sars travel logbook 2021

How to Fill SARS Travel Logbook

If you use your private car for business purposes and receive a travel allowance from your employer, you can claim a deduction on your annual income tax return. To do this, you must have a SARS travel logbook where you record your vehicle’s odometer reading and details of your business travel. This article explains how you fill out your SARS travel logbook. 

How Do I Fill SARS Travel Logbook?

First and foremost, you should download the SARS eLogbook for the tax year, which starts on 1st March and ends on 28th February of the following year. Your 2022 – 23 SARS elogbook assessment must-have business travel details from 1st March to 28th February 2024. The tax filing season starts on 1st July 2024. 

You must first record your motor vehicle odometer reading on 1st March and record the odometer reading on 28 or 29 February, the last day of the tax year. The logbook has fields you should fill in related to your business travel. You can calculate your total kilometres for the tax year by subtracting opening kilometres from opening kilometres. 

When you fill out the SARS travel logbook, only include the kilometres covered when you travel for business. There are fields in the logbook where you enter your destination and kilometres travelled. Remember that you cannot claim the travel between your home and workplace for business purposes. 

You must have a separate logbook for each car if you have more than one vehicle used for business during a particular tax year. You must record the following details for every business trip in your SARS travel logbook.

• Date of travel 
• Business travel information (Starting point of the destination, places visited, and reasons for the business trip)  
• Kilometres travelled 

Make sure you keep your logbook for about five years from the date you submit your return because you may be asked to submit it to SARS to support your claim . 

Do You Have to Use SARS Logbook?

Without a travel logbook, you cannot claim any cost of business travel against the travel allowance allocated to you. In other words, without a logbook, you cannot claim for travel deduction. With a travel logbook, it becomes easier to calculate the amount you can travel. SARS can also use the logbook to verify your claim if the need arises. Therefore, you should retain your logbook with other material for five years from the submission date. 

How Does SARS Calculate Travel Allowance?

SARS uses two methods to calculate your travel allowance. The first method involves using a cost scale table supplied by SARS and found in the introduction section of your travel logbook.

The simplified way utilizes the fixed rate per kilometre, as illustrated in the table below. With this method, there should be no other advance, no allowance, or other compensation paid by the employer. 

SARS can also calculate your claim using actual costs incurred during your business travels. It is essential to keep a record of your expenses during the tax year on top of keeping a logbook. The expenses include repairs and maintenance, oil, fuel, insurance, car license, finance charges, wear-and-tear, and lease costs. 

If the employer provides a fixed allowance to the employee for business travel, the amount will appear under code 3701 on the IRP5. If a petrol card is issued, the money used for fuel will be added to the total amount. 

A valid log book with all the necessary information about business trips covered must be maintained to support your claim. If some of the relevant details are missing, SARS may dismiss the logbook, which may lead to additional assessment.

To succeed in your claim for business travel costs, you should take the following measures: 

• Ensure your opening kilometres on the odometer matches the previous year’s closing kilometre. Any mismatch can lead to the dismissal of your claim by SARS. If you have a good reason for the mismatch, ensure you write a letter to SARS. 
• Check the correctness of the kilometres covered during private and business travel. If there is an error, SARS may decline your claim. 
• The car’s service history must correspond with your logbook, or else your claim is dismissed. 
• Ensure that you provide reasonable private and business kilometres to get the best result. If your claim is biased toward business travel, your claim can be rejected. There is no way you can use your vehicle for private business. For instance, the distance from your home to your workstation is private, not a business. 

Therefore, keeping an accurate travel logbook is a good idea to make it easier for SARS to calculate your travel allowance.   

What Is the SARS Rate per Kilometre?

The tables published in the government gazette and SARS’s travel logbooks are used to determine the allowable rate per kilometre for business travel deductions. If the employer pays no other compensation to the employee, the rate is 418 cents or R4.18 per kilometre. 

