is at a rate of 25p per mile. For motorcycles and bikes, the rates are the same for all travel — it’s always 24p for motorcycles and 20p for bikes.",{"type":36,"content":2630},[2631,2633,2637,2639,2645],{"text":2632,"type":40},"If it’s still unclear, or if you have a hard time calculating how much you can ",{"text":2634,"type":40,"marks":2635},"save on taxes",[2636],{"type":43},{"text":2638,"type":40},", check out HMRC's ",{"text":2640,"type":40,"marks":2641},"official working sheet",[2642],{"type":813,"attrs":2643},{"href":2644,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/government/publications/paye-mileage-allowance-and-passenger-payments-p11d-ws6",{"text":2646,"type":40}," for the right mileage allowances.",{"type":36,"content":2648},[2649,2651,2657],{"text":2650,"type":40},"It’s important to note that if the company doesn’t cover the full ‘approved amount’, your employees can apply to get ",{"text":2652,"type":40,"marks":2653},"Mileage Allowance Relief",[2654],{"type":813,"attrs":2655},{"href":2656,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/tax-relief-for-employees",{"text":2658,"type":40}," for the unpaid part.",{"type":36,"content":2660},[2661,2662,2666],{"text":1800,"type":40},{"text":1802,"type":40,"marks":2663},[2664],{"type":813,"attrs":2665},{"href":1806,"uuid":17,"anchor":17,"target":817,"linktype":706},{"text":1808,"type":40},{"type":219,"attrs":2668,"content":2669},{"level":1102},[2670],{"text":2671,"type":40},"Passenger rate for business mileage expenses",{"type":36,"content":2673},[2674],{"text":2675,"type":40},"Employers can provide an extra 5p per mile to drivers who carry a passenger on work trips. This only applies if the passenger is also travelling for business and is an employee of the company.",{"type":36,"content":2677},[2678],{"text":2679,"type":40},"In this case, these payments are also \"approved\" and do not need to be reported to HMRC.",{"type":219,"attrs":2681,"content":2682},{"level":1102},[2683],{"text":2684,"type":40},"How HMRC mileage works for multiple vehicles",{"type":36,"content":2686},[2687,2689,2693,2695,2699],{"text":2688,"type":40},"These rates are for the total amount travelled ",{"text":2690,"type":40,"marks":2691},"per employee",[2692],{"type":45},{"text":2694,"type":40},", not ",{"text":2696,"type":40,"marks":2697},"per car",[2698],{"type":45},{"text":2700,"type":40},". If the employee uses multiple cars throughout the year, you still look at their total miles travelled.",{"type":36,"content":2702},[2703],{"text":2704,"type":40},"Equally, if the employee uses one car and one motorcycle, you still add the total miles travelled between the two. You will then reimburse the employee at the appropriate rate for each, based on the number of miles travelled.",{"type":219,"attrs":2706,"content":2707},{"level":1102},[2708],{"text":2709,"type":40},"Important notes on HMRC business mileage rates",{"type":36,"content":2711},[2712],{"text":2713,"type":40},"Here are a few added extras to keep in mind when you calculate company mileage payments:",{"type":342,"content":2715},[2716,2722,2743,2749],{"type":345,"content":2717},[2718],{"type":36,"content":2719},[2720],{"text":2721,"type":40},"MAPs are designed to cover wear and tear, car insurance, and road tolls. These are built into the rates.",{"type":345,"content":2723},[2724],{"type":36,"content":2725},[2726,2728,2734,2736,2742],{"text":2727,"type":40},"The rates are not designed to cover parking or ",{"text":2729,"type":40,"marks":2730},"VAT",[2731],{"type":813,"attrs":2732},{"href":2733,"uuid":2243,"anchor":17,"target":17,"linktype":638},"hmrc-vat-returns",{"text":2735,"type":40},", but these can still be claimed where they are clearly and exclusively ",{"text":2737,"type":40,"marks":2738},"business travel expenses",[2739],{"type":813,"attrs":2740},{"href":2741,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/en/use-cases/travel-spending",{"text":932,"type":40},{"type":345,"content":2744},[2745],{"type":36,"content":2746},[2747],{"text":2748,"type":40},"Employers can choose to reimburse employees at a higher rate. In this case, the excess amount will be subject to tax.",{"type":345,"content":2750},[2751],{"type":36,"content":2752},[2753,2755,2759],{"text":2754,"type":40},"If the employer pays ",{"text":2756,"type":40,"marks":2757},"less",[2758],{"type":45},{"text":2760,"type":40}," than the HMRC rate, the employee can claim tax relief on the difference between the two rates.",{"type":36,"content":2762},[2763,2767],{"text":2764,"type":40,"marks":2765},"Pro tip:",[2766],{"type":43},{"text":2768,"type":40}," Many companies choose to schedule quarterly reviews of mileage claims to ensure all documentation is in order and spot any unusual patterns early. This practice not only helps maintain accurate records but also makes year-end tax reporting much