Navigating the world of mileage claims, fuel receipts and vehicle maintenance can seem complicated. We often get asked about how to claim, what can be claimed for and how it needs recording. So, we have put together some useful information and tips to explain it all.
If you are required to use your own vehicle or company vehicle for work, you may be able to claim Mileage Allowance Relief from HMRC based on the number of business miles you travel. This tax relief could be worth up to 45p for every mile you have travelled since April 2011!
We’re fairly certain you didn’t start your business to become a business, marketing or financial expert. We suspect most of you started your business to do what ever you are passionate about or just really good at! What you probably found very quickly is that what your business actually does consumes most of your day. But maybe you’ve come to find that general information, tips and advice from others has been essential to the survival and growth of your business. Well, if that’s the case, you’re not alone.
Since The Business Hut began in 2014 we have taken on so much advice from friends, family and clients. This has helped us to not only to continue to grow but to also really enjoy what we are doing. So we thought we would share some of the golden nuggets of information from other successful business owners – that could just help you too. We particularly like the advice from William Chase – what advice do you think will help you?
It seems that with every VAT rule – everything you think you know – there are a bunch of exceptions surrounding it. Motoring expenses are a great example of this – as a rule, you can’t claim VAT when a car is bought, unless…
There is a lot to it, and we know there are plenty of people out there scratching their heads over these rules. So, as simply as we can, let’s see if we can explain things.
VAT can be reclaimed on cars that are mainly used as a taxi, self-drive hire or driving instruction car. Any other type of car used for business purposes must be used exclusively for business purposes – that means not even being available for private use. And before you ask, ‘private use’ includes the commute to and from work.
This rule is also true of other vehicles. Commercial vehicles like tractors or vans, motorcycles and motorhomes can all be reclaimed on so long as they are only used for business.
Maintenance, parking, and other costs
Even if you can’t reclaim VAT on the vehicle itself, many business-related costs do qualify. For example, for any repair work on a vehicle that is paid for by the business, VAT can be reclaimed. Many off-street parking options charge VAT at the standard rate, and this can be reclaimed for business trips.
I’m sure you are noticing the pattern and know what I am about to say; if the vehicle is used only for business, then all VAT on fuel can be reclaimed.
It is a bit more complicated for vehicles used for both business and private, and there are two ways to go about it. The first is to keep detailed mileage records and just reclaim on the business use fuel, the second is to reclaim all VAT and pay a fuel scale charge.
A fuel scale charge is worked out using your vehicle’s CO2 emissions figure, and can be worked out at gov.uk.
Businesses must always be able to show how they have worked out their claims; records of business journeys are integral to working out claims and cars that qualify must have the records to prove it. It can be a pain keeping all this organised, but believe me your bookkeeper will thank you!
In conclusion, it’s really important to know all the exceptions to every VAT rule, and really important to stay up to date. If you are still scratching your head and need to find out more, email us at firstname.lastname@example.org or phone 01858 289189. We’d be happy to help!
If you want to talk to us about your bookkeeping or accountancy requirements, we offer completely free of charge business consultations so we can get to know each other and see if The Business Hut is a good fit for your business.
Thanks for stopping by,
Source: gov.uk goes into much greater detail clarifying many of these points, with VAT Notice 700/64 a particularly important resource.
For so many modern business challenges, there is an app solution. If finding the programs that are perfect for your business is difficult, finding ones that are compatible with each other can be impossible. The Xero App Marketplace is a great place to start looking as it’s filled with apps that connect with and support Xero. There are over 500 out there, covering every possible business need. You can search via both the app function and business type.
There are new apps being added all the time, and here are some recent highlights.
Business intelligence software for small businesses looking to accelerate growth, Grow specialises in bringing together data from different sources, so you can compare Xero reports with other data. Grow is easy to use, with a customisable dashboard and uncluttered display. Insights are tailored to your business and key objectives can be highlighted with the easy customisation options.
ExcluServ Connect integrates Concur and Xero. Concur is a powerful app that controls all your expenditure, managing expense, invoice and travel. ExcluServ Connect provides support for managing billable expenses and viewing all your expense receipts as attached images to Purchase Invoices in Xero.
CaFE stands for Cash Flow Engine and allows for accountants and bookkeepers or their clients to manage cashflow. The app is always running and automatically syncs, so can highlight impending shortfalls and surpluses instantly. It is always there when you need it and the reports produced are easy to understand.
Every app should focus on saving time and minimising hassle, and Instafile does both brilliantly. It lets Xero users file Limited Company Accounts and Corporation Tax Returns directly with Companies House and HMRC; an easier way to do statutory year end filings, saving lots and time and avoiding the mistakes manual data-entry can lead to. Its compatibility with Xero is seamless as the app was developed with constant of feedback from the Xero user community.
Using cloud accounting software and applications puts you in control. You can decide who can view data, and control each user’s level of access. The cloud really is the safest place for your accounts to be.
If you want to talk to us about your requirements for a bookkeeper or accountant, we offer completely free of charge business consultations so we can get to know each other and see if The Business Hut is a good fit for your own business.
Thanks for stopping by,
Procrastination is part of human nature, it’s amazing how mundane things like housework become super important when you have a project on the go or deadline that should be tackled. The house and garden usually gain more attention when putting something off. As small business owners one of your new year’s resolutions may have been to convert to a new accounting software in the new financial year.