FBT End of Year Online Declarations 2014 User Guide
Contents
1. LeasePlan Australia Level 7 South Wharf Tower 30 Convention Centre Place South Wharf Victoria 3006 PO Box 6297 St Kilda Road Central Melbourne Victoria 8008 Tel 132 572 www leaseplan com au THE WORLD LEADING FLEET AND VEHICLE MANAGEMENT COMPANY Introduction All vehicles that are operational as at 31 3 2014 require an FBT declaration to be submitted that includes 1 Vehicles odometer reading as at 31 3 2014 2 Record of days where the vehicle was not available for private use of employees 3 Record of any personal contributions made by employees to the cost of operating the vehicle i e cost paid out of the employees pocket after tax LeasePlan s Online FBT Declaration tool enables employees to easily record this data electronically via http www leaseplan com au The online tool is only available for use from 31 March to 8 April in 2014 This limited availability is essential to allow us to meet submission timeframes specified by the Australian Taxation Office ATO The ATO permits electronic declaration of odometer readings and employee signatures are not required unless there is a declaration of Days Unavailable or Personal Contributions In such instances a signed hard copy declaration must be submitted for the declaration to be valid Employees are required to follow the instruction below when completing their FBT declaration online Step 1 In your internet browser go to http www leasepla2. FBT liability is charged back to you as part of your salary deduction Car FBT is usually calculated using a statutory formula Estimated Car FBT liability is based on your nominated annual kilometres and is disclosed at the time a quote is prepared Your true FBT liability is paid on the actual kilometres travelled between 1 April and 31 March If you do not meet your nominated kilometres per annum for FBT you may incur an FBT liability bill greater than what was initially estimated Accurate Odometer Readings and FBT It is important that you supply an accurate odometer reading at the petrol station every time you fill up This helps LeasePlan provide accurate reporting and FBT kilometre tracking during your lease term These readings are also used to validate the odometer reading you declare at the end of the FBT year which means if you do not enter valid and accurate readings every fill your declaration may be declined due to a lack of supporting records If you continually fail to enter fuel readings LeasePlan will advise your employer of your non compliance FBT Declarations Obligations At the end of the FBT year 31 March you are required to submit a declaration to calculate your actual FBT liability for that year The declaration includes e Your odometer reading as at 31 March e Any valid days unavailable e Any out of pocket contributions made to the running costs of the lease vehicle Note Failure to submit
3. an FBT declaration will result in the last known odometer reading from fuel fills or maintenance services being used This could result in your FBT liability being calculated at the highest FBT rate Making your FBT Declaration Follow the instructions to use LeasePlan s Online FBT Declaration tool The online tool includes clear directions and forms for the following if they apply to your vehicle lease during the FBT year e Days Unavailable e Out of Pocket contributions to the operating costs of the leased vehicle Days Unavailable The conditions and requirements for Days Unavailable are e A day unavailable is a whole twenty four 24 hour period and does not include the day the vehicle is dropped off or the day the vehicle is picked up e The vehicle must be garaged at the employers place of business e Keys must be left with the employer the employer must control all access to the vehicle your employer may be asked to validate your claim e Smash repair and maintenance that meets the whole 24 hour period are claimable as the vehicle is deemed unroadworthy and cannot be driven Proof of this must be provided upon request by LeasePlan e Vehicle must not be available for private use e Adeclaration must be supplied at the end of the FBT year If claims for Days Unavailable do not meet the above criteria they will be declined and omitted from your FBT calculation Note Days Unavailable do not reduce the number of kilometres
