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SARS Travel eLogbook 2023/24

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  • 05 April 2023
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SARS Travel eLogbook 2023/24 logo

This handy document sets out how a taxpayer should go about calculating a travel deduction if they are in receipt of a travel allowance.

Without a logbook, a taxpayer will not be able to claim a travel deduction.

It is now compulsory to keep a logbook of all travel in which the taxpayer records their business kilometres if you want to claim a travel deduction.

The logbook must contain the following minimum information relating to your business travel:

  • Date of travel
  • Kilometres travelled
  • Travel details (where to and reason for the trip)

Click here to download the Travel eLogbook:

https://www.sars.gov.za/wp-content/uploads/Docs/Logbook/2023-24-SARS-eLogbook.pdf

Relevance to Auditors, Independent Reviewers & Accountants:

  • The Income Tax Act is yet another piece of legislation that your clients must comply with, and which you must assess compliance with.  If they don’t comply with the relevant laws and regulations, you have certain reporting obligations in terms of NOCLAR (NOn-Compliance with Laws And Regulations) – this could include reporting to management, qualifying your audit opinion, reporting a Reportable Irregularity, etc.
  • As an auditor, independent reviewer or accoutant, you need to consider the latest publications and tools that have been issued by Regulatory bodies, e.g. SARS.
  • As a tax practitioner, you need to advise your clients on the latest publications available from SARS to facilitate any travel deduction.
  • As a taxpayer who receives a travel allowance, you also need to keep a logbook which records your business travel in order to claim the relevant deduction at the end of the tax year.

Relevance to Your clients:

  • As a taxpayer who receives a travel allowance, your clients need to keep a logbook which records their business travel in order to claim the relevant deduction at the end of the tax year.

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SARS eLogbook 2023-2024

SARS eLogbook 2023-2024 Fixed Cost Table is provided for your convenience. Search the table for the allowed travel allowance claim costs. Filter by the “Value of Vehicle” column by entering the first, first two or first three digits of the relevant vehicle value. Last updated,  9 February 2024.  Read more about claiming Travel Allowances here . View the SARS 2023-24 eLogbook here .  The use of this tax table is subject to our  disclaimer . Rates per kilometre, which may be used in determining the allowable deduction for business travel against an allowance or advance where actual costs are not claimed, are determined by using the following table:

SARS Fixed Cost Table: March 2023-February 2024

Simplified method.

Where: a. The provisions of section 8(1)(b)(iii) are applicable in respect of the recipient of an allowance or advance; and b. No other compensation in the form of an additional allowance or reimbursement (other than for parking or toll fees) is payable by the employer to that recipient; that rate per kilometre is, at the recipient’s option, equal to 464 cents per kilometre.

  • No fuel cost may be claimed if the employee has not borne the total cost of fuel used in the vehicle, and no maintenance cost may be claimed if the employee has not borne the total cost of maintaining the vehicle (e.g. if the vehicle is covered by a maintenance plan).
  • 80% of the travelling allowance must be included in the employee’s remuneration to calculate PAYE. The percentage is reduced to 20% if the employer is satisfied that at least 80% of the motor vehicle usage for the tax year will be for business purposes.
  • The fixed cost must be reduced pro-rata if the vehicle is used for business purposes for less than a year.
  • The distance travelled during a tax year and the distance travelled for business purposes substantiated by a log book are used to determine the costs that may be claimed against a travelling allowance.

Alternative Method

Where an allowance or advance is based on the actual distance travelled by the employee for business purposes, no tax is payable on an allowance paid by an employer to an employee up to the rate published on the SARS website www.sars.gov.za under Legal Counsel / Secondary Legislation / Income Tax Notices / Fixing of rate per kilometre in respect of motor vehicles, regardless of the vehicle’s value.

However, this alternative is not available if another compensation in the form of an allowance or reimbursement (other than for parking or toll fees) is received from the employer in respect of the vehicle.

Company Cars

Employees may also be entitled to claim a reduction on the fringe benefit for business mileage travelled in motor vehicles provided by an employer. An accurate record of mileage travelled is required to claim such a deduction. This logbook may also be used for this purpose. The exact minimum information as set out above is also required for company cars. For the rates for other tax years, please visit www.sars.gov.za or call the SARS Contact Centre on 0800 00 7277.