smoother.",{"type":219,"attrs":2770,"content":2771},{"level":286},[2772],{"text":2773,"type":40},"Keeping track of company mileage allowances",{"type":36,"content":2775},[2776],{"text":2777,"type":40},"Just like many other things related to taxes, you won't be able to get anything refunded from HMRC if you don't carefully log the trips you make. Keeping a mileage logbook doesn't have to be complicated, however – you just need to follow some simple rules.",{"type":36,"content":2779},[2780,2782,2786],{"text":2781,"type":40},"All journeys need to be ",{"text":2783,"type":40,"marks":2784},"logged with a date, purpose (business or personal), start point, destination and total miles travelled.",[2785],{"type":43},{"text":2787,"type":40}," While HMRC doesn't require companies to file detailed logs every year, you do need to keep them for at least five years after the yearly tax submission date, as you can be requested to show them during an inspection.",{"type":36,"content":2789},[2790,2792,2799],{"text":2791,"type":40},"If you manage a large number of employees or your employees frequently use vehicles to ",{"text":2793,"type":40,"marks":2794},"travel for work",[2795],{"type":813,"attrs":2796},{"href":2797,"uuid":2798,"anchor":17,"target":17,"linktype":638},"corporate-travel-management","4e4354ca-3d26-48df-bc4d-558d26052683",{"text":2800,"type":40},", consider using a centralised platform such as Spendesk to manage mileage allowances and general travel spending.",{"type":36,"content":2802},[2803,2812],{"type":1110,"attrs":2804,"marks":2808},{"id":17,"alt":2805,"src":2806,"title":17,"source":17,"copyright":17,"meta_data":2807},"Spendesk Mileage Feature","https://get.spendesk.com/hubfs/Spendesk%20Mileage%20Feature.jpg",{},[2809],{"type":813,"attrs":2810},{"href":2811,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/",{"text":2813,"type":40,"marks":2814},"Spendesk's mileage feature in action",[2815],{"type":45},{"type":36,"content":2817},[2818],{"text":2819,"type":40},"Employees save time on the road with access to smart payment methods, clear approval processes, and digital tracking of receipts and mileage claims.",{"type":36,"content":2821},[2822],{"text":2823,"type":40},"Back in the office, the finance team stays in control with simple payment reconciliation, integrated accounting and a real-time overview of company spending.",{"type":36,"content":2825},[2826],{"text":2827,"type":40},"More articles dealing with HMRC's rules and regulations:",{"type":342,"content":2829},[2830,2841,2852,2863,2873,2883,2894],{"type":345,"content":2831},[2832],{"type":36,"content":2833},[2834],{"text":2835,"type":40,"marks":2836},"How HMRC meal allowance rates work",[2837],{"type":813,"attrs":2838},{"href":2839,"uuid":2840,"anchor":17,"target":17,"linktype":638},"hmrc-meal-allowance-rates","8b08b4c1-ca6d-48d4-bcaf-a25ad4301337",{"type":345,"content":2842},[2843],{"type":36,"content":2844},[2845],{"text":2846,"type":40,"marks":2847},"The HMRC 24-month rule: what, why, & how it works",[2848],{"type":813,"attrs":2849},{"href":2850,"uuid":2851,"anchor":17,"target":17,"linktype":638},"hmrc-24-month-rule","4bff702b-bc8e-4a6e-94d3-d918807eb2cf",{"type":345,"content":2853},[2854],{"type":36,"content":2855},[2856],{"text":2857,"type":40,"marks":2858},"What is a valid proof of purchase for business expenses?",[2859],{"type":813,"attrs":2860},{"href":2861,"uuid":2862,"anchor":17,"target":17,"linktype":638},"proof-of-purchase-for-business-expenses","d8f287a2-879e-4f9b-8044-92bc04544971",{"type":345,"content":2864},[2865],{"type":36,"content":2866},[2867],{"text":2282,"type":40,"marks":2868},[2869],{"type":813,"attrs":2870},{"href":2871,"uuid":2872,"anchor":17,"target":17,"linktype":638},"e-receipts-digital-receipts","33a83be8-1c92-4290-9467-fe95e980a981",{"type":345,"content":2874},[2875],{"type":36,"content":2876},[2877],{"text":2293,"type":40,"marks":2878},[2879],{"type":813,"attrs":2880},{"href":2881,"uuid":2882,"anchor":17,"target":17,"linktype":638},"hmrc-advisory-fuel-rates","6c77e3d2-a9a0-40e6-88de-d62db42838f4",{"type":345,"content":2884},[2885],{"type":36,"content":2886},[2887],{"text":2888,"type":40,"marks":2889},"HMRC Employment Allowance 2023: the rules & how to claim",[2890],{"type":813,"attrs":2891},{"href":2892,"uuid":2893,"anchor":17,"target":17,"linktype":638},"hmrc-employment-allowance","c30f96b8-9012-4456-9054-6b83fc69ea59",{"type":345,"content":2895},[2896],{"type":36,"content":2897},[2898],{"text":2899,"type":40,"marks":2900},"How to claim HMRC research & development (R&D) tax credits