Travel by car
When employees have to undertake business travel by car, they have the following options:
Private vehicles
We reimburse mileage for cars, vans and motorbikes in line with:
- HRMC (Her Majesty's Revenue & Customs)
- AMAP (Approved Mileage Allowance Payment)
An additional payment per mile is payable if the driver transports one or more passengers, who would otherwise make the same journey separately.
As a general principle, journeys in private vehicles are subject to a 100-mile round trip threshold. In exceptional circumstances, staff may use their own vehicle for journeys beyond the threshold. This includes:
- out of hours
- already on business travel and continued use of the private vehicle is the most cost-effective option
- employees who use a modified private vehicle to accommodate their disability
Employees must have the approval of their line manager.
For current mileage rates, read about reimbursement of expenses.
We expect an employee to join the lease car scheme if their business travel requirements exceed 2,000 miles per annum.
Lease vehicle
Employees with a lease vehicle must use the vehicle for all approved business journeys. This includes those above the 100-mile threshold.
Find out more details about our lease car scheme on our intranet.
Daily rental vehicle
Employees should book a car using the contract provider where:
- business journeys exceed a 100-mile round trip
- or, they do not have a vehicle available for business use
Fuel cards
Fuel cards allow eligible employees to refill their authorised company vehicles.
With a fuel card, employees do not have to seek reimbursement of the fuel cost through the expenses system.
Employees must contact their line manager to check if they are entitled to participate in the fuel card scheme.
All employees who are provided with a fuel card must complete a fuel card application. For further details see our intranet.
Employees can only use fuel cards to purchase regular unleaded petrol, ULSD and standard diesel. They cannot make other purchases on them.