The rates in the Fixed Cost Table are adjusted periodically. The rates in the table on this page relate only to the 2023/24 tax year, i.e. from 1 March 2023 – 28 February 2024.

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2023 TRAVEL LOGBOOK DOWNLOAD

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Travel eLogbook 2022-2023

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sars travel logbook 2023

How to cruise through a travel audit efficiently

Surely most of us love to travel, but traveling for business purposes is no fun when it comes to completing your tax return.

SARS has some rather onerous requirements, but as long as you know what you need, submitting your documents to SARS should be plain sailing.

Note, you can only claim a travel deduction if one of the below applies to you:

  • You are a salaried employee and receive a travel allowance from your employer with source code 3701 or 3702 or,
  • You are a salaried employee and receive the use of a company car from your employer (i.e. fringe benefit) with source code 3802 or 3816 or,
  • You are an independent contractor (source code 3606) or commission earner (source code 3616) or,
  • You run your own business i.e. you are a sole proprietor or freelancer

Please see all the documents you may need to send to SARS, should you have a travel claim on your return: 1 .  Travel logbook (having the following content): -Dates for travel, including your Business and Private kilometres applicable to the tax year that’s being audited. -Description of the details of the trip (e.g.: meeting client, J. Smith at Eskom) -Starting odometer reading (e.g.: 1 March 2018) and closing odometer reading(s) (e.g. 28 February 2019) -To and From location need to be clearly indicated for each trip

Kindly note that your logbook must be in a SARS approved format, you can use the SARS-Travel-e-log-book Please add a column for your private travel as SARS have recently started asking for this too. Remember that driving from home to office and vice versa is always considered to be private travel. 

You can also use TaxTim's handy Vehicle Logbook App .

2. Purchase contract of the vehicle (if the vehicle belongs to you)

3. Letter from employer (Employer Provided Vehicle)

You’ll need a letter from the employer stating that the vehicle is used for business purposes, vehicle information and fringe benefits applicable to employee.

4. Logbook Calculation Summary

(a screenshot of our Travel Deduction Calculator showing the travel calculation will suffice). TaxTim Travel Calculator

5. Actual vehicle expense invoices (unless you claim based on the ‘deemed’ method)

Please note; should you have used more than one vehicle for business purposes, all relevant information for each vehicle used will be required.

‘Deemed’ versus ‘Actual’

If you are a salaried employee and receive a travel allowance coded to 3701 or 3702, you may choose to calculate your deduction based on ‘deemed’ or ‘actual’ methods. The ‘deemed’ method simply means that you can use the special SARS approved rates tables for fixed cost, fuel and maintenance expenses and you don’t need to provide actual invoices to SARS.

If you are claiming travel but do not receive an allowance coded to 3701 or 3702 then you must use the ‘actual’ method to calculate your travel and then you must submit travel invoices to substantiate your claim.

Please make use of our Travel deduction calculator to check your calculations and ensure you are claiming correctly based on the type of taxpayer that you are.

Once you have submitted all the necessary documents, SARS will let you know when the audit has been completed and the outcome.

Below are some travel FAQ from our users, which may be helpful to you:

1. I work for a motor car company and drive many vehicles, which registration number should I use in my tax return?

You would need to enter the details for all of the cars. The system will ask for them one by one.

2. What is the maximum amount (percentage) that one is allowed as a travel allowance based on the total package earned? (i.e. If my total package is say R10 000, maximum amount allowed as travel allowance is say 30%, then my salary will be R7 000 and my travel allowance R3 000. I just need to know the percentage amount so that I can structure my total package accordingly to get the maximum tax benefit) There is no maximum percentage, however if SARS see a salary that is made up entirely of a travel allowance, they will disallow the benefits. Ideally, it should be in relation to your travelling and not really exceed 20/30%.

3. How do I go about claiming a travel expense if I use my car 70% for business and 30% private? (I have a detailed logbook and do about 18,000km business travel per year, but I don't receive a travel allowance. I am a salaried employee, but I receive commission too)

If your commission is more than 50% of your overall income then you can deduct expenses against this income. You would include the amount in the  ‘Other deductions’ section (source code 4015 - travel expense) using our Travel Allowance calculator to assist with your calculation.

