Car Logbooks: 8 ATO Audit Traps You Need to Avoid

Are you using the logbook method to claim car expenses? 


The ATO has been increasing its audit focus on car expense claims, with particular attention being paid to both whether logbooks meet the requirements, and if the business-use percentage has been calculated correctly. 


Here are eight common areas that could cause potential issues with your claim. 


1. Keeping a logbook in the wrong income year 


A valid logbook must be kept in the first income year in which you use the logbook method to claim car expenses. 

After that, a new logbook is generally required every five years. If you're not sure whether your current logbook is still valid, it's worth checking before relying on it for your tax return. 


2. Not keeping the logbook for the full 12 weeks 


A valid logbook needs to cover a continuous period of at least 12 weeks. 

The 12-week period can cross from one income year into another, provided it includes part of the relevant income year. 


3. Choosing your busiest 12 weeks 


It can be tempting to choose a 12-week period when you were doing more business driving than usual. 

But the business-use percentage from a 12-week logbook isn't automatically the percentage you can apply for the entire year. Your calculation needs to consider variations in how the car was used throughout the year. 


4. Forgetting about a replacement car 


If you replace your car during the income year, you can't simply transfer your existing logbook to the new vehicle due to changes in usage. 

If you want to rely on the existing logbook for the replacement car, there are nomination requirements that need to be met. Otherwise, a new logbook may be required. 


5. Writing vague descriptions of business trips 


The details matter. 

A logbook needs to record the relevant details of each business journey, including the dates, odometer readings, kilometres travelled and the purpose of the journey. 


Entries such as "business trip", "client visit" or "customer visit" may not be enough. The description should explain why the journey was made. 


6. Reconstructing your logbook later 


Your logbook should be kept as you make the journeys, or as soon as possible afterwards. 

Inconsistent entries, duplicated dates, identical odometer readings or records that don't line up with other information can raise questions about whether the logbook was reconstructed from memory. 

 

7. Getting business and private kilometres wrong 


Your business-use percentage needs to be based on a reasonable estimate of your business kilometres for the year. 

That means considering changes in your work, holidays, leave, changes in employment duties, changes in your work location and other variations in how the vehicle was used. 


8. Forgetting your odometer records and receipts 


A logbook is only part of the record-keeping requirements. 

You also need odometer records for the relevant period, and car expenses such as registration, insurance and servicing generally need to be supported by appropriate records. 


What Should You Do? 


If you use the logbook method, don't assume that having a 12-week logbook automatically makes your claim correct and compliant. 

The ATO's increased scrutiny means it's important to make sure your logbook is valid, your entries are accurate and your business-use percentage reflects how the vehicle was used throughout the year. 


At Ascent Accountants, we can help you review your car expense records and make sure your logbook and business-use calculation meet the requirements before you claim. 

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