{"id":35580,"date":"2025-07-23T11:35:01","date_gmt":"2025-07-23T10:35:01","guid":{"rendered":"https:\/\/www.langricks.com\/?p=35580"},"modified":"2025-07-23T11:38:30","modified_gmt":"2025-07-23T10:38:30","slug":"understanding-employee-benefits-and-expenses-travel-and-more","status":"publish","type":"post","link":"https:\/\/dev.withcreative.co.uk\/langricks\/understanding-employee-benefits-and-expenses-travel-and-more\/","title":{"rendered":"Understanding Employee Benefits and Expenses &#8211; Travel and More\u2026"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Managing employee benefits and business expenses is a great opportunity to build a positive culture, reward your team and stay on the right side of HMRC.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here&#8217;s a simple guide to help UK employers understand what\u2019s tax-free, what needs reporting and how to keep things efficient.<\/span><\/p>\n<h3><b>Record Keeping: The basics<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Good records mean fewer headaches later. Employers should keep a clear log of:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The date and purpose of each business journey<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Distance travelled<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receipts for expenses (unless using HMRC-approved scale rates)<\/span>&nbsp;<\/li>\n<\/ul>\n<p><b>Tip:<\/b><span style=\"font-weight: 400;\"> Most tax-free expenses don\u2019t need to be reported to HMRC. But taxable ones like healthcare or over-the-limit mileage must go through <a href=\"https:\/\/www.langricks.com\/accountancy-services\/payroll\/\">payroll<\/a> or a P11D form.<\/span><\/p>\n<h3><b>Travel &amp; Subsistence: What can you reimburse<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Expenses can be reimbursed if they\u2019re wholly, exclusively and necessarily for business. This includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Travel to temporary workplaces or between business locations<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Meals and overnight stays<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Incidental expenses during business trips<\/span>&nbsp;<\/li>\n<\/ul>\n<p><b>HMRC approved mileage rates:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Cars &amp; Vans:<\/b><span style=\"font-weight: 400;\"> 45p\/mile (first 10,000 miles), 25p\/mile (after that)<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Motorcycles:<\/b><span style=\"font-weight: 400;\"> 24p\/mile<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Bicycles:<\/b><span style=\"font-weight: 400;\"> 20p\/mile<\/span>&nbsp;<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Anything paid <\/span><b>above<\/b><span style=\"font-weight: 400;\"> these rates is taxable. Anything <\/span><b>below<\/b><span style=\"font-weight: 400;\">? Employees can claim tax relief via their self-assessment.<\/span><\/p>\n<h3><b>Key dates to remember<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>6th July 2025:<\/b><span style=\"font-weight: 400;\"> P11D Submission Deadline<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>31st January 2026:<\/b><span style=\"font-weight: 400;\"> Self Assessment Tax Return Deadline<\/span>&nbsp;<\/li>\n<\/ul>\n<h3><b>Benchmark &amp; bespoke scale rates<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Want to simplify meal reimbursements?<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">HMRC offers scale rates to cover meals and travel<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">No receipts needed (if using bespoke rates)<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bespoke rates must be agreed with HMRC and supported by an \u2018expense sampling exercise\u2019<\/span>&nbsp;<\/li>\n<\/ul>\n<h3><b>Trivial benefits: Small perks, big smiles<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">HMRC allows certain non-cash perks to be tax-free, so long as they are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u00a350 or less (inc. VAT)<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not cash or exchangeable for cash<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not a reward for work or performance<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not part of a contract or salary sacrifice scheme<\/span>&nbsp;<\/li>\n<\/ul>\n<p><b>For Directors of close companies:<\/b><b><br \/>\n<\/b><b><br \/>\n<\/b><span style=\"font-weight: 400;\">There\u2019s an annual limit of <\/span><b>\u00a3300<\/b><span style=\"font-weight: 400;\">, including any benefits to family or household members.<\/span><\/p>\n<h3><b>Tax-free extras for employees<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Some other tax-free perks to consider:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Long Service Awards:<\/b><span style=\"font-weight: 400;\"> Tax-free if over 20 years of service and max \u00a350 per year<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Christmas Parties:<\/b><span style=\"font-weight: 400;\"> Up to \u00a3150 per head if open to all staff<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Mobile Phones:<\/b><span style=\"font-weight: 400;\"> One phone per employee (including monthly bills and calls), as long as the phone is company-owned<\/span>&nbsp;<\/li>\n<\/ul>\n<h3><b>Tax Implications: What you and your team should know<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Employees:<\/b><b><br \/>\n<\/b><span style=\"font-weight: 400;\">Tax is due on most benefits unless exempt. Some can be offered via salary sacrifice, helping employees save on tax and NICs.<\/span>&nbsp;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Employers:<\/b><b><br \/>\n<\/b><span style=\"font-weight: 400;\">Taxable benefits often qualify as deductible expenses. However, you\u2019ll usually pay <\/span><b>13.8% Class 1A NICs<\/b><span style=\"font-weight: 400;\"> on their value.<\/span><\/li>\n<\/ul>\n<h3><b>Need Help?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Structuring your benefits and managing expenses can be complex but it doesn\u2019t have to be. W<\/span><span style=\"font-weight: 400;\">e help businesses create reward packages that work for both your team and your bottom line.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Managing employee benefits and business expenses is a great opportunity to build a positive culture, reward your team and stay on the right side of HMRC.\u00a0 Here&#8217;s a simple guide to help UK employers understand what\u2019s tax-free, what needs reporting and how to keep things efficient. Record Keeping: The basics Good records mean fewer headaches [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[1],"tags":[50,80,97],"class_list":["post-35580","post","type-post","status-publish","format-standard","hentry","category-blog-articles","tag-self-assessment","tag-p11d","tag-travel-expenses"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Understanding Employee Benefits and Expenses<\/title>\n<meta name=\"description\" content=\"Managing employee benefits and business expenses is a great opportunity to build a positive culture, reward your team and stay on the right side of HMRC.\u00a0Here&#039;s a simple guide to help UK employers\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/dev.withcreative.co.uk\/langricks\/understanding-employee-benefits-and-expenses-travel-and-more\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Understanding Employee Benefits and Expenses\" \/>\n<meta property=\"og:description\" content=\"Managing employee benefits and business expenses is a great opportunity to build a positive culture, reward your team and stay on the right side of HMRC.\u00a0Here&#039;s a simple guide to help UK employers\" \/>\n<meta property=\"og:url\" content=\"https:\/\/dev.withcreative.co.uk\/langricks\/understanding-employee-benefits-and-expenses-travel-and-more\/\" \/>\n<meta property=\"og:site_name\" content=\"Langricks Chartered Accountants and Business Advisers\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/Langricks\/\" \/>\n<meta property=\"article:published_time\" content=\"2025-07-23T10:35:01+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-07-23T10:38:30+00:00\" \/>\n<meta name=\"author\" content=\"Emma\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@langricks\" \/>\n<meta name=\"twitter:site\" content=\"@langricks\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Emma\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/dev.withcreative.co.uk\/langricks\/understanding-employee-benefits-and-expenses-travel-and-more\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/dev.withcreative.co.uk\/langricks\/understanding-employee-benefits-and-expenses-travel-and-more\/\"},\"author\":{\"name\":\"Emma\",\"@id\":\"https:\/\/dev.withcreative.co.uk\/langricks\/#\/schema\/person\/acd998230156edc2eae78b41fbdde8f5\"},\"headline\":\"Understanding Employee Benefits and Expenses &#8211; 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