WFM UK | Payroll UK: BIK Module - Vehicle Management – Fourth & HotSchedules Customer Success Portal

Overview

Vehicle Management underpins the accurate processing of Car and Car Fuel Benefits by providing a single, controlled register of vehicles used across the organisation. This functionality allows employers to configure vehicles once with all information required for HMRC reporting, and then assign those vehicles to employees through the relevant benefit. Built-in validations ensure a vehicle can only be assigned to one employee at a time, preventing conflicting benefit records and reporting errors. By separating vehicle configuration from benefit assignment, the module enforces data consistency, supports compliance, and reduces the risk of incorrect or duplicate car benefit reporting.

Setting up a Vehicle
Setting up a Vehicle via Data Imports
Deleting a Vehicle Record

Setting up a Vehicle

To create a vehicle in the BIK module, go to:

BIK module > Administration > Vehicle Management
Select Add New Vehicle

**Fig.1 - Vehicle Management Page - Add New Vehicle Button**

The page will then update with the ability to add the Vehicle details.

Complete the required fields, and select Save to create the Vehicle Record

Please Note: Review the Appendix section to see details pertaining to each field available.

**Fig.2 - Vehicle Management - Completed Vehicle Details**

Once saved, the Vehicle will now be created and be visible in the list of created Vehicles. The list will detail

Type - The vehicle type, Car or Van
Registration - The official registration identifier of the vehicle
Make - The manufacturer or brand of the vehicle
Model - The specific model name or designation of the vehicle
Status - Whether this vehicle is active or inactive, determining if available to be assigned to an employee
Assignment Status - An indicator to if the Car is currently assigned or not to an employee's car benefit

**Fig.3 - Vehicle Management - Created Vehicle**

Additionally, benefiting those with many vehicles in their fleets, there are filtering options at the top of the page allowing for the filtering by Type, Status, Registration Number, Assignment Status, Make and Model.

Apply the desired filters and select Search to filter the results
To return to displaying all vehicles, select Reset

**Fig.4 - Vehicle Management Filtering**

Setting a Vehicle via Data Imports

Vehicle records can also be set up via Data Imports, allowing for the import of multiple vehicles at the same time.

To import a vehicle record, go to:

BIK > Administration > Data Imports
Select Upload Type as Vehicle Record Upload
Select Download CSV Template, and open it in Microsoft Excel

**Fig.5 - Vehicle Record Upload Selection & CSV Template**

The template will feature the column headers shown in Fig.6 and require the information highlighted in the Appendix section.

Complete the template and save it

**Fig.6 - Vehicle Record Import CSV Template**

Return to BIK > Administration > Data Imports
Select Upload Type as Vehicle Record Upload
Load in the template saved earlier, and select an If Validation Errors Occur option:
- Cancel Upload - even if just one error, the entire file will not upload and be cancelled
- Continue with Upload - all successful records in the template will load into the system and import the Vehicle Record, whilst all unsuccessful ones will not
  - If selecting this option, when importing data, be sure not to re-include successful rows
Select Upload

**Fig.7 - Uploading the Vehicle Record Import**

If successful, the page will inform the user:

**Fig.8 - Successful Vehicle Record Import**

If entirely unsuccessful, or partially successful, the page will also inform the user detailing the reasons:

**Fig.9 - Unsuccessful Vehicle Record Import**

Correct any erroneous data and reattempt the upload
- If Continue With Upload was selected, successful records will be imported. When re-completing the upload, exclude successful records
- If Cancel Upload was selected, no records will be processed, and all records, including successful ones, should be included in the re-completed upload
Return to BIK > Administration > Vehicle Management, and the imported benefit(s) will be visible:

Deleting a Vehicle Record

Important: If a vehicle has not been assigned or processed via a Car Benefit, defined as processing through a payroll, it can be deleted if required.

To delete a company benefit, go to:

BIK > Administration > Vehicle Management
Select the vehicle to delete, and then select Delete

Via the pop-up, select Ok to delete the vehicle (or cancel to stop the delete)

The vehicle will then be deleted:

Appendix

The following fields in the table below will be available to complete. The table includes what they are, their field input type, their validations, whether they are mandatory and if the field is reported to HMRC via the Full Payment Submission:

Field	Description	Field Type	Validation	Reported to HMRC?
Vehicle Type	Identifies the category of vehicle for benefit calculation and reporting purposes.*	Drop-Down Selection	Mandatory Select Car or Van only	No
Inactive	Indicates whether the vehicle record is no longer in use for benefit assignment.	Tick Box	Cannot be ticked if a Vehicle is assigned to an employee with an active Car Benefit	No
Vehicle Registration Number	The official registration identifier of the vehicle.	Free-Text	Mandatory Must be between 4 and 7 uppercase alphanumeric characters, with no spaces or special characters	Yes
List Price	The manufacturer’s published list price of the vehicle when new.	Free-Text	Mandatory Must be numeric characters, with no spaces, no special or alpha characters	Yes
Accessories Price	The total value of any optional accessories fitted to the vehicle.	Free-Text	Non-Mandatory Must be numeric characters, with no spaces, no special or alpha characters	Yes
Vehicle Make	The manufacturer or brand of the vehicle.	Free-Text	Mandatory Must be alpha and/or numeric characters, with no special characters	Yes
Vehicle Model	The specific model name or designation of the vehicle.	Free-Text	Mandatory Must be alpha and/or numeric characters, with no special characters	Yes
Date First Registered	The date the vehicle was first registered with the DVLA.	Date Selection	Mandatory	Yes
Engine Capacity	The engine size of the vehicle, measured in cubic centimetres (cc).	Free-Text	Mandatory Must be numeric characters, with no spaces, no special or alpha characters	Yes
Co2 Emissions	The vehicle’s official CO₂ emissions figure used for benefit calculations.	Free-Text	Mandatory Must be numeric characters, with no spaces, no special or alpha characters	Yes
Fuel Type	The primary fuel used to power the vehicle.	Drop-Down Selection	Mandatory Select Petrol, Diesel, Hybrid, Electric only	Yes
Euro Status	The Euro emissions standard the vehicle complies with.	Tick Box	Mandatory Only available for selection if Diesel fuel type is selected	Yes
Electric Range	The maximum distance the vehicle can travel on electric power alone.	Free-Text	Mandatory Only available for selection if Hybrid or Electric fuel type is selected Must be numeric characters, with no spaces, no special or alpha characters	Yes
Vehicle Colour	The recorded exterior colour of the vehicle.	Free-Text	Non-Mandatory Must be alpha and/or numeric characters, with no special characters	No
Notes	Free-text information to capture additional context or details about the vehicle.	Free-Text	None	No

*Please Note: Van can be selected and information entered. Currently, whilst able to record, Van Benefit does not have bespoke UI at employee level like the Car Benefit does. This will be available beyond the first iteration of the BIK module release.

Important: In the event of missing information from manufacturers or Car providers, all mandatory vehicle details for Car Benefit can be sourced from the DVLA Enquiry Service to ensure accurate reporting. Integrating with the DVLA Enquiry Service API is a future enhancement we hope to deliver by April 2027.

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WFM UK | Payroll UK: BIK Module - Vehicle Management

Overview

Contents

Setting up a Vehicle

Setting a Vehicle via Data Imports

Deleting a Vehicle Record

Appendix

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