Introduction

This article has several scenarios that someone entitled to claim excess mileage may encounter.


Scenario 1

Travelling from home to the new base and back home again.


Entering the Claim

1.    Enter the date of the journey, select Excess Mileage from the Expense Type dropdown list, and choose the vehicle used if this is required.  Then enter the journey, starting at Home and ending at Base.

2. Click on the  return journey icon to enter the journey starting at Base and ending at Home.

3.    Click on the Save button when you have entered all your claims.  This will take you to the Expenses status page.


Unsubmitted Claims

1.    The Unsubmitted Claims section will show the claims that have been entered.

2. By clicking on the icon this will show the adjustment applied, and the reason will indicate the maximum distance payable for the Home to Base or Base to Home journey.


Scenario 2

Travelling from home to a patient visit/meeting and back home.  

In this scenario, you would claim for Excess Mileage to receive the additional mileage that you are due because of your base changing, and also Business Mileage as travelling to a visit a patient or attend a meeting is business journey.  Different terms and conditions, as well as mileage rates, apply to Excess Mileage and Business Mileage.


It doesn't matter if you enter the Excess Mileage or Business Mileage journey details first.  In this example, we are entering the Excess Mileage first.


Entering the Claim

1.    As before completed the first few field before entering the journey, starting at Home and ending at the location of the patient visit/meeting.  In this scenario, we are entering a postcode for the destination location. 

2. Click on the  return journey icon to enter the journey starting at the patient visit/meeting location and ending at Home. 

4.    Now click on the  Add New Claim icon to enter the Business Mileage.  Enter the same journey details that you entered for the Excess Mileage claims.

5.    Click on the Save button when you have entered all your claims.


Unsubmitted Claims

1.    The Unsubmitted Claims section will show the claims that have been entered for Excess Mileage and Business Mileage.


2.     When you click on the  adjustment icon for an Excess Mileage claim, this will show the adjustment applied and the reason will indicate the maximum excess mileage payable for the day concerned.

3.    Where a adjustment icon appears next to a Business Mileage claim, this indicates that the expenses system has applied an adjustment.  Clicking on the icon will show what adjustment has been applied, the reason and the maximum adjustment applicable.

REMEMBER that different terms and conditions apply for each mileage type claimed, and that is why the adjustments are different.


Scenario 3

Travelling from Home to a patient visit/meeting, and then on to base before travelling home at the end of the day.  

Again both Excess Mileage and Business Mileage should be claimed.

Entering the Claim

1.    Enter the journey from Home to the patient visit/meeting location

2.    Click on the  Continue Journey icon, and then enter the journey from the patient visit/meeting location to Base.

 

3.    Enter the journey from Home to Base

4.    Now enter Business Mileage claims by entering the same journey details.

5.    Click on the Save button when you have entered all your claims.


Unsubmitted Claims

1.    The Unsubmitted Claims section will show the claims that have been entered for Excess Mileage and Business Mileage.

2.    Looking at the Excess Mileage claims you will notice that the Estimated Net Mileage column for the middle journey is showing a value of 0.00 miles.  When you click on the  adjustment icon for that claim it will show the adjustment applied.  Because the previous journey started at Home and this journey finished at Base, the system views this as a commuter journey explaining that a maximum of 14.46 miles is payable as indicated in the previous claim.

3.    For the Business Miles claims, the journey from Base to Home is a value of 0.00 miles under the Estimated Net Mileage column.  For Agenda for Change staff, the terms and conditions explains that the journey from Base to Home is not payable.

NOTE: The system will adjust claims so that only the mileage allowable in accordance with the terms and conditions is payable.