Personal Charges on Company Card - Handling reimbursements back to Company

[PY49]

Does anyone have any experience with employees charging personal charges on company cards on a regular basis? Our sales people can use their company cards to fuel their cars.  They then split that between personal usage and company usage.  Since they have to refuel frequently this could definitely build up the number of reimbursements an employee has to submit back to the company.  If anyone has a good system set up for this type of thing some pointers would be much appreciated.

[KevinD]

@PY49 how are they splitting it between personal and company use? Are they itemizing out some of the card charge as personal? Are they keeping track of the mileage driven and then saying that for this tank of gas I drove 150 miles that were personal? 

I'm just trying to get semblance of how they are designating their personal miles and/or how much of the fuel purchase was for personal use. 

[PY49]

Hi Kevin,

The hypothetical was 70% business 30% personal.  

Thanks!!

[Nancyagfa]

Are you reimbursing for the use of a personal car?  If you give the IRS mileage reimbursement, then fuel is part of that and they should not bill for fuel reimbursement.  If there is an allowance program, then fuel may also be part of that.  If these are company fleet cars, you should look into fuel cards as the taxable benefits calculation takes into consideration the fuel for personal use. You should review the fleet program and make sure the drivers are allowed to reimburse for fuel.