Car Allowance Policy

DPD Ireland – Car Allowance Policy

Mileage Allowance
Where employees use their private cars for business purposes, reimbursement in respect of allowable motoring expenses will be made by way of flat-rate kilo metric allowance. It is imperative that employees inform their insurers that they are using their vehicle for business purposes and ensure the appropriate insurance cover is in place.

Please provide a copy of your current driving licence with your first mileage expense form and please provide a copy of your insurance certificate to HR on its renewal each year.

For employees who qualify for Car Allowance Scheme an additional sheet must be prepared to log mileage. Please contact the HR/Finance department for details. The mileage calculation excel sheet must be updated and attached to the expense claim. Employees will process claims through People HR via mobile phone App. Claimants must keep a Travel Diary with detailed record of journeys claimed and must be retained for 6 years in compliance with Revenue Commissioners requirements.

The company reserves the right to change these travel rates in line with business needs or in line with any changes to the approved tax-free rates by the Revenue Commissioners. 

In accordance with Revenue rules, an employee travelling directly from his/her normal place of work to a client site or other legitimate destination on company business may claim the actual cost of this travel. Travel expenses can be claimed through vouched travel receipts, or travel rates where the employee uses his or her own car. The absence must be outside eight kilometers of the employee's home or normal place of work.

When travelling directly from home to the destination at the company’s request, an employee will be reimbursed the amount of expense incurred, which is the lesser of:

Employees are expected to arrange business travel in a cost effective manner, for example, scheduling meetings to minimise expenditure where trips can be combined, and making reservations as far in advance as possible to take advantage of possible savings.

Car parking and toll charges
Reasonable parking and toll charges on business trips away from your normal location will be reimbursed. This includes actual parking costs at hotels where they are charged separately. Relevant receipts must be supplied.

E-workers are not entitled to claim parking costs for trips into the office. Car parking costs will not be reimbursed for parking outside or near company premises, even when the car is required for a meeting later in the day.

Toll charges will be reimbursed where it is shown that the tolled road is the most efficient route for the journey, and evidence of payment of the toll is produced.

Clamping charges, parking and other fines cannot be reclaimed, such expenses are the personal responsibility of each individual.

Records to be kept
You must keep the following records in relation to travel and subsistence reimbursements: