Administering Company Cars for a Workforce

This chapter discusses how to:

Allocate company cars.
(GBR) Track company cars and vehicle incidents.
Run company car reports.

Allocating Company Cars

To allocate company cars, use the Select Type of Benefits (CAR_PLAN) and Assign Type of Car/Dates (CAR_ALLOCATION) components.

This section discusses how to:

Enroll employees in company car plans.
Allocate company cars.

Before allocating cars to employees, enroll them in the benefit plan.

Pages Used to Allocate Company Cars

Page Name	Object Name	Navigation	Usage
Company Car Benefit	CAR_PLAN	Benefits, Provide Company Cars, Select Type of Benefits, Company Car Benefit	Enroll workers in the car benefit plan.
Company Car Allocation	CAR_ALLOCATION	Benefits, Provide Company Cars, Assign Type of Car/Dates, Company Car Allocation	Allocate company cars to workers.

Enrolling Employees in Company Car Plans

Access the Company Car Benefit page.

Plan Type

Displays the default value of Company Car.

Coverage Begin Date

Enter the start date for the worker’s coverage under this plan.

Coverage Election

Indicate whether the worker chooses to Elect, Waive, or Terminate their coverage.

Elect Date

Enter the date on which the worker elected this coverage.

Benefit Plan

Enter a benefit plan from the plans that you set up in the Benefit Plan Table page. Only benefit plans that are in this worker’s benefit program are available here.

Allowance Taken

Select if this worker chooses an allowance instead of a car.

Amount

Displays the allowance amount from the Company Car Plan page. You can override the amount, the currency, or both. Workers who choose the allowance can’t have company cars allocated in the Company Car Allocation page.

Allocating Company Cars

Access the Company Car Allocation page.

Car Identification

Enter the code of the car that you want to allocate to the worker. Define values for this field in the Car Data table. Only cars that aren’t already allocated or assigned to carpools as of the effective date are available.

Start Date

Enter the start date of the allocation.

Car Type

Select from these values:

Primary Car, Replacement Car, Secondary Car, or Other.

The car type is used in the P46 (Car) report that is provided with Global Payroll for the U.K.

End Date

Enter a date when the worker is scheduled to (or does) return the car.

(GBR) United Kingdom

This information is required for the P46 (Car) report that is provided in PeopleSoft Enterprise Global Payroll for the U.K.

Capital Contribution	Enter the amount and the currency code if the worker makes any capital contributions toward the car.
Fuel Provided	Select if you supply fuel to the worker for private use.
Fuel Cost Reimbursed	Select if the worker reimburses the total cost.
P46 Submitted	Select if you’ve submitted the P46 (Car) report to the Inland Revenue. If you have Global Payroll for the U.K., you can generate this report automatically.

Payments Towards Private Use

Complete this group box if the worker makes any payments for private use of the car.

Payment Date and Amount	Enter the date on which the worker started making payments and enter the amount of each payment.
Frequency Type	Select the frequency of the worker's payments.

Unavailability

Indicate any period when the car is unavailable.

Annualized Business Mileage

Track the distance that the car is driven on business. Only mileage ranges are required for tax purposes.

Tax Year End and Mileage

To identify the mileage for a particular tax year, select the Tax Year End value and the range of business mileage

Type

Values are:

Actual: Select at the end of the tax year when a more accurate value is available.

Expected: Select to enter an estimate for the current tax year.

(GBR) Tracking Company Cars and Vehicle Incidents

This section provides an overview of tracking functionality and discusses how to:

Calculate P11D Information benefit amounts.
Verify P11D Information calculation results online.

Note. To track company cars and vehicle incidents, use the Calculate P11D Information (CALC_P11D_SEC_A) and Verify P11D Information (VIEW_P11D_SEC_A) components.

Understanding Tracking Functionality

To use the PeopleSoft Enterprise Human Resources Monitor Health and Safety application to track vehicle incidents related to company cars, you must define each car as an item of company property. Do this on the Company Property Table Setup page. Once you define a car as company property, use the Incident Data and Vehicle/Equipment Detail pages to record details of any incidents involving the employee and the car, or use the Monitor Health and Safety menus.

You can allocate a company car, without transfer of property, to a director or worker earning more than the statutory threshold. This car is then also available to the worker or director for private use.

There are various tax implications when you allocate a company car to a worker. Companies pay tax in the form of Class 1A National Insurance Contributions (NICs). Workers pay income tax based on their tax codes, which is adjusted to take into account the taxable benefit of the car. In both cases, the taxable benefit is based on the list price, business mileage, age, and periods of unavailability of the car. To find out more about legal requirements, contact the Inland Revenue.

Pages Used to Track Company Cars and Vehicle Incidents

Page Name	Object Name	Navigation	Usage
Calculate P11D Information	RUNCTL_COMPCAR001	Benefits, Provide Company Cars, Calculate P11D Information, Calculate P11D Information	To calculate the P11D Information amounts, run the CAR001 process. You can run the report for one worker at a time or for all eligible workers.
Verify P11D Information	P11D_SEC_A_UK	Benefits, Provide Company Cars, Verify P11D Information, Verify P11D Information	Verify P11D Information calculation results online.
Process Notes	P11D_NOTES_UK	Benefits, Provide Company Cars, Verify P11D Information, Process Notes	View benefit calculation details.

