When one of your employees uses a personal vehicle for a
business trip, he can claim compensation paid by the company. The mileage
reimbursement is calculated based on a scale set by the tax authorities and
requires the establishment of an expense report. Kliks mileage reimbursement calculator can help you with how mileage reimbursement
works.
WHAT IS MILEAGE REIMBURSEMENT?
The reimbursement of mileage expenses is granted when a personal
vehicle of one of your employees is used for a professional journey. It covers
the inherent costs and expenses related to the use of a car, a motorcycle, or a
scooter of less than 7 HP, and since 2016 a bicycle.
The use of a rental car or a vehicle belonging to your company's
fleet does not qualify.
Reimbursement of mileage expenses is a tax benefit granted to
employees of a company. The amount of compensation calculated is deducted from
an employee's taxable income, in the same way as other professional expenses.
For the company, it is a sum that is included in the expenses, and therefore
deductible from the result of the company.
Note: the manager of a company can also claim a mileage
reimbursement.
THE CASE OF THE HOME-TO-WORK JOURNEY
Journeys from home to the place of work can be covered (within
the limit of a maximum distance of 80 km and a single round trip) if no means
of public transport exists or in the framework of a collective agreement from
which all employees of the company benefit.
REIMBURSEMENT SCALE FOR MILEAGE EXPENSES
Each year, the scales for calculating the reimbursement of
professional expenses are updated and their update is published in March. This
mileage scale governs the reimbursement of business travel expenses by car and
two-wheeler. As a reminder, this scale does not apply when hiring a professional
car. It thus takes into consideration:
- the type of
vehicle used;
- the power of
the vehicle used;
- the number
of kilometers traveled with your vehicle in a professional context;
- depreciation
of the vehicle;
- tire
expenses;
- the cost of
maintenance and repair costs;
- fuel
consumption;
- the cost of
insurance premiums.
WHAT DO MILEAGE REIMBURSEMENTS COVER?
The mileage allowance is set to cover all expenses related to
the use of a personal vehicle for professional purposes. Whether it is the
deduction of actual costs or the standard deduction, the amounts paid allow you
to be paid for:
- Fuel
expenses;
- Parking
fees;
- The cost of
car insurance;
- The wear and
tear of the vehicle and its depreciation.
HOW TO CALCULATE THE MILEAGE REIMBURSEMENT?
The mileage reimbursement is calculated with the help of
the mileage reimbursement 2022 calculator and a scale set by
the tax authorities which changes every year. This scale takes into account two
factors: the number of kilometers traveled on a professional basis and the fiscal
power of the vehicle. Companies also use a mileage reimbursement
calculator to calculate an employee's mileage costs. There is a
different mileage fee schedule for motorcycles and scooters and bicycles. The
new scales are published by the tax authorities around February or March of
each year. The 2023 mileage reimbursement schedule will be online soon. The
scale for reimbursement of mileage expenses for 2023 will be online in February
or March 2022.
WHAT ARE THE CONDITIONS FOR BENEFITING FROM MILEAGE REIMBURSEMENT?
To benefit from the reimbursement of mileage expenses, you must
meet certain conditions:
You must use a personal vehicle that you own or lease, which
therefore cannot be registered in the name of the company.
Each trip must be linked to professional activity and must be
able to be justified.
It is necessary to certify that during the business trip, the
employee concerned was not transporting one of his colleagues also benefiting
from these mileage allowances. The same journey cannot be reimbursed twice.
WHAT PROCEDURE SHOULD BE PUT IN PLACE FOR MILEAGE REIMBURSEMENT?
To obtain a mileage reimbursement, the employee must complete an
expense report including the reason for the trip, the location of the mission,
the number of kilometers traveled, and the fiscal power of the vehicle used. He
must attach the necessary supporting documents, such as a copy of the gray card
to justify the taxing power of the vehicle. Indeed, in the event of a tax audit
of the company, it will be asked to justify the sums deducted from its
expenses.
The use of their personal vehicles by your employees can have
advantages: you do not have to support the purchase or management of a company
car fleet and you avoid having to pay for the TVs. But if some of your employees
have to travel often, the reimbursement of mileage costs can become a major
expense item for the company and prove to be more expensive than turnkey
solutions, such as a partnership with your professional car rental
company.
