{"id":2636,"date":"2017-02-24T12:04:47","date_gmt":"2017-02-24T12:04:47","guid":{"rendered":"https:\/\/smh.group\/?p=2636"},"modified":"2023-02-15T13:53:13","modified_gmt":"2023-02-15T13:53:13","slug":"tax-free-reimbursement-directors-employees-expense-claims","status":"publish","type":"post","link":"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/","title":{"rendered":"Tax free reimbursement of directors and employees expense claims"},"content":{"rendered":"<p><strong>Formulating, processing, and evidencing expense claims for travel &amp; subsistence costs incurred by directors and employees can be a frustrating burden on any employer\u2019s time. So is there another way of doing things?<\/strong><\/p>\n<p>The obvious alternative is to reimburse expenses using HMRC\u2019s\u00a0\u2018benchmark\u2019 scale rate payments, thus circumventing the need to collect receipts and then collate all that data.<\/p>\n<p>The current rates that can be paid tax free are:<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Meals:<\/strong><\/p>\n<p>Breakfast rate up to \u00a35.00<\/p>\n<p>One meal (5 hour) rate up to \u00a35.00<\/p>\n<p>Two meals (10 hour) rate up to \u00a310.00<\/p>\n<p>Late evening meal rate up to \u00a315.00<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Additional incidental expenses:<\/strong><\/p>\n<p>Overnight stay away from home in the UK &#8211; \u00a35 per night<\/p>\n<p>Overnight stay away from home and overseas &#8211; \u00a310 per night<\/p>\n<p>&nbsp;<\/p>\n<p><strong>Conditions:<\/strong><\/p>\n<ol>\n<li>The travel must be \u2018qualifying travel\u2019. Essentially that means in the performance of the director\/ employee\u2019s duties whilst travelling away on an \u2018irregular business trip\u2019, or to a \u2018temporary workplace\u2019. Travel to a \u2018permanent workplace\u2019 is not qualifying travel.<\/li>\n<li>The employee should have incurred the costs after starting the qualifying travel (and before it ends).<\/li>\n<li>The \u2018Breakfast rate\u2019 applies where an employee leaves home earlier than usual and before 6.00 am and buys breakfast during the qualifying travel.<\/li>\n<li>The \u2018One meal (5 hour) rate\u2019 applies when the employee has been undertaking qualifying travel for a period of at least 5 hours and has a meal\/drink.<\/li>\n<li>The \u2018Two meal (10 hour) rate\u2019 applies when the employee has been undertaking qualifying travel for a period of at least 10 hours and has a meal\/drink.<\/li>\n<li>The \u2018Late evening meal rate\u2019 applies when the employee has to work later than usual, and finishes work after 8.00 pm, then has to buy a meal\/drink which he would usually have at home.<\/li>\n<li>\u2018Incidental expenses\u2019 covers other un-receipted expenses when away from home on qualifying travel overnight \u2013 e.g. taxi fare<\/li>\n<\/ol>\n<p>NB. You can also pay less than the maximum allowable amounts.<\/p>\n<p>&nbsp;<\/p>\n<p>It is also possible to agree higher \u2018scale\u2019 rates with HMRC if you can prove to HMRC that higher rates are justified. This is normally achieved by carrying out a sampling exercise using actual employee expenditure.<\/p>\n<p>Finally, in rarer instances, the time and trouble involved in basing each claim on actual expenditure may be justifiable,\u00a0because the law doesn\u2019t stipulate what sort of travel your employees\/directors should use. In theory, you could therefore reimburse a director\u2019s private jet hire to business meetings!<\/p>\n<p>To find out more and\/or arrange a meeting discuss your requirements in detail please call <strong>David Sutton <\/strong>on <strong>0114 266 4432<\/strong> or email <strong><a href=\"mailto:dsutton@smh.group\">dsutton@smh.group<\/a><\/strong>.<\/p>\n<div id=\"attachment_1607\" style=\"width: 310px\" class=\"wp-caption alignleft\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-1607\" class=\"wp-image-1607 size-medium\" src=\"http:\/\/suttonmcgrathhartley.3be.co.uk\/wp-content\/uploads\/2016\/05\/david-300x291.jpg\" alt=\"David Sutton, Sutton McGrath Hartley\" width=\"300\" height=\"291\" \/><p id=\"caption-attachment-1607\" class=\"wp-caption-text\">David Sutton, Managing Partner at Sutton McGrath Hartley<\/p><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Formulating, processing, and evidencing expense claims for travel &amp; subsistence costs incurred by directors and employees can be a frustrating burden on any employer\u2019s time. So is there another way of doing things? The obvious alternative is to reimburse expenses using