Business Admins manage mileage claim settings, including reimbursement rates, from Business settings > Mileage. Accountants and bookkeepers working in a client account have the same access by default. This article covers each section of the page and how to switch between official and custom rates. These steps are for the Dext web app.
The Mileage page has these sections: Defaults, Tax, Personal vehicle rates, Company vehicle rates, and Vehicles. Some sections depend on your region.
Defaults
The Defaults section sets the distance unit and the default category and supplier for mileage claims.
Distance unit: choose the unit of distance used for mileage calculations
Default mileage category: choose the default category for mileage claims. Dext fills it in on new mileage cost items
Default mileage supplier: choose the default supplier for mileage claims. Dext fills it in on new mileage cost items
Tax
The Tax section lets you choose whether Dext calculates VAT on mileage claims. This setting is for the United Kingdom.
Turn on VAT calculation to calculate VAT on mileage claims. Electric vehicles are not yet supported.
Personal vehicle rates
The Personal vehicle rates section controls which mileage rate Dext uses for personal vehicle claims. Choose Approved country rates or Custom rates.
Approved country rates is the default. These are the official government rates for your region, such as the rates HMRC provides in the United Kingdom. Choose a Tax period to see the rates for that period, or follow the link to view the rates on the government website.
Custom rates let Business Admins set the business's own reimbursement rate per vehicle type. Custom rates apply business-wide, to every user's claims, and don't change how a mileage claim is submitted. This is available in the United Kingdom, United States, Canada, and Australia. It isn't available for accounts in France.
Switch to custom rates
To switch to custom rates for personal vehicle claims:
Go to Business settings > Mileage
Go to Personal vehicle rates
Select Custom rates
Enter your rate for each vehicle type in the table
Business Admins can switch back to Approved country rates at any time.
Company vehicle rates
The Company vehicle rates section shows the official rates Dext uses for company vehicle claims. This section is for the United Kingdom.
Dext uses the advisory fuel rates HMRC provides. Choose a Tax period and a Fuel type to see the rates by engine size. Company vehicle rates can't be customised.
Vehicles
The Vehicles section links to the list where you set up and manage vehicles. For step-by-step instructions, go to How to add, edit, and delete vehicles in Dext
Rate sources by region
Dext uses these official rate sources by default for each supported region.
| United Kingdom | France | Canada | Australia | United States |
Personal vehicles | Approved country rates provided by HMRC | Flat-scale rates provided by Légifrance | Expense benefit rates provided by CRA | Cents per kilometre method provided by ATO | Standard mileage rate method provided by the IRS |
Company vehicles | Advisory fuel rates provided by HMRC | n/a | n/a | n/a | n/a |
Tax | Advisory fuel rates provided by HMRC | n/a | n/a | n/a | n/a |
Frequently asked questions
What happens when I go over 10,000 miles in a tax year (UK)?
For Cars and Vans, HMRC reduces the reimbursable rate from 45p per mile to 25p per mile once you exceed 10,000 miles. Dext applies this automatically as soon as your cumulative mileage passes the threshold.
Why did my claim amount change?
If you're in the UK, you may have crossed the 10,000-mile threshold, causing the HMRC rate to drop to 25p per mile. If you edited your vehicle details, those changes only apply to future claims.