Vehicles Benefit Workpaper
A car benefit generally arises when a car which is owned or leased by an employer is made available for any private use to an employee in an employment context.
For detailed information from the ATO about this benefit, go to Fringe benefits tax - a guide for employers, Chapter 7 - Car fringe benefits.
A car is entered and valued only once under the FBT rules; the workpaper prevents you from entering the same registration number twice. Registration numbers are validated for duplicates across all reporting entities under your organisation. The only instances that may arise where a registration number is used twice are for "sale and lease-back" type of arrangements, transfer of a vehicle to another section of the organisation, or the transfer of registration plates to a different car. In these cases, the holding periods should not overlap.
To open the Vehicles workpaper, select
Benefits
, then Vehicles
from the navigation bar. The Workpaper Interface
ONESOURCE Fringe Benefit Tax provides several features that help you find information and let you organise your workspace so that it works best for you.
Customising the Grid
Some columns are hidden by default, and you can select the columns you want to show or hide. To show a hidden columns select the gear icon 
in the upper right corner and check the checkboxes next to the columns you want to show.
in the upper right corner and check the checkboxes next to the columns you want to show. You can also move and resize columns.
Toolbar Ribbon
The icons on the toolbar ribbon above the workpaper provide options for working with the workpaper.
- Delete:Select one or more rows in a workpaper and use theDeletebutton to delete individual rows.
- Delete All: Use theDelete Allbutton to delete all rows on all pages of this workpaper.
- Upload:Use theUploadbutton to upload the workpaper.
- View:Use theViewbutton to change the workpaper view. For example, you can switch between standard and other views.
- Select All:Use theSelect Allbutton to select all rows in the workpaper.
- Save Layout:If you have customised the order of your columns, or have shown or hidden certain columns, you can use theSave Layoutbutton to lock these choices.
- Reset Layout:If you want to revert to the default column ordering and display, use theReset Layoutbutton.
- Attachments:You can select theAttachmentsbutton to attach document, such as supporting evidence or reference information. You can also use this button to download or delete and attachment.
- Export:Use theExportbutton to export workpaper data.
- Refresh:Data is validated as you enter and is saved when you select theRefreshbutton or move to the next row.
- Recalculate:The software automatically calculates and applies in-house benefit reductions, exemptions and rebates to individual benefits, and displays these in the benefit workpapers dynamically. If you have made changes to a workpaper, select theRecalculatebutton to force recalculation of changes to this benefit only. If you have large amounts of data recalculating can save time.
- Freeze Columns:You can freeze columns to the left of view by selecting a column and then selecting theFreeze Columnsbutton. All rows to the left of the selected row will stay in view while all columns to the right will move with the scroll bar.
- Audit:Select theAuditbutton to show the user, time, and date stamp of any manual changes in the workpaper.
- More: ;Select theMorebutton to show additional options for this workpaper.
Workpaper details
Details tab
Column heading | Description |
Registration Number | This must be the unique identifier for this vehicle. Typically this is the registration number or VIN. Maximum of 20 characters. |
Description | A short description of the benefit provided (max 255 characters). |
Shared Car? | Defaults to No . Change this field to Yes if this vehicle is shared by two or more drivers for private purposes. This also automatically makes the vehicle non-reportable by reverting the RFBA Excluded? column entry to Yes . |
Allocation Method | This field is locked if a car is not shared and will display N/A . If the car is shared the default is percentage and you can select the relevant allocation method. |
Unallocated % | This is a calculation of the total possible usage minus the usage entered on the Shared Usage tab. This column shows the proportion of total kilometres, days, or percent that has not been allocated to a driver. Whether a vehicle is fully allocated may not matter unless you are an exempt or rebatable employer or the vehicle is a residual vehicle. note
When using the Number of Days or Date ranges methods of allocating use, the Days Unavailable for private use field will be checked so that the usage doesn't exceed the vehicle's availability (in other words, 365 days if the car is held for a full year). |
Electric/Fuel-Efficient Vehicle? | Select Yes for this field if this is an electric vehicle. Although the vehicle is exempt from FBT, the reportable values are still calculated. Fields related to the taxable value, such as Gross Taxable Value and Taxable Value reset to 0. The Reportable Value field is calculated the same as for non-electric vehicles.note
Default value is No. You cannot change this value for years prior to 2022-2023. A vehicle marked as Exempt or RFBA Excluded does not have any reportable value even if the Electric/Fuel Efficient Vehicle? column is Yes.See this page on the ATO website for details about the electric cars exemption. |
