Taxation Unit Helpdesk: (07) 322 52277 Email: [email protected] Fringe Benefits Tax FBT PROCEDURE Motor Vehicle Register & Reconciliation Form – How to Complete Target Group Taxation Unit and FBT Administrators within Queensland Health Districts/Business Areas Introduction It is essential that all motor vehicles held by Queensland Health during the fringe benefits tax (FBT) year have been considered when completing the FBT return. The FBT year extends from 1 April to the 31 March. Cars held by Queensland Health during any part of the FBT year should be considered. Whilst most vehicles are arranged through QFleet, there are instances where some vehicles are purchased directly from car retailers. It is important that all cars are considered when completing the annual FBT return. Not all vehicles may give rise to a fringe benefit. For example some vehicles may not have been available for private use at all during the FBT year or some may have been used 100% for business use during the FBT year. Another example where no FBT would arise would be where eligible vehicles were used exclusively for exempt private travel during the year. Although there may be vehicles where there is no FBT arising and therefore no need to include these vehicles with FBTSimplifier, it is still necessary to be able to show that these vehicles have been considered for FBT purposes. It is also important that Queensland Health is able to reconcile the vehicles reported by QFleet for FBT purposes with those included in the Department’s FBT return. The “Motor Vehicle Register and Reconciliation Form” has been developed to provide a simple and standardised process for reconciling all vehicles in use across Queensland Health. The “Motor Vehicle Register and Reconciliation Form” is to be completed electronically (Excel format) and submitted with the FBTSimplifier return to the Taxation Unit each year. A copy of the Form is available at: http://qheps.health.qld.gov.au/finance/sfs/fbt/web_pages/fbt_bus_procs2.htm Purpose of Procedure The purpose of this procedure is to explain how to complete each tab within the Excel workbook named “Motor Vehicle Register and Reconciliation Form”. Version 2009.01 Page 1 of 3 Taxation Unit Helpdesk: (07) 322 52277 Email: [email protected] Fringe Benefits Tax FBT PROCEDURE Motor Vehicle Register & Reconciliation Form – How to Complete Completing the “MV Register” Tab It is advisable that this form be maintained on an ongoing basis throughout the year, as this will provide a good summary of all vehicles within the District / Facility. For end of FBT year purposes, it is a requirement that the “orange” columns are fully completed. Completion of the “yellow” columns is optional. The table below describes what information should be included in each of the mandatory (orange) columns that appear in the attached “Motor Vehicle Register Form”. Column Heading Description of Data to be Included Registration Number Include the registration number for each vehicle. The registration number should be continuous i.e. no spaces or hyphens between alpha and numeric characters. The alpha characters should be in capitals. (Eg. QGM123 or 501FFT) Q-Fleet “YES / NO” If the vehicle has been obtained through QFleet “YES” should be entered. If the vehicle has been purchased directly from a motor vehicle retailer, “NO” should be entered. Hire (> 90 days only) “YES / NO” Vehicles hired for greater than 90 days will need to be valued as a car fringe benefit and accordingly should be included in your Motor Vehicle Register. If the vehicle has been hired “YES” should be entered. Business Unit / Branch Utilising Vehicle Transferred to Another District / Facility During FBT Year “YES / NO” District / Facility Transferred To Version 2009.01 The name of business unit or branch that is utilising the vehicle. If the vehicle has been transferred to another District / Facility during the FBT year enter “YES”. Where the vehicle has been transferred during the FBT year as indicated by “YES” in the Transferred to Another District / Area field then populate with the name of the District or Facility where the car has been transferred to. Note: Where a vehicle has been transferred no further details need to be added to the form. The District / Facility that currently holds the vehicle will be required to report on the vehicle for the entire FBT year. Page 2 of 3 Taxation Unit Helpdesk: (07) 322 52277 Email: [email protected] Fringe Benefits Tax FBT PROCEDURE Motor Vehicle Register & Reconciliation Form – How to Complete Reported in FBTSimplifier “YES/NO” If the car has been reported in FBTSimplifier, “YES” should be entered into this field. If the car has not been reported in FBTSimplifier, “NO” should be entered into this field. Reason Where “NO” has been entered in the previous field, enter the reason that supports that assertion. For example, the car may have been used 100% for business purposes or was an “eligible vehicle” that had no private use other than exempt private use during the FBT year. Evidence (eg Logbook) Enter the evidence that supports the reason entered in the previous field. For example, if the car has been used 100% for business purposes there should be a logbook supporting this. Therefore “Logbook” should be entered into this field. Completing the “MV Reconciliation” Tab There are two reconciliations to be performed to confirm that all motor vehicles held by Queensland Health during FBT year have been firstly considered, and secondly reported if appropriate, in the process of completing the annual FBT return: 1. reconciliation of all District / Facility motor vehicles 2. reconciliation of reportable motor vehicles Reconciliation of all District / Facility Motor Vehicles Step 1. Enter the appropriate value for ‘a’, ‘b’ and ‘c’. Step 2. Perform the calculation at ‘d’ and confirm the difference is nil. Reconciliation of Reportable Motor Vehicles Step 1. Enter the appropriate value for ‘e’ and ‘f’. Step 2. Perform the calculation at ‘g’ and confirm the difference is nil. Version 2009.01 Page 3 of 3
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