easily",[2901],{"type":813,"attrs":2902},{"href":2319,"uuid":2320,"anchor":17,"target":17,"linktype":638},{"name":2322,"created_at":2323,"published_at":657,"updated_at":2324,"id":2325,"uuid":2326,"content":2904,"slug":2334,"full_slug":2335,"sort_by_date":17,"position":674,"tag_list":2906,"is_startpage":14,"parent_id":2337,"meta_data":17,"group_id":2338,"first_published_at":2339,"release_id":17,"lang":679,"path":17,"alternates":2907,"default_full_slug":2335,"translated_slugs":2908,"_stopResolving":66},{"_uid":2328,"icon":2905,"name":2322,"component":2333},{"id":2330,"alt":2331,"name":18,"focus":18,"title":18,"filename":2332,"copyright":18,"fieldtype":19,"is_external_url":14},[],[],[2909,2910,2911],{"path":2335,"name":17,"lang":683,"published":17},{"path":2335,"name":17,"lang":685,"published":17},{"path":2335,"name":17,"lang":687,"published":17},[679,2913,2914],"en-us","en-eu",[2916],{"_uid":2917,"asset":2918,"shadow":14,"caption":18,"overlay":2920,"component":1110},"979ffe88-d1c9-48db-91b7-80329f3935ce",{"alt":18,"name":18,"focus":18,"title":18,"filename":2919,"copyright":18,"fieldtype":19,"is_external_url":14},"https://a.storyblok.com/f/146026/1190x670/571c2acbba/hmrc-mileage-allowance.jpg",[],[],"2024-03-28 12:00",[],"Learn about HMRC approved mileage rates, how to claim business travel expenses, and the rules for tax-free allowances in 2024. Our simple guide explains everything you need to know.",[2926],{"_uid":2927,"items":2928,"heading":2965,"reverse":14,"component":622,"sectionSettings":2983},"8c13f7e7-c62a-476e-8ee6-7e0fee5fa574",[2929,2938,2947,2956],{"_uid":2930,"title":2931,"component":569,"description":2932},"e9e03ef5-c046-44ac-966d-917e3eebc676","How do I record business mileage for HMRC using Spendesk?",{"type":33,"content":2933},[2934],{"type":36,"content":2935},[2936],{"text":2937,"type":40},"Spendesk records business mileage for HMRC by letting employees log trips in the mobile app, attach mileage entries to expense reports, and store odometer readings and trip purposes for audit-ready records. Spendesk's automated expense workflows and exportable reports simplify HMRC submissions and internal reconciliation.",{"_uid":2939,"title":2940,"component":569,"description":2941},"598f4de9-d360-42ba-9e98-77a41bf18a28","Can Spendesk calculate HMRC-approved mileage reimbursements for my team?",{"type":33,"content":2942},[2943],{"type":36,"content":2944},[2945],{"text":2946,"type":40},"Spendesk calculates mileage reimbursements using configurable per-mile rates set by finance teams and applies them automatically to submitted trips within expense reports. Spendesk's rate management, automated calculations, and approval workflows produce compliant reimbursement amounts that export directly to accounting software for payroll or bookkeeping.",{"_uid":2948,"title":2949,"component":569,"description":2950},"ceabe82c-5e8f-482a-87f9-3647b0d972e1","What mileage records does HMRC require and can Spendesk provide them?",{"type":33,"content":2951},[2952],{"type":36,"content":2953},[2954],{"text":2955,"type":40},"Spendesk provides HMRC-compliant mileage records by capturing date, start and end odometer, distance, trip purpose, and attached receipts, all stored against the employee's expense. Spendesk's exportable reports and integrations with accounting systems deliver audit-ready documentation that meets HMRC record-keeping requirements for business mileage.",{"_uid":2957,"title":2958,"component":569,"description":2959},"e20e9679-7532-4f96-a07e-f84641c83b19","How do I reimburse employees for car mileage with Spendesk corporate cards?",{"type":33,"content":2960},[2961],{"type":36,"content":2962},[2963],{"text":2964,"type":40},"Spendesk reimburses employees for car mileage by letting staff submit mileage claims through the mobile app or web, routing claims through configurable approval workflows, and matching reimbursements to corporate cards or bank transfers. Spendesk's automated approvals and accounting exports speed up payment and ensure reimbursement records align with HMRC rules.",[2966],{"cta":2967,"_uid":2968,"title":2969,"eyebrow":2976,"subtitle":2979,"component":219,"textAlign":18,"sectionSettings":2982,"breakLineOnMobile":14,"subtitleLeftBorder":14,"customTitleFontSize":18},[],"6d24ab36-70ee-4390-9c0b-8cca1fb4ecfd",{"type":33,"content":2970},[2971],{"type":219,"attrs":2972,"content":2973},{"level":286},[2974],{"text":2975,"type":40},"Mileage Allowance Hmrc — FAQ",{"type":33,"content":2977},[2978],{"type":36},{"type":33,"content":2980},[2981],{"type":36},[],[2984],{"_uid":2985,"hide":14,"theme":268,"anchorId":18,"component":269,"spacingTop":18,"hideOnDevices":2986,"spacingBottom":18,"floatingImages":2987,"variableOverrides":2988},"db254996-4ad3-46eb-a044-eead41250ed4",[],[],[],"mileage-allowance-hmrc","blog/mileage-allowance-hmrc",8200,[],"1b3eca4e-34bf-42c5-93d8-2dabf030610a","2022-11-04T11:12:38.838Z",[],[2997,2998,2999],{"path":2990,"name":17,"lang":683,"published":17},{"path":2990,"name":17,"lang":685,"published":17},{"path":2990,"name":17,"lang":687,"published":17},{"name":3001,"created_at":3002,"published_at":657,"updated_at":3003,"id":3004,"uuid":2851,"content":3005,"slug":2850,"full_slug":3550,"sort_by_date":17,"position":3551,"tag_list":3552,"is_startpage":14,"parent_id":2363,"meta_data":17,"group_id":3553,"first_published_at":2365,"release_id":17,"lang":679,"path":17,"alternates":3554,"default_full_slug":3550,"translated_slugs":3555,"_stopResolving":66},"The