FAQs for Personal Vehicles Enrolled in the Wheels Reimbursement Program

General Information

Who do I contact in an emergency situation?

Wheels offers emergency roadside assistance nationwide, 24 hours a day, 365 days a year available by contacting the toll free number located on your DriverTools home page. Emergency roadside assistance coverage includes towing, jump starts, repairing flat tires, providing fuel, lockout service, and other breakdown recovery work including collision related issues.

Please note: In an emergency situation if there are injuries or you do not feel you are in a safe location, please first dial 911 immediately. Once you are safe, please call us for assistance with your vehicle.

What are Wheels hours of operation for general inquiries?

Wheels is available to assist you with all your non-emergency inquiries Monday through Friday, 7am-7pm (CST), by calling the toll free number located on your DriverTools home page. Maintenance assistance is available 24 hours a day, 365 days a year.

English is not my first language, can you assist me in French or Spanish?

Yes, Wheels has associates fluent in both French and Spanish to assist you.

Maintaining My Vehicle

What is the MAP Passport?

The Maintenance Assistance Program (MAP) Passport is a guide for both you and the maintenance shop outlining the recommended maintenance at specified mileage intervals. It is important to follow the intervals indicated on the MAP Passport so that your vehicle is properly maintained and ensures compliance with manufacturer warranties and maintenance guidelines. The MAP Passport is simple and convenient to use -please keep it in your glove compartment for easy access.

Who do I call if I have a question regarding maintenance?

Wheels maintenance associates are available to answer your questions 24 hours a day, 365 days a year by calling the toll free number located on your DriverTools homepage.

What happens if I lose my MAP Passport?

If you need a replacement MAP Passport, contact Wheels by calling the toll free number located on your DriverTools home page.

Where do I go to get maintenance work done and what facilities are included in the maintenance network?

The Wheels Maintenance Assistance Program (MAP) Advantage Network is an extensive nationwide system of repair facilities. Our Network consists of national service chains, dealerships and independent repair facilities. Participating national service chains are listed on the MAP Passport under Service Suppliers for your reference. These facilities provide consistently fast and high quality service, minimizing your time spent on maintenance. If you are having difficulty locating a nearby network shop, contact Wheels by calling the toll free number listed on your DriverTools home page.

What if I use a non-network facility?

If you take your vehicle to a facility that is not included in the Maintenance Assistance Program (MAP) Advantage network, your company may incur additional fees for the repairs. Our maintenance network provides very broad coverage throughout the country by including thousands of independent shops for your convenience. However, in the unlikely event that there is no network shop available to you within five miles, a non-network shop may be used at no additional cost.

What happens if I need a rental?

Wheels will arrange for a rental vehicle per your company policy if your vehicle is down for an extended period of time.

How do I pay for completed maintenance work?

You do not have to pay for maintenance work, the repair facility bills Wheels directly.

How am I notified when my vehicle is ready to be picked up from a repair facility?

It is the responsibility of the repair facility to contact you to advise that repairs are completed and the vehicle is ready.

What happens if I am not satisfied with the service that was done on my vehicle?

If you are unhappy with the service you received on your vehicle, contact Wheels by calling the toll free number located on your DriverTools homepage. Our expert service team will ensure that any problems are promptly resolved.

Reporting My Mileage

Your company has provided you with a leased vehicle to be used for business purposes. The Internal Revenue Service (IRS)/Canada Revenue Agency (CRA) views the business use of a vehicle as a business expense of your employer. They also view the personal use of the vehicle as a taxable fringe benefit to you. Each year your company must determine the taxable personal use value of the leased vehicle provided to you. Your company has elected to use the Wheels Mileage Certification Program as the means for collecting your information and calculating your fringe benefit amount. The information below addresses common questions you may have regarding personal use, the Wheels Mileage Certification Program and your responsibility in this area. The questions are divided into the following categories:

• Calculation of personal use benefit
• Driver responsibilities
• Reporting procedures
• FAQ’s

Calculation of Personal Use Benefit

What is personal use?

Personal use is the use of a company-provided vehicle for non-business purposes. The following are examples of personal use:

• Weekend driving unrelated to business
• Vacation driving
• Commute mileage
• Midday drive away from office: solely or primarily for personal reasons (e.g., for personal banking, personal mail, medical appointments, lunch, etc.)
• Loan of a car to authorized family member(s) for use unrelated to company business

The IRS/CRA considers this use as a taxable fringe benefit from your employer to you.

What is commuting mileage?

The IRS/CRA considers the miles/kilometers you drive from home to the office as commuting mileage. This mileage is viewed as personal mileage. Special rules apply if you have a home office; other rules apply if you have neither a home office nor an office in your geographic area.

For additional information please visit the IRS and/or CRA websites.

How is my taxable benefit calculated?