4. nominate the end day of unavailability period Please note dates must be within the current FBT year 1 4 2013 to 31 3 2014 You must also record in the Description field the reason for the vehicle being unavailable and who was holding the keys etc After you have selected the correct dates click on the ADD button This will save the current entry and then allow an addition entry to be entered SCREEN DISPLAY Date From November 2013 F Clee ees Mon Tue Wed Thu i sat Sun 1 2 15 16 22 23 29 30 select date Date To November 2013 K TEED Mon Tue Wed Thu Fn Sat Sun 1 15 22 29 select date Description fw LeasePlan ALAI Step 6 This step is for drivers who need to declare a Personal Contribution Use the Date Paid calendar to nominate the date when employee made the purchase of the item being declared as a Personal Contribution Please note this dates must be within the current FBT year 4 4 2013 to 31 3 2014 In the Description field enter a brief description of the item purchased and paid for by the employee eg fuel car washing replacement tyre In the Amount GST Inc field enter the amount GST included paid by the employee for the item stated in the Description field After entering the details of the item purchased please click on the ADD button This will save the current entry and then allow an additional entry to be entered SC
5. REEN DISPLAY Date Paid F Mon Tue Wed Thu January 2014 22 23 24 29 30 M Select date Description Amount inc GST hereby declare that the details entered above are correct SUBMIT Step 7 Once all entries for Personal Contributions and Days Unavailable have been entered click on the submit button SCREEN DISPLAY hereby declare that the details entered above are correct SUBMIT Step 8 After you click on Submit a confirmation and instruction screen will be displayed This screen advises that your odometer reading has been successfully sent and you will receive an email confirmation SCREEN DISPLAY Odometer Reading Thank you Your FBT declaration and final odometer reading has been sent successfully A confirmation has been sentto your email address Submitted Odometer Reading 123456 Reminder If you have declared Days Unavailable or Personal Contributions you must print and sign your declaration then fax it to LeasePlan on 1300 656 386 PRINT FORM IMPORTANT This screen advises that if you have any Days Unavailable or Personal Contributions declared you MUST e Print your declaration e Sign the printed declaration e Scan and send to LeasePlan at fbt leaseplan com au If you fail to print sign and send the declaration to LeasePlan your declaration for any Days Unavailable and or Personal Contributions can not be legally processed for FB
6. T WHY Because tax legislation requires that declaration for Days Unavailable and Personal Contributions must be signed in a hard copy format Click Print Form and the following screen will appear SCREEN DISPLAY fi LeasePlan ee es Odometer Reading It s easier to leaseplan Thank you your FBT declaration and final odometer reading has been sent successfully Reminder If you have declared Days Unavailable or Personal Contributons you must print and sign your declaration then fax it to LeasePian on 1300 656 386 Please do not send any receipts to LeasePlan Odometer As At Date 31st March 2014 Date Time Entered 31 01 2014 12 26 Company Name LeasePian Vehicle Registration ABCI23 Contact Driver Name Sample Customer State of Registration ACT sampln leaseplan com au 456789 Days Not Available Date From Description of Non Availability 01 01 2014 Days unavailable Total Days Not Available 2 Personal Contributions Date Paid Amount GST inci 03 01 14 late pan 300 00 Total Personal Contributions 300 00 Ensure all your details are correct before signing scanning and emailing your declaration to fobt leaseplan com au ff ww LeasePlan ALI What You Need To Know About FBT The following points will help you understand Fringe Benefits Tax FBT and how it impacts your vehicle lease How does FBT affect you When you have a novated lease vehicle your employer is liable for Car Fringe Benefit Tax This
7. firmation of your odometer 132 572 declaration will be sent to the specified email address If you are declaring Days Unavailable or Personal Contributions click Next Contact by Email EMAIL End Of Year Odometer Reading as of 31st March 2014 Company Name Contact Driver Name Email Address Vehicle Registration State of Registration Select Odometer SUBMIT KMS ONLY NEXT Step 3 If you have entered an odometer reading with no Days Unavailable or Personal Contributions to declare the data you entered in Step 2 is displayed and an email will be sent to your specified email address as confirmation You have now completed your FBT Obligations for the FBT year Home A Z Newsletter Global Locations SEARCH LeasePlan aa ABOUT US WHERE TO START DRIVERS FLEET MANAGERS COMMUNITY ENVIRONMENT gt Home Odometer Reading Odometer Reading Thank you Your FBT declaration and final odometer reading has been sent successfully A confirmation has been sent to your email address Contact Us Now Submitted Odometer Reading 123456 132 572 Contact by Email ame Email SIGN UP ff w_ LeasePlan Step 4 If you have entered an odometer reading and you do have Days Unavailable or Employee Contributions to declare your details as entered in Step 2 will be displayed and can be edited Before you proceed to enter details of Days Unavailable or Employee Contributions it i