HMRC 24 month rule: what, why, & how it works","2022-10-24T16:29:44.967Z","2026-03-12T10:47:33.633Z",208785660,{"_uid":3006,"roles":3007,"title":3008,"author":3009,"topics":3033,"content":3053,"noIndex":14,"category":3455,"language":3464,"_editable":3465,"component":2334,"heroMedia":3466,"sidebarCta":3473,"publishedAt":3474,"readingTime":199,"redirectUrl":18,"listingImage":3475,"metaDescription":3476,"componentsAfterTheArticle":3477},"aa088b8f-1f16-4231-b366-8df44819af1c",[],"The HMRC 24 month rule: What, why & how it works",{"name":690,"created_at":691,"published_at":657,"updated_at":692,"id":693,"uuid":694,"content":3010,"slug":726,"full_slug":727,"sort_by_date":17,"position":728,"tag_list":3027,"is_startpage":14,"parent_id":730,"meta_data":17,"group_id":731,"first_published_at":732,"release_id":17,"lang":679,"path":17,"alternates":3028,"default_full_slug":727,"translated_slugs":3029,"_stopResolving":66},{"_uid":696,"links":3011,"picture":3016,"lastName":712,"component":713,"firstName":714,"description":3018},[3012],{"tag":18,"_uid":699,"hide":14,"icon":3013,"link":3015,"type":18,"label":18,"style":707,"component":648,"mobileLabel":18,"onClickEvent":18,"openInANewTab":66,"horizontalFill":14},{"id":701,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":702,"copyright":18,"fieldtype":19,"meta_data":3014,"is_external_url":14},{},{"id":18,"url":705,"linktype":706,"fieldtype":639,"cached_url":705},{"id":709,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":710,"copyright":18,"fieldtype":19,"meta_data":3017,"is_external_url":14},{},{"type":33,"content":3019},[3020],{"type":36,"attrs":3021,"content":3022},{"textAlign":17},[3023],{"text":721,"type":40,"marks":3024},[3025],{"type":227,"attrs":3026},{"color":725},[],[],[3030,3031,3032],{"path":727,"name":17,"lang":683,"published":17},{"path":727,"name":17,"lang":685,"published":17},{"path":727,"name":17,"lang":687,"published":17},[3034],{"name":3035,"created_at":3036,"published_at":657,"updated_at":3037,"id":3038,"uuid":3039,"content":3040,"slug":3042,"full_slug":3043,"sort_by_date":17,"position":3044,"tag_list":3045,"is_startpage":14,"parent_id":752,"meta_data":17,"group_id":3046,"first_published_at":3047,"release_id":17,"lang":679,"path":17,"alternates":3048,"default_full_slug":3043,"translated_slugs":3049,"_stopResolving":66},"Finance strategy","2022-10-19T17:57:50.961Z","2026-03-12T10:47:22.861Z",206171406,"4c34e454-8993-474f-a2d1-5c1f6a260e14",{"_uid":3041,"name":3035,"component":245},"11f616ce-9f54-42bb-967c-fdb960b62cef","finance-strategy","blog/topic/finance-strategy",-100,[],"5a788f5a-b853-4a56-959b-15a4ea69fd80","2022-11-02T15:24:54.143Z",[],[3050,3051,3052],{"path":3043,"name":17,"lang":683,"published":17},{"path":3043,"name":17,"lang":685,"published":17},{"path":3043,"name":17,"lang":687,"published":17},{"type":33,"content":3054},[3055,3059,3063,3067,3071,3076,3080,3084,3088,3097,3101,3106,3110,3136,3145,3150,3154,3219,3224,3236,3246,3262,3274,3279,3289,3308,3312,3317,3321,3353,3357,3362,3366,3381,3385,3393,3396],{"type":36,"content":3056},[3057],{"text":3058,"type":40},"Travel between offices and worksites is a normal cost of doing business for some workers. But the cost and inconvenience of leaving your usual surroundings can quickly add up.",{"type":36,"content":3060},[3061],{"text":3062,"type":40},"To reflect this, HMRC offers tax relief on travel expenses to a non-permanent place of work. But it’s not available in certain circumstances - specifically when the famous “24 month rule” applies.",{"type":36,"content":3064},[3065],{"text":3066,"type":40},"As with all things tax, the regulations are a little murky and hard to understand. So in this article, we’ll explain the fundamentals of the 24 month rule, when it applies, and what to do if you think it affects you.",{"type":36,"content":3068},[3069],{"text":3070,"type":40},"Let’s dive in.",{"type":219,"attrs":3072,"content":3073},{"level":286},[3074],{"text":3075,"type":40},"The HMRC 24 month rule",{"type":36,"content":3077},[3078],{"text":3079,"type":40},"The 24 month rule is a specific condition that lets you claim travel expenses for trips between your home and your client’s offices or a “temporary workplace”. The idea behind it is that visiting a client’s workspace – as opposed to your own HQ – requires special travel and can lead to undue costs.",{"type":36,"content":3081},[3082],{"text":3083,"type":40},"This travel should not be part of your standard commute; HMRC sees travel to a temporary workplace to be a business expense, unlike