United States – Wheels offers two calculations for your employer to choose from, Annual Lease Value or Cents Per Mile.

The ALV calculation is:

ALV x Personal Use Percentage + Fuel Benefit – Employee Contribution = Taxable Benefit

ALV: The Annual Lease Value is based on what the IRS has determined as an average cost to lease a vehicle. This cost is based on the price of the vehicle related to an IRS table. For example, a vehicle with a cost of $18,000 will have an Annual Lease Value of $5,100 for the year. The IRS Annual Lease Value table is available here.

Personal Use Percentage: Each year your company will ask you to report the amount of personal and business miles you have driven in the company vehicle. Personal use percentage is determined by dividing personal miles by the total miles. For example, you drove 20,000 miles during the year; of which 5,000 were personal your total personal use percentage would be 25%.

Fuel Benefit: If your company pays for the gasoline you purchase, the IRS requires that the fuel used for personal use is also considered a taxable benefit. This is often calculated as $0.055 per personal miles driven.  For example, if you drove 5,000 personal miles the gasoline charge would be $275.00.  This amount is added to the calculated Annual Lease Value.

Employee Contribution: If your company charges a personal use fee, your taxable benefit will be reduced by the total amount you contributed for the year. For example, your company could charge a flat rate of $100 per month for the use of the vehicle. That would give a total contribution amount of $1,200 for the year. The total contribution is deducted from the actual taxable benefit which gives you the final Taxable Benefit amount. 

*The deduction only occurs as long as a driver is assigned a company vehicle. If that time period is less than the entire year it will be accurately reflected in the contribution amount.

The Cents Per Mile calculation is:

Cents Per Mile Rate X Personal Miles – Employee Contribution = Taxable Benefit

Cents Per Mile is one of the IRS approved methods for calculating taxable benefit on company provided leased vehicles. If an employer chooses this method, per the IRS regulations the employee should follow the same method. The eligibility for being on Cents Per Mile will be based on the total mileage of all drivers assigned to a vehicle during the Tax Year. Below are the requirements that must be met by the Vehicle to qualify for the Cent Per Mile calculation.

• The vehicle purchase price must be lower than the IRS Published Vehicle Purchase limit. (IRS Publication 15-B)
• The Vehicle must be driven at least the number of miles determined by the IRS Mileage test each year OR have at least 50% business use total miles per year (If multiple drivers were assigned to the vehicle, qualifications will be based on the total mileage of all assigned drivers)
• Once CPM is selected for a vehicle it must stay on CPM for the life of the vehicle. When the vehicle fails to qualify for Cents Per Mile in a given Tax Year, it will be calculated at ALV for that Tax Year and every Tax Year going forward.

Cents Per Mile Rate: This is a cents per personal mile rate published yearly by the IRS.

Personal Miles: Personal miles are the miles driven in a company-provided vehicle for non-business purposes. The following are examples of personal miles:

• Weekend driving unrelated to business
• Vacation driving
• Commute mileage
• Midday drive away from office: solely or primarily for personal reasons (e.g., for personal banking, personal mail, medical appointments, lunch, etc.)
• Loan of a car to authorized family member(s) for use unrelated to company business

Employee Contribution: If your company charges a personal use fee, your taxable benefit will be reduced by the total amount you contributed for the year. For example, your company could charge a flat rate of $100 per month for the use of the vehicle. That would give a total contribution amount of $1,200 for the year. The total contribution is deducted from the actual taxable benefit which gives you the final Taxable Benefit amount.

Canada – The CRA allows one method to determine the value of taxable benefit:

Final Standby Charge + Operating Costs – Employee Contribution = Taxable Benefit

Final Standby Charge: Final Standby Charge: 2/3 of the average annual rent of the vehicle including tax. For example, if your Average Annual Rent including tax is $800 the Final Standby Charge will be $532.80.

• The Standby Charge will reduce if the business kilometers are greater than 50% of the total kilometers and the personal kilometers are under 20,004 annually. This amount will be reduced based on the amount of personal kilometers driven.

Operating Costs

If business kilometers are greater than 50% of the total kilometers: The driver may elect to have the operating cost calculated as 1/2 of the standby charge or CRA cents per personal kilometer rate.

For the purposes of this example, we are using a rate of 28 cents per personal kilometer.

For example, if your total personal kilometers were 5,000 and made up 52% of the total kilometers you could elect to have your Operating Cost calculated as one of the following:

• 1/2 of the Standby Charge:  $532.80 / 2 = $266.40
• $0.28 per personal kilometer:  5,000 kilometers x $0.28 = $1,400.00

If business kilometers are equal to or less than 50% of the total kilometers, the operating cost is calculated as $0.28 per personal kilometer.

For example – Your total personal kilometers were still 5,000 but that only made up 49% of the total kilometers driven than your Operating cost would be $312.50.

