Multiple Mileage Thresholds

Cezanne Expenses predominantly caters for UK mileage configuration, which is guided by HMRC. When a threshold is reached, the rate reduces automatically.

It is only possible to configure one threshold against a Mileage Rate.

💡Tip

This option is commonly used in regions such as Ireland and recommended mileage rates can be found on the official Irish Revenue website here.

Mileage Key

Below is an example of the key which can be used to ensure claimants are mapped to the correct vehicle and band.

The vehicle owner, engine type and engine capacity are relative to HMRC mileage rates only but are used to ensure that the claimant is mapped correctly for each Irish Mileage threshold.

Rate Name	Owner	Engine Type	Engine Capacity	Lower Rate	Threshold	Upper Rate
Band 1 - 1200cc	Private	Petrol	1400cc or less	0.4180 *	1500	0
Band 2 1200cc	Private	Petrol	1401cc - 2000cc	0.7264	5500	0
Band 3 & 4 - 1200cc	Private	Petrol	Above 2000cc	0.3178	25000	0.2056
Band 1 1201cc - 1500cc	Private	Diesel	1600cc or less	0.4340 *	1500	0
Band 2 1201cc - 1500cc	Private	Diesel	1601cc - 2000cc	0.7918 *	5500	0
Band 3 & 4 - 1201cc - 1500cc	Private	Diesel	Above 2000cc	0.3179	25000	0.2385
Band 1 - 1501cc and over	Private	LGP	1400cc or less	0.5182	1500	0
Band 2 - 1501cc and over	Private	LGP	1401cc - 2000cc	0.9063	5500	0
Band 3 & 4 - 1501cc and over	Private	LGP	Above 2000cc	0.3922	25000	0.2587

It is recommended that if you wish to capture mileage in this manner that you create your own Mileage Key for reference.

Mileage Claims

Once a claimant on Band 1 or 2 hits their mileage threshold, their rate will drop to zero. When this happens, the claimant will need to reach out to the system administrator who will then move them onto the next Band using a key like the one above.

A policy note should be shown each time the Mileage Category is selected, which will have a policy statement available for the claimant to read with details of who they should contact once the rate drops to zero.

Once the claimant hits the mileage rate for Band 3 & 4, they won’t need to be moved again until the following financial year when they will need to be moved back to Band 1.

There is likely to be a requirement for the claimant to split the mileage claim that takes them over the threshold.

For example, if the claimant only has 10 miles left until they reach the threshold, but their claim is for 20 miles, they will need to split their journey into two and firstly submit their claim for 10 miles.

The administrator will then update their Band and the claimant will be able to submit the remaining 10 miles at their new rate.

Updating Claimant Vehicle Details

When a claimant needs to be moved to a new band, the administrator can do this by navigating to Administration > Users and selecting the relevant user.

Within the Vehicle tab, the claimant can then be moved onto the next band, again using the Mileage Key.

Please note, to successfully update the vehicle details, ensure that all the claimants’ existing claims are processed.

Multiple Mileage Thresholds

This guide outlines how an administrator can manage multiple mileage thresholds within Cezanne Expenses.

Mileage Key

Mileage Claims

Updating Claimant Vehicle Details