Entry into the records
Excel 2024 mileage records is a mandatory document for any entrepreneur who uses a car in the company. Vehicle mileage records allows the legal deduction of costs related to the operation of the vehicle, including number of kilometers traveled, fuel consumed, service or insurance
Every entrepreneur must keep records of the mileage of a vehicle if it is used for business purposes, according to Polish regulations. The key is among others. noting:
- start dates records,
- vehicle registration number,
- the number of kilometers actually driven,
- driver and destination data.
The entrepreneur uses this document for income tax and VAT purposes and keeps it regularly, in accordance with current regulations.
How to prepare records in Excel?
In 2024, businesses most often choose Excel spreadsheet as their record-keeping tool - easy to use, functional and adapted to changing requirements. You can download a ready-made printing Or prepare your own template.
Your sheet should include:
- date and the start time of the ride,
- destination,
- number of kilometers traveled,
- counter,
- vehicle data, including vehicle registration number,
- driver data (e.g., whether the vehicle is employer's property).
The employer sets the limit mileage or a lump sum based on current regulations and such factors as the number of residents in the employee's place of residence.
Remember that when you keep mileage records - otherwise known as mileage in Excel - you must adjust them to the requirements of the law and the needs of both individuals and companies. Incorrect or incomplete data can result in problems in the event of an audit.
Vehicle mileage records vs. VAT and income tax
Correctly conducted driver's logbook Allows vehicle expenses to be deducted from the income tax and VAT. This is especially important in the case of:
- Private vehicles used in the company,
- company cars provided to employees,
- autos used exclusively in business.
With proper record-keeping, an entrepreneur can take a full or partial deduction, in accordance with the applicable regulations and VAT rates.
The following photo shows the record keeping in the kilometer.net program
Best practices - how to keep records correctly?
So that your vehicle mileage records excel 2024 was complete, it is worth following a few rules:
Check compliance with current regulations i mileage rates. The rates in effect are as follows:
| Type of vehicle | Rate per km of vehicle mileage |
|---|---|
| Passenger car (up to 900 cm³) | PLN 0.89 |
| Passenger car (above 900 cm³) | PLN 1.15 |
| Motorcycle | PLN 0.69 |
| Moped | PLN 0.42 |
- The sheet should include the full vehicle data, registration number, destination and other required elements.
- Keep it organized - documentation should be clear and easy to verification.
Benefits of keeping mileage records
Keeping records of vehicle mileage is not only an obligation under the law, but also a real benefit for every entrepreneur and individual using a car in business. First and foremost, a reliably kept mileage record allows you to properly account for income tax and VAT. This allows you to take full advantage of the allowances and deductions to which you are entitled, and the number of kilometers driven becomes the basis for determining deductible expenses.
For companies managing a fleet of vehicles, mileage records are also an effective control tool. It allows you to monitor on an ongoing basis course vehicle, analyze the use of employer-owned cars and optimize operating costs. The entrepreneur gains the assurance that every kilometer is documented, and vehicle data, such as the start date of the records or kilometer rates, is always at hand.
It should not be forgotten that keeping mileage records is required for VAT purposes. Lack of such records may result in the loss of the right to deduct VAT, with serious financial consequences. That is why it is so important that the records are kept systematically, in accordance with the applicable regulations, and contain all the necessary data.
It is also worth noting that mileage records can be kept both in traditional print and electronically, for example, in Excel. Such flexibility makes it easier to manage the data, minimizes the risk of errors and allows for quick preparation of documentation in the event of an inspection. Regardless of the form chosen, the key is that the mileage records should be complete, up-to-date and in compliance with regulations - a guarantee of tax security and smooth operation of the company.
Summary
Excel 2024 mileage records is a mandatory and extremely useful tool for business operations. It helps not only to meet fiscal requirements, but also to analyze and optimize the costs associated with the operation of the vehicle.
Well prepared printing records - whether in the form of an Excel file or a paper file - provides a tax security, a smooth inspection process and real financial benefits.
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