Calculating P11D Information Benefit Amounts

Access the Calculate P11D Information page.

Run Control ID

Displays the run control ID that you entered.

Tax Year End

Define values on the Translate table

Empl ID (employee identification)

Leave this field blank to run the report for all eligible workers, or enter an ID to run the report for only one worker.

Employment Record Number

Leave this field blank to run the report for all worker records, or enter an employment record number to run the report for only one worker record.

Run

Click this button to calculate P11D Information.

Verifying P11D Information Calculation Results Online

Access the Verify P11D Information page.

Each data row relates to a car for the worker per tax year. If a worker had two cars during the tax year, there are two data rows for that worker. If a worker had the same car for two tax years, there are also two rows of data. Use the scroll arrows to move between rows.

If you find errors in the display-only fields on the page, update the core data and rerun CAR001.

Tax Year End, Car available from and Payment received - private use	Display values that you defined on the Company Car Allocation page.
Make and Model and Registration Date	Display values that you defined on the Car Profile page.
CO2 Emissions g/km (carbon dioxide emissions in grams per kilometer) and Tax Percentage	Displays value that you defined on the Emissions Data UK page.
Business Mileage	Select from: 2,499 or less, 2,500 − 17,999, or 18,000 or more.
List Price	Displays the value that you defined on the Car Model page.
Accessories-before car avail. (accessories-before car available), Total = car + accessories, and Accessories-after car avail. (accessories after car available)	Displays values that you defined on the Car Profile page.
Capital Contribution	Display values that you defined on the Company Car Allocation page.
Car Benefit Charge	Adjust benefit charge amounts that require complex manual calculations.

Fuel

Fuel provided for private use and Full cost of fuel reimbursed

Display values that you defined on the Company Car Allocation page.

Engine Type and Engine Size

Displays values that you defined on the Car Model page.

Values are: 1400cc or less, 1401cc − 2000cc, and over 2000cc

Fuel Benefit Charge

Adjust benefit charge amounts that require complex manual calculations.

Running Company Car Reports

This section discusses how to run company car reports.

Pages Used to Run Company Car Reports

Page Name	Object Name	Navigation	Usage
Car List	PRCSRUNCNTL	Benefits, Provide Company Cars, Create List of Cars, Car List	Run the Car List report (CAR003) that produces a list of cars in the company’s fleet and list basic information.
Print P11D Information	RUNCTL_COMPCAR001	Benefits, Provide Company Cars, Print P11D Information	Run the Print P11D Information report (CAR002) to print the results from the CAR001 process in a format similar to the UK government form P11D. You can run the report for a selected employee or all eligible employees in a given tax year. Before using this page, you must have run the CAR001 report process.

Page Name

Object Name

Navigation

Usage

Car List

PRCSRUNCNTL

Benefits, Provide Company Cars, Create List of Cars, Car List

Run the Car List report (CAR003) that produces a list of cars in the company’s fleet and list basic information.

Print P11D Information

RUNCTL_COMPCAR001

Benefits, Provide Company Cars, Print P11D Information

Run the Print P11D Information report (CAR002) to print the results from the CAR001 process in a format similar to the UK government form P11D. You can run the report for a selected employee or all eligible employees in a given tax year.

Before using this page, you must have run the CAR001 report process.

Plan Type	Displays the default value of Company Car.
Coverage Begin Date	Enter the start date for the worker’s coverage under this plan.
Coverage Election	Indicate whether the worker chooses to Elect, Waive, or Terminate their coverage.
Elect Date	Enter the date on which the worker elected this coverage.
Benefit Plan	Enter a benefit plan from the plans that you set up in the Benefit Plan Table page. Only benefit plans that are in this worker’s benefit program are available here.
Allowance Taken	Select if this worker chooses an allowance instead of a car.
Amount	Displays the allowance amount from the Company Car Plan page. You can override the amount, the currency, or both. Workers who choose the allowance can’t have company cars allocated in the Company Car Allocation page.

Car Identification	Enter the code of the car that you want to allocate to the worker. Define values for this field in the Car Data table. Only cars that aren’t already allocated or assigned to carpools as of the effective date are available.
Start Date	Enter the start date of the allocation.
Car Type	Select from these values: Primary Car, Replacement Car, Secondary Car, or Other. The car type is used in the P46 (Car) report that is provided with Global Payroll for the U.K.
End Date	Enter a date when the worker is scheduled to (or does) return the car.

Run Control ID	Displays the run control ID that you entered.
Tax Year End	Define values on the Translate table
Empl ID (employee identification)	Leave this field blank to run the report for all eligible workers, or enter an ID to run the report for only one worker.
Employment Record Number	Leave this field blank to run the report for all worker records, or enter an employment record number to run the report for only one worker record.
Run	Click this button to calculate P11D Information.