You will need to set up three lookup tables with the car details before you can set up the employees.

Lookup tables - Model Code

1. Click Admin, double-click System Definitions, double-click Lookup Tables, double-click Core System A-D, then click Car Model.
2. Click Add 
3. Enter a unique Code (maximum 6 characters).
4. Enter the make of the vehicle in the Description box.
5. Leave the Archived box clear.
6. Enter the model of the vehicle in the Model box.
7. Click OK 
8. Repeat steps 2 to 7 for each company car you need to add.

Lookup Tables - Car Group

The car group is not a mandatory field on the company car record, but it enables cars to be categorised into groups of your choosing.

1. Click Admin, double-click System Definitions, double-click Lookup Tables, double-click Core System A-D, then click Car Group.
2. Click Add 
3. Enter a unique Code (maximum 6 characters).
4. Enter a Description for your group.
5. Leave the Archived box clear.
6. Click OK 
7. Repeat steps 2 to 6 for any other groups you want to add.

Lookup Tables - Car CC's

The CC Code is not a mandatory field on the company car record, but if you wish to record the car's engine size, you can use this table to set up the appropriate bands.

1. Click Admin, double-click System Definitions, double-click Lookup Tables, double-click Core System A-D, then click Car CC's.
2. Click Add 
3. Enter a unique Code (maximum 6 characters).
4. Enter a Description (for example, 1000cc, 1001-1500cc, etc.)
5. Leave the Archived and Emissions boxes clear.
6. Click OK 
7. Repeat steps 2 to 6 for any other groups you want to add.

Adding a company car record to an employee

You can use Data Loader profile 44 - Company Car Record Details Import to data load this information, or enter it manually as below.

1. Click Employees, double-click Employment Records, then click Company Car Record.
2. Select the employee using the Lookup 
3. Enter the car details as follows:
   Issue Date: The date on which the car was first issued to the employee. Mandatory field.
   Reg No.: The car registration number. Mandatory field.
   Model Code: Use the Lookup  to select the Model Code from the list you set up previously. Mandatory field.
   Group Code: Use the Lookup  to select this. This is an optional field.
   CC Code: Use the Lookup  to select this. This is an optional field.
   Ref No: This is the Reference Number used by the Lease Company (if there is one). This is an optional field.
   Mileage: This is the annual business mileage covered by the employee. This is an optional field.
   Return: This is the date on which the employee returns the car. Mandatory field.
   Lease Company: This is the name of the Lease Company (if there is one). This is an optional field.
   Length of Lease: This is the length of the car lease, in months if there is one. This is an optional field.
4. Enter the Benefit Taxed via payroll details as follows:
   Tax Year Start: This is the date on which the car became available to the employee within the current Tax Year. Mandatory field.
   Car Reg Date: Required from 6th April 2020.
   CO2 Emissions: This is a mandatory field.
   Mileage: Required from 6th April 2020 for low emission cars (cars with between 1 and 50g/km of CO2 emissions). Set to 0 for any other cars.
   Fuel Type: This may only be ‘D’ for Diesel cars and ’A’ for all others. Mandatory field.
   Please note that for Diesels which are compliant with the latest RDE2 Standard, please enter the Fuel Type as ‘A’, because the Diesel Supplement (4% for 2018/2019) does not apply to diesel cars which are compliant with RDE2 Standard.List Price: This is the List price of the car. Mandatory field.
   Accessories: This is the cost of any Accessories added to the car. Mandatory if applicable.
   Capital Contribution: This is the value of any contributions made by the employee towards the purchase of the car. Mandatory if applicable.
   Cash Equivalent of Car: This will need to be calculated manually based on the sum of the List Price, plus Accessories, less any Capital Contributions made by the employee towards the cost of the car. If the employee is provided with the car via a Salary Sacrifice scheme, please see the note below. *
   This value then needs to be multiplied by the percentage determined by the CO2 emissions and Fuel Type.
   If the employee makes any contributions towards the usage of the car (other than fuel), reduce the Cash Equivalent accordingly.
   Remember to adjust for any period during which the car was not available to the employee.
   Please refer to HMRC Booklet 480 for further details of how to calculate the Cash Equivalent.
   Mandatory field.
   Please note: If the employee is provided with the car via a Salary Sacrifice scheme (known as Cash Foregone), and the annual value of the Cash Foregone exceeds the annual taxable amount based on the List Price plus Accessories, you will need to use the value of the Cash Foregone instead of List Price plus Accessories when calculating the Cash Equivalent of the car.Date Fuel Provided: If the employee is provided with fuel for private use, enter the date on which this started within the current Tax Year. Mandatory if applicable.
   Date Fuel Withdrawn: If the employee ceases to be entitled to the provision of fuel for private use within the current Tax Year, enter the date on which it ceased to be available. Mandatory if applicable.
   Cash Equivalent of Fuel: This is a mandatory field if ‘Date Fuel Provided’ is entered. It will need to be calculated manually based on the Standard Fuel Charge for the current Tax Year and the percentage determined by the CO2 Emissions and Fuel Type of the car. Remember to adjust for any period during which the car was not available to the employee. Please refer to HMRC Booklet 480 for further details of how to calculate the Cash Equivalent. Mandatory field.
   Please note: If the employee is provided with fuel for private use via a Salary Sacrifice scheme (known as Cash Foregone), and the value of the Cash Foregone exceeds the Cash Equivalent of Fuel calculated above, use the Cash Foregone value instead.
5. Click Save  and repeat the steps for any other employees that need a company car added.