*Please note – In order to receive the Optional Operating Cost calculation, you must elect (prior to year-end kilometer certification) and be eligible. Otherwise, the standard cents per kilometer method is used. Please note: The rate is subject to change year over year per the CRA.

Employee Contribution: If your company charges a personal use fee, your taxable benefit will be reduced by the total amount you contributed for the year.  For example, your company could charge a flat rate of $50  per month for the use of the vehicle. That would give a total contribution amount of $600 for the year. The total contribution is deducted from the actual taxable benefit which gives you the final Taxable Benefit amount. 

What if I don’t have the vehicle for the full year?

Your company is required to prorate the Annual Lease Value/Standby Charge value for the amount of time the vehicle was assigned to you.

Driver Responsibilities

What is my role in the process?

As a driver of a company vehicle you are required to keep track of your business expenses and personal use of your leased vehicle. It is recommended that you maintain mileage logs to record business/personal mileage; this may be paper-based or electronic. Each year you will be asked to certify your business and personal mileage. If you reside in the province of Quebec, you are required to keep a log and submit it to your company.

What information should expense logs contain?

The level of detail required to establish the level of business use may vary depending on the circumstances. Your company may have specific requirements in this area. For example a mileage log may include: Date, Destination, Purpose of Trip, Beginning Odometer, Ending Odometer, Business Mileage, and Personal Mileage.

What happens if I do not keep records or log and certify my mileage?

If you do not have records to support the amount of business/personal mileage driven and are not certifying you mileage via our system, your company is required to consider that you have used the vehicle 100% for personal purposes.

How will this affect my wages?

There are different ways your employer can elect to charge non-compliant drivers. Many clients consider the full fringe benefit value of the vehicle as personal for drivers who fail to report, as well as assess a personal mileage penalty per day to assess the benefit of company-provided fuel. Please check your fleet policy to determine your company’s treatment.

How will this affect my taxes?

The amount of your taxable benefit is added to your wages, which will impact your final taxes due. Please consult your tax advisor for more detail regarding how this affects you.

For what period do I need to maintain records?

Your company requires that you report personal and business mileage for a specified period (monthly, quarterly or annually). The period is chosen by your company and is indicated on the notifications you receive from Wheels. It is necessary that you maintain records to support reporting data for the period chosen by your company.

What does “Days in Vehicle” mean?

Days in Vehicle refers to the number of days within the reporting period the vehicle was assigned to you and you had possession of the vehicle. Do not subtract days due to vacation or business travel as you were still assigned to the vehicle in the eyes of the IRS/CRA. You may click on the calculator icon to bring up a pop-up window to assist you in calculating Days in Vehicle by entering Begin Date and End Date.

What does “Not in vehicle for this logging period mean?”

If you were not assigned the selected vehicle nor had possession of the vehicle for the specific logging period you are requested to report mileage for, check this box.

My company already charges me for personal use, why again?

Some companies charge employees a set amount each pay period for the personal use of a company vehicle. If your company does this, it still must determine the actual value of the personal use of the vehicle. This reconciliation process is required by the IRS/CRA. Employees are typically charged for the difference between actual personal use after any employee contributions.

The other company I worked for did not require all this data.

Over the years the IRS/CRA has intensified its effort to tax employer-provided fringe benefits. Personal use of company vehicles is a fringe benefit that must be handled correctly. Your company is protecting your interests as well as theirs.

Reporting Procedures

Why do I report this information to Wheels?

Wheels provides your company a valuable service known as Mileage Certification. This service obtains drivers’ personal use data that is certified, answers your questions, and provides your company with the necessary reports to handle the payroll reporting process.

Wheels has my mileage records. Why do I need to report them again?

While Wheels may have some mileage records, it is important for you to report and certify your personal and business mileage in order to comply with IRS/CRA regulations. By certifying, you are stating that your reported mileage is accurate to the best of your knowledge and you have supporting documentation.

The notification I received from Wheels has a cutoff date on it. What happens if I do not take action by the cutoff date?

Your company requires time to adequately process your personal use data into your final year-end payroll check or W-2/T-4 wages. It is very important to meet reporting dates. Reporting dates were set by your company to meet timing requirements for processing year-end payroll data. Failure to report by the cutoff date may result in your company calculating 100% of the vehicle’s mileage as personal use.

How do I know if the mileage information I report has been received by Wheels?

Wheels provides you with two methods for reporting your information; DriverView Internet tool and a toll-free automated telephone number. After you have certified your mileage, you will be able to view the data via DriverView.  Any changes made to the data will be instantaneous and viewable right away.

What if I mistakenly report the wrong information?

After initially reporting your required information, you will have the ability to change your entry anytime up to the reporting period deadline. After the reporting period deadline, you will not be able to make any further changes.

FAQ’s

Why is my taxable benefit different from previous years?

