Mileage allowance
For those who use a company car and are entitled to mileage allowance
How is mileage allowance handled in Kleer?
In Kleer, you can report mileage allowance and have it paid out in your salary. Read how to go about it below.
Who is entitled to mileage allowance?
Mileage allowance is regulated in your employment contract. Your employer has specified what you shall receive in allowance for the mileage you drive on behalf of the job. The amounts may differ, depending on whether you use your private car for work purposes or a company car as such. On the one hand, the tax-free component of the amount is different owing to which of the cars you use in work. In the case of a company car, the fuel really matters whereas with a private car a certain sum is decided by the Swedish Tax Agency (Skatteverket) which counts as tax-free.
Both for private vehicles and company cars, the mileage allowance is based on you paying for the fuel yourself and subsequently receiving compensation for it. Then your employer can decide on further amounts depending on what is stated in your agreements, where wear and tear on your private car etc may be included. If the employer decides on further allowance than that which the Tax Agency considers is tax-free for you as employee, you must quite simply pay tax for the exceeding amount. When the mileage is reported, submitted and authorised by your employer the allowance paid accompanies your next salary payment.
How do you report mileage allowance in Kleer?
Mileage allowance is reported in the Expenses > Manage expenses page. If you have mileage allowance on your employment contract there will be a button called New mileage there. There are two ways of reporting mileage in Kleer: reporting as per individual trip or reporting several trips at the same time in a log book (driver’s record book). You compile the log book outside Kleer and enclose with the collected mileage for all trips that you then report.
One-way trip
If you report the mileage per one-way trip, then Kleer will calculate your allowance automatically.
Date
You fill in the date for the trip.
Purpose
Fill in the purpose of the trip you are reporting.
From
The address of the company’s office shall count as the starting point for the mileage allowance unless otherwise agreed. It is possible to change this if necessary.
To
Here you write the address to which you travelled for work purposes. Then Kleer is able to calculate the mileage between the addresses.
Round trip
If you have travelled to and from the destination, then you fill in the round trip and Kleer will then calculate the distance in mileage multiplied by two.
Vehicle Please select if you used your private vehicle or a company car. Based on what you select you may have different allowance amounts and the tax-free amount differs.
Mileage (single trip)
Here, mileage is filled in automatically on the basis of the journey/distance you entered but you may write in another figure if this should be necessary.
Summary
Here is summarised the total compensation based on what you reported above and what is stated in your employment contract.
Other
If you know that you have procedures in place to ensure that this is categorised in some particular way or is to be onward billed to a client, then this is handled on reporting before you save.
Driving log
Date Fill in the date for handing in should the log book include several days’ driving. Please specify the specific dates in the log book!
Purpose Fill in the purpose for the trips you are reporting.
Vehicle Select vehicle if you have several, (e.g. private car or company car).
Total number of miles Fill in the total mileage that is reported in the log book; with the round trip for all journeys undertaken.
Enclosures Enclose supporting documents for the mileage driven! Please remember that you can rarely be too clear and transparent, so ensure that the driving log is a really clear report of your trips and mileage.
Summary Here is summarised the total compensation, based on what you reported above and what is stated in your employment contract.
Other Where you know that you have procedures in place to ensure that this is categorised in some particular way or is to be reinvoiced to a client/customer, then this is handled in the reporting process before you save!