Write-off of fuels and lubricants. Expenses or profits?

Despite different 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 every year only becomes more expensive. In this regard, the write-off of fuel and lubricants and their accounting are considered key for any industry related to machinery. A clear system and close supervision sometimes allow you to save up to 30% of the funds for transportation.

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 issued a separate document. As a rule, such a certificate is issued for a certain period of time and signed by a specially authorized person. This procedure is necessary for any enterprise, though somehow connected with motor transport. According to the decree of the Ministry of Transport of 2003, the tax authorities have every right to study all the information on spending on fuel. The established long-standing practice has shown that the writing off of fuels and lubricants on track sheets is the most perfect system to date.

In large motor transport enterprises, compliance with these requirements is put on the first place. This attitude of the leadership to this topic kills two birds with one stone. First, it eliminates unnecessary problems and fines on the part of the tax. Secondly, it allows you to independently study and control fuel consumption rates. There are cases when the write-off of fuel and lubricants exceeds the limits established by law. Often this is due to the additional conversion of the car for the needs of the enterprise, or with unsatisfactory state of technology.

If the second option is easy enough to eliminate, then because of the first one there may be some difficulties, but they can 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 company's regulatory documents and the director's personal order to increase the expense of writing off the fuel and lubricants. As practice shows, in the case of litigation a good regulatory framework allows the taxpayer to win the case.

An important link in this chain is the driver himself, because a lot depends on the accuracy of the data he has entered into the waybill. Thus, the writing off of fuels 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 travel sheets with their internal documentation for the discrepancy of the balance. This control allows you to obtain maximum data on the work done by the driver for a month. And if everything is done on the same schedule, and spending on fuel increases, it will be immediately visible in the reporting documentation, which will allow to take timely measures.

Write-off of fuels and lubricants is a rather complex and diverse process, including a variety of various documentation and specifications, depending on the type of activity of the firm. 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 a travel sheet will save you from paying solid tax penalties.