If the reimbursed travel costs exceed the prescribed rate of R4.18 per kilometre, the full amount will be subject to PAYE. With fixed travel insurance, only 80% of the travel allowance will be subject to PAYE. If the employee has not met the full cost of fuel used in the car or maintenance costs, no claim can be made against these two. 

If you use your private vehicle for business purposes, you are eligible to claim a travel allowance. You must keep an accurate travel logbook to make it easier for SARS to calculate and process your claim. Without a travel logbook, your claim will be rejected.  

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Travel e-log book- SARS Logbook used to claim a deduction on personaltax

When can you claim for travel, what do i need to do.

Firstly, record your motor vehicles odometer reading on 1 March, i.e. on the first day of a tax year.

Secondly, make sure that you keep a logbook throughout the year. Note that it is not necessary to record details of private travel. You may make use of the SARS eLogbook, simply download the:

• 2019/20 logbook for the 1 March 2019 – 29 February 2020 assessment year and tax season starting 1 Jul 2020
• 2018/19 logbook for the 1 March 2018 – 28 February 2019 assessment year and tax season starting 1 Jul 2019
• 2017/18 logbook for the 1 March 2017 – 28 February 2018 assessment year and tax season starting 1 Jul 2018
• 2016/17 logbook for the 1 March 2016 – 28 February 2017 assessment year and tax season starting 1 Jul 2017
• 2015/16 logbook for the 1 March 2015 29 February 2016 assessment year and tax season starting 1 Jul 2016
• 2014/15 logbook for the 1 March 2014 28 February 2015 assessment year and tax season starting 1 Jul 2015

Top Tip: Without a logbook you wont be able to claim the cost of business travel against your travel allowance.

Thirdly, record your motor vehicles closing odometer reading on the last day of February (28/29) of the next year, i.e. on the last day of the applicable tax year.

Fourthly, calculate your total kilometres for the full year (closing kilometres less opening kilometres).

Fifthly, calculate your total business kilometres for the year (sum of all business kilometres).

What do I record in my logbook?

• The date of travel
• The kilometres travelled
• Business travel details (where you started your trip, where you went and the reason for the trip)

How do I work out how much I can claim?

• Calculate your claim based on the cost scale table which SARS supplies (youll find this table in the introduction section to the travel eLogbook)
• Calculate your claim based on actual costs. To do this, you’ll have to keep an accurate record of all your expenses during the year, in addition to keeping a log book. These expenses include fuel, oil, repairs and maintenance, car licence, insurance, wear-and-tear and finance charges or lease costs.
• 80% of the travelling allowance must be included in the employees remuneration for the purposes of calculating PAYE. The percentage is reduced to 20% if the employer is satisfied that at least 80% of the use of the motor vehicle for the tax year will be for business purposes.
• No fuel cost may be claimed if the employee has not borne the full cost of fuel used in the vehicle and no maintenance cost may be claimed if the employee has not borne the full cost of maintaining the vehicle (e.g. if the vehicle is covered by a maintenance plan).
• The fixed cost must be reduced on a pro-rata basis if the vehicle is used for business purposes for less than a full year. The actual distance travelled during a tax year and the distance travelled for business purposes substantiated by a log book are used to determine the costs which may be claimed against a travelling allowance.

Logbook for a Company Car or Travel Allowance – What You Need To Know

Date: 13 July 2021

Author: Coenraad de Beer

If you receive a travel allowance from your employer, or use a company provided vehicle, you will need a logbook to record your business trips. If you want to submit a claim for business travel on your income tax return, you will need this logbook to substantiate your claim.

Where can I find such a logbook?

If you are looking for a free logbook, you may use the one supplied by SARS . There are also various electronic devices and cell phone apps available to simplify the process of logging your trips, but no matter what method you use, just make sure your logbook meets the minimum requirements set by SARS.

What information should be recorded for each trip?

