You could apply for a dispensation (or form P11DX) from HMRC. If you are successful, this form completely removes the requirement to report reimbursed expenses on form P9D or P11D.
There is a list of expenses that can be covered by dispensations, but examples of expenses typically covered are:
- Travel, including subsistence costs associated with business travel
- Fuel for company cars
- Hire car costs
- Business entertainment expenses
- Credit cards used for business
- Fees and subscription
Put simply, to stand a chance at obtaining a dispensation, you must have an independent system in place for checking and authorising expense claims so as a minimum, someone other than the employee must check their claim. If you are a sole director, you may still be successful, provided that you obtain receipts for all expenditure and the expenses are within the list referred to above.
A dispensation covers these items indefinitely, however, HMRC reviews them regularly (usually at intervals of five years or less) to make sure the conditions under which it was granted still apply. Please note, a dispensation may not completely negate the requirement for P11Ds though. So if benefits in kind are provided, such as a company car, you will still need to complete forms P11D and P11D(b).
If you would like assistance in applying for a dispensation or would like to discuss another tax or accountancy related matter, please do not hesitate to contact your local TaxAssist Accountant.