Expenses for vehicles

"My company's agreed for a person to drive a company vehicle for private purposes, or in other words, a: "Benefit in kind"" 

"This increases the person's taxable pay, but doesn't increase the person's in-the-hand pay." 

"How do I set up a "Company vehicle" repeat payable for the person?" 

To set up a "Company vehicle" benefit: 

1. First, select the pay batch that'll store the benefit on:
   Menu > Pay batches 
2. To make a new repeat payable, navigate to Pay > Repeat payables 
3. Then click:
   New repeat payable 
4. Select: Company vehicle ... private use 
5. If this vehicle is a van, then click Vehicle type, and select: Van 
6. Next, enter the vehicle's Make and model 
7. Next, type in your vehicle's License plate 
8. Keep going, and enter the vehicle's Purchase price + accessories, then enter the vehicle's Date first registered 
9. Scroll down to: Fuel 
10. If you know your vehicle's CO2 emissions, enter it. 
11. Otherwise, if you don't know your vehicle's CO2 emissions, you can look it up using your vehicle's license plate. 
12. To do this, click the "Lookup CO2 emissions" link underneath. 
13. This'll take you to the government vehicle enquiry website. 
14. Type in your vehicle's license plate, then click: Continue 
15. Click Yes, then: Continue 
16. If you scroll down, you'll see your vehicle's CO2 emissions, date of first registration, engine size, and more. 
17. Now that you have your vehicle's CO2 emissions, go back to 1st Money, and type it in. 
18. Next, to add the people who'll be using this vehicle, scroll down. 
19. Click Add people, and select the people to add. Multiple people can be added. 
20. Then click: Save 
21. The vehicle benefit has been created and shared with the selected people. 
22. And now, you'll see the percentage of this vehicle benefit that each person gets. 
23. And finally, this vehicle benefit now shows up on each person's next unpaid paystub. It won't, however, affect any of their previously paid paystubs. 

To see a vehicle benefit on a person's paystub: 

1. First, click the person. 
2. Hover your mouse over the vehicle benefit, then click the "See on paystub" button:  
3. And now, you'll see the vehicle benefit showing under: "Benefits in kind ... company arranged" 
4. And finally, that's how you'll know the vehicle benefit was created successfully. 

And that's it! That's everything you need to know about creating vehicle benefits! 

"How do I find a vehicle benefit so I can make changes?" 

... 

To find a vehicle benefit in a pay batch: 

1. First, select the pay batch on:
   Menu > Pay batches 
2. Then click:
   Pay > Repeat payables 
3. And finally, all the pay batch's repeat payables, including vehicle benefits now show up. 

To find a person's vehicle benefit: 

1. First, select the person using the vehicle on:
   Menu > People 
2. Then click:
   Pay > Pay 
3. Scroll down, all the way to the bottom, then look for: "repeat payables ... pay batch" 
4. And finally, all the person's repeat payables, including vehicle benefits, now show up. 

And that's it! That's everything you need to know about finding a vehicle benefit to make changes! 

"How do I share a vehicle between people?" 

When you share a vehicle between people, the benefit is split equally on each person's paystub. 

To share a vehicle between multiple people: 

1. First, scroll down, then click:
   Add people 
2. Add as many people as you like, to equally share the vehicle between them. 
3. Then click: Save 
4. And finally, your selected people now share this vehicle equally. 

To see a first vehicle sharing person's paystub: 

1. First, click the first vehicle sharing person. 
2. Hover your mouse over the vehicle benefit, then click the "See on paystub" button:  
3. You'll now can see the amount added to the first person's paystub as a: "Benefit in kind" 
4. And finally, hover your mouse over the row to see how this is calculated. 

To see a second vehicle sharing person's paystub: 

1. First, click off to return back to the vehicle benefit. 
2. Click the second vehicle sharing person. 
3. Then click the "See on paystub" button:  
4. And finally, you'll see the same amount on the second person's paystub as well. 

To remove a person sharing a vehicle: 

1. First, click off to return back to the second person's repeat payables. 
2. Click the "remove" link under the vehicle benefit to remove this second person. 
3. And finally, now that the second person's removed, the first, and only, person's getting 100% of the vehicle benefit. 

To see a vehicle benefit in kind on a person's paystub: 

1. First, click the person. 
2. Then click the "See on paystub" button:  
3. And finally, now you'll see 100% of the vehicle benefit instead of the previous 50%, because the person isn't sharing the vehicle anymore. 

And that's it! That's all you need to do to share your vehicle between people! 

"A person's agreed to have money automatically deducted from their paystub for the private use of a company vehicle. How do I set up this deduction?" 

... 

To set up a pay batch's repeat payable deduction: 

1. First, scroll down and expand the "Optional" section. 
2. Then in Employee paystub deductions for private use, enter how much is to be deducted, every year, to drive this vehicle privately. 
3. Click Save, and that's it! The private use deduction has been set up. 
4. When you scroll down to the bottom of the page, you'll see the person listed. This way you'll know that the person's getting the vehicle benefit. 
5. And finally, now that the private use deduction has been set up, some money is set to be automatically taken off the person's paystub every payday. 

To see a private use vehicle deduction on a person's paystub: 

1. First, click the person. 
2. Then click the "See on paystub" button:  
3. Scroll down to "Post-tax withholdings" (at the bottom of the paystub). 
4. And finally, you'll now see £10 taken off the person's monthly paystub as: "Vehicle private use" 

To see how a private use vehicle deduction is calculated: 

1. First, hover your mouse over the row. 
2. Then you'll see that the private use vehicle deduction is calculated as a total cash equivalent, per year. 
3. And then divided by the person's number of paydays in the year. 
4. And finally, equaling an amount per payday. 