·         Date of travel

·         Kilometres travelled (record opening and closing odometer reading of each trip)

·         Reason for the trip

·         Details for whom the engagement was undertaken (new requirement since 2021)

·         Name of the person you visited (new requirement since 2021)

·         Contact details of the person you visited (new requirement since 2021)

Interestingly enough, at the time of writing this article, the SARS logbook did not have separate columns for the new requirements, so we assume this must be recorded in the “Reasons” column of the logbook.

What information about my vehicle is required?

You need to record the odometer reading as soon as the vehicle is taken into use for the first time. After that you need to record the odometer reading in the last day of February each year. The opening and closing kilometers will be used to calculate the total kilometers travelled with the vehicle during the tax year.

In addition to the logbook and kilometer readings, the following information is also required:

1.       The vehicle registration number

2.       The car make (for example Toyota)

3.       The car model (for example Hilux)

4.       Year of manufacture

5.       Cost price of the vehicle (i ncluding VAT but excluding interest)

6.       Date of purchase

7.       Acquisition method: Purchase Agreement or Lease Agreement

8.       Was the vehicle purchased with a maintenance plan? (in case of a company provided vehicle)

Tips for maintaining your logbook during the tax year:

1.       Instead of using a complicated or expensive device to log your trips, use your smart phone to take a photo of your odometer reading when you depart and again when you arrive at your destination. Most modern smart phones will store metadata along with the photo. For example when you view the photo in your gallery on an Android phone, you can simply swipe up and you will be able to see the time, date and in some cases even the location where the photo was taken (as long as your location services are enabled on your phone). You can correlate this information with your diary at the end of each week and record this into a spreadsheet or the SARS logbook.

2.       If you use multiple vehicles for business travel, keep a separate logbook for each vehicle.

3.       You do not need to record private trips, but it does not hurt if you are using a system that records all your trips. A more comprehensive logbook improves your chances of a successful travel claim.

4.       The distance travelled between your home and normal place of work cannot be claimed for business purposes and is regarded as private travel. According to SARS’s Interpretation Note 14, Section 5.4.2, if you travel to a client en route to your normal place of work, it will be regarded as business kilometers. This is an interesting interpretation from SARS, because according section 8(1)(b)(i) of the Income Tax Act, you will not be permitted to claim the entire trip, because the distance between your home and place of employment or business is regarded as private. Keep in mind that interpretation notes are not binding on the courts or the taxpayer, so you may use an example like this to give you guidance on what constitute business travel, but just make sure you have a solid justification for your business travel in cases where there might be a gray area. When in doubt, consult your tax practitioner.

5.       Be as detailed as possible when describing the reason of your trip. Don’t use vague descriptions like “meeting”, “client” or “business”. Give specific details of why you were travelling, for example, “monthly manager’s meeting”, add the details of the person or entity for whom the engagement was undertaken, for example your client’s name “XYZ Distributors (Pty) Ltd” and include the contact details of the specific person you are visiting, for example “Mr X – Cell number 123 456 789”. If you are visiting a group of people or multiple individuals at the same location, record the details of the most senior person you visited.

This is the basic requirements of a travel claim, based on the deemed cost method. There is a second method where your record the actual expenses of your business travel. This second method is less frequently used because it involves much more admin and seldom yields better results than the deemed cost method.

Disclaimer: The information and material published on this website is provided for general purposes only and does not constitute professional advice. We make every effort to ensure that the content is updated regularly and to offer the most current and accurate information. Please contact us directly for any specific problem or matter. We accept no responsibility for any loss or damage, whether direct or consequential, which may arise from reliance on the information contained in these pages.

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Is A Logbook Really Necessary? Or Can SARS Use Code 3702 To Audit Potential Business Kilometers Travelled?

Contributor.

I have often wondered whether the South African Revenue Service (SARS) officials thoroughly review the submitted logbooks when taxpayers claim for travel expenses incurred as a result of business travel or are these requested just to tick a box? This sense of wonder has been recently resolved, SARS audits the logbooks to the extent of even requesting the details of the person or company being visited.