Employee | The employee ID is mandatory if the value in the Shared Car? column is No . In addition, the employee ID must exist in the Employee workpaper. For shared car benefits, the employee ID is not mandatory. |
State | Defaults to the employee's default state in the Employee workpaper. Use the dropdown to select a different state if necessary. |
Cost Centre | The cost centre defaults the employee's cost centre as allocated in the Employee workpaper, or to the default cost centre for non-reportable benefits. |
Fringe Benefit Type | Defaults to Car fringe benefi t. Select Residual fringe benefit if this is not a car. |
Date First Held | Date the car was first acquired by the reporting entity or by a related entity (refer to s.9(2)(b) of the Fringe Benefits Tax Assessment Act 1986). If this is an electric or fuel efficient vehicle, this date cannot be earlier than 1 July 2022. |
Acquisition Date | Defaults to Date First Held but remains editable to a date later than the Date First Held column. If a car moves to a related entity the value for Date First Held is retained and a new Acquisition Date entered. |
Commitment Date | Defaults to the acquisition date but remains editable to a date later or earlier than the date first held. New commitments can be re-financing a car, altering the duration of an existing contract or changing employers. Thereafter a new commitment for any future commitment date changes do not need to be entered. |
Disposal Date | Date the car was disposed of by the reporting entity. This may also be the date that the car was disposed of by the business or it could be the date on which the car was transferred to another reporting entity within the business group. Cars with a disposal date do not roll forward to the next FBT period. |
Calculation Method | Defaults to Lowest method if left blank. |
Statutory Formula Rule | The default values in this column are based on the values entered in the Date First Held or Commitment Date columns. |
Purchase Type | Defaults to Owned . Use the dropdown to select the nature of the vehicle acquisition. |
Gross up rate | In most cases this Type 1 . You can change selection this using the dropdown menu. |
Base Value | The base value of the vehicle depends on whether the vehicle was originally owned or originally leased by the provider of the benefit. The full (non-adjusted) base value of a vehicle fringe benefit is to be entered here. The value will be reduced by 1/3 at the start of the next FBT year after the fourth anniversary of the earliest holding time and will be displayed in the Adjusted Base Value column. The adjusted base value (after the 1/3 reduction) is calculated automatically.note
If this is an electric or fuel efficient vehicle, the value can not be more than the Luxury Car Tax Threshold. |
Add GST? | Defaults to No . Select Yes if you want to add GST. |
Base Value with GST | A calculated value. |
Employee Contribution | This represents the amount contributed by the employee in return for the provision of the benefit, which will reduce the taxable value of the benefit. The contribution is the GST-inclusive contribution. Value cannot be negative. note
For shared cars this value is entered against the individual drivers in the Shared Usage tab. |
Statutory Formula method | |
Days Unavailable for private use | If you have recorded days not available for private use, then import into this column and the days available will be calculated for you. You can upload into only one of either column (not both). In other words, if you are uploading days unavailable, leave the Days available column blank and visa versa. |
Days Available for private use | The days available for private use is calculated as the difference between the holding period for the FBT year and the period the car was entered as unavailable for private use. note
The periods entered are only used for the Statutory Formula method. If you have recorded days available for private use, then import into this column) Otherwise, leave both these columns blank and the Days Available for private use column defaults to the term the car could have been held in the FBT year. |
Non-business accessories | Total value derived from the Non-business Accessories tab for this vehicle |
Adjusted Base Value | The adjusted base value is calculated automatically from the base value and any non-business accessories. A 1/3 reduction under the statutory fraction method only, is applied to the base value of the vehicle (but does not include the value of non-business accessories) at the start of the next FBT year after the fourth anniversary of the earliest holding time. |
Opening Kilometres | This is the odometer reading at the beginning of the FBT year or, if the car was first acquired after that time then it is the date first held. Where a car is provided to two or more employees in a year the applicable odometer start reading is when the car first commenced to be provided as a fringe benefit in respect of any employee. |
Closing Kilometres | This is the odometer reading at the end of the FBT year or the odometer reading when the car was disposed of. Where a car is provided to two or more employees in a year the Odometer end is the reading when the car ceased to be provided as a fringe benefit in respect of any employee. |
Annualised Kilometres | The statutory fraction is determined by reference to the annualised number of whole kilometres travelled by the car in the FBT year.