HMRC\u2019s\u00a0\u2018benchmark\u2019 scale rate payments, thus circumventing the need to collect receipts and then collate all that data. The current rates that can be paid tax free are: &nbsp; Meals: Breakfast rate up to \u00a35.00 One meal (5 hour) rate up to \u00a35.00 Two meals (10 hour) rate up to \u00a310.00 Late evening meal rate up to \u00a315.00 &nbsp; Additional incidental expenses: Overnight stay away from home in the UK &#8211; \u00a35 per night Overnight stay away from home and overseas &#8211; \u00a310 per night &nbsp; Conditions: The travel must be \u2018qualifying travel\u2019. Essentially that means in the performance of the director\/ employee\u2019s duties whilst travelling away on an \u2018irregular business trip\u2019, or to a \u2018temporary workplace\u2019. Travel to a \u2018permanent workplace\u2019 is not qualifying travel. The employee should have incurred the costs after starting the qualifying travel (and before it ends). The \u2018Breakfast rate\u2019 applies where an employee leaves home earlier than usual and before 6.00 am and buys [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[3,4],"tags":[82,83,81,11,60,19,61],"class_list":["post-2636","post","type-post","status-publish","format-standard","hentry","category-smh-accounting-business-advisory","category-chartered-tax-advisers","tag-business-travel","tag-chartered-accountants","tag-expenses","tag-hmrc","tag-sutton-mcgrath-hartley","tag-tax","tag-tax-advisers"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Tax free reimbursement of directors and employees expense claims<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Tax free reimbursement of directors and employees expense claims\" \/>\n<meta property=\"og:description\" content=\"Formulating, processing, and evidencing expense claims for travel &amp; subsistence costs incurred by directors and employees can be a frustrating burden on any employer\u2019s time. So is there another way of doing things? The obvious alternative is to reimburse expenses using HMRC\u2019s\u00a0\u2018benchmark\u2019 scale rate payments, thus circumventing the need to collect receipts and then collate all that data. The current rates that can be paid tax free are: &nbsp; Meals: Breakfast rate up to \u00a35.00 One meal (5 hour) rate up to \u00a35.00 Two meals (10 hour) rate up to \u00a310.00 Late evening meal rate up to \u00a315.00 &nbsp; Additional incidental expenses: Overnight stay away from home in the UK &#8211; \u00a35 per night Overnight stay away from home and overseas &#8211; \u00a310 per night &nbsp; Conditions: The travel must be \u2018qualifying travel\u2019. Essentially that means in the performance of the director\/ employee\u2019s duties whilst travelling away on an \u2018irregular business trip\u2019, or to a \u2018temporary workplace\u2019. Travel to a \u2018permanent workplace\u2019 is not qualifying travel. The employee should have incurred the costs after starting the qualifying travel (and before it ends). The \u2018Breakfast rate\u2019 applies where an employee leaves home earlier than usual and before 6.00 am and buys [&hellip;]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/\" \/>\n<meta property=\"og:site_name\" content=\"SMH Group\" \/>\n<meta property=\"article:published_time\" content=\"2017-02-24T12:04:47+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-02-15T13:53:13+00:00\" \/>\n<meta property=\"og:image\" content=\"http:\/\/suttonmcgrathhartley.3be.co.uk\/wp-content\/uploads\/2016\/05\/david-300x291.jpg\" \/>\n<meta name=\"author\" content=\"Brendan Hall\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Brendan Hall\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/\"},\"author\":{\"name\":\"Brendan Hall\",\"@id\":\"https:\/\/devstagesite.co.uk\/smhgroup\/#\/schema\/person\/637129b7464f960037f1b676f625570e\"},\"headline\":\"Tax free reimbursement of directors and employees expense claims\",\"datePublished\":\"2017-02-24T12:04:47+00:00\",\"dateModified\":\"2023-02-15T13:53:13+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/\"},\"wordCount\":449,\"image\":{\"@id\":\"https:\/\/devstagesite.co.uk\/smhgroup\/tax-free-reimbursement-directors-employees-expense-claims\/#primaryimage\"},\"thumbnailUrl\":\"http:\/\/suttonmcgrathhartley.3be.co.uk\/wp-content\/uploads\/2016\/05\/david-300x291.jpg\",\"keywords\":[\"business travel\",\"chartered accountants\",\"expenses\",\"HMRC\",\"sutton mcgrath hartley\",\"tax\",\"tax advisers\"],\"articleSection\":[\"SMH Accounting &amp; 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