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
You must keep the following untaxed travel and subsistence items, including the date paid and amount of each payment, for:
- travel vouched
- travel unvouched
- subsistence vouched
- subsistence unvouched
- site-based employees (including 'Country money')
- emergency travel
- eating on site
- and
- advance payment.
You 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 you reimburse actual expenses, you must retain all receipts. You must keep all records for six years after the end of the tax year to which the records refer.
If you have any queries regarding the adequacy of the records you keep, please contact your Revenue Office for assistance.