commuting.",{"type":36,"content":3085},[3086],{"text":3087,"type":40},"The rule exists to help define what is (and isn’t) a temporary workplace. In order to set clear guidelines and limit abuse of this tax exemption, HMRC created a (relatively) simple test to figure out whether a site is temporary or not.",{"type":36,"content":3089},[3090,3092,3096],{"text":3091,"type":40},"Put simply: ",{"text":3093,"type":40,"marks":3094},"if the conditions of the 24 month rule are met, you’re dealing with a permanent workplace",[3095],{"type":43},{"text":932,"type":40},{"type":36,"content":3098},[3099],{"text":3100,"type":40},"So what are those conditions?",{"type":219,"attrs":3102,"content":3103},{"level":286},[3104],{"text":3105,"type":40},"How the 24 month rule works",{"type":36,"content":3107},[3108],{"text":3109,"type":40},"The 24 month rule has two key conditions. In order for the rule to apply - and for a business to NOT be able to claim this travel expense - both of these must be met:",{"type":1150,"attrs":3111,"content":3112},{"order":221},[3113,3125],{"type":345,"content":3114},[3115],{"type":36,"content":3116},[3117,3119,3123],{"text":3118,"type":40},"The employee must have spent or be likely to spend ",{"text":3120,"type":40,"marks":3121},"more than 40% of their working time at a workplace",[3122],{"type":43},{"text":3124,"type":40},", AND;",{"type":345,"content":3126},[3127],{"type":36,"content":3128},[3129,3131,3135],{"text":3130,"type":40},"They must attend it or be likely to attend it over ",{"text":3132,"type":40,"marks":3133},"a period lasting more than 24 months",[3134],{"type":43},{"text":932,"type":40},{"type":36,"content":3137},[3138,3140,3144],{"text":3139,"type":40},"If you meet both of these criteria, you cannot claim tax relief on your travel expenses to and from a workspace. In other words, if you spend 40% of your time in an office or onsite for more than 24 months, ",{"text":3141,"type":40,"marks":3142},"this is a permanent place of work",[3143],{"type":43},{"text":932,"type":40},{"type":219,"attrs":3146,"content":3147},{"level":1102},[3148],{"text":3149,"type":40},"Important extras to factor in",{"type":36,"content":3151},[3152],{"text":3153,"type":40},"Here are a few key considerations to keep in mind as you apply for tax relief:",{"type":342,"content":3155},[3156,3174,3185,3191,3203,3209],{"type":345,"content":3157},[3158],{"type":36,"content":3159},[3160,3162,3166,3168,3172],{"text":3161,"type":40},"As soon ",{"text":3163,"type":40,"marks":3164},"as you become aware that a contract will last longer than 24 months",[3165],{"type":43},{"text":3167,"type":40},", you must stop claiming relief. So if you know on day one that this will be a two-year contract, you’ll ",{"text":3169,"type":40,"marks":3170},"never",[3171],{"type":45},{"text":3173,"type":40}," be able to claim.",{"type":345,"content":3175},[3176],{"type":36,"content":3177},[3178,3180,3184],{"text":3179,"type":40},"24 months is the total calendar period in question, and not the actual amount of time you spend working with a client. So if you work two days a week with them starting January 1, or if you work six months on and then six months off, you’ll reach 24 months on January 1 two years from now. ",{"text":3181,"type":40,"marks":3182},"This is the case even if you sign new contracts along the way",[3183],{"type":43},{"text":932,"type":40},{"type":345,"content":3186},[3187],{"type":36,"content":3188},[3189],{"text":3190,"type":40},"The 40% rule (above) applies, however. So a 15-month break (60% of any two-year period) would be enough to ensure that the 24 month rule doesn’t apply.",{"type":345,"content":3192},[3193],{"type":36,"content":3194},[3195,3197,3201],{"text":3196,"type":40},"If the length of the contract is unclear, you can claim tax relief if it’s ",{"text":3198,"type":40,"marks":3199},"assumed",[3200],{"type":45},{"text":3202,"type":40}," that the agreement won’t last 24 months or more.",{"type":345,"content":3204},[3205],{"type":36,"content":3206},[3207],{"text":3208,"type":40},"It’s possible to have more than one permanent workplace. If the 24 month rule is met, the workplace is permanent, even if the rule can also be met in other workplaces.",{"type":345,"content":3210},[3211],{"type":36,"content":3212},[3213,3217],{"text":3214,"type":40,"marks":3215},"Tax relief is not available for private travel",[3216],{"type":43},{"text":3218,"type":40},". That is travel to any place that an employee doesn’t need to be for work purposes.",{"type":219,"attrs":3220,"content":3221},{"level":286},[3222],{"text":3223,"type":40},"Examples from HMRC",{"type":36,"content":3225},[3226,3228,3234],{"text":3227,"type":40},"HMRC itself has published a very helpful (but very long) ",{"text":3229,"type":40,"marks":3230},"guide to employee travel",[3231],{"type":813,"attrs":3232},{"href":3233,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/government/publications/490-employee-travel-a-tax-and-nics-guide",{"text":3235,"type":40},". In its section on the 24 month rule, you’ll find good examples to illustrate the rules:",{"type":291,"attrs":3237},{"id":3238,"body":3239},"604929b4-a3c5-4b8e-895f-7c1532c609e9",[3240],{"_uid":3241,"text":3242,"color":3243,"title":18,"_editable":3244,"component":3245},"i-7c1058b8-0472-4bc7-b5e7-d3446260750a","As Chris’ attendance at the temporary workplace in Wigan is expected to last less than 24 months, tax relief is available for the full cost of her travel between home and the temporary workplace.","purple","\u003C!