Below are the most common reasons for having different taxable benefit amounts:

• Value of your new vehicle is more or less than prior vehicle
• A value change in your vehicle will affect the ALV or Final Standby Charge which could increase or decrease your final taxable benefit.  
• Higher Personal miles or kilometers
• For Example, in previous years you could have driven roughly 5,000 personal miles and this year you drove upwards of 10,000 miles. An increase in personal mileage could affect your Personal Use Percentage or for Canada- your Operating Costs. 
• Higher percentage of personal miles or kilometers compared to the total mileage
• If in previous years you drove 5,000 personal miles and your overall miles were 10,000 you would stay consistent.  If this year you drove 5,000 personal miles but your overall miles were only 7,000 your personal use percentage or for Canada- your operating cost would increase from 50% to 71% which could increase your overall taxable benefit.

I left the company, but I’m continuing to receive reminders to report my mileage.

• If you are still receiving reminders to report mileage it is because there are month(s) when the vehicle was still assigned to you, but mileage has not been reported.  Please login to DriverView and report your mileage for that month(s).
• If you login to DriverView and there are month(s) listed that need to be reported for, but you were not in the vehicle at that time then please select the “not in vehicle” check box.

What if I don’t have the vehicle for the full year?

Your company is required to prorate the Annual Lease Value/Standby Charge value for the amount of time the vehicle was assigned to you.

How is the cost of my vehicle calculated?

The cost of your vehicle is calculated by using the fair market value (FMV) in an arm’s-length transaction.

Managing a Collision

What do I do if I get into an accident?

In an emergency situation if there are injuries or you do not feel you are in a safe location, please first dial 911 immediately. Once you are safe, call Wheels at the toll free number located on your DriverTools home page. A Wheels representative will assist you as to next steps based on your company’s policy.

How do I know when the repair is done?

If the collision process was handled by Wheels, the repair shop is instructed to contact you upon completion of the work. They will provide you with an estimated completion date; you may wish to contact them if they do not call you on that day.

If there is still something wrong with the vehicle when I pick it up what should I do?

If the collision process was handled by Wheels, you can contact Wheels via the toll free number located on your DriverTools home page and our expert service team will ensure that any problems are promptly resolved.

How do I pay for work done?

If the collision process was handled by Wheels, the repair facility bills Wheels directly.

Ordering My Vehicle

How will I be notified when it’s time to order a new vehicle?

When it is time for you to order your new vehicle, you will receive a communication from Wheels which will include ordering instructions and time frame.

How can I find out the status of my new vehicle?

You can check the status of your new vehicle by selecting “Order Status” on your DriverTools home page.

How will I be notified when my new vehicle is ready to be picked up?

Prior to the vehicle being ready for pick up, you will receive a communication from Wheels. It will include the Dealers name and contact information, instructions regarding your old vehicle, registration (if applicable) and how to complete the delivery confirmation process. The Dealer will contact you when your vehicle is ready for pick up.

Managing My Fuel

Why do I need to enter my odometer reading every time I purchase fuel?

Entering your odometer reading each time you fuel up allows your fleet office to have visibility to important mileage data which is essential for tracking when you are due to order a new vehicle.

Why am I prompted for a Driver ID? (US fuel cards only)

For security purposes, the Driver ID is your unique personal identification number (PIN) that confirms you as the authorized user of the fuel card. It allows Wheels to track activity to help avoid fraudulent use of the card. Please keep your PIN in a secure place separate from your fuel card.

Who do I call if I need assistance with my fuel card?

Wheels Fuel Management customer service is available Monday through Friday, 7:30am – 5pm (CST), by contacting the toll free number located on your DriverTools home page.

Please note: Representatives are available after hours to assist in canceling lost or stolen fuel cards

What should I do if my fuel card is lost or stolen?

Contact Wheels at the toll free number located on your DriverTools home page and a representative will cancel your card immediately.

What happens if I switch to driving a different vehicle, do I use the same fuel card?

Fuel cards are vehicle specific. If you transfer to a different vehicle, you will receive a new fuel card for this vehicle.

Managing My Tolls

Can I also register my personal transponder for my company vehicle to cover personal use?

A vehicle can only be registered to one transponder and that should be the transponder provided to you under the Wheels Toll Management program.

Driving Outside the U.S.

I’m going to Mexico/Canada on business/vacation; can I take my work vehicle?

Please contact Wheels at the toll free number located on your DriverTools home page and an associate will advise you based on your company’s policy.

Where do I place the authorization to drive certificate?

You must keep the authorization to drive in the vehicle at all times- please place in the glove compartment for safe keeping.

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FAQs for Personal Vehicles Enrolled in the Wheels Reimbursement Program

Enrolling in the Reimbursement Program

I made a mistake with the information I provided during enrollment. How do I change it?

