Reimburse.

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EV Mileage Reimbursement, Fixed

Reimburse. replaces manual AER reconciliation with a structured, payroll-ready cost allocation for EV fleets.

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Calculate your Fleet's shortfall

No manual reconciliation

No Telematics

HMRC-Aligned

Cost-neutral

THE PROBLEM

Flat EV mileage rates are failing your drivers.

As EV adoption increases, the gap between what flat HMRC rates pay and what charging actually costs is growing. Your drivers are losing out, under-reimbursing some drivers and overpaying others. This financial distortion is leaving your finance team having to manually reconcile the mess.

AER under-reimburses

Drivers using public rapid chargers pay 40p+/kWh but receive only 7p/ mile back under the AER.

AMAP overpays grey fleet

45p AMAP rates frequently overpay grey EV fleet users relative to actual energy cost — you're losing money.

Manual admin burden

Finance teams reconcile spreadsheets and assumptions manually. That's not scalable.

THE SOLUTION

Business mileage for the modern fleet.

Reimburse. combines actual public charging data with an approved home charging rate to calculate mileage costs, ensuring drivers aren't out of pocket when switching to an EV.

Full audit trail and documented allocation methodology available for review.

Driver submits total miles

Monthly odometer reading submitted by each driver. No app or GPS device required.

Capture public charging cost

Driver submits actual public charging spend for the month.

Estimate home charging

Employer-set rate (AER-aligned) applied to home-charged miles. Fully configurable.

Allocate business mileage

Proportional split calculates the exact business reimbursement. Packaged into payroll instructions.

One payroll instruction file. No manual reconciliation.

THE RESULT

Before vs after

EV mileage reimbursement should be structured, not estimated.

BEFORE

Flat AER rate for all EV drivers

Manual spreadsheet reconciliation monthly

No visibility into public vs home split

Driver under-reimbursement complaints

Risk of HMRC challenge on methodology

AFTER

Structured cost allocation per driver

One payroll file delivered monthly

Actual public & approved home rate

EV drivers paid fairly. Zero complaints.

Full audit trail for HMRC — always ready

Ready to fix EV mileage reimbursement?

We are currently onboarding an exclusive group of fleets onto Reimburse. helping them fix their EV mileage reimbursement process. Contact us today to request early access.

Request Early Access

CALCULATOR

AER Under-Reimbursement Calculator

See how much your EV drivers are out of pocket when reimbursed at the HMRC Advisory Electricity Rate of 7p/mile.

Annual business miles
0 50,000
% public charging
%
0% (all home) 100% (all public)

Assumptions: 3.5 mi/kWh efficiency · 24.5p/kWh home · 65p/kWh public

Actual energy cost £0
AER reimbursement £0
Annual shortfall per driver £0

Cost per mile comparison

Actual 0.0p
vs
AER 7.0p
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BENEFITS

Built for Finance, Payroll and Fleet.

Electric vehicles introduce variable energy pricing, public charging volatility and no standard fuel receipts. Reimburse. is built to handle EV cost allocation properly — while operating alongside existing mileage reimbursement models for hybrid and internal combustion vehicles.

Accuracy

Replace flat rates with structured EV cost allocation.

Control

Employer-configurable home charging rate.

Simplicity

No GPS tracking. No charger integrations. No hardware.

Compliance

Structured allocation methodology aligned with HMRC guidance and supported by a full audit trail.

Cost-Neutral

Delivered at no additional employer cost through National Insurance efficiency within The Charge Scheme structure.

Want to learn more?

Find out how Reimburse. can help solve all your business mileage concerns

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• FAQs

Frequently asked questions

  • AER provides a flat pence-per-mile rate for electricity. Reimburse uses actual public charging spend and a configurable home charging estimate to calculate a more accurate, auditable reimbursement figure.

  • No. Mileage is captured via odometer submission. There is no GPS, telematics or tracking hardware involved.

  • Home charging is estimated using an employer-configurable rate aligned to AER guidance. The rate can be adjusted as HMRC updates its advisory rates.

  • The methodology is designed to align with current HMRC guidance on EV mileage reimbursement. Structured records support audit readiness.

  • Yes. Reimburse is EV-first by design, but can operate alongside traditional mileage reimbursement models within mixed fleets.

  • Actual public charging spend is included in the allocation model to ensure business travel is reimbursed proportionally and accurately.

  • Reimburse operates within The Charge Scheme's salary sacrifice model. Employer National Insurance savings offset the cost of the reimbursement service.

  • No. Reimburse handles EV mileage reconciliation specifically. It complements existing expense and payroll systems.

  • The platform generates a payroll-ready file that can be uploaded into most payroll and accounting systems. Direct integrations are on the roadmap.

  • Final mileage is reconciled at the point of departure. Outstanding reimbursements and salary sacrifice adjustments are included in the final payroll run.