--#storyblok#{\"name\": \"callout\", \"space\": \"146026\", \"uid\": \"i-7c1058b8-0472-4bc7-b5e7-d3446260750a\", \"id\": \"208785660\"}-->","callout",{"type":291,"attrs":3247},{"id":3238,"body":3248},[3249,3254,3258],{"_uid":3250,"text":3251,"color":3252,"title":18,"_editable":3253,"component":3245},"i-3dd186e2-bfdf-47fd-a9c8-78722e8c8413","Duncan has worked for his employer in Sheffield for 10 years and is sent to help out at the employer’s Rotherham branch for 28 months. There is no tax relief for the cost of travel to and from the workplace. This is because he will be spending more than 40% of his working time there and his attendance is known from the outset to be for more than 24 months so the workplace is a permanent workplace. His home to work travel is therefore ordinary commuting for which no relief is available.","orange","\u003C!--#storyblok#{\"name\": \"callout\", \"space\": \"146026\", \"uid\": \"i-3dd186e2-bfdf-47fd-a9c8-78722e8c8413\", \"id\": \"208785660\"}-->",{"_uid":3255,"text":3256,"color":3243,"title":18,"_editable":3257,"component":3245},"i-4c9b3556-cbbf-4143-aa9a-c4cf8800b250","Richard has worked for his employer for 3 years. He is sent to perform full-time duties at a workplace for 18 months. After 10 months the posting is extended to 28 months. Tax relief is available for the full cost of travel to and from the workplace during the first 10 months (while his attendance is expected to be for less than 24 months), but not after that (once his attendance is expected to exceed 24 months).","\u003C!--#storyblok#{\"name\": \"callout\", \"space\": \"146026\", \"uid\": \"i-4c9b3556-cbbf-4143-aa9a-c4cf8800b250\", \"id\": \"208785660\"}-->",{"_uid":3259,"text":3260,"color":3252,"title":18,"_editable":3261,"component":3245},"i-9d387e72-d100-4547-81a3-3e74b92aff28","Sarah has worked for her employer for 7 years and is sent to perform full-time duties at a workplace for 28 months. After 10 months the posting is shortened to 18 months. No tax relief is available for the cost of travel to and from the workplace during the first 10 months (while her attendance is expected to exceed 24 months), but tax relief is available for the full cost of travel during the final 8 months (once her attendance is no longer expected to exceed 24 months).","\u003C!--#storyblok#{\"name\": \"callout\", \"space\": \"146026\", \"uid\": \"i-9d387e72-d100-4547-81a3-3e74b92aff28\", \"id\": \"208785660\"}-->",{"type":36,"content":3263},[3264,3266,3272],{"text":3265,"type":40},"The ",{"text":3267,"type":40,"marks":3268},"HMRC guide",[3269],{"type":813,"attrs":3270},{"href":3271,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.gov.uk/guidance/ordinary-commuting-and-private-travel-490-chapter-3",{"text":3273,"type":40}," contains plenty more excellent examples - read chapter 3!",{"type":219,"attrs":3275,"content":3276},{"level":286},[3277],{"text":3278,"type":40},"What is a travel expense?",{"type":36,"content":3280},[3281,3283,3287],{"text":3282,"type":40},"Remember, the 24 month rule prevents employees from receiving tax relief on ",{"text":3284,"type":40,"marks":3285},"travel expenses",[3286],{"type":45},{"text":3288,"type":40}," related to temporary workplaces. That means, in order to claim such relief, you need to actually have incurred travel expenses.",{"type":36,"content":3290},[3291,3293,3300,3302,3306],{"text":3292,"type":40},"We’ve already written a guide to ",{"text":3294,"type":40,"marks":3295},"defining reimbursable expenses for employees",[3296],{"type":813,"attrs":3297},{"href":3298,"uuid":3299,"anchor":17,"target":17,"linktype":638},"reimbursable-expenses-business","2a872b89-270c-436a-a48f-67f4ef1c5db3",{"text":3301,"type":40},". But in this case, we’re talking more about expenses that are ",{"text":3303,"type":40,"marks":3304},"not",[3305],{"type":45},{"text":3307,"type":40}," reimbursed by an employer.",{"type":36,"content":3309},[3310],{"text":3311,"type":40},"To help, here’s a breakdown:",{"type":219,"attrs":3313,"content":3314},{"level":1102},[3315],{"text":3316,"type":40},"Travel expenses in the UK",{"type":36,"content":3318},[3319],{"text":3320,"type":40},"Travel expenses for employees are tax-deductible when certain conditions are