SARS recently changed the format in which logbooks should be captured. It is now compulsory to keep a logbook of all business kilometres travelled if taxpayers want to claim a travel deduction. The logbook must contain the following minimum information relating to business travel:

• The date of travel
• Total Kilometres travelled (business and private)
• Travel details (where to and reason for the trip)

Taxpayers have to record their odometer readings on 1 March each year (the first day of the tax year for individuals), and again on the last day of February the following year (the last day of the tax year for individuals).

The difference between the closing and opening readings will give the total kilometres travelled for the year.

It is true that the above exercise can be quiet stressful sometimes, you could also simply forget to update the logbook timeously. Which again poses the question of whether the logbooks submitted to SARS are a true reflection of the taxpayers business travel.

SARS however reserves the right to audit and query the content or information recorded by the taxpayer in any logbook.

Is there not a way to redirect SARS audit focus and resources on other things?

Let's look into this further.

Travel Allowance

The Income Tax Act No.58 of 1962 (Income Tax Act) allows taxpayers who receive a travel allowance to claim a deduction for the use of their private vehicles for business purposes. Reference is made to Section 8 (1)(b)(ii)&(iii) of the Income Tax Act.

A travel allowance is any allowance paid or advance given to an employee in respect of travelling expenses for business purposes.

Generally, the two different travel allowance classifications are-

• A travel allowance given to an employee to finance transport (for example, a set rate or amount per pay period).
• A reimbursement given to an employee based on actual business travel.

Let us now have a look at the difference between the two.

Travel allowance

The total travel allowance (100%) must be reflected on the IRP5 certificate under code 3701.

80% of the travel allowance paid to an employee is subject to the deduction of employees' tax. Where the employer is satisfied that at least 80% of the use of the motor vehicle for a year of assessment will be for business purposes. 20% of the allowance is subject to the deduction of employees' tax. This determination must be done on a monthly basis to cater for any possible changes in employee's circumstances.

A perfect example of this would be the working situation during the current Covid 19 pandemic. Employees had structured their packages to cater for business travel but during the pandemic, no travel or even less travel was required.

Reimbursive allowance

A reimbursive travel allowance is where an allowance or advance is based on the actual distance travelled for business purposes (that is excluding private use). For the 2022 tax year, the rate per kilometre fixed by the Minister of Finance is currently 3.82 per kilometre.

It is trite practice that most employers would offer their employees a rate per kilometre that is above the fixed rate by the Minister (e.g. R4,40 instead of R3,82) - reference is made to Notice 271 of the Government Gazette, paragraph 4 of the Fixing of Rate per Kilometre i.e. Motor Vehicle Regulation. In such an instance, the IRP5 code to use is code 3702, which is a taxable code.

Where the employer reimburses the employee at a rate lower than the prescribed rate (e.g. R3,70 instead of R3,82), the IRP5 code to use is 3703 which is a non-taxable code.

Let us now assume that the employee received both travel allowance and reimbursive allowance of code 3702 and discuss below.

Hybrid of travel allowances

Where a travel allowance is paid in addition to a reimbursive allowance or reimbursive allowance is paid in addition to a travel allowance, both the amounts will be combined on assessment by SARS. These combined allowances will be treated as a taxable travel allowance. Generally, the employee will claim a travel deduction based on kilometres travelled. But before SARS can allow this deduction, it requires a logbook as discussed above.

Let us now address our question of whether a logbook is required or SARS can use the code 3702 to determine the business travel for the tax year.

Considering the hybrid of travel allowances mentioned above, the general business practice is that employers will reimburse employees based on business kilometres travelled. Is it not correct then to consider what is reflected under the reimbursement code 3702 as business kilometres travelled?

The only question from SARS should be how much was the employers' reimbursement rate or by how much is the employers' reimbursement rate high when compared to the fixed rate by the Minister?