You can change the vehicle you enrolled by logging into Driver Tools and selecting “Add New Vehicle” in the “Vehicle Information” section on the My Profile page. If you want to change the insurance information for the vehicle you already entered, go to the same My Profile page, and click “Insurance Information” in the left-hand navigation. Here you can update any of the existing information you provided directly on the page. Please note that you may be required to provide a copy of your updated insurance information after you update your information.

My personal information or company information is incorrect. How do I change it?

This information is provided by your employer. If the information is incorrect, please contact your organization’s HR or fleet department and inform them that the information sent to Wheels is incorrect. Wheels publishes the most recent information we received on file from your company.

Can I use any vehicle I want?

No, only certain vehicles qualify for the Wheels Reimbursement Program. Your organization’s Reimbursement or fleet policy outlines the requirements to enroll a vehicle. The vehicle cannot exceed a certain number of years in order to be approved for the Wheels MAP program.

What happens if I buy a new vehicle mid-year?

You can switch to a different vehicle once a year after the annual enrollment period. After you purchase a new vehicle, click the “Add New Vehicle” link on the Reimbursement Overview page or the “Vehicle Information” section of the My Profile page in Driver Tools. From there, you will enroll your vehicle by providing vehicle and insurance information.

During my enrollment, I clicked “NEXT” on the page, but nothing happened. What happened?

There is a chance that your browser session may have timed out, but you were not redirected to the Driver Tools login page. Please close open browser windows. After all browser windows are closed, please log back in to Driver Tools and begin the enrollment process again. Much of the information you already provided will likely be saved on the screen for you. If not, then your browser timed out, and you will need to re-enter the information.

General Information About the Wheels Reimbursement Program

Can I use more than one vehicle in this program?

No, only one vehicle can be active for a driver at any given time. You can only switch vehicles once per year.

How do I switch vehicles?

You can switch vehicles by clicking “Add New Vehicle” from Driver Tools on the Reimbursement Overview page or by clicking the “My Profile” section in Driver Tools.

I’m getting a new car. How will my reimbursement amount change?

It will not change. Your reimbursement rates are based upon the costs of managing the program vehicle in your geographic area, not your personal vehicle. To be approved for the program, your vehicle must qualify by not stretching beyond the maximum number of years for vehicles to be allowed on the program and also meet any special requirements as indicated in your organization’s policy. It is always best to consult your policy if you have any questions about whether your vehicle will be approved or not.

How do I report my mileage?

You will upload your business trips via the Wheels Trip Log. Click “Trip Log” on the Driver Tools home page, and upload a spreadsheet that includes all of your business trips.

Can you help me with a down payment for my car?

No, Wheels cannot assist with the down payment for your car.

Why can’t I keep my old car on the program? It’s running great and looks good. Can I get an exception?

Your organization has set the maximum age on vehicles to qualify for the program and be approved for MAP based upon a variety of factors. Your organization may allow an older on vehicle on the program, but it will not be eligible for MAP. If you have any questions about your vehicle’s qualifications, please contact your company’s program administrator.

I moved and want to update my address. How do I do this?

Contact your company’s program administrator and inform him or her of your address change. He or she will then provide this information to Wheels.

My driving territory has changed. How do I update this so my reimbursement changes?

Contact your company’s program administrator and inform him or her of your address change. He or she will then provide this information to Wheels.

I’m paying more for gas than what you are reimbursing me. How do I receive the rest of my reimbursement?

The fuel c/mile reimbursement is based upon the miles-per-gallon value of the program vehicle and the average fuel prices in your geographic area. There is a chance that your specific fuel station could be slightly above or slightly below this average. To find the lowest fuel price, consider using a website like www.gasbuddy.com .

My vehicle requires premium fuel. It seems like you are only reimbursing me on regular fuel rates. How do I receive the rest of my reimbursement?

Your c/mile reimbursement is based upon the fuel grade required by the program vehicle. You will not be reimbursed for any difference in price between the fuel grade your vehicle requires versus the program vehicle, since the program vehicle is the benchmark for the entire organization. You are being reimbursed as if you were driving the program vehicle (your company’s standard lease vehicle).

How do you come up with insurance rates?

Your c/mile insurance reimbursement is based upon the insurance premium of the program vehicle in your geographic area. This premium is then calculated into a c/mile based upon a reasonable number of business miles driven by business drivers (approximately 16,000 business miles per year).

Can you help me get insurance?

Wheels cannot provide any insurance quotes or services to drivers at this time.

Where does Wheels come up with reimbursement rate?

All of the c/mile calculations are based upon your company’s program vehicle for your role. A c/mile rate is then calculated based upon the average fuel prices in your area, insurance rates in your zip code, personal property tax (if applicable) in your zip code, the registration costs of the program vehicle, and depreciation of the vehicle. The intention of the program is to reimburse you as if you were driving a company vehicle.

Why didn’t I receive any reimbursement this month?

