General and background information 


Company cars are a major benefit-in-kind and employers have to wade through a raft of benefits legislation before their taxable values can be established. The cash equivalent calculation can be stripped down into the following components:– 


([Price of car for tax purposes] X [the appropriate percentage} X [availability])

LESS

[Private Use Contributions made by the employee] 



Price of car for tax purposes

LIST PRICE - You start with the list price of the car at the date of registration of the vehicle i.e. the manufacturers recommended price inclusive all taxes & delivery charges, not the price actually paid. 


NOTES

1. There is no longer an upper cap of £80,000. 

2. If the car is over 15 years old and has appreciated in value to more than the original list price, it is deemed to be a classic car and you should use the current market value.


PLUS - ACCESSORIES - The cost of any optional accessories added when the car is first acquired. (Do not include any equipment required by disabled employees to use the car.)


PLUS – REPLACEMENT ACCESSORIES costing at least £100


LESS – CAPITAL CONTRIBUTIONS made by the employee (up to £5,000)



The appropriate percentage

The appropriate percentage is primarily dependent on the carbon dioxide emissions figure of the company car. Since 1 March 2001 every UK registered vehicle has had the CO2 emissions figure included on the V5 Vehicle Registration Document. The CO2 figure is then looked up against the following table to arrive at the appropriate percentage:-






If the CO2 emissions figure falls between two points round down to the next one down unless otherwise stated. e.g. CO2 emissions of 197g/km are treated as 195g/km.

Adjustments are then made to this appropriate percentage based on the fuel type of the vehicle 


Type of fuel

P11D Code

Adjustment

Zero emission cars (including electric cars)

A

The appropriate percentage is reduced to 0% until 2014-15

Diesel cars (all Euro standards)
D
An additional 3% supplement is added to the appropriate percentage - up to a maximum in the table above
All other
A
No further adjustment is required


Where the car is old and was registered before 1998 there will be no CO2 figure available. In this case use the following table to derive the appropriate percentage.

CC

Percentage

<1400

15%

1401-2000

22%

2000+

32%


Finally if there is no approved CO2 figure and the car is first registered after 1998 (e.g. the vehicle is a grey import) then use the following table to ascertain the appropriate percentage.

CC

Percentage

1400

15%

1401-2000

25%

2000+

35%



Availability

Discounts are allowed for periods of unavailability of the vehicle. A car is treated as being unavailable on any day if the day falls;

A. Before the first day on which the car is available to the employee

B. After the last day on which the car is available to the employee

C. Within a period of 30 or more consecutive days throughout which the car is not available to the employee.


You are not allowed to have any overlapping dates for periods of car availability. In real life when an employee changes their company car, the exchange of cars usually occurs on the same day. However for tax purposes there must be a day’s difference i.e. the replaced car should be unassigned on the day before the replacement car arrives. 


Private use contributions made by the employee

Any private use contributions made by the employee (out of their net pay) specifically towards the private use of the vehicle will reduce the taxable value. 


Fuel Benefit

If the employee pays for the full cost of all fuel for private journeys (usually including home to work) there will be no car fuel benefit. In all other cases the full tax charge will be due.

Car fuel benefit is calculated by applying the same appropriate percentage charge associated with the company car to the car fuel multiplier in force for the Tax year: – 

Tax Year

Multiplier

2017-18
£22,600
 2016-17   £22,200 
 2015-16 £22,100

 2014-15

£21,700

2013-14

£21,100


EXAMPLE
For the 2017/2018 Tax Year a Petrol car with a CO2 rating of 115 has an appropriate percentage charge of 22% 

Therefore, if private fuel benefit was available for all the 2017-18 Tax year then a fuel benefit charge of £3842.00 would be made (£22,600 x 17%)



This is an all or nothing charge. If the employee travels even one private mile that the employer pays for, the full fuel benefit applies. However, HMRC allow the driver to give up their fuel card at any point without having to change their car and in these circumstances the fuel benefit can be pro-rated. However if the driver later wishes to reinstate their free fuel provisioning, the fuel benefit will have to apply for the whole period of availability of the vehicle, thus negating the previous period of unavailability.


