Expenses
Expenses - What do we class as legitimate expenses?
Expenses are a legitimate way of decreasing your tax liabilities, providing they are correct and allowable by HM Revenue & Customs.
The tax legislation on expenses is wide ranging and open to differing interpretations by different Tax Inspectors. The guidance given here is based on current legislation as well as our long experience of dealing with HMRC.
TradePay is required by HMRC to validate, as far as possible, that only legitimate expenses are processed. All expense claims are scrutinised and mileage claims checked, so any illegitimate claims will be rejected.
Expenses Quick Guide
What you can claim at a glance.
Allowable Expenses
Travel
Travel is allowable where it is clearly for business purposes e.g. meetings. Daily travel will only be allowable if the Revenue are satisfied that this is temporary and not to a “regular place of work” (Find more information under Booklet 490 on http://www.hmrc.gov.uk/ for guidance)
Mileage Allowance
Only business miles (including to and from temporary work placement) are allowable and must be supported by a daily log of journeys (see Mileage Log Form).
Mileage Rates
Cars and vans (Regardless of engine size)
First 10,000 miles in tax year 40p per mile
Each additional mile over 10,000 miles 25p per mile
Motorcycles 24p per mile
Bicycles 20p per mile
Subsistence
You can only claim the full amounts involved providing you have receipts. Without receipts a maximum of £5.00 per day is allowable. Any receipt showing restaurant "covers" in excess of one person will have to be reduced proportionally.
Rented Accommodation
If you need to rent accommodation away from your home address to carry out your contract, you may be able to claim a proportion of certain items as rent and utilities.
Hotel / B&B
All reasonable costs are allowable, providing you have a permanent residence elsewhere.
Incidentals
Incidentals associated with overnight stays can be claimed at £5.00 per night, providing the item has not been claimed elsewhere.
Telephone - Land Line
All business calls made from your home telephone are allowable. A copy of the itemised bill, highlighting business call, is required.
Telephone - Mobiles
All business calls made from your mobile telephone are allowable. A copy of the itemised bill, highlighting business calls, is required. "Pay as You Go" costs are not allowable.
Entertainment
Entertainment is not allowable.
N.B. Subsistence, Rent, Hotel and Incidentals are only allowable if travel is allowable above.
All expenses MUST have an original signature
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