You may not have received a reimbursement this month for these reasons:

• Because the Wheels Reimbursment Program is a c/mile based reimbursement, you will not receive any reimbursement until you upload your business trips.
• Your insurance may have expired, and your employer suspended your payments.
• Your employer may have suspended your payments for other reasons.

Why has my reimbursement changed?

You reimbursement is directly tied to your miles entered. It will change every month. The c/mile rate at which you are reimbursed also changes based upon fuel prices, insurance prices, and registration rates in your specific area.

I forgot to log in my mileage. How do I get paid now?

You are required to upload your trips by the monthly deadline set by your organization. If you missed the cut-off, you can enter the miles as a part of next month’s entry.

My vehicle was in an accident. What should I do?

First make sure you’re in a safe area, and if not call 911. Your personal vehicle insurance should be used for all collision repairs.

Why is my colleague getting paid more than I am getting paid?

Your colleague could be driving more miles. Your colleague could also be living in an area where the cost of fuel, insurance, and registration rates are higher than the costs where you live.

How do I get reimbursed more since I am in a snow area?

Your organization may have added you to program level that includes a vehicle that accounts for the cost of maintaining a vehicle that is required for driving in the snow. Check with your program administrator as your organization may handle this differently.

My annual fees for registration and city municipality doesn’t appear to be covered by this program. How do I get reimbursed for that?

Included your c/mile reimbursement rate is a specific category for registration and personal property tax if you live in an area that requires personal property tax for vehicles. You can see this breakdown on your monthly statement. Please consult with your program administrator for additional municipality fees that you may have incurred and whether or not those are reimbursed through means outside of the Wheels program.

Should I log my rental miles as business miles?

Yes, rental miles should be logged as business miles.

I prefer a lease vehicle since it seems like I will be reimbursed for less on this program. How do I How do I receive a leased vehicle?

Your organization may offer choice between a company vehicle and a reimbursement for operating your personal vehicle. If so, then you can likely choose a lease vehicle next year during the annual enrollment process, or your program administer may choose to enroll you in a company vehicle now. Please consult with your program administrator. If you are in a lease vehicle and want to choose reimbursement, you will need to wait until the normal cycle for your lease vehicle.

Is there a cap on the number of miles I can enter each month? What about each year?

There is no cap on how many business miles you can be reimbursed for in the Wheels Reimbursement Program. Your program administrator approves all trips you submit.

What is a Program Period?

A program period is a 12-month cycle in which your reimbursement is managed. At the beginning of each program period, you will be required to re-enroll your vehicle in the Wheels Reimbursement Program. At that time, you may notice a change in your c/mile rate based upon the program level chosen by your organization.

I used to receive a higher reimbursement rate, but now it’s not enough. Aren’t I entitled to the standard IRS rate usually around 56 or 57 cents per mile?

The IRS standard deduction rate is the maximum rate you can deduct on your income taxes. Your organization may choose to reimburse you at a different rate. Please check with your program administrator or a qualified tax professional if you have any questions about how your reimbursement relates to your personal tax situation.

What is a program level?

A program level a concept used to create reimbursement rates for drivers. Most organizations have multiple program levels which correlate to different organization areas or roles inside the organization. Your organization and Wheels then selects a benchmark vehicle for each program level that is used to help calculate the appropriate depreciation, fuel rates, registration, personal property tax (where applicable), and insurance rate for a driver as if you were driving the program level vehicle in their specific geographic area. This way, across the country, drivers in the same program level are reimbursed as if they are driving the same vehicle, but their rates will differ since these differ across the country.

What is a program period?

program period is a one-year period set by your organization. It may be different than the calendar year. The concept of a program period helps keep reimbursement rates fair, because your organization may choose a different benchmark vehicle each program year. A new benchmark vehicle in the program level will likely equate to different reimbursement rates for all participants in the program. At the beginning of each program year, you are required to re-enroll their personal vehicle to ensure that it still qualifies for the program.

Can I enter my miles once a quarter, twice a year, or at the end of the year?

No. Your organization’s policy requires you to upload trips on a monthly basis, and you will not be reimbursed unless you enter business miles. Your future reimbursements may be at risk if you do not enter miles monthly. If your vehicle qualifies for MAP, your access to the program is at risk if you do not enter miles monthly.

My reimbursement rate is different this month. Why?

Your reimbursement rate is recalibrated every month based upon the fuel, insurance, registration, and personal property tax (where applicable) in your zip code. As the prices of these items change, your reimbursement rate will also change.

I usually just enter my miles once a month. Do I need to keep a log of all my trips?

In order to receive reimbursements for business expenses related to your vehicle, the IRS requires you to keep a log of all your business trips. A spreadsheet to assist you in keeping this log is available for download inside the Wheels Driver Tools.

I accidentally forgot to enter miles this month. What should I do?