4. I've changed cars during the tax year, how should I handle my travel allowance calculations and log book? Should I keep a different logbook for each vehicle? I have also leased a vehicle whilst waiting for my new vehicle, how should this be recorded?

You are able to claim for all 3 cars you used. You need to account for the kms you travelled on all three cars individually in one logbook. This will mean that you will start the logbook with your first vehicle, then on your last trip travelled with that car, close off the kms by stating total business and private kms.

On your tax return you will state that you used 3 vehicles and then you will be given the chance to enter their details one by one. For the rental car you can indicate that it is a leased car and then you can capture the opening and closing kms and the rest of the car’s details. Where you kept records of actual expenses, you would need to enter these as well for each car.

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sars travel logbook 2023

HOW IT WORKS?

Use Logbook to easily manage your trips and take the hassle out of keeping an accurate, SARS-compliant logbook .

One-01

Download & Register

Download Logbook from the App Store and Google Play. Next, register your account with your email, Facebook, or Google accounts.

Two-01

Once your account is confirmed, simply scan your car’s license disc to capture all the relevant information. Of course, you can also complete this manually.

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Independent Travel to Moscow and St. Petersburg

My wife and I have traveled independently to many European countries and, after reading many of the comments in this forum, feel like we may be able to do so in Moscow and St. Petersburg as well, although we feel somewhat less comfortable than the other countries where we have traveled in Europe.

My biggest question is how much we will miss by visiting the main sites without a tour guide. In the other European countries we have visited on our own we have been comfortable and satisfied with the level of knowledge we have gained by studying and visiting on our own, although we believe a tour guide or tour company in any country would normally be able to provide greater insight than visiting a site on our own, but about in Moscow and St. Petersburg?

Any thoughts would be appreciated.

Unless you speak at least some Russian and read the alphabet it would be difficult without a guide. Very few signs in English especially in Moscow. Also not too many people speak English there.

I visited St Petersburg last Autumn for a protracted period , and did not find it anymore daunting than any other European city . As Ilja says , learning the Cyrillic alphabet is a big plus . I also found that it was fairly easy to grasp . It will , among other things , enable you to read signs with relative ease . I would answer the main part or your question ( about tour guides ) thus - I am not enamored of tour guides or tours. While I only use a tour under duress ( A sites rules prohibiting an independent visit - ie Glasgow School of Art , Municipal House in Prague , etc ) . Doing your own preparation and homework is the best way , in my opinion . My wife and I ventured through St Petersburg with nary a concern ,and made two day trips outside of the central district ( one was twenty five miles away , and no English speakers in sight ) Figuring out the logistical details , did not present any difficulties . While I never use tours , I am an inveterate eavesdropper , have done so many times , and find , that on balance , the information that they impart is fairly elementary . If you want greater detail , they are unlikely to supply it . I also prefer to go at my own pace , not being rushed and being able to dwell on things that most other visitors barely give a passing glance . If you are interested , let me know . I would be happy to provide you with information that will enable you to travel independently

Thank you, Steven. I am encouraged by your comments and feel the same way you do about tour groups. We are very much willing to prepare in advance and learn the basics of the Cyrillic alphabet to help us have a better experience.

I would be very interested in learning more about your experience in Russia and receiving any additional information you can provide on independent travel there, starting perhaps with obtaining the visa.

I am not opposed to hiring a private or small group guide for a specific site or for a day trip outside St Petersburg and Moscow, but, like you said, I much prefer the freedom of staying at places as long or short as I want and seeing the sites that interest me most. For example, neither my wife nor I are big into shopping, yet most tour itineraries leave afternoon time for just that. Not interested!

Please provide whatever you may feel would be helpful for us.

Russ , I see you are quite near San Francisco - you can start by looking at the VISA procedure , it's fairly straightforward . Since there is a consulate in San Francisco - look here http://www.consulrussia.org/eng/visa-sub1.html

And here - http://ils-usa.com/main.php

Having always traveled independently, we thought we could do a better job than any tour. How misguided (pun intended) we were. Now that we have had the experience of having someone native to the area walk us around and explain things through a personal perspective we realize how much we missed. For St. Petersburg I highly recommend http://www.peterswalk.com/tours.html . This is not a traditional guided tour, but an opportunity to receive some orientation to the area as well as insight into the "Russian soul". I think if you did this upon arrival the rest of your time would be much more meaningful. We really liked the http://www.pushka-inn.com . The location is superb (just around the corner from the Hermitage square), the rooms lovely, the included breakfast at the restaurant next door ample and overall an excellent value. We used this company to get our visa: https://www.passportvisasexpress.com/site/san_francisco_customer_service Note that it costs about the same for a 3-year visa as a one-year, and you never know if you might want to return within that more extended window of time. It is not cheap, so factor that into your planning.

