By RAM Tracking on 10 Aug 2023

Separating business and private vehicle use

In the UK, businesses often provide vehicles to their employees for work-related purposes. It's important to differentiate between business vehicle use and private use for both practical and tax-related reasons.

1. Business Vehicle Use: Business vehicle use refers to the usage of a vehicle solely for work-related purposes, such as:

• Traveling to client meetings,
• Delivering goods, or
• Any other task directly related to the business operations.

When a vehicle is used exclusively for business purposes, the associated costs (e.g., fuel, maintenance, insurance) are considered legitimate business expenses and can generally be deducted from the business's taxable income.

2. Private Use: Private use, on the other hand, refers to any personal use of a business-provided vehicle that is not directly related to work.

This can include using the vehicle for:

• Personal errands,
• Commuting to and from home, and
• Other non-business-related activities.

Why Separate Business and Private Use:

Separating business and private vehicle use is crucial for several reasons:

1. Tax Compliance: The UK tax authorities, such as HM Revenue & Customs (HMRC), require accurate reporting of business and private vehicle use for tax purposes. Incorrect reporting can lead to tax liabilities and penalties.

2. Tax Implications: When employees use a business-provided vehicle for private purposes, it is considered a benefit in kind (BIK) – a non-cash benefit provided by the employer. The employee is liable to pay tax on this benefit, and the employer also has to pay Class 1A National Insurance contributions on the value of the BIK. Accurate tracking of private use helps determine the taxable amount.

3. Cost Allocation: Accurate separation allows the business to allocate costs such as fuel, maintenance, and insurance accurately between business and private use. This ensures that the business only claims tax deductions for legitimate business expenses.

Tax Implications:

For employees, the tax implications of using a business vehicle for private purposes are as follows:

1. Company Car Tax (Benefit in Kind): Employees who use a company car for private use are subject to a "benefit in kind" tax based on the car's list price (including options) and CO2 emissions. The higher the emissions, the higher the tax liability. This tax liability is then added to the employee's income and subject to income tax.

2. Fuel Benefit Charge: If the employer also provides fuel for personal use, the employee is liable for a fuel benefit charge. This is based on the cash equivalent value of the fuel provided and the car's CO2 emissions.

3. Employee National Insurance Contributions: Employees might have to pay additional National Insurance contributions on the value of the benefit in kind.

For businesses, accurate separation of business and private use ensures that only legitimate business expenses are claimed as deductions, reducing the risk of incorrect reporting and potential tax audits.

In conclusion, businesses need to separate business vehicle use from private use for accurate tax reporting and compliance with HMRC regulations. Understanding and properly managing these distinctions are essential for both employees and employers to avoid tax pitfalls and ensure accurate financial records.

Our vehicle tracking includes reporting that can accurately report on how many miles a vehicle has travelled in personal time making this a quick and painless task of calculating what is required.