Despite various beliefs and theories, the whole world today is dependent on oil. It is an integral component for most of the things around us. The main among them is fuel, which only rises in price every year. In this regard, the cancellation of fuel and lubricants and their accounting are considered key for any industries related to machines. A clear system and close supervision can sometimes save up to 30% of transportation costs.
In the calculations, as a rule, two main criteria are used: distance and
fuel consumption per 100 km. Today, the procedure for writing off fuel and lubricants is clearly regulated and drawn up in a separate document. As a rule, such a certificate is issued for a certain period of time and is signed by a specially authorized person. This procedure is necessary for any enterprise, at least in some way connected with vehicles. According to the decree of the Ministry of Transport of 2003, the tax authorities have the full right to study all the information about fuel costs. The long-standing practice has shown that the cancellation of fuel and lubricants on waybills is the most advanced system to date.
In large trucking enterprises, compliance with these requirements is put first. This attitude of the leadership to this topic kills two birds with one stone. Firstly, it eliminates unnecessary problems and fines from the tax side. Secondly, it allows you to independently study and control fuel consumption rates. There are cases when the cancellation of fuel and lubricants exceeds the legal framework.
Often this is due to additional re-equipment of the car for the needs of the enterprise, or with an unsatisfactory state of technology.
If the second option is quite easy to eliminate, then because of the first some difficulties may arise, but they can also be solved. The law allows in this case to increase the actual fuel consumption, regardless of the instructions of the manufacturer. But all this should be supported by the regulatory documents of the enterprise and the personal order of the director to increase the item of expenses for the write-off of fuel and lubricants. As practice shows, in the case of litigation, a good regulatory framework allows the taxpayer to win the case.
The driver is an important link in this chain, because much depends on the accuracy of the data entered by him in the waybill. Thus, the cancellation of fuel and lubricants is a
joint responsibility of both the employee and the employer. At the end of the month, the accounting department is obliged to check the waybills with its internal documentation for discrepancies in the balance sheet. Such control allows you to get the maximum data about the work done by
the driver for a month. And if everything is carried out according to one schedule, and fuel costs increase, this will immediately be visible in the reporting documentation, which will allow timely measures to be taken.
Write-off of fuel and lubricants is a rather complex and diverse process, which includes a lot of various documentation and specifications, depending on the type of activity of the company. Therefore, before allocating funds for the purchase of fuels and lubricants, we recommend that you carefully study this issue and prepare all the necessary documentation. Sometimes even the smallest receipt or waybill will save you from paying substantial tax fines.