Mileage receipts or HMRC rate?

[RockyBalboa]

Hi All,

New agency at a client I have been working at is demanding fuel receipts for business related travel .

Is this normal? In all my years contracting I charge the standard HMRC mileage rates as I don't have a company car and a fuel receipt cannot be split into personal and business mileage.

Advice appreciated.

[tractor]

...

Hi All,

New agency at a client I have been working at is demanding fuel receipts for business related travel .

Is this normal? In all my years contracting I charge the standard HMRC mileage rates as I don't have a company car and a fuel receipt cannot be split into personal and business mileage.

Advice appreciated.

Ask them to quote the HMRC regulation that they are attempting to comply with. I am sure they will come back with a load of rubbish. At the same time ask the HMRC helpdesk what the procedure is and then quote that at the agent.

What does the contract say in respect of evidence to support expenses? That is the key really.

[Jessica@WhiteFieldTax]

I'm not sure this is a tax issue so much as a contract one.

What does contract say on expenses?

[RockyBalboa]

LIMITED COMPANY CONTRACTORS:*To validate your expenses for payment you must also submit an electronic expense form on xxx system for your Manager to approve.

Complete your expense submission on xxx system, the expense section is located in the same place as your timesheet

Once you select ‘Expense Report’ you will be taken to the expense page to complete the following mandatory fields;

Upload to xxx system all supporting receipts, a copy of your invoice (and a copy of appropriate authorisations for any travel in one attachment, your manager will then need to review before approving your expense claim.)*

Your Manager will then be notified by email of your expense submission and directed to xxx system to approve.

Once your Line Manager has approved your expenses on xxx system you payment will be processed.

[Jessica@WhiteFieldTax]

Erm, well it does say "Upload to xxx system all supporting receipts", which arguably means they are applying the contract.

But what does the expenses thing say about mileage - what rate? A rate per mile, or actual fuel used (which would be highly unusual),

If says a rate per mile, or refers to HMRC rates, then fuel receipts as well lacks sense.

As a thought, have you either (a) got a non clued up minion at agency who doesn't understand this or (b) a one-man-and-his-dog agent pretending to play with the big boys? Have you tried escalating?

Bottom line, the agency are being dicks, so stand your ground.

[RockyBalboa]

It doesn't mention anything about mileage specifically

[Alias]

technically, you could create your own mileage receipt on yourco headed paper and submit that

[RockyBalboa]

Lol I might just do that but will it wash?

[darrylmg]

I'll pick this up.

Lol I might just do that but will it wash?

No, it's paper. Tends to go all shreddy on you when you wash it.:beer:

[Contreras]

LIMITED COMPANY CONTRACTORS:*To validate your expenses for payment you must also submit an electronic expense form on xxx system for your Manager to approve.

Complete your expense submission on xxx system, the expense section is located in the same place as your timesheet

Once you select ‘Expense Report’ you will be taken to the expense page to complete the following mandatory fields;

Upload to xxx system all supporting receipts, a copy of your invoice (and a copy of appropriate authorisations for any travel in one attachment, your manager will then need to review before approving your expense claim.)*

Your Manager will then be notified by email of your expense submission and directed to xxx system to approve.

Once your Line Manager has approved your expenses on xxx system you payment will be processed.

Is that a quote from the actual contract, or just a procedural note by the agency?