How to make the most of your travel claims: keeping a SARS compliant log book

 

Save R 26 606.40 by keeping an accurate logbook

 

Maintaining an accurate logbook is a tedious affair but the benefit of additional tax savings may make it worthwhile.

 

An accurate logbook means you can base your claim for travel expenses for business and private use on the actual distances travelled. You may also be able to reduce the taxable benefit of the company vehicle used by you. No logbook puts you at the mercy of the provisions of the Income Tax Act, that can in some cases be extremely costly.

 

In fact, since 1 March 2010, if you’re using the gazette rates per kilometer method for calculating your travel claims, then no logbook means no claim!

 

Our practical example below shows you how you can easily save R 26 606.40 by keeping an accurate logbook.

 

Who can benefit from an accurate logbook?

• Sole proprietors, commission earners

• Employees who receive travel allowances

• Employees, directors, members, etc. using a company owned vehicle

 

Example

 

Vincent, a commission earner, is entitled to claim his actual motor vehicle expenses as a deduction from business income received. The cost price of the vehicle used was R300 000. The total motor vehicle expenses for the year are the following:

Motor vehicle expenses

 

Fuel and oil                    R9 554

Insurance                      R9 780

Maintenance                  R3 564

Licence                         R120

Lease payments             R90 000

Total                           R113 018

 

Vincent is not, however, entitled to deduct the total cost incurred. An adjustment must be made for costs attributable to the private use of his motor vehicle. The quantum of this adjustment can be determined in two ways:

 

1. Where accurate records of private and business distances travelled were not kept:

Private usage is determined in the same way that the private use of a company car is determined where no travel allowance is received. Assuming that Vincent carries the full costs of the running the vehicle the private use of the vehicle is calculated as follows:

 

R 300 000 x 100/114 = R 263 158 (VAT to be excluded)

(R 263 158 x 2.1%) x 12 = R 66 315.82

 

Total expenses             R113 018

Business use of vehicle

R 113 018 – R 66 315.82 =  R 46 702.18

 

Allowable deduction  R 46 702.18

 

2. Where accurate records of private and business distances travelled were kept:

Private usage is calculated on the actual business distances travelled in relation to the total mileage.

 

Summary of information recorded in an accurate logbook

Private km                   10 983 km

Business km                20 276 km

Total distance            31 259 km

 

Allowable deduction where an accurate logbook is kept

Total expenses            R113 018

Deemed business use of vehicle

113 018/31 259km x 20 276km

 

Allowable deduction R73 308.58 

 

An ACCURATE LOGBOOK would increase Vincent’s tax deduction by R26 606.40!