Annualised kilometres are determined by a formula which ensures that where the provider held the car for the whole FBT year, annualised kilometres are simply the total number of whole kilometres travelled by the car in the FBT year. Where the provider held the car for only part of the year, the formula grosses up the whole kilometres travelled to reflect the distance that the car would have travelled had it been held by the provider for the whole of the FBT year. The formula is: AB / C where:
This amount will be calculated automatically. |
Statutory Rate | The statutory fraction for the current FBT year is determined on the basis of the number of annualised kilometres travelled by the car in the FBT year. The relevant fraction will be determined automatically. |
Statutory Formula Taxable Value | The Statutory Formula taxable value of a car fringe benefit is calculated by applying the statutory fraction to the base value of the car and proportionately reducing the value determined to take account of any days during the year that the car was not available for private use by the recipient of the car benefit. This amount is subsequently reduced by any unreimbursed contribution paid by the recipient of the benefit in return for the provision of the benefit. This amount will be calculated automatically. |
Operating cost method | |
WDV Including NBAs | The depreciated (written down) value of the car is the cost price of the car to the provider (including non-business accessories) less the total amount of depreciation (if any) that would have been deemed to have been incurred by the provider during previous FBT years. This value is calculated for all years from the car's purchase date based on the base value of the vehicle. |
Days Held for Use by Provider (Op Cost only) | If left blank this defaults to the same number of days as the vehicle was owned during the current FBT period.This column ONLY affects the calculation of deemed depreciation and interest for an owned vehicle using the operating cost method and days entered here do not change statutory formula calculations.note
This column exists for one specific scenario only. This scenario happens in a limited number of situations where ownership or control of a vehicle is with a fleet management organisation and thus should not be used by most preparers. Obtain tax technical advice before using this column. |
Op Cost - Deemed Depreciation | This amount will be calculated automatically for an owned car. |
Op Cost - Deemed Interest | This amount will be calculated automatically for an owned car. |
Op Cost - Lease Charges | If the vehicle is leased (not owned) the amount to be entered into this column is the total lease charges inclusive of GST. |
Op Cost - Registration | The registration expense attributable to the period when the car was held by the provider should be entered. Where the period of the registration payment relates partly to the current FBT year and partly to the next FBT year, an apportionment of the payment may be necessary. Value is inclusive of GST. |
Op Cost - Insurance | The amount of any insurance payments inclusive of GST. |
Op Cost - Fuel & Oil | The total yearly amount of any fuel and oil payments inclusive of GST. |
Op Cost - Repairs & Maintenance | The amount of any repairs and maintenance payments inclusive of GST. |
Op Cost - Other | The amount of any other operating cost payments inclusive of GST. |
Op Cost - Transactions Total | Calculation of the sum of transactions entered using the Operating Cost Transactions tab |
Op Cost - Total | Calculation of the sum of operating costs. |
Business Use % | The business use percentage is based on the number of business kilometres travelled during the FBT year and is calculated by dividing the number of business kilometres travelled by the car in a given period by the total kilometres travelled by the car in the same period. |
Logbook Year | Enter the log book year. The log book, which is a daily record of business journeys undertaken in the car, must cover a representative 12 week period so that a pattern of business use of the car can be determined. An employer will generally be required to keep a log book for the first year and then every five years. |
Operating Cost Taxable Value | This amount will be calculated automatically.
