Control And Monitor Corporate Travel Expenses Electronically

Control And Monitor Corporate Travel Expenses Electronically



Win With GPS Log Book

This month, GPS Log Book – a brand by MiX Telematics – is giving away a GPS Log Book to that aspiring business man/woman who wants to get ahead of their travel expenses. To enter all you have to do is email the answer to the below question to, to stand a chance of winning a GPS Log book device.

Question: How much on average can a driver, with a travel allowance, claim back from SARS?

If SARS deems a log book inaccurate in any way, the travel allowance tax claim can be rejected, leaving yourself or your employees, with a potential tax liability. The solution? The electronic GPS Log Book device.

GPS Log Book demonstrates the power of electronic logbook management and the importance of ensuring a SARS compliant logbook. Simple, stylish and highly affordable, the GPS Log Book is a user-friendly device that makes managing business travel that much easier.

Key stats about travel related expenses

Global business travel is on the rise and with it, travel spending and related expenses. Research shows that growth will remain strong through 2019, with business travel projected to grow 6,9% in 2016, 6,0% in 2017, 6,4% in 2018 and 5,8% in 2019.

Related: Transport and Logistics Business Cheat Sheet

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Optimising business travel costs

If we consider this increase then there is no doubt that business travel and expense management is, and will, become an even more important issue for businesses across South Africa. Therefore, it’s important for companies to find an easy, accurate and effective way to monitor and control business travel expenses.

Many organisations still use traditional methods of completing travel logbooks or reporting expenses. This approach may have worked in the past, but in today’s competitive business environment, organisations need to ensure that their selected approach does not hamper operations and profitability – rather that it improves these aspects and provides return on investment.

Such technology can have great benefits for your staff too. Employees that take a proactive approach to managing their travel claim expenses – through a GPS Log Book – and submitting these with their tax returns, can receive up to R17 000* back over the year. 

Related: How To Start A Passenger Transport Business

The role of technology in travel related aspects

If we consider that substantial developments in technology have changed the needs of businesses all over the world, then there is no longer a reason for businessmen and women to worry about managing their business travels effectively. There is an app, a product or a solution for almost any business challenge today and this is no different when it comes to travel logs.

Through the use of GPS Log Book, this can be done electronically.

It ensures an accurate business report that reimburses travel expenses and provides employees with the opportunity to receive a travel related tax return.

The importance of a SARS compliant tax return

As an example, if your car is valued between R80 001 and R160 000 and you travel approximately 20 000 km per annum, of which 50% is business related, the estimated claim amount from SARS should be approximately R25 095.

While you can calculate an approximate claim amount by using the calculator provided on selected electronic logbook websites, if you have not kept an accurate logbook – the benefits cannot be obtained.

With the advent of GPS Log Book, you can plug the device into your car’s lighter socket, ensuring that each trip is logged electronically. 

Related: Types Of Transport Business Opportunities

Benefits of a GPS Log Book

The ROI from such devices is tangible, with benefits including:

  • Categorising your trips based on business and private travel
  • Logbooks are accurate, comprehensive and easy to use
  • Trip data can be stored in the cloud for up to 5 years – ensuring data is secure at all times
  • When submitting a tax claim, the minimum information required includes the date for each trip, where the trip started and ended, how many kilometres were travelled per trip and the reason for travel – business or private – all managed electronically
  • With the touch of a button, you can create a fully SARS compliant report.

Today, it is simpler than ever for businesses to effectively control and monitor travel expenses, reduce administration and cut travel expenses – as well as for businesses to eliminate travel expense abuse – all through the use of an electronic logbook.

* This is based on the following R17k rebate criteria:

  • Sample of 432 vehicles in 2015/2016 tax year
  • Total average kilometres driven in tax year: 24 800
  • Percentage that were business trips: 35%
  • Average value of vehicle: R80 000.
GPS Log Book
GPS Log Book, a brand by Mix Telematics, was designed with one thought in mind – to eliminate the tedious process of manually completing your trip logbook. GPS Log Book is a small, stylish and clever device, that does it all for you. Since 2011, any person who receives a travel allowance is required to present a logbook to the South African Revenue Service (SARS) before any travel tax claim can be processed. In most cases, at the end of the week or even the month, you have to backtrack, look at your meeting calendar and try to figure out where you’ve been so that you can accurately record your travel logs. This is where GPS Log Book can make your life hassle-free.

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