Romex accurately records all business journeys. This includes the start and end times and locations and the actual distance driven, based on GPS measures taken every 5 seconds. It does this automatically and with no need for the employee to do anything, making it very easy to use.

Because it records the actual distance driven it is different not only from managing claims manually but also from almost all dedicated business mileage systems. These rely on employees keying in the Post Codes for the start and end locations for journeys and an estimate of the distance between the two locations taken from a map – e.g. Google Maps. However, these estimates can differ dramatically from the actual distance driven, including understatements, which cause considerable employee resentment, and overstatements, which cost the company money. Romex avoids these issues by precisely recording the actual distance driven.

It also records the start and end locations and automatically identifies whether they are Company, Customer, Supplier or Home sites, which helps verify the type of journey. It also identifies Unregistered Locations, which are likely to be unrelated to work and therefore, a potential exception. With employees unable to change this information Romex stops ‘phantom’ journeys being included in mileage claims.

Clearly, if manual business mileage claims and claims entered in to dedicated business mileage systems are closely audited it may be possible for a manager to spot a ‘phantom’ journey but this is by no means certain. This perpetuates the need for management to constantly audit these claims, which is a significant cost to the business. With Romex however, the need to audit is much, much lower – in particular given that the solution automatically identifies potential exceptions. It can also be used to verify additional claims for passengers as they will be shown as passenger journeys with the same start and end locations.

Romex is therefore, the most accurate, fair and simple way to manage business mileage claims. Being highly automated, it also minimises the effort involved in capturing, preparing, submitting and auditing claims both for employees and management. Most importantly, it eliminates exaggerated mileage claims, saving the company substantial amounts every month and avoiding fines and penalties from HMRC.