If you like traveling without a guide in other countries and find this satisfying, the same will be true in Moscow and St. Petersburg. Of course it's not either/or - you can certainly take a guided walk or boat tour, for instance.

I cannot emphasize enough the importance of learning Cyrillic if you're going on your own. The book I used was Teach Yourself Beginner's Russian Script, which was great. It breaks down the alphabet into letters that are the same as English, letters that look the same but are pronounced differently, etc. It's out of print, but you can get used copies on Amazon: http://www.amazon.com/Teach-Yourself-Beginners-Russian-Script/dp/0071419861/ref=sr_1_2?ie=UTF8&qid=1459701143&sr=8-2&keywords=teach+yourself+russian+script

Russia is indeed a bit more "foreign" than say, Italy. However, in Moscow and St. Petersburg, I found enough English to be able to get by. Many restaurants had English menus and/or English speaking staff, for instance. This was most emphatically not true in Vladimir and Suzdal (two cities in the Golden Ring outside Moscow). I went with my sister, a Russian speaker, and if she hadn't been there, I would have been in big trouble. So, if you want to see places outside these two big cities, use a guided tour (even if just for that part). Also, Moscow and St. Petersburg are huge cities. Coming from New York, I wasn't intimidated, but those not used to a megacity may not be so cavalier (even I found them overwhelming at times, especially Moscow).

I found both Lonely Planet and Rough Guide to be helpful, and both to have various errors. Look at both, buy whichever one has a more recent edition, and then be prepared to have to discard some of the advice therein. Also, these places change more quickly than places in Western Europe. Be very careful of outdated advice. For instance, I was there in 2001 and 2010, so I won't give you any specifics on getting a visa - that changes constantly.

Just as a teaser, two things I saw and loved that I doubt would be included in any escorted tour are the Gorky House in Moscow (an Art Nouveau wonder) and the Sheremyetov Palace in St. Petersburg (it's now a museum of musical instruments, and the decor is amazing, particularly in the Etruscan Room).

Thanks for all the good advice. Any additional thoughts are welcomed.

One of history's seminal works pertaining to Russian history and culture and a MUST for anyone contemplating a visit or simply interested , is this fine work from 1980 - http://www.amazon.com/Land-Firebird-The-Beauty-Russia/dp/096441841X

This is about you and not about Petersburg. Do you like guided tours? We don't and didn't find that a guide added to our experience in China where we did hire private guides mostly for the logistics; it was easy to have someone drive us places. But once at a site, we didn't need the guide. I felt the same way about our 9 nights in Petersburg. We did hire a guide for the trip to the Catherine Palace again for the ease of logistics for us Olds. Here is our visit: https://janettravels.wordpress.com/2016/01/23/an-easy-trip-to-the-catherine-palace/ There are also snapshots of the Church on Spilled Blood in this photo journal. Having someone pick us up at the apartment and get us in without line ups and shepherd us through the palace steering clear of the tour groups was lovely. But we didn't need commentary because we can read and prepare.

You certainly don't need a guide for the Hermitage (we spent 4 days there), the Russian Museum, the Kazan Cathedral or Church on Spilled Blood or the Faberge Museum. We enjoyed a number of self guided walking tours including a couple from Rick Steves guidebooks. We took the canal cruise suggested by RS that had an English commentator. I would not take one without that as you will be totally clueless. The commentator was not all that good but at least we had some idea what we were seeing. So for people like us who like to do our own thing and can read a guidebook and don't particularly like to be led about, a tour is not needed. If you enjoy tour groups, then go for it. Petersburg is easy to negotiate. It helps if you can read the cyrillic alphabet and it is also useful to have the google translate ap on your phone. We found ourselves translating packages in grocery stores with it and the occasional museum sign or menu. I have one food I need to avoid and so it was handy to have the translator to talk with waiters (I could either show them the sentence, or play it for them or play it to myself and then repeat it to the waiter -- that all worked well)