Log in to the Driver Tools at www.wheels.com and click “Trip Log” in the middle of the screen. If you haven’t already done so, download the spreadsheet, and enter the trips for your prior months on the spreadsheet. Submit the spreadsheet, and the miles you drove in prior months will be reimbursed in the next regular reimbursement cycles once they are approved by your organization.

When is the cut-off date for entering miles?

The cut-off date for entering miles can be found on the Reimbursement Overview in Driver Tools.

When will I receive my reimbursement payment this month?

Please contact your program administrator regarding the timing of your reimbursement, as your organization may customize your payment periods.

The payment amount I received from my organization is different than the statement viewable in Driver Tools.

Please contact your program administrator who will research why there may be a discrepancy in your statement amount at the amount you actually received.

I forgot to update my insurance information at Wheels, and my insurance is expired. What should I do?

Depending on your organization’s policy, it is possible that your organization may stop your reimbursements if your insurance is not compliant. To become compliant, after obtaining an insurance policy that meets the reimbursement requirements, log in to Driver Tools at Wheels.com and click My Profile. Then navigate to the “Insurance Information” section, and enter your updated insurance information into your profile. Don’t forget to click “SAVE CHANGES.” After updating your information in the system, you will be required to submit proof of insurance by uploading directly to the system, emailing to [email protected], or faxing to 847.627.8523.

How long will it take between when I submit my mileage and when I actually receive my reimbursement?

This varies by organization. Please check with your program administrator.

Do my miles need to be approved every month?

Your miles must be reviewed and approved every month by your program administrator in order for you to receive your reimbursement. If you have any questions about your mileage entry, please consult your program manager.

If I log my miles sooner, will I get reimbursed sooner or does it not matter?

Reimbursements are always handled on a monthly basis. Logging miles earlier in the month does not expedite your reimbursement payment. On the contrary, if you miss the cut-off for entering miles, you will miss that month’s reimbursement payment, and you will need to enter your miles prior to the next monthly cut-off date.

Is there a formula of c/mile I can use to pre-calculate my expected reimbursement amount each month?

Your estimated c/mile rate can be viewed by accessing the Driver Tools at Wheels.com. After logging in, click the “Reimbursement” link in the top menu, and click “Plan Details” in the secondary menu. There you can see what your estimated reimbursement rate will be.

Will my reimbursement rate vary month-to-month, or will it be the same?

Your reimbursement cents-per-mile rate will change every month as the prices of fuel, insurance and registration change in your local area.

Proof of Insurance in the Reimbursement Program

My insurance currently does not meet the program requirements. What are my options?

Your options depend on your organization’s Reimbursement policy. You will need to change your insurance policy so that it meets the program requirements. This usually involves either increasing your coverage amounts or lowering your deductibles. Please note that most organizations will stop reimbursement payments until you are compliant with your vehicle insurance, although some organizations allow a short grace period where you can still receive reimbursements while you go through the process of obtaining compliant insurance. Be sure to check your organization’s policy as it pertains to insurance qualifications.

What are insurance declarations?

Insurance declarations are commonly viewable on the insurance policy documents provided by your insurance company. The declarations page lists the amount of insurance coverage your policy provides in a number of different types of insurance coverage. It also lists the policy’s deductible amounts for different types of incidents. If you do not have this document, please contact your insurance company.

How can I send you my insurance declarations page?

You have a few different options for sending Wheels copies of the insurance declarations pages:

• You can log in to Driver Tools and upload directly to the “Insurance Information” section of the My Profile page. If you log in from a mobile device, you can take a picture of the page directly from your phone, and attach it directly from your mobile device.
• You can email to [email protected].
• You can fax it to 847.627.8523.

My insurance expires next month, but I am registering now. Can I use my new insurance?

No, you need to register with your current insurance. You will need to re-register with your new insurance once your insurance expires.

Using the Maintenance Assistance Program (MAP) in the Reimbursement Program

What type of maintenance can I receive with MAP?

The following maintenance is available for your personal vehicle approved for the Wheels Reimbursement Program including MAP:

• Mechanical and electrical repairs or replacements, including associated parts and labor due to normal wear and tear; performed by a Wheels / MAP network vendor.
• All manufacturers recommended servicing at recommended intervals such as:
• Lube oil and filter changes (synthetic oil only when required by manufacturer)
• Transmission / Transaxle servicing
• Coolant servicing
• Differential Servicing
• Spark Plugs, Timing belts
• Tire Rotations, Alignments
• Normal wear and tear items such as:
• Brakes, Batteries
• Water pumps, Bulbs
• Exhaust, Clutch, Shocks
• Wiper blades
• 1 set tires Original Equipment Manufacturer equivalent replacements including valve and balance (tires need to be worn down to 4/32″ tread or less)
• Tire repairs are covered under normal wear & tear events
• Major failures including, electrical, transmission, engine, drivetrain, electrical, brakes, suspension, cooling, and emission systems

What is not included in MAP?