A company car driver wishing to avoid the car fuel benefit charge can repay their employer the cost of their private mileage. Please refer to the HMRC’s table for advisory fuel rates (https://www.gov.uk/government/publications/advisory-fuel-rates) for an appropriate repayment value.



P9D Form: None - (Obsolete after 2015/16 Tax year)

There is no relevant section for a company car record entered in the P11D Organiser system. Car and car fuel benefit information will not appear on a P9D facsimile, although it will be detailed on the employee benefit statement. 



P11D Guide 

 

Give details of cars made available for private use and the total car benefit charge.


The list price of a car will usually be the UK list price of the car on the day before the date of first registration, including VAT, car tax (where appropriate), delivery charges and number plates. If the car had no list price when it was first registered, use the notional price. This is the price that might reasonably be expected to be the car’s list price if its manufacturer, importer or distributor had published a list price for an equivalent car for single retail sale in the UK.


Accessories must be added at their list price including VAT, fitting and delivery charges:

  • any optional accessories with the car when it was first made available to the director/employee, whether or not they were available at any time in this tax year, and
  • any accessories added to the car after it was first made available to the employee, provided they were added after (31 July 1993) and had a price of £100 or more.


Capital contributions (payments made by the director/employee towards the cost of the car and accessories) are deducted from the price of the car and accessories (maximum deduction £5,000).


This figure is multiplied by the 'appropriate percentage' to give the car benefit charge for a full tax year. The appropriate percentage for cars registered on or after 1 January 1998 depends on the carbon dioxide (CO2) emissions of the car and the type of fuel used. You must enter the appropriate key letter from the table below to denote the type of fuel/power used in each car.


Key letter

Fuel or power type description

D

A

Diesel cars (all Euro standards)
All other cars


The appropriate percentage for cars registered before 1 January 1998 and cars registered on or after that date with no approved CO2 emissions figure is based on the car's engine size as below:

Engine size

Registered before 1/1/98
Registered after 1997 with no approved
CO2 figure*
0–1400cc
15%
15%
1401cc–2000cc
22%
25%
over 2000cc
32%
35%
rotary engine cars
32%
35%

*Note: a small number of cars will not have an approved CO2 emissions figure. These will probably be rare or one-off models of cars, or cars imported from outside the European Union. Supplements and reductions for the type of fuel also apply to these cars, but not to those first registered before 1998.


If the car was unavailable for part of the year the car benefit charge for that car is reduced proportionately, and any payments by the director/employee for private use are then deducted.


Full details, including the separate rules for calculating the benefit of cars which run on alternative fuels and classic cars are explained in chapter 12 of Booklet 480. It covers the common rules on determining the prices used for tax purposes, finding the approved CO2 emissions figure and deciding the appropriate percentage. It also covers the special rules for disabled drivers.


Car fuel benefit charge (See booklet 480 chapter 13.)

No benefit charge will arise if:

  • fuel was provided solely for business travel, or
  • the director/employee was required to make good the whole of the cost of the fuel used for private motoring (including travel between home and work) and actually did so, or
  • a mileage allowance was paid covering no more than the cost of fuel used on business travel. If an allowance was paid which covered fuel costs for private travel, for example between home and work, a car fuel benefit charge will arise.


If the provision of free fuel is withdrawn, the benefit charge is reduced in proportion to the number of days the car is available after the date of withdrawal. There is no reduction if free fuel is reinstated later in the tax year.


Enter the total car fuel benefit charge for all cars available. Remember that the type of fuel/power used must be entered whether or not a car fuel benefit charge applies.


Additional HMRC Documentation and external help 

Click the links below to go directly to the HMRC website to download or view the PDF or help files listed below.

HMRC Helpsheet 203

HMRC Working sheet 2

HMRC P11D Guide

HMRC Booklet 480

HMRC General guidance for completing forms P9D, P11D and P11D(b)



Adding a car record

Benefit and expenses records are assigned to the selected employee record within the system. The software will require a certain amount of information in order to calculate a benefit in kind value. The information required to be entered is particular to each section of the P11D.  


