Fuel tax credits - keeping records and calculating eligible quantities

Records you need to keep

Keep good records Fuel tax credit rates will continue to change due to: the carbon charge the road user charge gaseous fuel rate increases. Therefore, it is even more important to keep good records. Records must include the date, type and quantity of fuel acquired, and the activities the fuel was used for.

To work out your fuel tax credits and to support your claims, you need to keep records showing the date you acquired the fuel, the quantity and type of fuel you acquire, manufacture or import for your business activities and how you use that fuel. You should keep records from the start of your business activity so you are ready to calculate and claim your fuel tax credits.

For more information about the meaning of 'acquire', 'manufacture' or 'import', refer to Fuel Tax Ruling FTR 2007/1 - Fuel tax: the meaning of 'acquire', 'manufacture' and 'import' in the expression 'taxable fuel that you acquire or manufacture in, or import into, Australia to the extent that you do so for use in carrying on your enterprise' in the Fuel Tax Act 2006.

You need business and tax records to show what activities you are carrying out, as well as to support your actual claims.

Examples of records that demonstrate your business activities include:

• business expenses relating to eligible activities
• sales and production records
• lease documents for agricultural land or equipment
• share farming contracts
• vehicle and equipment use - such as logbooks and odometer readings
• maintenance records
• work contracts or government requirements such as licences.

Other records that support your claims for fuel tax credits include:

• tax invoices for the fuel you have acquired - see Tax invoices
• bank statements
• records showing how you used the fuel and any that was lost, stolen or otherwise disposed of
• records of how you worked out your fuel tax credits - you may want to use our online Fuel tax credit calculator.

For more information about the meaning of 'use', refer to Fuel Tax Determination FTD 2009/1 - Fuel tax: what is the meaning of 'use' for the purposes of section 41-5 of the Fuel Tax Act 2006.

For heavy diesel vehicles manufactured before 1 January 1996 and used on a public road, you must keep records showing they meet one of the environmental criteria - for example, if you service your vehicle according to an approved maintenance program.

If you claim less than $300 in fuel tax credits in a financial year, you do not have to keep records showing you acquired fuel. However, the fuel you acquire must be either intended for use or actually used in an eligible activity.

Your records must be in English (or easily translated into English) and you must keep them for five years after you make a claim as we may ask to see them. You do not need to send your records to us unless we ask you to.

Sections within Records you need to keep

• Tax invoices