Business Mileage & Expense Kit (UK) 2026-27 – mileage log, expense claims, travel policy

Every month, business journeys in a personal car, hotel nights and train tickets have to be documented, capped by your rules, paid back and sent to your accountant. This kit does that work in an Excel workbook with no macros, using the 2026-27 approved mileage rates, dated and sourced.

The Business Mileage & Expense Kit (UK) 2026-27 is for businesses: small companies without expense software, company directors, freelancers trading through a limited company, and the accountants and bookkeepers who support them.

What you get

• Mileage-Expense-Kit-UK-2026-27.xlsx – the blank workbook, 8 tabs, native formulas only:
  • How to use: the 5-step start, colour key, what is still to verify.
  • Settings: company, period start (6 April recommended), approver; 20 claimants with vehicle type (car or van, motorcycle, bicycle) and the business miles already done this tax year; your rules (receipt threshold, submission delay, distance alert, excess paid or not); your mileage rates (blank = AMAP) and passenger rate; a limit per expense category; a ledger account column to fill in with your accountant.
  • Rates: approved mileage allowance payments (AMAP) per business mile, read on gov.uk on 18 October 2026 (page updated 21 May 2026): 2026-27 cars and vans 55p for the first 10,000 business miles and 25p after, motorcycles 24p, bicycles 20p, passengers 5p; the 2025-26 row (45p / 25p); a 2027-28 row 'To verify'.
  • Mileage log: 500 rows; tax year worked out from each date, business miles before each journey, the 10,000-mile split, approved amount, what your company pays, passenger payments, the difference with the approved amount, 8 checks per journey (purpose missing, possible duplicate, date outside the period, no rate or vehicle type, negative value…).
  • Expense claims: 500 rows; currency and exchange rate, gross, VAT as on the receipt, net, policy limit, excess, amount kept with its VAT and net (VAT pro rata when capped), status, 9 checks per expense (receipt missing, above the limit, late submission or invalid date, duplicate, fuel claimed on a mileage day…).
  • Monthly summary: month and claimant selectors, total to pay, already paid, balance, a table for your accountant (net, VAT and gross of the amount kept, by type of cost), sign-off block, one A4 page.
  • Tax-year totals: per claimant, business miles, the approved amount with the 10,000-mile split, what you paid and the difference (information, with the gov.uk rule on Mileage Allowance Relief and taxable excess); passenger payments and any part paid above the approved 5p rate.
  • Checks: counters per type of alert and integrity tests (totals, summary, tax-year totals, claimants without a vehicle type).
• Mileage-Expense-Kit-UK-2026-27-SAMPLE.xlsx – the same workbook filled with fictitious data (Sample Consulting Ltd: 3 claimants, 60 journeys, 40 expenses and 4 deliberate anomalies that the Checks tab finds).
• Mileage-Expense-Kit-Guide-UK-2026-27.pdf – 16 A4 pages: quick start, settings, dated rates and how to update them, mileage log and the 10,000-mile split, expense claims, checks, monthly summary, tax-year totals, sending it to your accountant, Google Sheets, worked example, FAQ, dated sources.
• Travel-and-expenses-policy-template-UK.docx – an 8-page Word template to complete (highlighted [fields]): 14 sections (travel, own vehicle, accommodation, meals, receipts, approval, currency, checks…), limits in an appendix matching the workbook, a travel request form, a checklist and an acknowledgement.

What the kit does not do

It does not replace payroll, accounting software or your accountant's advice. It does not tell you whether an expense is allowable or whether VAT can be reclaimed: you type the VAT shown on the receipt. It does not read receipts: entry is manual.

Dated official rates

AMAP and passenger rates: gov.uk, 'Travel – mileage and fuel rates and allowances', updated 21 May 2026, read 18 October 2026. Paying less or more than the approved amount: gov.uk, 'Expenses and benefits: business travel mileage', Rules for tax, read 18 October 2026. Passenger payments: HMRC Employment Income Manual EIM31405, updated 16 October 2026, read 19 October 2026. HMRC benchmark subsistence rates are not copied: cells 'To verify'.

Quality

No macros, no external connections. Functions available in Excel 2016 and later (no XLOOKUP, LET, LAMBDA or dynamic arrays); dates shown in UK English (06 Apr 2026) whatever the language of your Excel, while thousand and decimal separators follow your computer settings. Drop-down lists, frozen panes, filters, conditional formatting, print areas. Full recalculation in Excel: 0 error cells in the blank workbook and in the sample; sample results recalculated independently (993 checks, no difference); negative values and dates pasted as text are flagged, with no error cells. The Google Sheets import was not tested: the guide lists what to check after importing.

Use within the licensed business · resale and redistribution prohibited