The gross taxable value of a car fringe benefit is calculated by: Total Op Cost x (100 - Business percentage) |
Residual vehicle method | |
Engine Capacity | When a motor-vehicle which is not a car as defined for FBT purposes, and is provided for private use, a cents per kilometre by engine capacity rate can be used. Select the relevant engine capacity of the vehicle. |
Cents per Kilometre | The rates to be applied on the cents per kilometre basis is determined by the ATO each year based on engine capacity. |
Private Kilometres | Enter the number of whole kilometres of private travel ;for this vehicle. |
Cents-per-km Taxable Value | Calculated as the cents per kilometre rate x private kilometres |
Calculation Method Used | Depending on the calculation method, this is a read-only display of the calculation method being used to value the FBT for this vehicle. |
Exempt Benefit? | Defaults to No . Select Yes in cases where you have determined the benefit is FBT exempt. |
RFBA Excluded? | Defaults to No . Select Yes if Shared Car is selected. In other limited circumstances you may determine the benefit as an excluded RFBA (for example, police, ambulance or fire services). |
Gross Taxable Value | The amount will be calculated automatically. |
Employee Contribution Applied | This is the employee's contribution, capped at the benefit Gross Taxable Value.This is calculated as GTV - EC (capped at GTV). The cap exists as benefit values can not be less than $0. Used for reconciliation with label 23 column (b) on the FBT Form. |
Excess Employee Contribution | This is a calculated value of the amount of employee contribution that exceeds GTV. |
Taxable Value | This is a calculation of the taxable value for this benefit row. Used for reconciliation with label 23 on the FBT Form. |
Grossed up Taxable Value | Calculated value depending on gross up rate selected |
Reportable Value | Calculated value of reportable fringe benefits taxable value for this benefit. The value shown is capped at the applicable threshold and will display 0.00 until the employee exceeds this cap. The capping test is across all relevant benefit workpapers. |
Tax Payable | Calculated value of FBT payable for this benefit. |
Exemption Applied, $17,000 Cap | Represents the amount of the $17,000 cap used. |
Grossed up Taxable Value, $17,000 Cap exceeded by | Represents the amount by which a person exceeded their $17,000 cap. |
Tax Payable $17,000 Cap Applied | Represents FBT payable as a result of exceeding the 17,000 cap. |
Exemption Applied, $30,000 Cap | Represents the amount of 30,000 cap used. |
Grossed up Taxable Value, $30,000 Cap exceeded by | Represents the amount by which a person exceeded their 30,000 cap. |
Tax Payable $30,000 Cap Applied | Represents FBT payable as a result of exceeding the 30,000 cap |
FBT Year | The current FBT year. Mandatory in upload. |
Standard Category | Can select standard categories created for this benefit workpaper. Defaults as blank. |
GST % | A read-only display value. |
Reporting Entity | Defaults to the currently filtered reporting entity code and name. |
Shared Usage tab details
Column heading | Description |
Registration Number | Select the applicable Registration Number for a shared vehicle. The vehicle will need to have been selected as Shared 'yes' in the details tab or it will not be available for selection on the drop-down menu. |
Employee | You must enter the Employee ID if you are a concessionally treated employer, as FBT is calculated on the basis of a threshold test depending on your employer type (PBI, Not-for-profit hospital, etc.). The employee details must exist in the Employee workpaper to ensure correct matching. For certain non-reportable benefits the ID may not be mandatory. |
Cost Centre | The cost centre defaults the employee's cost centre as allocated in the Employee workpaper, or to the default cost centre for non-reportable benefits. |
State | Defaults to the employee's default state in the Employee workpaper. Use the dropdown to select a different state if necessary. |
Allocation Method | This will display the selected Allocation Method being one of Date Ranges, Percentage, Kilometre Ranges, Number of Days or Total Kilometres that was selected under the Details tab.Depending on the Allocation Method selected for this vehicle enter the "Allocated" values that relate to the method selected. |
Allocated Start Date | Date Ranges - start of and end dates of allocation (cannot overlap any other allocation date range) |
Allocated End Date | |
Allocated Kilometres | Total Kilometres - Enter the number of kilometres driven by the driver while they had use of the vehicle. (Note you cannot allocate more kilometres than the total travelled for this vehicle in the FBT Year). |
