Employer calculator
Grey fleet cost calculator
Review how employee car benefits, company cars, salary sacrifice, grey fleet, and business mileage are governed across your organisation.
What we mean by “grey fleet”
Grey fleet is the catch-all term for employees using their own cars for business travel. The visible cost is mileage reimbursement; the hidden cost is duty-of-care exposure, insurance gaps, and carbon reporting impact in Scope 3.
This calculator gives a guidance-grade view of annual spend and tailpipe CO₂, and shows what happens when some of those miles move to employer-provided electric cars via salary sacrifice.
Inputs
Use your best estimate. Defaults align to common UK policy.
Typical HMRC approved rate is £0.45 per mile for the first 10,000 miles.
A simple uplift to reflect insurance checks, compliance processes, incident risk, and admin overheads.
Use your own data if you have it; this is a typical ICE average.
Current grey-fleet spend
Mileage reimbursement plus a simple uplift.
Miles displaced by EV salary sacrifice
Assumes displaced miles become tailpipe-zero.
This doesn’t include productivity gains, reduced incidents, or employer NIC savings on the benefit.
Tailpipe CO₂ impact (Scope 3 commuting and business travel)
Guidance-grade; your reporting may use different factors.
What counts as “cost”
Why salary sacrifice helps
Use this in your business case
Want a tailored grey-fleet reduction plan?
If you are preparing an EV salary sacrifice roll-out, I can help you quantify grey-fleet baseline, build the carbon narrative for SECR reporting, and set up compliant duty-of-care processes.
For employers
Employee car benefit programme governance
Company cars, salary sacrifice cars, employee-owned vehicles, and mileage claims often sit across different teams and suppliers. A useful review brings the policy, payroll, benefits, risk, insurance, and employee experience together.
Fagan & Company can help employers identify gaps, clarify responsibilities, and establish proportionate controls. Vehicle information can support review triggers, but it does not by itself identify a driver, prove business mileage, verify insurance, or establish legal compliance.