Home to Office Mileage Deduction Examples

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Home to Office deductions are set up by your organisation against certain mileage expenses items and are applied to your mileage totals when you claim for that expense item. There are many different types of Home to Office deductions that can be applied. This article will explain the different deductions and how they will affect your mileage totals.

In all the examples below, Home to Office is 5.91 miles and Office to Home is 5.63 miles. The reimbursable rate is also set to £0.45 per mile.

Home to Office is always zero

Journeys between your Home and Office will be set at zero reimbursable miles.

Example:

In this example, the distance travelled totals 13.88 miles. However, each journey from your Home to the Office (and vice versa) will be deducted from the reimbursable total. The two steps (steps 1 and 4) from Home to Office (and vice versa) total 11.54 miles.

The image below shows the number of miles you will be able to claim for. In this case, it is 2.34 miles (13.88 - 11.54).

Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1 and 4 (home to office) are set to 0.

Enforce mileage cap on Home to Office journeys

This allows your organisation to cap the maximum number of reimbursable miles which can be claimed for a journey between Home and Office. Once this limit has been set, the reimbursable distance for a journey between Home and Office will be the lesser of the distance travelled and the limit which has been set.

Example: 

In this example, the distance travelled totals 13.88 miles. However, each journey from your Home to Office (and vice versa) is capped at 1 mile. Anything over this capped total will not be reimbursable. The two journeys (steps 1 and 4) from home to office (and vice versa) total 11.54 miles of which only 2 miles is reimbursable.

The image below shows the number of miles you will be able to claim for. In this case, it is 4.34 miles (13.88 - 9.54).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1 and 4 (home to office) are set to 1 mile.

Enforce the lesser of Home to address & Office to address

If the journey starts from Home and the distance to the first location is greater than if you start your journey from the Office, the reimbursable distance will deduct the difference between the Home to the location and the Office to the location.

Example:

In this example the distance travelled totals 6.75 miles.

The image below shows the number of miles you will be able to claim for. In this case, it is 1.17 miles because the Office to location distance is less than the Home to location distance.


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column.

Deduct Home to Office Distance from journey once

If the journey starts from Home and Home is visited again during that journey, the Home to Office distance will only be deducted once throughout the journey.

Example: 

In this example, the distance travelled totals 13.88 miles. However, only the first journey from your Home to Office will be deducted from the reimbursable total. Step 1 (the first Home to Office) totals 5.91 miles. 

The image below shows the number of miles you will be able to claim for. In this case, it is 7.97 miles (13.88 - 5.91).

Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Step 1 is set to 0.

Deduct Home to Office Distance if journey starts or finishes at home

A deduction will be made if the journey starts or ends from the Home address. A deduction for the Home to Office distance will be made when the start address is Home and a deduction for the Office to Home distance made when the end address is Home.

Example:

In this example, the distance travelled totals 13.88 miles. However, the first journey from your Home and the last journey back to Home will be deducted from the reimbursable total (using the Home to Office distance). Steps 1 and 4 (Home to Office and vice versa) total 11.54 miles. 

The image below shows the number of miles you will be able to claim for. In this case, it is 2.34 miles (13.88 - 11.54).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1 and 4 are set to 0.

Deduct Full Home to Office trip every time home is visited

A deduction for the Home to Office distance will be made when the start address is Home and a deduction for the Office to Home distance will be made when end address is Home. This will occur every time Home is visited within the journey.

Example:

In this example the distance travelled totals 59.7 miles. However, steps 1 and 4, which have Home within them, will be deducted from the reimbursable total (using the Home to Office distances). Step 5 starts at home and doesn't reach the office until the end of step 6. These two steps will be added together  (4.7 + 2.19 = 6.89) and anything leftover the usual home to office distance (5.91) will be reimbursable (6.89 - 5.91 = 0.98). Step 8 also deducts the Office to Home distance of 1.85.

The image below shows the number of miles you will be able to claim for. In this case, it is 36.62 miles.


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column.

Flag if Home to location is greater than Office to location

A journey step's home to location distance is greater than the distance from the office to the location.

If the journey starts from home and the distance to the location is greater than if the journey started from the office, then a flag will highlight the difference between the home to location and office to location when saving the expense.

To learn about flags and how your organisation can configure them, view Create a Flag Rule.

Deduct Home to Office distance every time Home is visited

A deduction for your Home to Office distance will be made when the start address is home and a deduction for your Office to Home distance will be made when end address is home. The deduction will be made every time your home address is visited in the journey.

