Managing Organisation Vehicles

The system provides a feature to allow enterprise owned vehicles to be easily managed from a reporting, accounting and P11D point of view. The system is updated each tax year with the appropriate details to allow the computation of any tax and national insurance obligations.

Storing the details of owned vehicles
Storing details of employee users of the vehicles
Calculates any Car, Van and fuel benefits for P11D if Tracking of Employee Expenses and benefits is set under Profile.
Output a report, which also shows the periods of usage of a vehicle by any particular employee. This allows a user to compute any tax or national insurance liabilities.

The process summary is as follows:

Switch on the Vehicle and Vehicle Allocation feature
Ensure details of the employee are setup.
Set up details of all owned vehicles which are likely to be used by employees
Allocate vehicles to the employees using them.

Switch on the Vehicle and Vehicle Allocation feature

If Vehicles menu items are not visible then switch them on from the Organisation Profile and the Optional Features Tab

Control - Organisation Profile - Optional Features

Tick the Vehicle and Vehicle Allocation Register box

Setting up details of an owned vehicle

It will be necessary to have to hand details of the vehicle (usually available from the registration documentation) as well as the official list prices. Navigate to the Expenses menu to enter the details of the vehicle.

Expenses - Add Vehicle

The Add Vehicle screen is used to enter all the necessary vehicle details.

From the from down list select the Vehicle Type; Car/Van or Motorcycle. Enter a Description followed by the vehicle Registration number and the Date First Registered. These details are usually available from the registration documentation.

Enter the List Price, for tax purposes, of the vehicle. Note that the List price is defined as the price published by the vehicles manufacturer, importer or distributor as the inclusive price appropriate for a vehicle of that kind if sold in the United Kingdom singly in a retail sale on the open market on the relevant day. It is not the dealers advertised price for the vehicle, nor the price paid for the vehicle, which may incorporate discounts from the list price. If you are in any doubt as to the correct price to use, please consult your advisor.

Enter the value of any Accessories that have been added to the vehicle in Accessories List Price and the Engine Capacity and select the Fuel Type from the drop-down.

Enter the CO2 Emissions figure relevant to the vehicle from the VC5 documentation. If no valid CO2 figure is available tick the box.

Click SUBMIT button to record the details.

Allocating vehicles to the employees using them

If a vehicle is being used by an employee for private use; then a potential tax liability exists. By using the allocation routine a report can be produced and the system will to compute any tax and national insurance liability if Personnel P11D Expense & Benefit Tracking is set.

The vehicle allocation screen is accessed via the Payroll menu.

Payroll - Vehicles Made Available

A list of employees/directors who already have vehicles allocated is displayed. To add a new allocation click ADD or ADD EMPLOYEE button.

Select the relevant Employee from the drop down list. Likewise select the Vehicle from the drop down. (If no vehicle exists, use the Setting up details of an owned vehicle process above to enter it.)

The From and To dates define the period of availability.

Enter the number of days in the year that the vehicle was not available for the employee/director in the Days Unavailable box. The number of days must be a period of 30 or more consecutive days throughout which the car is not available.

If the employee has made any Capital Contribution, enter the value in the box. This operates by reducing the list price value by the contribution.

Alternatively if in the tax year the employee makes a personal payment towards use of the vehicle, entered in the Paid Towards Use box, it impacts by reducing the P11d liability by the amount entered.

If fuel benefit is to apply make sure the Fuel Benefit Charge Applies box is ticked. If, in the tax year, the fuel benefit is withdrawn enter the last date on which fuel benefit is available. In a year the fuel benefit is withdrawn; enter the number of days in the year that the fuel was not available for the employee/director. This will only be required in a year the fuel benefit is withdrawn, and will be the same or a lesser figure than the days unavailable for the car. If the fuel benefit is subsequently reinstated tick the Fuel Benefit Reinstated box. This has the impact of charging the fuel benefit liability for the full tax year

Click SUBMIT button to record the details.

Reporting vehicle allocations

Reports of vehicle allocations are accessed from the Reports menu

Reports - P11D Reports - Company Car Allocation

Select the relevant PAYE year from the drop down. Select the employee(s) for the report, or ALL and GENERATE button to produce the report