And that's it! That's everything you need to know about deducting for private use of a company vehicle. 

"How do I update the vehicle benefit if my company covers the cost of fuel used for private purposes?" 

... 

To update a pay batch's vehicle benefit repeat payable: 

1. First, scroll down to: "Fuel" 
2. Then turn on:
   Employer also pays private fuel costs 
3. Click Save, and that's it! 
4. And finally, a private fuel "Benefit in kind" is added to the pay batch's people's paystubs because of this vehicle benefit. 

To see a paystub's private fuel amount: 

1. First, to reload the page, click the "Reload tab" button: (at the top) 
2. Then scroll down, and expand: "Advanced" 
3. Now you'll see the yearly private fuel "Benefit in kind" cash equivalent. 
4. You'll also find the vehicle benefit's yearly cash equivalent. 
5. And finally, in total it comes to both amounts added together, per year. 

To see a private fuel "Benefit in kind" and vehicle benefit on a person's paystub: 

1. First, scroll down, then click the person. 
2. Then click the "See on paystub" button:  
3. And finally, now you'll see the amount added to the person's paystub as a: "Benefit in kind" 

To see how a vehicle benefit is calculated: 

1. First, hover your mouse over the row. 
2. Then you'll see that the vehicle benefit is calculated as a total cash equivalent, per year. 
3. And then divided by the person's number of paydays in the year. 
4. And finally, equaling an amount per payday. 

And that's it! That's all you need to do, if your company pays for private fuel. 

"If a person pays for part of the purchase cost of a company car, how do I enter this?" 

... 

To set up a company car part payment: 

1. First, scroll down, then expand the "Optional" section. 
2. Then fill in Employee payments towards car, also known as capital contributions. 
3. This amount is a one time cost, and isn't automatically deducted from anybody's paystub. 
4. And finally, click Save, and that's it! 

To calculate how much a vehicle's yearly cash equivalent is reduced by: 

1. First, scroll up to find the purchase price of your car. 
2. The person paid £3,000 towards the price of the car, which means the yearly cash equivalent is halved because £3,000 is half of £6,000. 
3. You can see the amount if you scroll down, then expand: "Advanced" 
4. And finally, you'll see the previous yearly cash equivalent. 

To see a new yearly cash equivalent: 

1. First, to reload the page, click the "Reload tab" button: (at the top) 
2. Then expand "Advanced" again. 
3. And finally, you can see the new yearly cash equivalent is now £600, which is half of the previous £1,200. 

To see a new yearly cash equivalent on a paystub: 

1. First, scroll down to: "People getting this" 
2. Then click a person getting this car benefit. 
3. Then click the "See on paystub" button:  
4. And finally, you'll see the amount added to the person's paystub as a: "Benefit in kind" 

To see how a company car part payment is calculated: 

1. First, hover your mouse over the row. 
2. Then you'll see that the company car part payment is calculated as a total cash equivalent, per year. 
3. And then divided by the person's number of paydays in the year. 
4. And finally, equaling an amount per payday. 

And that's it! That's all you need to do, if a person pays for part costs on a company car. 

"How do I set up a repeating mileage allowance for a person who's covering their own work related traveling costs?" 

... 

To set up a mileage allowance: 

1. First, select the person who's getting the allowance on:
   Menu > People 
2. Next, you need to make a new repeat payable. 
3. Go to:
   Pay > Pay 
4. Scroll down to: "Repeat payables ... personal" 
5. Then click the "Add" button:  
6. Select: "Mileage allowance" 
7. Start by setting Mileage allowance ... per year by dragging the slider, you can also type in a number if you'd like. 
8. Next, set Estimated miles ... per year to a rough estimate of how many miles the person travels in one year. 
9. You'll notice as you drag the slider, the big tax-free percent (at the top) changes. The higher the miles, the more of the mileage allowance is tax-free. 
10. If you have a high enough number of miles, the mileage allowance becomes 100% tax-free. 
11. Next, click: Save 
12. And finally, a 100% tax-free mileage allowance is now added to the person's paystub every payday. 

To see a repeating mileage allowance on a person's paystub: 

1. First, hover your mouse over Mileage allowance ... per year 
2. Then click the "See on paystub" link. 
3. You'll now see £100 added to the person's monthly paystub. 
4. And finally, you can tell the £100 is tax-free because it's under the "Post-tax benefits and reimbursements" section. 

To see how a repeating mileage allowance is calculated: 

1. First, hover your mouse over the row. 
2. Then you'll see that the repeating mileage allowance is calculated as a total cash equivalent, per year. 
3. And then divided by the person's number of paydays in the year. 
4. And finally, equaling an amount per payday. 

To make a mileage allowance partly taxable: 

1. First, click the dark area to return back to the repeat payable. 
2. To make part of the mileage allowance taxable, lower the estimated miles and watch the big tax-free percent change. 
3. Now, to see the change on the person's paystub again, click the "See on paystub" link. 
4. You'll now see £48 added to the person's paystub, which is about half of the previous £100. 
5. And finally, this is under the "Post-tax benefits and reimbursements" section, which means the £48 is tax-free. 

To find a mileage allowance's other taxed half: 

1. First, scroll up to the "Pre-tax benefits" section. 
2. Now you'll see the amount added to the person's paystub as: "Taxable mileage allowance" 
3. And finally, because the £51 is in the "Pre-tax benefits" section, this means it's taxable, like the person's regular pay. 

And that's it! That's all you need to do, to set up a repeating mileage allowance!