Example:

In this example the distance travelled totals 59.7 miles. However, steps 1, 4, 5, and 8 which have Home within them will be deducted from the reimbursable total (using the Home to Office distances). In this case, it is 21.87 miles (5.91 + 5.63 + 4.7 + 5.63).

Note that the distance of step 5 is 4.7. This is less than the normal Home to Office distance of 5.91 miles and will default to the lesser distance.

The image below shows the number of miles you will be able to claim for. In this case, it is 37.83 miles (59.7 - 21.87).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1, 4, 5, and 8 have the correct Home to Office deductions applied.

Deduct first and/or last Home to Office Distance from journey

A deduction for a Home to Office distance will be made when the start address is Home. A deduction for the Office to Home distance made when the end address is Home. The deduction will be made on the first and last Home address found in the journey.

Example:

In this example the distance travelled totals 59.7 miles. However, step 1 starts at Home and step 8 ends at Home, so they will be deducted from the reimbursable total (using the Home to Office distances). The two steps (steps 1 and 8) from home to office (and vice versa) total 11.54 miles.

The image below shows the number of miles you will be able to claim for. In this case, it is 48.16 miles (59.7 - 11.54).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1 and 8 have the correct Home to Office deductions applied.

Deduct full home to office distance if journey starts/finishes at home

If the start address is Home, then a deduction of the claimant's full Home to Office distance will be applied. If the end address is Home, a deduction of the claimant's full Office to Home distance will be applied.

Example:

In this example, the distance travelled totals 10.32 miles. However, step 1 starts at Home and will be deducted from the reimbursable total (using the Home to Office distances).

The image below shows the number of miles you will be able to claim for. In this case, it is 4.41 miles (10.32 - 5.91).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column.

Deduct fixed number of miles every time Home is visited

This option will deduct a fixed number of miles from each claim where a journey has visited home.

Example:


In this example the distance travelled totals 59.7 miles. However, each time Home is visited the fixed amount of 2 miles will be deducted from the reimbursable amount (this is configured by your organisation, so may differ). Steps 1, 4, 5, and 8 deduct this fixed amount. The steps which feature Home total 8.00 miles.

The image below shows the number of miles you will be able to claim for. In this case, it is 51.7 miles (59.7 -  8.00).


Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column.

Junior doctors rotational mileage

If your journey is from 'Home' to 'Office' or 'Office' to 'Home', then a deduction will be made that is equal to the distance between 'Home' and your current work location. This will be paid at the Public Transport Rate. If your journey contains a destination other than 'Home' or 'Office', this journey is classed as an 'Official Journey'.

For an 'Official Journey', all mileage will be paid at your Vehicle Journey Rate, apart from the distance between your home and any other destination. This will be paid at the full Vehicle Journey Rate less the 'Public Transport Rate' for the distance between your current work (office) and the destination.

For more information on the junior doctor's rotational mileage rule, view Junior Doctors Rotational Mileage.

Deduct full home to nominated base for every journey step

This option is intended for employees who have a nominated base as well as a placement address or addresses where they are currently working, for example junior doctors on rotation to different hospitals and clinics. 

Enabling this option will allow the additional distance (excess mileage) the employee is travelling to work as a result of being relocated to be claimed. 

When enabled, the distance from the employee’s home address to the nominated base will be calculated and regarded as the normal daily commute. 

This number of miles will be deducted from every journey step making up the mileage expense item, allowing the distance from home to any placement address distance to be claimed as relocation mileage minus the daily commute.

Example:

A deduction for Home to Nominated Base will be made for every journey step making up the mileage claimed.

In this example 35.87 miles is the Home to Nominated Base distance and is the first journey step in this mileage claim example.

In journey steps 2 and 3 the claimant visits other work addresses that are defined in the claimant’s employee record.

And in journey step 4 the claimant travels to other hospital location that is not a work address, before returning home.

The Home to Nominated Base distance of 35.87 miles will be deducted from each journey step where the distance travelled is more than 35.87 miles, for example from journey steps 1, 2, 4 and 5. Where the distance travelled is less than 35.87 miles the reimbursable distance becomes zero.

This then allows the relocation mileage to be claimed for each work address, or for business mileage to be claimed, with a deduction for the distance regarded as the normal daily commute.

Clicking  will show you a breakdown of each step which includes a 'Reimbursable Distance' column. Steps 1 and 5 have the correct Home to Nominated Base deductions applied.