8. n com au and follow the prompts to Click here to lodge your final odometer gt Click here to lodge your final odometer Step 2 e Record company department name in the data area for Company Name e Record your name in the data area for Contact Driver Name e Record your email address in the data area for Email Address e Record vehicle registration number no spaces allowed in the data area for Vehicle Registration e Using the drop down box select the state in the data area State of Registration e Record the vehicles current odometer reading as at 31 3 2014 in the data area for Odometer If you have completed all data fields and do not have any Days Unavailable or Employee Contributions to be recorded please click on the SUBMIT KMS ONLY button and proceed to Step 3 SUBMIT KMS ONLY If you need to record any Days Unavailable or Employee Contributions please click on the NEXT button and proceed to Step 4 NEXT SCREEN DISPLAY iQ SEARCH FLEET MANAGERS LeasePlan Se ABOUT US WHY LEASEPLAN WHERE TO START DRIVERS CONTACT US gt Home Odometer Reading Odometer Reading Enter your final odometer reading for FBT online To submit your 2013 2014 final odometer reading please enter your details in the section below Contact Us Now If you are not declaring Days Unavailable or Personal Contributions click Submit Kms Only A con
9. s important you have read and are familiar with the associated FBT guidelines Click on the Guidelines for Days Unavailable and Personal Contributions hyperlink at the bottom of the page to ensure you are aware of the relevant FBT Guidelines and requirements SCREEN DISPLAY LeasePlan EZ ABOUT US WHY LEASEPLAN WHERE TO START DRIVERS FLEET MANAGERS CONTACT US Odometer Reading When submitting days unavailable you are required to print sign and return by fax or email a copy of your declaration To print your declaration submit the details below and use the print function on the next screen Contact Us You can return your signed declaration via fax to LeasePlan on 1300 656 386 or email to cservice leaseplan com au Call 132 572 End Of Year Odometer Reading as of 31st March 2014 Email us Odometer Reading 456789 Company Name LeasePlan Contact Driver Name Sample Customer Email Address sample leaseplan com au Vehicle Registration ABC123 State of Registration ACT Days Unavailable Guidelines for Days Unavailable and Personal Contributions Date From Date To Description of Non availability Days 1st January 2014 2nd January 2014 Days unavailable 2 Remove Total Days unavailable 2 Date From January 2014 TEETE Step 5 This step is for drivers who need to declare Days Unavailable Use the Date From calendar to nominate the date when unavailability commenced and use Date To Calendar to
10. tarted your lease during an FBT year a pro rata FBT calculation is applied You will also have a pro rata kilometre target and FBT liability based on the days that the lease was active for that FBT year What happens if don t meet my minimum FBT kilometre requirement If you do not meet the minimum kilometres for the FBT bracket you have nominated you may incur an additional FBT liability What if the kilometres am travelling are not what I originally budgeted for If there is a variation between estimated and actual kilometres you can submit a request for an adjustment to your lease parameters via LeasePlan Online Changing your budgeted kilometres to match your actual usage can mitigate potential additional costs a LeasePlan wT
11. you are required to travel in the FBT year but they do reduce the amount of FBT payable Out of Pocket Contributions Contributions to the operation of the leased car paid for out of your own pocket in after tax dollars during the FBT year can be claimed as part of your FBT declaration These contributions must not have been claimed from LeasePlan or your employer You must upon request provide copies of the tax invoice receipts for the items being claimed If you are unable to provide LeasePlan with these receipts your contributions claimed can not be included in your FBT calculation ff x w_ LeasePlan ALI WR_FBT ONLINE DEC 2014 UG_2 2014 Frequently Asked Questions What are the dates for the FBT Year 1 April to 31 March What is the important FBT information use to monitor my lease Your monthly LeasePlan Motor Vehicle Report MVR outlines two kilometre target figures e Your target minimum requirement for FBT as at 31 March This must be achieved to ensure that you do not incur further FBT liability e Your annual budgeted kilometres This is the number of kilometres that you are budgeted for per year This will be different to the FBT target and is used for budgeting of running costs e g fuel and tyres Remember your MVR is only as good as the data you enter at your fuel fills so please ensure that this is accurate My lease started part way through an FBT year What is my kilometre requirement If you s
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