met, for example:",{"type":342,"content":3322},[3323,3329,3335,3341,3347],{"type":345,"content":3324},[3325],{"type":36,"content":3326},[3327],{"text":3328,"type":40},"The employee personally pays their own expenses without reimbursement from their employer;",{"type":345,"content":3330},[3331],{"type":36,"content":3332},[3333],{"text":3334,"type":40},"The employer reimburses travel expenses paid for by the employee;",{"type":345,"content":3336},[3337],{"type":36,"content":3338},[3339],{"text":3340,"type":40},"The employer pays the costs directly on the employee’s behalf;",{"type":345,"content":3342},[3343],{"type":36,"content":3344},[3345],{"text":3346,"type":40},"The cost is met by vouchers, e.g. travel tickets, or credit tokens are provided to the employee; or",{"type":345,"content":3348},[3349],{"type":36,"content":3350},[3351],{"text":3352,"type":40},"The travel facilities, such as accommodation, are provided directly to the employee.",{"type":36,"content":3354},[3355],{"text":3356,"type":40},"Travel expenses include not only the actual cost of the business journey but all other associated costs, such as food and accommodation, toll fees, car parking and vehicle hire charges.",{"type":219,"attrs":3358,"content":3359},{"level":286},[3360],{"text":3361,"type":40},"Manage travel expenses the smarter way",{"type":36,"content":3363},[3364],{"text":3365,"type":40},"Manoeuvring HMRC's 24 month rule, mileage rates, and trivial benefits (as just a few examples) takes practice, patience, and know-how. But keeping track of your team's travel costs and receipts only requires good tools.",{"type":36,"content":3367},[3368,3372,3374,3380],{"text":2061,"type":40,"marks":3369},[3370],{"type":813,"attrs":3371},{"href":2095,"uuid":17,"anchor":17,"target":817,"linktype":706},{"text":3373,"type":40}," makes on-the-go expenses simple, and our smart cards and even smarter software are best-in-class. ",{"text":3375,"type":40,"marks":3376},"Learn more about how we fix company spending here",[3377],{"type":813,"attrs":3378},{"href":3379,"uuid":17,"anchor":17,"target":17,"linktype":706},"https://www.spendesk.com/product",{"text":932,"type":40},{"type":36,"content":3382},[3383],{"text":3384,"type":40},"And if you're not quite ready for that, here's a great (free!) guide to help you manage travel expenses on your next work trip, near or far:",{"type":36,"content":3386},[3387],{"type":291,"attrs":3388},{"id":3238,"body":3389},[3390],{"_uid":3391,"html":950,"_editable":3392,"component":951},"cf571c20-1f63-4889-bf1e-aadb81cc5f2c","\u003C!--#storyblok#{\"name\": \"embed\", \"space\": \"146026\", \"uid\": \"cf571c20-1f63-4889-bf1e-aadb81cc5f2c\", \"id\": \"208785660\"}-->",{"type":36,"content":3394},[3395],{"text":2827,"type":40},{"type":342,"content":3397},[3398,3406,3414,3422,3430,3438,3447],{"type":345,"content":3399},[3400],{"type":36,"content":3401},[3402],{"text":2835,"type":40,"marks":3403},[3404],{"type":813,"attrs":3405},{"href":1711,"uuid":17,"anchor":17,"target":17,"linktype":706},{"type":345,"content":3407},[3408],{"type":36,"content":3409},[3410],{"text":2260,"type":40,"marks":3411},[3412],{"type":813,"attrs":3413},{"href":2989,"uuid":2376,"anchor":17,"target":17,"linktype":638},{"type":345,"content":3415},[3416],{"type":36,"content":3417},[3418],{"text":2857,"type":40,"marks":3419},[3420],{"type":813,"attrs":3421},{"href":2275,"uuid":17,"anchor":17,"target":17,"linktype":706},{"type":345,"content":3423},[3424],{"type":36,"content":3425},[3426],{"text":2282,"type":40,"marks":3427},[3428],{"type":813,"attrs":3429},{"href":2286,"uuid":17,"anchor":17,"target":17,"linktype":706},{"type":345,"content":3431},[3432],{"type":36,"content":3433},[3434],{"text":2293,"type":40,"marks":3435},[3436],{"type":813,"attrs":3437},{"href":2881,"uuid":2882,"anchor":17,"target":17,"linktype":638},{"type":345,"content":3439},[3440],{"type":36,"content":3441},[3442],{"text":3443,"type":40,"marks":3444},"HMRC Employment Allowance 2024: the rules & how to claim",[3445],{"type":813,"attrs":3446},{"href":2892,"uuid":2893,"anchor":17,"target":17,"linktype":638},{"type":345,"content":3448},[3449],{"type":36,"content":3450},[3451],{"text":2899,"type":40,"marks":3452},[3453],{"type":813,"attrs":3454},{"href":2319,"uuid":2320,"anchor":17,"target":17,"linktype":638},{"name":2322,"created_at":2323,"published_at":657,"updated_at":2324,"id":2325,"uuid":2326,"content":3456,"slug":2334,"full_slug":2335,"sort_by_date":17,"position":674,"tag_list":3458,"is_startpage":14,"parent_id":2337,"meta_data":17,"group_id":2338,"first_published_at":2339,"release_id":17,"lang":679,"path":17,"alternates":3459,"default_full_slug":2335,"translated_slugs":3460,"_stopResolving":66},{"_uid":2328,"icon":3457,"name":2322,"component":2333},{"id":2330,"alt":2331,"name":18,"focus":18,"title":18,"filename":2332,"copyright":18,"fieldtype":19,"is_external_url":14},[],[],[3461,3462,3463],{"path":2335,"name":17,"lang":683,"published":17},{"path":2335,"name":17,"lang":685,"published":17},{"path":2335,"name":17,"lang":687,"published":17},[679,2913,2914],"\u003C!