Records to be kept
The Finance Act 2022 introduced Section 897C which requires employers to report details of certain expenses or benefits made to employees and directors. Reporting the details of these expenses or benefits commenced on 1 January 2024.
Travel and subsistence
Employers must report details of the following categories of untaxed travel and subsistence items, including the date paid and the amount of each payment:
- travel vouched
- travel unvouched
- subsistence vouched
- subsistence unvouched
- site-based employees (including 'Country money')
- emergency travel
- eating on site
- advance payments of travel and subsistence.
Employers must also keep the following records in relation to travel and subsistence reimbursements:
- name and address of the director or employee
- date of the journey
- reason for the journey
- kilometres involved
- starting point, destination and finishing point of the journey
- basis for the reimbursement of travel and subsistence expenses, for example, where a worker needs an overnight stay away from home.
If an employer reimburses actual expenses, they must retain all receipts. Employers must keep all records for six years after the end of the tax year to which the records refer.
If an employer has any queries regarding the adequacy of the records they keep, they should contact their Revenue Office for assistance.