Car details record


STEP 1 - Select the employee record to that you wish to assign the benefit to (further information on finding an employee can be found here)


STEP 2 - Select benefit section “Section F” from the drop-down benefit selector – or click on the “Section F” icon at the top of the screen.


STEP 3 - Click the ADD button. 



STEP 4 - Select a “Type of car” to use (Default “Cars and car fuel - Main company car”) and click OK


Enter the details of the car including Fuel type, CC, CO2 emissions, and List Price - Click Save to save the "car details" and move on to the car allocations/calculation step.




Car allocation record

Enter the details of the benefit in order to allow the system to correctly calculate the benefit in kind value. The factors that influence the car benefit bik value are accessible:-


Price - including the value of Accessories subsequently added after the car was made available to the employee.

Capital contributions - lump sum paid by the employee as capital contributions towards the cost of the car or accessories.


Payments made for Private Use of the Car can also be entered. 

The dates that the car was available FROM and TO are also required. The "Yes" default is set to all of the Tax year, any changes to this should be keyed into the appropriate fields.  
The system also caters for "Any other days unavailable (30 days or more)" whereby the system will reduce the BIK value as appropriate.   




Fuel benefit charges for the provision of fuel for Private motoring are set with Yes / No settings. For example, the setting of "Yes" (fuel provided) & "NO" (employee pays for private fuel) would apply a fuel benefit charge to the employee.  




P46 (car) Settings

The amount paid, and the frequency of any private use payments can entered to cater for HMRC’s P46 (car) reporting requirements.



Reason for P46 (car)

This tab is also used to make manual settings for P46 (car) reporting in the UNUSUAL EVENT that:-
A car (or fuel for private use) is actually withdrawn on the LAST DAY OF THE TAX YEAR (05/04/2018) or
A car is provided for the first time on the FIRST DAY OF THE TAX YEAR (06/04/2017)

In all other instances, the setting for "Reason for P46 (car)" should be left unchanged as the default of “Auto generate P46 (car) when required” otherwise the online P46 FBI process may not accurately report all the required P46 (car) changes correctly.


Payments made for private use of the car

As part of the P46 (car) submission, the software will inform HMRC of the amount and frequency of private use payments expected to be made by the employee in relation to the car allocation. 


Payments made for private use of the car

Enter the amount of money paid by the employee specifically for the private use of the car 


Frequency of payments made for private use of the car

Using the drop-down selection, set the frequency that the payment is going to be made (weekly, monthly, quarterly. annually) 



Having entered all the relevant data on the click the SAVE button to save both the car details & car allocation records.




Editing Car Records

The saved record can be edited in two ways:-

  1. The car "Asset" details record (make, model, value, CO2 etc.) or
  2. The car allocation record (dates of availability, employee contributions, etc.)





The car details record can edited by editing the record and using the "Modify Asset" button 



Changes and corrections can then be made to any of the car details fields e.g. correcting a value for the list price of the car. Having entered all the relevant data, click the SAVE button to save the car details record.



Show calculations & Optional Remuneration Arrangements (OpRA) 

The P11D Organiser has been updated to accommodate the new Optional Remuneration Arrangements (OpRA) legislation 


The 2018 version of the software accommodates the changes brought about by the new Optional Remuneration Arrangements (OpRA) - To enable this particular functionality you will need to edit the properties of the Section F - Company car benefit category to "switch on" this new feature.


To enable:-

1. From the Employer details screen, click the "Benefit Profile" icon 


2. Select Section F - Cars and Car Fuel - Main company car & click the EDIT button


3.  Select "YES" to the Optional Remuneration Arrangement & click OK to save the setting 


Confirm "Yes" to the resulting dialogue box 



These calculations have been further extended to accommodate the new Optional Remuneration Arrangements (OpRA) legislation 



As an example, the record above shows a "Annual Cash Foregone for Car" value of £12,000. This value is used to compare against the Modified Cash Equivalent (simlar to the traditional BIK method of calculation for the company car) which derived an annual value of £10,725 for this particular record - see element D in the graphic below.