• Repairs due to accident damage. Includes anything otherwise covered by your insurance (example, towing from collision events)
• Manufacturer warranty-covered repairs
• Repairs or replacements due to driver error or driver induced faults (lack of proper maintenance)
• Tire and Wheel damage (example – potholes resulting in rim damage)- these are collision incidents, not wear & tear
• Paint
• Upholstery and carpet
• Missing or Broken items e.g. Bent Aerials, Missing Hub Caps, Vandalized and Stolen components
• Damaged windshields and/or glass replacement
• Vehicle damage due to wrong fuel type or contaminated fuel
• Car washes or details
• Snow tires
• Rentals
• Battery replacement for alternative energy vehicles
• Payment for warranty work for failed or financially distressed manufacturers
• Any aftermarket accessories or equipment purchased and installed after the vehicle purchase date. These include but are not limited to: anti-theft systems, radar detectors, CB radios, audio/visual equipment, cruise control, sun roof, solar-powered devices, telephones, lift kits, TV/VCR/DVD, and related components and appliances
• Acts of God, rodent damage, flood damage, hail damage
• Maintenance done earlier than 1,000 miles before the scheduled mileage interval
• Any work done outside of the Wheels MAP network, without prior authorization from Wheels

If my car breaks down, will MAP cover the costs to repair it?

Repairs from collisions, driver error, or improper maintenance will not be covered. Otherwise, most repairs are included. See above for full list.

If my car breaks down, will Wheels provide me a tow?

Yes, Wheels will tow your vehicle to a convenient shop in our approved network of service providers.

If my car breaks down, will Wheels provide me a rental car?

No, Wheels will not provide a rental car.

My car was in an accident. Can I use MAP to get it fixed?

No, your personal insurance must be used for any and all collision repairs.

I don’t use the MAP program because I have a warranty for my new vehicle. Can I opt out and choose a cent-per-mile reimbursement for maintenance?

No, your organization has selected Wheels as a partner to help manage its vehicle reimbursement program. A part of that program includes MAP, and therefore, you cannot opt for a c/mile maintenance allocation. If you have any further questions about this, please consult your program manager.

My MAP repair was not completed correctly. What should I do?

Please call Wheels, and we will ensure that the repair is completed correctly.

My vehicle used to be on MAP, but for some reason it’s not on the service anymore. What happened? Why isn’t my vehicle on MAP anymore?

Certain vehicle and driving requirements must be met in order to be approved for the MAP program. The vehicle cannot be older that a certain number of years set by your organization, the business miles driven on the program must contribute to at least 50% of the overall miles on the vehicle, and the vehicle must be driven for at least 5,000 business miles per year. If any of these qualifications are not met, you may be taken off the MAP program.

I was recently on sabbatical. Can I still use MAP?

You are required to inform your organization and Wheels if you will be on vacation or sabbatical for longer than one month. During this period, you will be taken off the Wheels Reimbursement Program. Once you return to your organization, please inform Wheels so you can be placed back on the Reimbursement program.

I forgot to upload my trips last month. Am I still on MAP? What if I wait a number of months to upload my trips?

To stay compliant on the Wheels Reimbursement Program, you are required to upload your business trips on a monthly basis. If you don’t drive any business miles in a month, you are still required to upload a “zero miles” submission for the month. If you do not upload trips by the monthly cut-off set by your organization, you may be removed from the Reimbursement program. 

If you miss the monthly cut-off for uploading your business trips, and then you wait a number of months to upload the trips for the missed month, you not only may be removed from the Reimbursement program, but you may also have to pay your organization for your access to MAP.

For business trips driven during January through September, you may have to pay for MAP if you do not upload your business trips by the end of the calendar quarter that occurs after the calendar quarter of the missed month. For example, for a business trip that is driven in February but not uploaded by the monthly March cut-off date, you have until the end of June to upload the business trip, or else you may have to pay for your access to MAP. The number of business miles you drive also contributes to whether you have to pay for your access to MAP or not.

For the fourth calendar quarter (months October through December), you are required to upload trips before January 8 or run the risk of paying for your access to MAP. Like the other quarters, the number of business miles you drive also contributes to whether you have to pay for your access to MAP or not.

If you are required to pay for your access to MAP, you have one week after the quarterly cut-off to pay your organization for your access to MAP. The payment method is determined by your organization, and the payment amount varies based upon the amount of business miles you drive for the year to date. Please consult your organization’s program manager if you have further questions about the consequences of not uploading your business trips. 

To remain compliant in the program, simply upload your business trips on a monthly basis.

Can Wheels provide me a rental car?

No, Wheels cannot provide you a rental car.

Can Wheels provide me roadside assistance?

Yes, Wheels can provide roadside assistance.