HMRC Require Accurate Mileage Records For Vans

Employees who use a van for work could be at risk of collecting fines and penalties if their record keeping is not up to scratch

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Glasses and calculator and tax

Business Mileage Records Requirements

A common misconception we hear from clients is that there are no specific requirements for them to maintain mileage records for their vans. The 2017 edition of HMRC's tax guide to Expenses and Benefits 480, shows the legislation surrounding employee travel. ABAX have studied the 146-page document, so that you don't have to, to clarify exactly what businesses and their employees need to do to stay compliant.

Thankfully, to add transparency to a formally grey area, HMRC have included Chapter 14, section 14.20, listing the requirements for van usage.

"Where a nil-return is made [on the employee's P11d], it will be necessary to demonstrate that the necessary conditions have been complied with in practice, as well as in theory. Useful information will include the terms and conditions on which the van is made available to the employee and mileage records showing actual use." 

Using A Van For Work

What does this mean for businesses and their employees who use a van for work? Where an employee's P11D records no benefit relating to their company-supplied van, HMRC can request both the employee's contract and a history of their driving records. The contract should stipulate that the vehicle is to be used for business purposes only and mileage records should demonstrate that this is indeed the case.

Failure To Provide Accurate Mileage Records

Failure to provide information of sufficient detail or quality to support the declaration on the P11D can result in a £3000 fine for poor record keeping, a requirement to repay all taxes and national insurance owed on the van, with the further possibility of a fine of up to 100% of the amount owed. Further still, HMRC can backdate the fines, penalties and tax owed, with interest payable, for 6 years.

In order to protect the business and employees from HMRC, companies should invest in creating a thorough driving policy, review contracts where vehicles are issued and set out a well structured and fully audit compliant system for recording of business mileage. HMRC suggest detailing the dates, start / finish locations, mileages and reasons for all business trips.

Ensure You Are Compliant

Thankfully, ABAX are world leading specialists in the development of GPS mileage recording systems for vans and cars. This automates many of the processes that the tax authorities find desirable but can be a real pain in the backside in reality.