Taking into account a value of £12,000 for "Cash Foregone"  screenshot 1 below demonstrate a Taxable value of £14788.68 for a record where a £12,000 cash forgone is being used    


Screenshot 1 


and screenshot 2 below demonstrates a traditional BIK value of £14459.30 for the same car record where there has been no value for "cash foregone" to be taken into account.


Screenshot 2

  



Using the "Show calculations" button will toggle the display of the system's method used to calculate the Taxable BIK value for the company car and fuel benefit. 

Further information on the amount to be placed as the annual cash forgone after any reduction permissable under "Connected Benefits" can be found in HMRC's Employment Income Manual EIM44105


HMRC's Example

An employee sacrifices £6,000 in exchange for the availability of a car and connected benefits. £5,200 is in respect of the availability of the car and £800 is in respect of servicing, vehicle tax, insurance and breakdown recovery. 


The modified cash equivalent of the benefit of the car is £5,000. 


Comparing the amount foregone with the modified cash equivalent, the relevant amount of the benefit of the car is £5,200. The connected benefits are exempt and the taxable value of those benefits remains nil.


When the connected benefits and their underlying costs have been separately identified then you should use those figures provided they have been worked out on a commercial basis. Where the connected benefits have not been separately identified then you should accept an apportionment on a just and reasonable basis, having regard to the nature of the benefits in question.



Editing Car Allocation Record

The car allocation record can be edited using the EDIT button. 


This will then allow you to make any necessary changes to the record using any of the data entry fields e.g. make a correction to the dates that the car was available FROM and/or TO etc.

Having entered all the relevant data on the available 5 tabs, click the OK button to save the car allocation record.



Deleting Car Records

Individual car benefit records can be easily deleted using the delete button on the benefit record screen.
To delete a car record...

STEP 1 - Select (left mouse click) the record to be deleted 


STEP 2 - Click the Delete button

STEP 3 - Confirm YES to the pop-up dialogue box




 
Private Registration numbers / Cherished number plates
The software uses the car registration number to uniquely identify a car record, therefore where a car record is created using a private number plate any subsequent replacement cars are also being given the same registration number and the unique identity of the particular car is therefore lost. The HMRC do not actually record or use the car's registration number so there are 2 ways of dealing with this issue within the P11D Organiser system...

Option 1
Make the registration number unique by adding a number or other character to the registration number e.g. RR01 used originally, and the replacement car was added using RR01(2) 

Original car


Replacement car



Option 2
Use the Auto generate setting for the car instead of a Registration number. This is a system generated unique identifier for a car in place of the actual car's registration plate number and is used to uniquely identify the car record within the system.  






Protect car data 

The software provides an option to protect/lock the car details record from being overwritten during any subsequent imports of car details data. This feature was introduced for a particular client and is not used by the majority of users.  


No approved CO2

The software provides functionality to deal with car records that have no approved CO2 value (classic cars, grey import cars etc.) - See section 140 of this guide :- Section 140 of Booklet 480
 Importing Data 
Importing car information is a little different to other types of import, typically a 2 stage process: Import cars into the "Fleet" (see Car Details) and then allocate the fleet to people (see Company Car Allocations).


File Type

The system can import data in numerous file types but a CSV (comma separated values) file recommended, it removes the complexities of Excel formulas and formatting.


Square block of data

Try to remove all data above header row, below the last record and after the last column of data. This just helps the software interpret the data correctly.


Consistent data

The final column of data should contain consistent data i.e. a value in every cell. This ensures that the software moves to the ‘next row’ at the correct time. As you can select the data that is imported, it is sometimes wise to simply paste a column of ‘xxx’ on the far right to provide an import end.


Formatting

The format of some of the data to be imported is very important – the following pages clearly show what data and formats the software is expecting to import.


Key field

ALL data imported must contain a Key field - NI Number or Payroll Number for employees and Registration Number for cars – this is necessary to ensure that data can be married up correctly. Key fields are clearly highlighted in the table.


