FMP True Up
Who: People Services work with Innovations LLP to carry out the annual ‘True Up’ activity, which is applicable to Band F and G employees in the Fuel Management Programme (FMP), who are contractually entitled to a Company Car and/or employees who have a previous entitlement as per their contract terms and conditions.
To enable the ‘True Up’ all employees within the FMP are required to record their business mileage using the Traxmiles Business Mileage Capture System.
What: The ‘True Up’ activity is an annual calculation carried out by People Services and Innovations LLP, which compares the actual cost of fuel purchased for private/non-work-related journeys via an Amey Fuel Card, against the total value of monthly recurring deductions.
Employees will be reimbursed for any over deduction and requested to settle any outstanding balance due to under deduction.
Employees will never pay more to Amey via the FMP Scheme than they would do to HMRC via the Fuel Benefit in Kind. Any deduction over the amount the employee would have paid to HMRC will be offset.
Current employees will be issued with a letter from Amey, and statements will be uploaded to Traxmiles at the end of the relevant tax year, which will explain all the relevant figures in the ‘True Up’ calculation. Leavers will be issued with the letter and statement via post.
There are a variety of possible scenarios regarding FMP ‘True Up’ Calculations and how outstanding balances will be recovered or how overpayments will be refunded. Employees can view examples of these scenarios along with explanation of statements and payslips, via the links on this page.
Why: The ‘True Up’ calculation is carried out to ensure that all deductions made from the employees’ salary are correct and reflective of their fuel spend for private/non-work-related journeys, as recorded on Traxmiles Business Mileage Capture System.
It ensures that Amey are not responsible for any fuel cost linked to private/non-work-related journeys as it falls outside the intended purpose of the FMP.
When: The True Up calculation is an internal process, carried out annually by People Services at the end of the relevant tax year for eligible employees.
Key Periods:
- April: The FMP True Up data is gathered and sent to Innovations, which is used to calculate the FMP True Up results.
- May: People Services will answer any FMP True Up queries received from Innovations.
- June: FMP True Up results are provided by Innovation, which are then uploaded to SAP and will appear on the employees June payslip.
- June: FMP True Up letters will be sent by Amey.
How:
- Eligible employees within FMP record their business mileage using the Traxmiles Business Mileage Capture System.
- People Services will work closely with Innovation to ensure that FMP data is gathered and processed efficiently to produce accurate calculations for the FMP True Up.
- People Services will also ensure that letters are sent to employees to explain their calculation for the relevant tax year, and that statements will be uploaded to SAP as to progress in refunding/recouping any monies owed if relevant.
- Where relevant, People Services will record the fuel benefit in kind on the employees P11D for HMRC.
Our SLA Commitment; This is an internal People Services process; an SLA commitment is not relevant.