Three things your employee must know to ensure his logbook is accurate

Ashley Churchyard, Fsp Business, 09 Sep. 2014

Tags: travel allowance, logbook, travel allowance logbook, travel logbook, travel expenses logbook

A vital part of managing your employees travel allowance is his logbook. This must accurately detail his travel expenses.

If his logbook isn’t 100% accurate and up-to-date it could land him, and you, with SARS penalties.

This isn’t something your company should have to deal with. That’s why today we’re revealing three things your employee needs to know about keeping an accurate logbook...


Here’s what your employee needs to know about keeping an accurate logbook

#1: SARS is more interested in how much private travel your employee does
It doesn’t help if your employee just records the kilometres he travelled because this could still land him with penalties. SARS wants to know how much private travel he did on the company’s money. This travel becomes a fringe benefit that he’ll have to pay tax on. That’s why he must carefully detail his private travel.
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#2: Your employee mustn’t just record mileage and fuel costs
If your employee just records his mileage and fuel costs, his logbook is inaccurate because it doesn’t show the breakdown between private and business travel.
While he must include his mileage and fuel costs, he also needs to show how much of that mileage was business and how much was private.
#3: Your employee must include all the relevant details of his business travel 
Your employee must clearly indicate when he started travelling and when he finished. If he travels for work every day, he must show the date and time when he starts and ends his work.
It must also have:
Opening kilometres;
Closing kilometres;
Total kilometres;
Business travel details (where, reason for visit, etc.);
Actual repairs and maintenance cost.
If your employee remembers all of these things when he completes his logbook it’ll be accurate every time.

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