Column Order

The column order in the spreadsheet is not important, as the P11D Organiser will automatically map as many fields as it can, and will remember the settings made during the import process as a configuration file for future use.


Compulsory Fields

Certain other fields must also be included in order for the import routine to correctly allocate/calculate benefits particular to individual import routines. These Compulsory fields are also clearly highlighted in the tables.


Optional Data

The remainder of data that can be imported is categorised as Optional and is displayed in standard type.


Company Car Details

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Cubic Capacity

CC

Numeric

10

Compulsory

 

Grams of CO2 per Km

CO2

Numeric

10

Compulsory

 

Car Description

DESCRIPTIO

Character

50

Compulsory

 

Optional Extras

EXTRAS

Numeric

10

Optional

 

Fleet Number

FLEETNO

Character

15

Optional

 

Type of Fuel

FUEL

Character

1

Compulsory

A = All Other

D = Diesel 

E = Electric

L = Euro4

H = Hybrid

P = Petrol

B = BiFuel

C = Retro

4 = Gas (LPG)

National Insurance Number

NI_NUMBER

Character

10

Optional

ONLY USED TO CHECK FOR EXISTENCE OF THE TARGET EMPLOYEE RECORD

No CO2 rating for car (e.g. classic car)

NOAPPCO2

Character

3

Optional

ONLY USED FOR CARS WITHOUT A CO2 VALUE

Payroll Number

PAYROLL

Character

20

Optional

ONLY USED TO CHECK FOR EXISTENCE OF THE TARGET EMPLOYEE RECORD

List price of car

PRICE

Numeric

10

Compulsory

 

Date Car Registered

REGISTERED

Date

8

Compulsory

dd/mm/yyyy

Registration Number

R_NUMBER

Character

10

Key field

MUST BE UNIQUE – i.e. NO Private Plates!




Main Company Car (Standard Car Allocation)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories Added

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

Cash Foregone car value

CASHFGCAR

Numeric

10

Optional


Cash Foregone fuel value

CASHFGFUEL

Numeric

10

Optional


Fleet Number

FLEETNO

Character

10

Optional

 

P46 Car Private use payment frequency

FREQUENCY
 Character

10

Optional

Year,
Quarter,
Month,
Week
 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Charge Repaid

FUELPAID

Character

1

Optional

Y = Yes

 N = No

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes

N = No

Business Mileage

MILEAGE

Numeric

10

Obsolete

No longer relevant

N I Number

NI_NUMBER

Character

10

Key field

 

P46 car Private use payment

PAYMENT

Numeric

10

Optional


Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled Value

PAYROLLED

Numeric

10

Optional


Private Use Contribution

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days car unavailable

UNAVAILABLE

Numeric

3

Optional

 



Additional Company Car (more than one concurrent car allocation)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories Added

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

Cash Foregone car value

CASHFGCAR

Numeric

10

Optional


Cash Foregone fuel value

CASHFGFUEL

Numeric

10

Optional


Fleet Number

FLEETNO

Character

10

Optional

 

P46 Car Private use payment frequency

FREQUENCY
 Character

10

Optional

Year,
Quarter,
Month,
Week
 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Charge Repaid

FUELPAID

Character

1

Optional

Y = Yes

 N = No

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes

N = No

Business Mileage

MILEAGE

Numeric

10

Obsolete

No longer relevant

N I Number

NI_NUMBER

Character

10

Key field

 

P46 car Private use payment

PAYMENT

Numeric

10

Optional


Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled Value

PAYROLLED

Numeric

10

Optional


Private Use Contribution

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days car unavailable

UNAVAILABLE

Numeric

3

Optional

 




Motor Trade Vehicle (Averaging method - Retail Motor Industry Federation)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories Added

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

Cash Foregone car value

CASHFGCAR

Numeric

10

Optional


Cash Foregone fuel value

CASHFGFUEL

Numeric

10

Optional


Fleet Number

FLEETNO

Character

10

Optional

 