Example: The total business kilometres travelled for the period is 21 000km per the taxpayer's submitted logbook. The amount that is reflected under code 3702 is R48 000. It was confirmed that the company reimburses its employees at a fixed rate of R4,40. Therefore the estimated business travel for the said employee should be R48 000/R4,40 = 10 909 business kilometres that were approved and paid by the employer.

The question for SARS to pose then would be - why are the business kilometres per the logbook submitted by taxpayers higher than what was reimbursed by the employer?

Example: code 3702 reflects R48 000 as indicated above, which deems the employee to have travelled 10 909 kilometres for business purposes vs a logbook showing 21 000 business kilometres travelled (difference of 12 091 i.e. 21 000 km - 10 909 km.).

Well, it may be arguable to say that the taxpayer did not claim all its travel expenditure (due to one reason or the other) hence the amount reflecting under code 3702 is less than the actual business kilometres per the logbook.

This argument would again be reasonable if the variance between the actual business kilometres per the logbook and deemed business kilometres per code 3702 is not material.

Now taking the difference of business kilometres not claimed in the above example of 12 091, this would imply that the taxpayer forego R53 200 ( 12 091 x R4,40) worth of travel reimbursement. Now, show me an employee that does not want to be compensated or reimbursed for expenditure incurred for business purposes!

The onus is still however on the taxpayer or employer to prove to SARS the correctness of the details therein.

Being tax compliant and 'paying our fair share' is not just good for taxpayers, but also contributes to the positive growth of our country's economy which in turn benefits all South Africans.

In line with SARS's continued effort to improve compliance and to make it even easier for taxpayers to manage their tax affairs, a review of the process followed currently to claim travel expenses will go a long way . We therefore urge SARS to continue trying to find means and ways for more taxpayers to be auto assessed- e.g. auto assessment of allowing a travel deduction based on code 3702. This will help lessen the administration burden of having to maintain yearly logbooks. The normal rule will apply where if a taxpayer is not in agreement with the auto-assessment, and can over-ride it.

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.

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SARS – What you need to know to claim for travel.

When can you claim for travel.

If you receive a travel allowance from an employer or principal, you can claim a deduction on assessment of your annual income tax return for the use of a private motor vehicle for business purposes.

What do I need to do?

Firstly , record your motor vehicle’s odometer reading on 1 March, i.e. on the first day of a tax year.

Secondly , make sure that you keep a logbook throughout the year.  Note that it is not necessary to record details of private travel. You may make use of the SARS eLogbook

Thirdly , record your motor vehicle’s closing odometer reading on the last day of February (28/29) of the next year, i.e. on the last day of the applicable tax year.

Fourthly , calculate your total kilometres for the full year (closing kilometres less opening kilometres).

Fifthly , calculate your total business kilometres for the year (sum of all business kilometres).

What do I record in my logbook?

In respect of every business trip you record the following:

• The date of travel
• The kilometres travelled
• Business travel details (where you started your trip, where you went and the reason for the trip)

How do I work out how much I can claim?

There are two ways of doing this:

• Calculate your claim based on the cost scale table which SARS supplies (you’ll find this table in the introduction section to the travel eLogbook)
• Calculate your claim based on actual costs. To do this, you’ll have to keep an accurate record of all your expenses during the year, in addition to keeping a log book. These expenses include fuel, oil, repairs and maintenance, car licence, insurance, wear-and-tear and finance charges or lease costs.

2021 TRAVEL LOGBOOK DOWNLOAD

Download the 2021 Travel Logbook HERE

Only fill the light blue highlighted section.  The sheet will do the rest.

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What you need to know when claiming a car allowance

Catalyst November 30, 2021 Investing , Tax

A travel allowance, or commonly known as a car allowance, is the amount a registered taxpayer can claim from the South African Revenue Services (SARS). The allowance, as an income, is defined clearly by the Income Tax Act, and this can get somewhat confusing for consumers, says Wilri Engelbrecht, a Financial Planner at Fiscal Private Client Services. Adding to that there are compounding effects of getting it wrong according, says Engelbrecht.