When one of your employees uses a personal vehicle for a business trip, he can claim compensation paid by the company. The mileage reimbursement is calculated based on a scale set by the tax authorities and requires the establishment of an expense report. Kliks mileage reimbursement calculator can help you with how mileage reimbursement works.
WHAT IS MILEAGE REIMBURSEMENT?
The reimbursement of mileage expenses is granted when a personal
vehicle of one of your employees is used for a professional journey. It covers
the inherent costs and expenses related to the use of a car, a motorcycle, or a
scooter of less than 7 HP, and since 2016 a bicycle.
The use of a rental car or a vehicle belonging to your company's fleet does not qualify.
Reimbursement of mileage expenses is a tax benefit granted to employees of a company. The amount of compensation calculated is deducted from an employee's taxable income, in the same way as other professional expenses. For the company, it is a sum that is included in the expenses, and therefore deductible from the result of the company.
Note: the manager of a company can also claim a mileage reimbursement.
THE CASE OF THE HOME-TO-WORK JOURNEY
Journeys from home to the place of work can be covered (within the limit of a maximum distance of 80 km and a single round trip) if no means of public transport exists or in the framework of a collective agreement from which all employees of the company benefit.
REIMBURSEMENT SCALE FOR MILEAGE EXPENSES
Each year, the scales for calculating the reimbursement of
professional expenses are updated and their update is published in March. This
mileage scale governs the reimbursement of business travel expenses by car and
two-wheeler. As a reminder, this scale does not apply when hiring a professional
car. It thus takes into consideration:
- the type of
vehicle used;
- the power of
the vehicle used;
- the number
of kilometers traveled with your vehicle in a professional context;
- depreciation
of the vehicle;
- tire
expenses;
- the cost of
maintenance and repair costs;
- fuel
consumption;
- the cost of insurance premiums.
WHAT DO MILEAGE REIMBURSEMENTS COVER?
The mileage allowance is set to cover all expenses related to
the use of a personal vehicle for professional purposes. Whether it is the
deduction of actual costs or the standard deduction, the amounts paid allow you
to be paid for:
- Fuel
expenses;
- Parking
fees;
- The cost of
car insurance;
- The wear and tear of the vehicle and its depreciation.
HOW TO CALCULATE THE MILEAGE REIMBURSEMENT?
The mileage reimbursement is calculated with the help of the mileage reimbursement 2022 calculator and a scale set by the tax authorities which changes every year. This scale takes into account two factors: the number of kilometers traveled on a professional basis and the fiscal power of the vehicle. Companies also use a mileage reimbursement calculator to calculate an employee's mileage costs. There is a different mileage fee schedule for motorcycles and scooters and bicycles. The new scales are published by the tax authorities around February or March of each year. The 2023 mileage reimbursement schedule will be online soon. The scale for reimbursement of mileage expenses for 2023 will be online in February or March 2022.
WHAT ARE THE CONDITIONS FOR BENEFITING FROM MILEAGE REIMBURSEMENT?
To benefit from the reimbursement of mileage expenses, you must meet certain conditions:
You must use a personal vehicle that you own or lease, which therefore cannot be registered in the name of the company.
Each trip must be linked to professional activity and must be able to be justified.
It is necessary to certify that during the business trip, the employee concerned was not transporting one of his colleagues also benefiting from these mileage allowances. The same journey cannot be reimbursed twice.
WHAT PROCEDURE SHOULD BE PUT IN PLACE FOR MILEAGE REIMBURSEMENT?
To obtain a mileage reimbursement, the employee must complete an expense report including the reason for the trip, the location of the mission, the number of kilometers traveled, and the fiscal power of the vehicle used. He must attach the necessary supporting documents, such as a copy of the gray card to justify the taxing power of the vehicle. Indeed, in the event of a tax audit of the company, it will be asked to justify the sums deducted from its expenses.
The use of their personal vehicles by your employees can have advantages: you do not have to support the purchase or management of a company car fleet and you avoid having to pay for the TVs. But if some of your employees have to travel often, the reimbursement of mileage costs can become a major expense item for the company and prove to be more expensive than turnkey solutions, such as a partnership with your professional car rental company.
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