The Set Up Car quick action gives employees a self-service way to register vehicles for mileage expense claims, directly from the Access Evo Navigator tab. The form captures all required vehicle information and applies the relevant validation for UK and Irish tax compliance automatically. Once registered, the vehicle is written to the expense system and employees can begin submitting mileage claims immediately.
This feature is available to UK and Irish clients.
Access the Set Up Car quick action
1. Log in to Access Evo Navigator.
2. From the Navigator tab, select the Set Up Car quick action.
3. The Set Up Car right panel opens, displaying your registered vehicles and a mileage summary for the current year.
Your vehicles
The right panel displays a Kilometres for Current Year summary and a list of your registered vehicles. Each vehicle card shows the registration number, make, and approval status (Primary, Awaiting Approval, or Approved). Use the search bar to find a vehicle by registration number. Select a vehicle card to view or edit its details.
Section | Field | Required? |
Vehicle Details | Reg No | Yes |
| Vehicle Model | Yes |
| Date First Registered | Yes |
| Engine CC | Yes |
| Approver | Yes |
| Vehicle Type | Yes |
| P11D Fuel Type | No |
| Mileage Fuel Type | No |
| Company Vehicle | No |
Tax | CO2 Category | No |
| Tax Month | No |
| Tax Year | No |
Insurance | Insurance Expiry | No |
| Insurance Provider | No |
| Insurance Class | No |
Licence | Licence Type | No |
| Licence Expiry | No |
MOT | MOT Expiry | No |
| MOT Reg No | No |
Odometer | Odometer Reading | No |
| Odometer Date | No |
The Kilometres for Current Year summary at the top of the panel shows Kilometres Paid, Kilometres Approved/Submitted, Kilometres New/Saved, Kilometres Transferred, and Kilometres Total for the current year.
Add a vehicle
Select + Add Vehicle to open the Add Vehicle form.
Complete the required fields in the Vehicle Details section. Complete any additional sections (Tax, Insurance, Licence, MOT, Odometer) as applicable.
Read and accept the terms and conditions for vehicles, then tick I confirm that the details entered concerning the above vehicle are correct. Select Submit to register the vehicle. Select Reset Form to clear all fields and start again.
The vehicle is written directly to the PeopleXD expense system on submission. Once registered, the vehicle is available immediately for mileage expense claims. New vehicles may show as Awaiting Approval until reviewed.
📌Note: The form automatically applies the relevant validation for UK and Irish tax compliance. The Company Vehicle toggle indicates whether the vehicle is company-owned. Use the back arrow on the Add Vehicle screen to return to the vehicle list without saving.
Menu options required
To enable the Set Up Car quick action, administrators have two options:
Option 1 — Navigator Configuration screen
From the Navigator Configuration screen, locate Set Up Car in the Menu Options list and select Enable. To access Navigator Configuration:
From the Administrator Dashboard, select Site Manager.
Select Open next to Navigator Configuration.
Select the Menu Options Configuration tab.
Locate Car Expense in the list and select Enable.
Option 2 — Menu profile
Add the following menu options manually to your menu profile.
Menu Option | System |
NAVIGATOR — SET UP CAR | Parent Link |
| Webservice |
📌Note: Ensure the user's security profile includes the Navigator — Set Up Car menu profile. As the Parent Link, enabling this will enable all other webservices required for this quick action.