Mileage Tracker for Employees - Claim Every Work Mile
If you drive your own car for work - between sites, to clients, to patient visits, to regional offices - MileClear tracks every business mile in the background and exports a payroll-ready claim. It also calculates the HMRC top-up (Mileage Allowance Relief) if your employer pays below 45p/mile. Free to download - Pro features unlock for £4.99 per month.
The Two Things You Can Claim
UK employees who drive their personal vehicle for work have two separate claims, and most under-claim because they don't know about the second one.
1. From your employer
Your contract or expenses policy states a per-mile rate the employer pays. Common rates are 25p, 30p, 40p, or 45p. You submit a claim - usually monthly - and they reimburse you via payroll. MileClear logs every business mile so the claim is defensible.
2. From HMRC (the gap)
HMRC's official rate (AMAP) is 45p per mile for the first 10,000 business miles. If your employer pays less, you can claim the difference - Mileage Allowance Relief - back as tax relief. Most employees never claim this because they don't track the underlying miles.
Worked Example: Manager Driving Site to Site
A regional manager covers 12,000 business miles a year, visiting sites in their personal car. Their employer pays 30p per mile. They're a basic-rate (20%) taxpayer.
12,000 business miles per year @ 30p employer rate
The £300 MAR is what most employees miss. It's a small annual amount on its own, but compounds every year you claim it - and over a 10-year career it's £3,000+ that would otherwise stay with HMRC.
MileClear records the underlying miles automatically. Your employer claim and your MAR claim both run off the same dataset.
Who This Is For
Site-to-site managers
Bus depots, retail stores, branch offices, regional centres - if you're a manager moving between sites in your own car, every mile is a claim.
Field sales reps
Client visits, prospect meetings, conference travel. Most sales reps under-claim because they forget to log the dead miles between meetings.
Visiting healthcare staff
Community nurses, district care workers, mental health visiting teams, NHS bank staff travelling between patient homes.
Field engineers and technicians
Service callouts, equipment installs, repair visits. Multi-stop days where the car is your office.
Trainers, assessors and inspectors
If your job involves visiting other people's premises - schools, businesses, project sites - MileClear keeps the audit trail.
Charity and third-sector workers
Branch visits, beneficiary home calls, partner agency meetings. Often paid below AMAP, so MAR top-up matters.
How MileClear Fits Your Working Day
Automatic GPS Tracking
Drive starts, MileClear starts. No taps, no per-trip setup. Sit-to-site miles, client visits, regional travel - all captured in the background.
Mark Commutes as Personal
Set your home and office as saved locations. The home-to-office leg auto-tags as personal so it stays out of your claim. Every other mile is fair game.
Set Your Employer Rate
Profile > Work Settings > enter the per-mile rate your employer pays (25p / 30p / 45p, whatever it is). MileClear shows you both 'owed by employer' and 'MAR claimable' figures in real time.
Monthly Payroll Export
Pro tier: CSV and PDF mileage log per claim period, with dates, start/end addresses, miles and totals. Drops straight onto your employer's mileage claim form or expenses portal.
Self Assessment for the MAR Claim
If you do a Self Assessment return, MileClear's HMRC export shows the AMAP-equivalent total alongside what your employer paid - the gap is your MAR claim figure.
Site Tagging and Notes
Tag trips with the site, client name, or work purpose. The audit trail makes a queried claim easy to defend, and lets you analyse where your time actually goes.
Frequently Asked Questions
I'm an employee who drives my own car for work - what can I claim?
Two things. First, the per-mile rate your employer agreed to pay. Second, if that rate is below HMRC's 45p/mi (for the first 10,000 business miles), you can claim the gap from HMRC as Mileage Allowance Relief on your Self Assessment or via writing to HMRC.
What is Mileage Allowance Relief (MAR)?
The HMRC tax relief that recovers the gap between what your employer pays per business mile and the official AMAP rate. If you do 10,000 miles at 30p employer rate, your employer pays £3,000 - HMRC's rate would be £4,500. The £1,500 gap is MAR. At basic rate that's £300 back; at higher rate, £600.
Does the journey from home to my main office count?
Usually no - HMRC treats home-to-permanent-workplace as ordinary commuting. But site-to-site miles during the day, or home directly to a temporary site (one you visit for under 24 months), are typically claimable. MileClear lets you mark commutes as personal so your records reflect what is and isn't deductible.
What records do I need for an employer mileage claim?
Most employers want date, start location, end location, miles, and reason for each business journey, plus the total per period. MileClear records all of this automatically. The Pro export produces a CSV and PDF that drops straight onto a payroll claim form.
What if I forgot to track my miles for the last few months?
MileClear supports manual trip entry with dates, addresses, and miles. They're flagged as manual entries (so HMRC and employers can see they're not GPS-tracked) but valid as a claim if the underlying data is accurate. Going forward, auto-tracking captures every business mile without you doing anything.
Can I claim mileage if my employer provides a company car?
Different rules. Company cars use Advisory Fuel Rates (AFR), not AMAP. MileClear is built around the personal-car-for-business model and is best suited to employees and self-employed people using their own vehicle for work miles.
What does Pro cost and what do I actually need it for?
Pro is £4.99/month. You need it for the export side - CSV and PDF claim files for your employer or HMRC. Daily mileage tracking, classification, employer-rate calculations and the dashboard summaries are all free. Most users only need Pro at month-end (for employer claims) or once a year (for the MAR / Self Assessment claim).
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