Re-imbursing mileage expenses – records to be kept for Revenue ?

For the reimbursement of expenses based on an acceptable flat rate allowance the employer must retain a record of all of the following-

• the name and address of the employee;
• the date of the journey;
• the reason for the journey;
• the distance (km) involved;
• the starting point, destination and finishing point of the journey; and
• the basis for the reimbursement of the travel expenses (e.g. temporary absence from an individual’s normal place of work).

As regards the reimbursement of actual expenses vouched by receipts, the employer must retain such receipts, together with details of the travel and subsistence.

The period of retention of records is 6 years after the end of the tax year to which the records refer.

For the current rates see the following link

http://www.revenue.ie/en/tax/it/leaflets/it51.html

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