Dear Russ, I cannot help you with Moscow, but about four years ago, my husband and I went to St Petersburg on our own. But, we did use a private guide for 4 half days. We both feel that our guide absolutely made our trip (we stayed 6 or 7 nights). We used a company owned by Tatyana Chiurikova, www.tour-stpetersburg.com I cannot say enough good things about her and our experience. I emailed her and we worked out a schedule/ sights that was tailored to our interests. She also offered some recommendations, which we took. The guide will meet you at your hotel. And frequently, at certain places, with the guide, we were able to skip the long entrance lines. We had an half day driving tour of the city (car, driver, & guide). You are taken to & go in places such as Peter & Paul Fortress, some of the cathedrals, etc. We had a half day with the guide at the Hermitage which ensured that we would see the major sights there. And, of course, you can stay after your guide leaves or return another day. Also, we had the guide for Peterhof (a must & go by boat) and Catherine's Palace. I hope that you will go to the website. As I said, our guide made our trip. I am positive that we would have missed quite a bit on our own everyday. And I'm sure we would have wasted a lot of time trying to get to various place.This was the best of both worlds, a guide where needed and plenty of time on our own. Whatever you do, I'm sure that you will love St Petersburg! Ashley

I am curious about the lines as we encountered no lines on our trip -- but it was in September. We got tickets for the Hermitage at machines and skipped those lines and our guide for the Catherine Palace which was our only guided experience (as noted before, chosen for the logistics of getting there) had arranged tickets and we didn't have a line, but then we also didn't see lines. We did not find lines at any other site.

Both Moscow and St Petersburg I've done on my own, that is together with the Dear Partner. I can't remember any problem getting where we wanted to go. The Metro systems are well signed, and with a little exercise and patience you can recognize the station names. With a good map and a good guide - we had the Rough Guides - that part of the logistics is solved. The language is a major problem, but the usual tricks of pointing, looking helpless, and making a joke of it all do wonders. I would hate to be led by a guide, but for others it is a comfortable thought.

We also did both cities on our own. I found the DK Eyewitness guide for Moscow has the best map. I used the one from our library (kept the book at home). Took the smaller RS book for St. Petersburg ( his book on northern cities). His map and restaurant ideas were all good. We also downloaded the Google maps in our Android Samsung tablets/phones for both cities and then could get directions to any place we typed in. The blue ball guided us everywhere. I'm sure we missed somethings by not having a guide, but we just enjoy walking around and getting a sense of a place. If you like art, The Hermitage is great. We went 3 times and still missed alot. In St. Peterburg we stayed at the 3 Mosta which we loved (quite and not far from the Church of Spilled Blood.) We also loved the Georgian food in both cities. There's a great Georgian restaurant near the 3 Mosta hotel. We're now in Belarus- very scenic. Enjoy your trip!!

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    2014-2015 SARS Logbook for the 1 March 2014 - 28 February 2015 assessment year and tax season starting 1 Jul 2015; Top Tip: Without a logbook you won't be able to claim the cost of business travel against your travel allowance.

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    SARS Travel eLogbook 2023/24. This handy document sets out how a taxpayer should go about calculating a travel deduction if they are in receipt of a travel allowance. Without a logbook, a taxpayer will not be able to claim a travel deduction. It is now compulsory to keep a logbook of all travel in which the taxpayer records their business ...

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    16 March 2023. The Travel Logbook Guide includes information for the 2023-24 financial year relating to the travel claims. Guidance includes the following topics: Calculating a travel deduction if you are in receipt of a travel allowance. Fixed cost table. Format of the SARS travel logbook. You can access the SARS guide for Travel logbook 2023 ...

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    Always keep your SARS Travel Logbook safe and secure. Use it as a source of information when compiling your Income Tax Return (ITR12). Should you go to a SARS branch, a SARS agent will assist you to submit your ITR12 electronically. Take your completed Travel Logbook together with all other supporting documents with.

  23. Independent Travel to Moscow and St. Petersburg

    2487 posts. Both Moscow and St Petersburg I've done on my own, that is together with the Dear Partner. I can't remember any problem getting where we wanted to go. The Metro systems are well signed, and with a little exercise and patience you can recognize the station names.