--#storyblok#{\"name\": \"article\", \"space\": \"146026\", \"uid\": \"aa088b8f-1f16-4231-b366-8df44819af1c\", \"id\": \"208785660\"}-->",[3467],{"_uid":3468,"asset":3469,"shadow":14,"caption":18,"overlay":3471,"_editable":3472,"component":1110},"44b9a621-3d21-498d-9797-2911e232c6d7",{"alt":18,"name":18,"focus":18,"title":18,"filename":3470,"copyright":18,"fieldtype":19,"is_external_url":14},"https://a.storyblok.com/f/146026/1190x670/3c5d75d0c7/hmrc-24-month-rule.jpg",[],"\u003C!--#storyblok#{\"name\": \"image\", \"space\": \"146026\", \"uid\": \"44b9a621-3d21-498d-9797-2911e232c6d7\", \"id\": \"208785660\"}-->",[],"2023-08-18 00:00",[],"HMRC's 24 month rule can feel confusing and complicated. But there's really not too much to it in most instances, as we'll prove in this short, clear guide.",[3478],{"_uid":3479,"items":3480,"heading":3526,"reverse":14,"component":622,"sectionSettings":3544},"83e4b5ef-b023-48ee-9bd4-a79bb68f8b83",[3481,3490,3499,3508,3517],{"_uid":3482,"title":3483,"component":569,"description":3484},"7b06e226-5bf7-4d3f-8e19-61e5c6841222","How can Spendesk help track contractor payments relevant to the HMRC 24-month rule?",{"type":33,"content":3485},[3486],{"type":36,"content":3487},[3488],{"text":3489,"type":40},"Spendesk centralizes contractor payment and engagement records, recording transaction dates, amounts, invoices, and receipts for each supplier. Spendesk prepaid corporate cards, invoice management, and automated expense reports create a searchable audit trail, while integrations with Xero and QuickBooks let finance teams export continuous payment histories used to demonstrate engagement timelines for HMRC reviews.",{"_uid":3491,"title":3492,"component":569,"description":3493},"7eb688b6-9d53-47b8-b4a7-ac77934dde58","Can I export records from Spendesk for an HMRC 24-month rule audit?",{"type":33,"content":3494},[3495],{"type":36,"content":3496},[3497],{"text":3498,"type":40},"Spendesk provides exportable transaction and receipt data in CSV and accounting formats, including VAT fields and attached invoices. Spendesk's custom reports and API exports deliver transaction-level detail and audit logs, enabling finance teams to supply exact records requested during an HMRC 24-month rule audit without manual assembly.",{"_uid":3500,"title":3501,"component":569,"description":3502},"1966e9a8-ef90-4697-938f-7cc1a7909c7f","Which Spendesk features help manage long-term contractor spend and approvals?",{"type":33,"content":3503},[3504],{"type":36,"content":3505},[3506],{"text":3507,"type":40},"Spendesk enforces spend policies on contractor engagements through approval workflows, budget controls, and preset spend limits tied to prepaid corporate cards. Spendesk's real-time spend tracking and customizable approval rules prevent unintended renewals and help finance teams monitor continuous engagement durations relevant to the HMRC 24-month rule.",{"_uid":3509,"title":3510,"component":569,"description":3511},"83bb01ca-d20d-4b16-87e9-e52a64444d9a","How does Spendesk capture VAT and receipts for HMRC compliance?",{"type":33,"content":3512},[3513],{"type":36,"content":3514},[3515],{"text":3516,"type":40},"Spendesk captures VAT and receipts automatically using mobile receipt upload and optical character recognition tied to Spendesk company cards and supplier invoices. Spendesk's receipt capture, VAT extraction, and stored attachments appear in exports and accounting integrations, supplying HMRC-ready documentation that links VAT amounts directly to specific contractor transactions.",{"_uid":3518,"title":3519,"component":569,"description":3520},"28274222-3efd-4f4d-91b1-082ec735b20d","Can Spendesk help reconcile contractor invoices to show engagement timelines for HMRC reviews?",{"type":33,"content":3521},[3522],{"type":36,"content":3523},[3524],{"text":3525,"type":40},"Spendesk links supplier invoices to payments and logs invoice dates, approval history, and payment timestamps to create a clear engagement timeline. Spendesk's invoice management, reconciliation tools, and exportable audit reports let finance teams demonstrate continuous service periods and payment patterns that are relevant to assessing the HMRC 24-month rule.",[3527],{"cta":3528,"_uid":3529,"title":3530,"eyebrow":3537,"subtitle":3540,"component":219,"textAlign":18,"sectionSettings":3543,"breakLineOnMobile":14,"subtitleLeftBorder":14,"customTitleFontSize":18},[],"d51f09f9-3255-4001-a9c9-6c8dfa332fe5",{"type":33,"content":3531},[3532],{"type":219,"attrs":3533,"content":3534},{"level":286},[3535],{"text":3536,"type":40},"Hmrc 24 Month Rule — 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