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  • Records for excisable fuel and petroleum products

    As an excise licence holder, you will need to know about both the record-keeping requirements that apply to businesses generally as well as those specific to your excise operations.

    Keeping accurate and complete records will help you meet your tax obligations as well as manage your business and cash flow. It is also a legal requirement.

    You need to:

    • keep the records required by your licence
    • keep the records for the period advised on your licence (generally five years)
    • make these records (and copies) available to us if we ask to see them.

    If you cease to hold an excise licence you must still keep all records of your previously-licensed activities, for the period advised on your licence.

    Here you will find detailed information about the types of records you are required to keep for your excisable fuel and petroleum products operations.

    For information about record-keeping requirements that apply to businesses generally, refer to Record keeping for business.

    On this page:

    Records for excisable fuel and petroleum products

    Examples of the types of records you need to keep include:

    • invoices
    • records from SAP or other logistical software systems used
    • contracts for supply of fuel
    • delivery documentation
    • fuel measurement and reconciliation records
    • disposal receipts, hazardous waste disposal permissions.

    In general, your records should include the following details of excisable goods:

    • goods used in manufacture
    • process of manufacture
    • quantity manufactured
    • quantity on hand/stored
    • storage details
    • sales or disposals
    • loss or wastage during or after manufacture
    • movement documents such as delivery, receipts and dispatch notices, including dates.

    Records for supplying excisable fuel products under an automatic remission

    If you are supplying LPG with an automatic remission of the duty, you should keep copies of invoices. The invoices should include the following notice:

    'Not to be used, or supplied, for transport use. Penalties apply.'

    The notice isn't required when the LPG is supplied in containers 210 kilograms or less, or when the LPG is supplied to a residential premises and not for business use.

    More information

    You can contact us if you need further guidance or examples of appropriate records to meet the record-keeping requirements.

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    Last modified: 15 Sep 2020QC 63577