FBT PROCEDURE Motor Vehicle Register & Reconciliation Form – How to Complete

Taxation Unit
Helpdesk: (07) 322 52277
Email: fbt@health.qld.gov.au
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: fbt@health.qld.gov.au
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: fbt@health.qld.gov.au
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