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ENSURE YOU SAVE DOWN YOUR OWN COPY TO EDIT
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BUSINESS MILEAGE TRACKER
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WATCH THE LOOM VIDEO EXPLAINER
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This tracker can be used by self employed business owners (both soletraders and limited company) to keep a record of their business journeys made in their own personal vehicle to somewhere that isn't your usual place of work. For example to visit customers, suppliers, networking events etc. And this tracker will help you work out how much you can set against tax in your business accounts/ tax return.

NOTE: if this is your personal vehicle (not a company owned car), you should NEVER expense fuel receipts, car garage bills, car insurance etc. You should instead use the HMRC allowable mileage rate which is design to incorporate both fuel cost and vehicle running costs. The current rates are detailed below:
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HMRC Allowable Mileage Rates
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 £ 0.45 first 10,000 in car/van
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 £ 0.25 over 10,000 in car/van
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 £ 0.24 by motorcycle
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 £ 0.20 by bicycle
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The layout of this mileage tracker is designed for you to record actual journeys. However, please note that soletraders can also take a proportionate approach - by estimating the split of their total annual miles between business and personal, or factoring in regular trips etc. Speak to me if you want more information on this.
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Of course its also important to remember if you did these journeys by other mode of transport, such as, train, bus, plane. Then you can expense the ticket or fare.
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Now simply follow the steps A B C to record your miles and look out for the top tip at the end!
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AApplicable mileage rate £ 0.45
Select from drop down, based on table above.
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BComplete the details below for your business journeys. Depending on how frequently you travel for business, you may wish to save down a mileage tracker sheet per month, quarter or year. If you happen to have a mix of modes of transport I suggest you keep a seperate sheet for each.
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DateWhere you wentReason for journeyAny other detailsNumber of milesRate per mileMileage expense
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Record the date you made the journey.Say where you started and ended your journey.Note down a little on why you went there e.g visiting a client, attending an event, networking, collecting supplies etc.Elaborate on anything else it might be helpful to record - such as detours, or simply leave blank if theres no more to say!Record the miles there and back, use the actual miles per your car, or from google maps, online route planners, or in some cases estimates might be ok.The curent allowable rate for business journeys in a normal car is 45p for the first 10,000 miles This automatically calculates based on your miles travelled x the allowable rate
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example 1/4/2023Home to Bristol: BA2 XXX to Cabot Circus Visiting client x for meeting30£0.45 £ 13.50
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TOTAL0 £ -
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CEnsure you include these mileage costs in your business accounts and ultimately within your personal tax return as allowable expenses. And as with other types of expenses you can 'reimburse yourself' for these through the tax or accounting year.
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TOP TIPHow you ultimately factor in travel costs within your charges is up to you. But do consider both the cost to you in terms of fuel/running a vehicle AND your time/opportunity cost of traveling when quoting and setting your prices (usually thats more than simply 45p per mile).
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Disclaimer:
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This is a tool to help you track your business miles. You are responsible for ensuring you tax return is accurate and reasonable.
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If you would like more specific advice then you can book in a consultation and I'll be happy to help!
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© 2023 Below The Line Finance/Formby Forensic Services Limited. All Rights Reserved.
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