P46 Car Private use payment frequency

FREQUENCY
 Character

10

Optional

Year,
Quarter,
Month,
Week
 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Charge Repaid

FUELPAID

Character

1

Optional

Y = Yes

 N = No

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes

N = No

Business Mileage

MILEAGE

Numeric

10

Obsolete

No longer relevant

N I Number

NI_NUMBER

Character

10

Key field

 

P46 car Private use payment

PAYMENT

Numeric

10

Optional


Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled Value

PAYROLLED

Numeric

10

Optional


Private Use Contribution

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days car unavailable

UNAVAILABLE

Numeric

3

Optional

 





Step by step guide to importing data - Company Car Details


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)


STEP 2 – ROUTINE

Select the Import routine to run: Vehicles - F - Company car details and click NEXT


STEP 3 - SELECT SOURCE FOLDER TO USE

Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process 


The system will also display all other spreadsheet import files that are saved in the the same directory.



STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source CSV file (header row displayed on the left will match the correct target field displayed on the right)

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.


Click NEXT


NOTE: If you are not using the template then you will need to manually select the correct target fields using the “TARGET FIELD SELECTION” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK TEMPLATES HERE TO DOWNLOAD THE TEMPLATES




STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of R_NUMBER should be selected as the unique reference for asset/company car

GREEN records are EXISTING cars in the system asset database (recognized by their R_NUMBER)

WHITE records are NEW cars to be added to the system asset database (not recognized by their R_NUMBER)

PURPLE records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number) 



Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process.






STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.  


NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import. 


CLICK FINISH




If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.




STEP 7 - VALIDATION & REJECTED RECORDS

Any records removed during the validation process will be saved to a “Import Error file” 


These error files can then be viewed in EXCEL, and then, having made any necessary corrections and changes to the data file, re-imported to complete the import for ALL RECORDS. 

Alternatively, use the SaveAS button to save the .dbf file as a CSV or XLS spreadsheet to your PC and work on it independently before re-importing.



If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.




Step by step guide to importing data - Company Car Allocations


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)


STEP 2 – ROUTINE

Select the Import routine to run: Benefits - F - Cars and car fuel - Main Company Car

Click NEXT




STEP 3 - SELECT SOURCE FOLDER TO USE

Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process 




The system will also display all other spreadsheet import files that are saved in the the same directory.





STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source CSV file (header row displayed on the left will match the correct target field displayed on the right) - 


TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.


Click NEXT


NOTE: If you are not using the template then you will need to manually select the correct target fields using the “TARGET FIELD SELECTON” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK TEMPLATES HERE TO DOWNLOAD THE TEMPLATES



STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of R_NUMBER should be selected as the unique reference for asset/company car

GREEN records are EXISTING car allocation records will be UPDATED in the system (recognized by their R_NUMBER and PAYROLL number)

WHITE records are NEW car allocations to be added to the system database (recognized by their R_NUMBER and PAYROLL number)

YELLOW records are NEW vehicle allocation records that cannot be made as the can details record is not found (not recognized by their R_NUMBER)

PURPLE records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number) 


Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process.







STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file. 

NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import. 


CLICK FINISH





If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.



STEP 7 - VALIDATION & REJECTED RECORDS

Any records removed during the validation process will be saved to a “Import Error file” 


These error files can then be viewed in EXCEL, and then, having made any necessary corrections and changes to the data file, re-imported to complete the import for ALL RECORDS. 

Alternatively, use the SaveAS button to save the .dbf file as a .CSV or .XLS spreadsheet to your PC and work on it independently before re-importing.


If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.



STATUS

The Screenshot  below displays an example error file list of the validation errors that the system has identified during the import process for car details and therefore excluded these records from the import. The STATUS column states the reason why the car record (s) were identified and then removed.




The Screenshot  below displays an example error file list of the validation errors that the system has identified during the import process for car allocations and therefore excluded these records from the import. The STATUS column states the reason why the car record (s) were identified and then removed.






VAT on fuel for private use in cars


For information and guidance on businesses reclaiming input VAT on fuel, please refer to the guide here