THE experts at expense management company, GlobalExpense, say that their research has uncovered 20% of expense-claiming employees admit to exaggerating their expenses, with business mileage the most likely to be falsified.

So keeping track of claims is important for any SME business with a workforce regularly out on the road. A new expense claims module, launched by FSG and developed in association with leading professional services supplier KPMG, claims to overcome the issue.

Simultaneously, business mileage claims administration for both employers and drivers is simplified and the system meets HM Revenue & Customs (HMRC) mileage reporting rules, says FSG.

“Whether employees are driving a company car or their own vehicle on business trips, accurate recording of mileage is essential to prove that staff are not in receipt of company paid-for fuel used on personal trips,” commented FSG chairman, Geoffrey Bray.

So how does it work? The online journey expenses claim module asks drivers to record each mileage claim by logging journey date, purpose of journey, start and end location, allowable/disallowable miles, total mileage, company provided or private vehicle used on business and, for company car drivers, engine size of vehicle and fuel type.

To help employers reduce mileage and keep expense claims within budget, the system builds up a running log of total mileage claimed in a financial year or each month of the year – or a combination of the two.

“Mileage claims are an administration headache. For the majority of employers the paper trail is endless,” Mr Bray added. “But we have developed a fully automated system that meets HMRC rules for benefit-in-kind tax reporting requirements.”

If it has a drawback, then it’s the fact that a business must already subscribe to FSG’s RiskMaster online occupational road risk management solution.

New journey expense claim module launched