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AIBU?

Share your dilemmas and get honest opinions from other Mumsnetters.

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Original poster

Company vehicle mileage - help?

19 replies

cocacolacherry · 26/10/2021 22:40

Posting for traffic. Can anyone reassure me that this is ok or will I be in trouble?

Started a new job around a month ago which comes with a company van. The company van however is actually in the workshop currently as my predecessor damaged it. The company have provided a hire van along with a fuel card and when I pay for fuel the staff always ask for the vehicles mileage and registration. There are two mileage logs (like most vehicles I think?) and the first one is what the van has done since I've had it and the second is what the van has done in total. The fleet manager sent me an email tonight asking me to update the hire company with the vans mileage and it's only just occurred to me that I've been giving the staff the wrong mileage at the petrol stations. I've been giving the mileage that the van has done since I've had it. Completely oblivious and didn't really think of it until tonight when I received this email.

I'm not actually sure if they even check the details that are filled in at the petrol station and obviously I have most of the receipts, except for maybe 1 or 2 that I've accidentally lost or binned. I've never used the van in my personal time as I'd get hammered on tax. I've emailed the fleet manager back to ask if this ok but probably won't hear back from him until tomorrow now. I'm just really worried that I'm going to be in trouble or have my wages docked, although I don't see how this mistake would cost the company money?! It's the first job I've had where a company vehicle has been provided and I just didn't think...

Thanks.. maybe I'm just being paranoid and worrying for nothing...

OP posts:

Technosaurus · 26/10/2021 22:45

You won't get your wages docked, don't worry.

Every fuel card is different but at the very worst the fleet manager will just tell you make sure to put the right mileage in each time, it'll be a learning thing rather than any trouble. The only mileage they care about is what is on the odometer in the van, the reason he's asked is probably because something isn't adding up so he's just checking you're doing it right (or telling you where you are going wrong)

Unreasonabubble · 26/10/2021 22:48

I agree with the above. The Company will be getting statements showing the fuel put in and he will just want to know that you have actually put in what they say. Re-work the figures. Explain to him you do not know the opening figures but you have driven X amount of miles so...

Unreasonabubble · 26/10/2021 22:50

Bit surprised that you have accidently lost or binned the receipts. That to me would be a HUGE red flag. Keep all your receipts and hand them in.

MacMahon · 26/10/2021 22:53

Take a photo of both numbers. You’ll be able to recalculate the numbers if needed. I’m sure this is one of those instances were declaring the error is what’s important.

thisplaceisweird · 26/10/2021 22:56

Just explain it your boss asap, it's an honest mistake.

Original poster

cocacolacherry · 26/10/2021 22:56

Thank you. I'm glad to hear that my wages shouldn't be docked and hopefully I won't be in trouble. It really is just a genuine mistake. I have the same in my own car but don't really pay much attention to that so didn't think with the van. I think it is just general check up as there were other people on the list that needed to send their mileage figures in too.

Normally I would agree with you @Unreasonabubble but I have had 0 training with the company. I was hired, given a days training by a regional manager (who then resigned a week later), given the vehicle with no company policy to read and sent on my way... so I suppose I have that to fall back on if they give me any trouble.

OP posts:

Original poster

cocacolacherry · 26/10/2021 22:59

The van has roughly travelled around 3,000 miles in the last month since I've had it. Pretty easy to work out. The van is only a year old so mileage in total isn't high either.

OP posts:

Original poster

cocacolacherry · 26/10/2021 23:01

@Unreasonabubble I was also never told to even keep receipts let alone hand them in. The company office is around 3 hours away from where I live.

OP posts:

Unreasonabubble · 26/10/2021 23:02

@cocacolacherry

Normally I would agree with you @Unreasonabubble but I have had 0 training with the company. I was hired, given a days training by a regional manager (who then resigned a week later), given the vehicle with no company policy to read and sent on my way... so I suppose I have that to fall back on if they give me any trouble.

I would! But at least now you know...

Unreasonabubble · 26/10/2021 23:03

[quote cocacolacherry]@Unreasonabubble I was also never told to even keep receipts let alone hand them in. The company office is around 3 hours away from where I live. [/quote]
But how on earth would the Finance Office be able to tie up what you have bought with what they are invoiced? That is totally bullshit. I think someone has given you rubbish information.

Original poster

cocacolacherry · 26/10/2021 23:08

I don't know @Unreasonabubble. I probably am suppose to keep the receipts but I was never told that. I've been working with the company for over a month now and they've not asked for any receipts in that time either. The company itself isn't great and communication/training has been extremely poor.

OP posts:

Original poster

cocacolacherry · 26/10/2021 23:10

@Unreasonabubble to be honest, they probably just assumed that I knew I had to keep the receipts (which I have with most of them) but this is the first time I've ever had a company vehicle so it wasn't obvious to me at first like it might have been to someone who's had a company car before. I've always signed the receipts at the petrol station which they've kept and then they've given me another...

OP posts:

BarbaraofSeville · 26/10/2021 23:23

I don't think you have anything to worry about. I use a pool car that comes with a fuel card and the petrol station ask for the mileage and I usually don't tell them or make something up as I genuinely have no idea what it is (it's not displayed on the dashboard unless you press a button I cannot be arsed to press). I've done this for about 20 years and it's never been questioned.

If they're anything like my employer, they're collecting data that serves no purpose whatsoever. They need to keep records of who is driving the vehicle at any time in case of speeding tickets, but don't need anything else. The fuel card can probably only be used to put fuel in your van, so it's not like there's any risk of you using it to fill up your own car etc.

Unreasonabubble · 26/10/2021 23:31

@cocacolacherry Oh please don't worry. If I was your Finance Manager, I would just take you aside and tell you want I wanted. I am just a very old hand at all of this and I would most definitely give you the benefit of the doubt.

Original poster

cocacolacherry · 26/10/2021 23:36

Thank you... I'll try not to worry tonight and just see what he comes back with tomorrow. I'll ring my manager in the morning as well just to update him as he might ring the fleet manager himself and explain what's happened. I just don't want to get in trouble and have them think I'm on the fiddle, especially with it being a new job!

OP posts:

The3Ls · 26/10/2021 23:40

I sways forget to look at the milage and when I offer to go check the sales people just put a random Number down. Never been an issue though I work for the government so maybe they are just sla k!

carsonsmummy14 · 26/10/2021 23:51

I had a company car and fuel card. I used to keep the receipts and asked Finance when they wanted them after about 3 months of no one asking. I was told I didn't need to keep them as I signed for my fuel and gave my reg each time. I also never gave mileage details to cashiers, it's not necessary as long as you have your own mileage tracker (mine was on a spreadsheet I filled in each week although that's because my personal mileage came out of my wages) This is for a large company - regularly audited etc, not a small organisation.

I wouldn't worry OP. Honestly, you'll be fine x

Sillawithans · 27/10/2021 00:41

I've never asked for a mileage receipt if it was purchased with a fuel card as the invoice has everything I need. Don't worry op.

Technosaurus · 27/10/2021 09:07

Worth noting that the Fleet Manager needs to know mileage for a lot more things other than the finances of the petrol. Servicing, tyres, clutches, brake pads - especially if their vans do 3,000 miles per month. Like a PP, quite often I had no idea what my mileage was and just made it up on a broad guess, it's not crime of the century.

Unreasonabubble is correct that you should technically keep all receipts, especially if you are new, but don't worry too much if you haven't (and nobody has told you to do so!). I used to just have an envelope in the front that I shoved them in - nobody ever asked for it in 3 years of Fuel Card use, but it was one less thing to worry about if they did.

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