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  • Record keeping for FBT

    Check which records to keep for FBT and how long to keep them.

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    Records you need

    You must keep records that:

    • show how you calculated the taxable value of benefits
    • support any fringe benefits tax (FBT) exemptions or concessions you used.

    Examples of these records include:

    • calculations
    • worksheets
    • employee declarations
    • elections
    • invoices
    • receipts
    • bills of sale
    • lease documents
    • travel diaries
    • logbooks
    • odometer records.

    For entertainment-related benefits, you should keep records of the following:

    • the date you provided the entertainment
    • who received the entertainment (an employee, associate of the employee or another person)
    • the cost of the entertainment
    • the kind of entertainment provided
    • where the entertainment was provided.

    All records should be written in English. If your records are stored electronically, they must be in a format that is readily accessible.

    You don't need to submit these records with your FBT return.

    For more information about records to keep for specific types of fringe benefits, such as cars and living-away-from-home allowance, see FBT Guide: 4 Fringe benefits tax record-keeping.

    Records to obtain from employees

    Some exemptions and concessions require you to obtain records from your employees. This includes:

    • declarations
    • invoices and receipts
    • bills of sale
    • lease documents
    • travel diaries
    • copies of logbooks and odometer records.

    Record keeping exemption arrangements

    You may be eligible to calculate your FBT liability based on the total taxable value of fringe benefits you provided in an earlier base year. You must have kept full FBT records in the base year.

    If you use this arrangement, you won't need to keep full FBT records for a particular FBT year. However, you may still be required to report the value of fringe benefits in your employees' payment summaries or through Single Touch Payroll.

    To check if you are eligible to use the record keeping exemption arrangement, and find out how it works, see Guide to FBT: 4.7 Record keeping exemption arrangements.

    How long to keep records

    Keep your FBT records for 5 years from the date you lodge your FBT return.

    • If you don't have to lodge a return, keep your records for 5 years from the due date for lodgment of FBT returns (21 May).
    Last modified: 12 Jan 2023QC 71176