Maintaining Company Car Rates

Objective

After completing this lesson, you will be able to manage company car rates.

Company Car Rates Overview

While company car mileage is used when the employee is reimbursed for actual expenses, company car distance entries are created only to track odometer readings. The employee is also expected to create expenses for gas, maintenance, and insurance.

There are two types of company car rates:

  • Company Car – Variable Rates, where rates are based on distance and other criteria, such as petrol, diesel, or engine size.
  • Distance/No Reimbursement, where car expenses are reimbursed at the actual amount. Expenses might include items such as fuel, maintenance, and insurance. There is no distance per mile reimbursement.
The image displays a Car Configuration page. It shows a table of car configuration entries by country with columns: Configuration Name, Car Type, Editable by, Applies to, and Country or Region. New, Modify, and Delete buttons sit above the table. One row for Belgium Company Car is selected.

Manage Company Car Rates

To edit company car mileage:

Steps

  1. Select the region you wish to modify for a variable rate configuration.

    The image displays a Car Configuration list screen for expense management. New, Modify, and Delete buttons appear at the top. A table shows Configuration Name, Car Type, Editable by, Applies to, and Country or Region. The row for US Company Car is highlighted, and the Modify button is emphasized.

  2. On the General step, complete the required fields, and then select Next.

    The image displays the General settings page for a US Company Car configuration. Form fields include Configuration Name, Car Type, Accumulate Distance By, Editable by, Applies to, Country or Region, Currency, and Form. Options show Google Maps integration, Allow deduction, and Allow user administrator to add car. The Next button is highlighted.

  3. The Distance Limits step appears; if previously configured, these fields will not be modifiable. You will want to confirm that the distance limits are still accurate. Select Next.

    The image displays the Distance Limits page for a US Company Car configuration. Fields list Distance Limit 1, Distance Limit 2, Distance Limit 3, Period for Distance Limits, Starting Month, and Starting Day. Distance Limit 1 is set to 10,000. Previous and Next buttons appear at the bottom, and the Next button is highlighted.

  4. The Criteria page appears. You can add new requirements if necessary. If not, select Next.

    The image displays the Criteria page for a US Company Car configuration. It lists vehicle types: Company Car, Pickup Truck, Cargo Van, SUV, and Motorcycle. The New button is active. The Next button appears at the bottom.

  5. The Rates step appears; select New. A new line appears.

    The image displays the Rates page for a US Company Car configuration. A new rate row is ready with a vehicle type drop-down and fields for Effective Date, End Date, Rate 1 to 10,000, Rate over 10,000, Personal Rate, and Rate per Passenger. The New button is highlighted. Previous and Done buttons appear at the bottom.

  6. Complete the fields for each car type, and then select Save and Done.

    The image displays the Rates page with saved entries for Motorcycle, Pickup Truck, and Company Car, each showing effective date and rates. The Save button is highlighted. The Done button appears at the bottom.

Summary

  • Manage company car rates using the Car Configuration tool.
  • Choose between variable rates based on distance and criteria or "Distance/No Reimbursement."
  • Configure rates by region, defining distance limits and criteria.
  • Add new rate requirements as needed.
  • Update existing rates to reflect current company policies.

Learning

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