What does SARS require in a logbook for travel reimbursement?

For travel reimbursement, the South African Revenue Service (SARS) requires specific documentation and information in a logbook to substantiate claims. Here’s what you typically need to include:

Essential Components of a Travel Logbook:

1. Date of Travel
• The exact date on which the travel occurred.
2. Destination
• The location to which the travel was made.
3. Purpose of Travel
• A brief description of the business purpose for the trip.
4. Start and End Odometer Readings
• Record the odometer readings of your vehicle at the beginning and end of each trip.
5. Total Kilometers Traveled
• Calculate the total distance traveled for each trip.
6. Travel Expenses Incurred
• Any expenses directly related to the trip, such as fuel, tolls, and parking fees.
7. Client or Business Name
• If applicable, record the name of the client or business related to the travel.
8. Signatures or Authorizations
• Depending on company policy, you may need to have the logbook signed by a supervisor or manager.

Additional Considerations:

• Accuracy: Ensure all entries are accurate and made in real-time or immediately after travel.
• Retention: Keep the logbook and any supporting documents for at least five years, as SARS may request them during audits.
• Supporting Documents: Retain receipts for fuel and other travel-related expenses to validate your claims.

Maintaining a detailed and organized logbook can help ensure compliance with SARS regulations and facilitate smoother reimbursement processes.