Configue UK Mileage Rates

The United Kingdom (UK) mileage rate functionality in Emburse Professional lets you reimburse employees for business-related vehicle use using rates aligned with HMRC guidance . You configure mileage rates once and assign them to mileage expense categories used by your organization.

This article explains how to configure UK mileage rates as an Emburse Professional Administrator. To use UK mileage rates, an Emburse Professional Administrator must configure any Mileage Expense Categories needed.

Prerequisites

  • You are logged in as an administrator.
  • Mileage expense categories are already configured in your expense policy.

Only one Reimbursement Rate can be assigned to each mileage expense category. Mileage expenses default to the IRS standard business rate until a UK mileage rate is created and assigned to an expense category.

Effective September 1, 2025, UK Electric Vehicle (EV) mileage rates are split based on charging method. Separate rates apply for home charging and public charging, in line with updated UK Government guidance. For current advisory fuel and mileage guidance, see UK Government advisory fuel rates.

Add a Mileage Rate

  1. On the Emburse Professional home page, select Settings.
  2. Under General, select Personal Automobile Use. 

    Settings page with General section showing the Personal Automobile Use option.
  3. Select Create a New Rate. 

    Personal Automobile Use page showing Create a New Rate button.
  4. In the Rate Name field, enter a descriptive name for the mileage rate.
  5. From the Expense Category dropdown menu, select the mileage expense category to associate with this rate.
  6. Under Rate Details, select one of the pre-populated UK mileage rates. 

    Mileage rate details screen showing UK rate options and secondary rate after 10,000 miles.
  7. Select Save.

The mileage rate is now available for use with the selected expense category.

The UK Personal Cars and Vans rate includes a secondary rate that applies automatically after a user exceeds 10,000 miles in the fiscal year. The UK fiscal year runs from April 6 to April 5, in accordance with HMRC guidelines.

Enable Passenger Payments

If you select UK Company Cars or UK Personal Cars and Vans while adding a mileage rate, you can enable passenger payments. Passenger payments allow reimbursement of an additional 5 pence per passenger per mile, in accordance with HMRC guidelines .

To enable passenger payments:

  1. Check Enable Passenger Payments. 

    Passenger payments settings showing Enable Passenger Payments option and Maximum Passenger field.
  2. Enter a Maximum Passenger value to limit how many passengers a user can claim per trip.
  3. Select Save.

Add a UK Mileage Expense

After UK mileage rates are configured, you can use them to create mileage expenses on an expense report. For setup instructions, see Configure UK Mileage Rates .

This section explains how to add a UK mileage expense to an expense report in Emburse Professional.

  1. On the Emburse Professional home page, select Drafts. 

    Emburse Professional home page with Drafts selected.
  2. Select the draft expense report you want to edit. 

    Draft expense reports list showing a report selected for editing.
  3. In the Date field, add the date for your expense. 

    Expense form showing the Date field.
  4. In the Department dropdown, select the department for your expense.
  5. In the Category dropdown, select the appropriate mileage expense category.
  6. In the From and To fields, enter the origin and destination for the trip.
  7. (Optional) Select Round Trip to automatically set the miles for a round trip.
  8. Select MapIt! to generate the number of miles. 

    Mileage expense entry showing From and To fields with Round Trip and MapIt options.
  9. In the Engine Type dropdown, select the appropriate engine type based on the vehicle.
  10. Select the number of Passengers.
  11. Complete any remaining expense fields and select Save.
If expected engine type options (for example, Electric – Public Charger) do not appear, ask your admin to confirm that the UK mileage expense type is assigned to its own expense category. When multiple mileage expense types share a single category, engine type options may not display correctly.

The mileage expense is added to the expense report.

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