Setup Considerations: Company Vehicles (UK)
You can use this topic to help make decisions when planning your configuration and use of UK company vehicles. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Workday enables you to record details of any vehicles you own or lease in the UK and which of your workers use them.
Business Benefits
Recording company vehicle details helps you to:
- Maintain data in a single location, increasing operational efficiency.
- Meet compliance requirements.
Use Cases
Payroll for the UK users can include:
- Company cars as a taxable benefit within Workday.
- Workers' car details in online submissions to HMRC.
Questions to Consider
Questions | Considerations |
|---|---|
How do you want to report company cars as benefits in payroll? | If you have an agreement with HMRC, you can send workers' car information as part of your RTI FPS.
If you don't have an agreement, you can record car and worker allocations for use in your P46 (Car) forms. |
How do you want to calculate UK workers' tax due on company cars? | Workday includes 2 template calculations that enable you to create pay components to calculate the cash equivalent of a car and any fuel provided. You can use these pay components within your payroll run to establish the tax owed. |
Recommendations
Workday uses the start of the UK tax year as the effective date for company cars as a payroll benefit. To ensure that completeness of annual records Workday recommends that you reach an agreement with HMRC before the start of the tax year.
Due to the potential volume and different types of vehicles, we recommend that you record all vehicle makes and models first.
Requirements
Before you can include company cars as benefits in payroll, you must obtain agreement from HMRC. Agreements relate to an Employer Reference, so you might need more than 1 agreement.
Limitations
Workday supports including company cars as benefits in only Payroll for the UK.
Payroll for the UK users can record details of any type of vehicle within Workday, but HMRC only accepts RTI FPS reports on company cars.
You can't retrieve vehicle data directly into Workday from an external source, such as the UK Driver and Vehicle Licensing Agency (DVLA). However, you can mass upload and retrieve vehicle data using web services.
Tenant Setup
No impact.
Security
Configure these domains in the UK Payroll functional area.
Domains | Considerations |
|---|---|
Process: RTI - UK
| Enables users to generate RTI submissions for HMRC. |
Process: RTI (Reports) - UK
| Enables users to generate reports on RTI submissions. Example: to view any errors or warnings on the payroll results for an FPS. |
Process: RTI (Run) - UK
| Enables users to process RTI data. |
Set Up: Payroll (Company Vehicle) - UK
| Enables users to record vehicle makes and models. |
Set Up: Payroll (RTI) - UK
| Enables users to generate RTI FPS data for HMRC. |
Set Up: Payroll UK
| Enables users to set up and view payroll-specific data that isn't based on Pay Group or Company. Example: Employer Reference details. |
Worker Data: Payroll (Company Vehicle) - UK
| Enables users to record company car data for workers. |
Business Processes
No impact.
Reporting
Reports | Considerations |
|---|---|
View RTI Data Item Configuration
| Use this report to map earnings and deductions against RTI report data items. |
View UK RTI FPS Data
| Use this report to display FPS values generated for selected payroll results and preview your submission details. |
View UK RTI FPS Worker Company Car Data
| When your company has an agreement with HMRC to include company cars as benefits in payroll, use this report to verify the details of a worker's car and its costs.
The report only includes workers with company cars assigned to them in the current tax year. |
View UK RTI FPS Company Car Data
| Use this report to display company car data for a worker or a paygroup. |
Integrations
Integration | Considerations |
|---|---|
Get Company Vehicle Assignments
Put Company Vehicle Assignment | Use these web services to mass load and retrieve details of workers' vehicle assignments. |
Get Company Vehicles
Put Company Vehicle | Use these web services to mass load and retrieve details of your company vehicles. |
Get Vehicle Makes
Get Vehicle Models Put Vehicle Make Put Vehicle Model | Use these web services to mass load and retrieve basic details of vehicle manufacturers and models. Example: All vehicle types available from your leasing company. |
HMRC Real Time Information
| You can use this web service to send an FPS file to the HMRC RTI site. |
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.