Engelbrecht explains that taxpayers wanting to claim expenses against a personal motor vehicle used for business purposes need to strictly adhere to the SARS specifications.

Top three things to note before claiming a travel allowance

• Vehicle ownership

The vehicle is usually owned by the recipient of the travel allowance, but this is not a requirement. In some instances recipients use a vehicle belonging to a parent or relative, and this does not preclude them from claiming against the SARS travel allowance. What is necessary, is that it is used for business purposes for all – or part of the tax year.

• Travelling between home and work

Taxpayers need to be aware that travel between their homes and place of work, is excluded. “This is seen as private travel and should be classified as such in their logbooks. This is excluded from the deduction against the travel allowance,” explains Engelbrecht.

• Keeping an accurate and detailed logbook

“To determine the amount of your business expenditure that you can deduct against the allowance, you have two options. Either you need to provide actual figures and a detailed record of them. Your logbook should include maintenance on the vehicle, fuel, insurance, and other costs related to the vehicle.

“The other option is to include actual business kilometres and applying the deemed cost per kilometre. The cost per kilometre is gazetted each year and fixes the current rate per kilometre to a corresponding vehicle and the ’value’ of the vehicle. The ‘cost scale’ below is relevant for the 2022 tax year, from 01 March 2021.”

The Cost Scale below is extracted from the SARS eLogbook:

https://www.sars.gov.za/wp-content/uploads/Docs/Logbook/2021-22-SARS-eLogbook.pdf

Furthermore, Engelbrecht says that many taxpayers are faced with the option of selecting a car allowance to come off their salary or cost to company. She offers examples to best explain the method to calculate an appropriate travel allowance.

Employee 1 wants to know what the most beneficial value for travel allowance portion of his remuneration would be. The method used to calculate the business expenditure:

This means that Employee1 will be able to deduct R103 208, as a business expense, against his travel allowance. A travel allowance of R110 000 would be advisable, which could absorb another 1,185 km of business travel.

The monthly employee’s tax (PAYE) consequence of a travel allowance should be considered just as carefully as the value attributed to the travel allowance.

Usually, employee’s tax is based on 80% of the travel allowance and applied monthly, however an employee’s tax may be based on 20% of the travel allowance if the employer is satisfied that at least 80% of the use of the vehicle, for the year of assessment, will be for business purposes.

A trap many employees fall into, is allocating an unjustifiable amount as a car allowance in their remuneration package and then opting for 20% of the allowance to be taxed monthly. This result of this is that the payment of the income tax, on the portion of the car allowance not utilised, is deferred and payable upon assessment of the tax return. 

What would happen to the calculated travel allowance had Employee1 purchased a Toyota Fortuner 2.4 GD for R566 000?

If he drives the Toyota Fortuner, he will qualify for a deduction of R142 178 against a travel allowance of e.g. R250 000. If the employee’s tax is paid on R50 000 (R250 000 x 20%), during the year, it leaves R57 822 being taxed on assessment.

For this scenario, an annual travel allowance of R150 000 would be advised, which could absorb another 990km of business travel.

Concluding, Engelbrecht advises that consumers consult a tax professional if they require guidance on which option to select. “It can be tricky to determine the appropriate value and percentage of your travel allowance for employee tax purposes. At the end of the day, we all want to be able to submit an honest tax return, while maximising the amount we can claim.”

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HOW IT WORKS?

Use Logbook to easily manage your trips and take the hassle out of keeping an accurate, SARS-compliant logbook .

Download & Register

Download Logbook from the App Store and Google Play. Next, register your account with your email, Facebook, or Google accounts.

Once your account is confirmed, simply scan your car’s license disc to capture all the relevant information. Of course, you can also complete this manually.

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Quickly log each trip and generate reports to claim for travel on your annual tax return.

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