Backdating mileage rates
This article explains how to backdate a mileage claim, when the mileage rate has been changed after a mileage claim has already been made. For information on how to add a new mileage rate, please see How do I add or change mileage rates?
In order to backdate a mileage rate in ExpensePlus, there are several steps you will need to follow to work out how much money is owed to your users that have made these mileage claims. You may need to do this for several reasons, for example, when the HMRC-approved mileage rate for cars and vans increased from 45p to 55p per mile for the first 10,000 business miles in the 2026/27 tax year. This was only announced on the 21st May 2026, but could be backdated to the 6th April 2026. Therefore any mileage claims made and paid between 6th April and 20th May (or later depending on when you update it) may be 'topped up' to this new rate, depending on if your organisation wishes to adopt the new rate (it is up to each organisation to decide).
You can read more on mileage rates on the HMRC website.
Backdating a mileage claim in ExpensePlus
In order to do this in ExpensePlus, you will need to:
- Navigate to the mileage report within your Expenditure Reports, and filter the purchase date to 'This Tax Year' in the Purchase Date drop down menu.
- Export this report as a CSV file, which will allow you to calculate the difference between what you have paid and what users should be paid, based on the new rate.
- Once you have calculated the difference, we suggest you pay this as a Gift of Money.