Allocated Days | Number of Days - Enter the number of days the driver had use of the vehicle. (Note you cannot allocate more days than the total holding period for this vehicle in the FBT Year). |
Allocated Percentage | Percentage - Enter the % of the total usage to be allocated to each driver. (Note if you cannot allocate more then 100% of the use of a vehicle) |
Allocated Start KMs | Kilometre Ranges - Enter the odometer reading at the start and end of the period for each driver. (You cannot allocate more kilometres than the total travelled for this vehicle in the FBT Year. |
Allocated End KMs | |
Fully Allocated? | Calculated display of Yes or No
note
Whether a vehicle is fully allocated may not matter unless you're an exempt or rebatable employer. |
Employee Contribution | This represents the amount contributed by the employee in return for the provision of the benefit, which will reduce the taxable value of the benefit. The contribution is the GST-inclusive contribution. Value cannot be negative. |
Employee Contribution Applied | This is the employee's contribution, capped at the benefit Gross Taxable Value. This is calculated as GTV - EC (capped at GTV). The cap exists as benefit values can not be less than $0. Used for reconciliation with label 23 column (b) on the FBT Form. |
Gross Taxable Value | The amount will be calculated automatically. Note, in certain cases owing to rounding, the total of the calculated value may vary by $0.01 (1 cent). |
Excess Employee Contribution | This is a calculated value of the amount of EC that exceeds GTV. |
Taxable Value | This is a calculation of the taxable value for this benefit row. Used for reconciliation with label 23 on the FBT Form. |
Grossed up Taxable Value | Calculated value depending on gross up rate selected. |
Reportable Value | Calculated value of reportable fringe benefits taxable value for this benefit. The value shown is capped at the applicable threshold and will display 0.00 until the employee exceeds this cap. The capping test is across all relevant benefit workpapers. |
Tax Payable | Calculated value of FBT payable for this benefit. |
Operating Costs Transactions tab details
This worksheet is used for entering (or uploading) operating costs on a transactional basis. The values entered into the Operating Cost Transactions tab are totalled in the
Details
tab for the vehicle. See Vehicles Benefit Workpaper.Column heading | Description |
Registration Number | Select an existing registration number from the dropdown menu |
Operating Cost Type | You can enter transaction records for the following operating cost types:
note
There can be only one Summary operating cost type per vehicle |
Description | A maximum of 255 characters |
Date | A date within this active FBT period |
Amount | The GST inclusive value of the cost |
Non Business Accessories tab details
Enter non-business accessories added to a vehicle.
note
The total value of non-business accessories for each vehicle is brought forward into the
Vehicles Details
tab for reference.Column heading | Description |
Registration Number | Select an existing registration number from the dropdown menu |
Description | A maximum of 255 characters |
Amount | The GST inclusive value of the accessory |
Date Fitted | Must be a date on or after the date first held and must be entered if an amount has been entered |
Date Removed | Optional, but must be a date after date fitted if entered. |
Registration History tab details
Recording changes to registration number. Changes to a registration number can occur if a driver changes to a personalised registration or the registration plates are stolen and subsequently replaced.
Column heading | Description |
New Registration No | This will default to the current active registration number. You can enter a different value or use the Start Date and End Date fields to track and record changes on multiple rows. |
Start Date | This will default to the vehicle acquisition date. note
If you are entering a new row, this date will be later than the End Date field in the row above it. |
End Date | In the row with the old registration number, enter the date this registration number was no longer used. On the new row leave this date blank. |
Checklist tab details
Checklists present questions that you should answer or issues that you should consider while preparing your FBT return. At the end of each checklist, you can click into the information to add comments or sign off on the workpaper.
Notes tab details
The
Notes
tab provides an area where preparers and reviewers can record information. The format bar lets you apply styles and formatting to notes, similar to applications such as Microsoft Word. You can also insert images and hyperlinks and can print notes.Related Content
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Upload data to the vehicle workpaper
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