sars travel logbook excel

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Excel logbook for SARS

If you are looking to create an Excel logbook for SARS and you want it to include the dates for working days only, you can easily create it in Excel using the WORKDAY function. Using this function means you that you won’t need to enter every date and it can even take into account public holidays.

Below a video explanation from our YouTube channel (please remember to susbcribe)

The process itself is fairly easy. Open a new workbook and in cell A2 enter the start date e.g. 1 Jan 2014.

In cell C2 to C15 list the public holidays you want to take into account.

Now in Cell A3 type the following formulae

=WORKDAY(A2,1,$C$2:$C$15)

The formula above will start at 1 Jan 2014 and will show you the date of the next workday. This formula assumes that Saturday and Sunday are non work days and also assumes that the public holidays listed in C2 to C15 are non work days. To understand how it works watch the WORKDAY video clip

You can now copy the formula down as far as you want and it will show only the upcoming workdays. Then to make it even more useful, format the date to include the day of the week (click on the date cells, right click and click on FORMAT CELLS, click on CUSTOM and in the dialogue box type dd mmm yyyy dddd)

If you work in an industry where Saturday and/ or Sundays could be work days e.g. a restaurant and you want for example a Monday to be treated as a ‘weekend’ then you need to make use of the WORKDAY.INTL function. All it asks for is an additional option of what is considered a weekend.

So the syntax as shown below is exactly the same except for the Weekend option

WORKDAY.INTL(Start Date, Days, [Weekend] ,[Holidays])

For the Weekend option you can enter a number from 1 to 17 which tells Excel what to consider a weekend i.e.

• 1 or omitted = Saturday, Sunday
• 2 = Sunday, Monday
• 3 = Monday, Tuesday
• 4 = Tuesday, Wednesday
• 5 = Wednesday, Thursday
• 6 = Thursday, Friday
• 7 = Friday, Saturday
• 11 = Sunday only
• 12 = Monday only
• 13 = Tuesday only
• 14 = Wednesday only
• 15 = Thursday only
• 16 = Friday only
• 17 = Saturday only

SARS Excel Logbook Download

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Download the Free Excel Logbook from SARS here.

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How to Fill SARS Travel Logbook

If you use your private car for business purposes and receive a travel allowance from your employer, you can claim a deduction on your annual income tax return. To do this, you must have a SARS travel logbook where you record your vehicle’s odometer reading and details of your business travel. This article explains how you fill out your SARS travel logbook. 

How Do I Fill SARS Travel Logbook?

First and foremost, you should download the SARS eLogbook for the tax year, which starts on 1st March and ends on 28th February of the following year. Your 2022 – 23 SARS elogbook assessment must-have business travel details from 1st March to 28th February 2024. The tax filing season starts on 1st July 2024. 

You must first record your motor vehicle odometer reading on 1st March and record the odometer reading on 28 or 29 February, the last day of the tax year. The logbook has fields you should fill in related to your business travel. You can calculate your total kilometres for the tax year by subtracting opening kilometres from opening kilometres. 

When you fill out the SARS travel logbook, only include the kilometres covered when you travel for business. There are fields in the logbook where you enter your destination and kilometres travelled. Remember that you cannot claim the travel between your home and workplace for business purposes. 

You must have a separate logbook for each car if you have more than one vehicle used for business during a particular tax year. You must record the following details for every business trip in your SARS travel logbook.

• Date of travel 
• Business travel information (Starting point of the destination, places visited, and reasons for the business trip)  
• Kilometres travelled 

Make sure you keep your logbook for about five years from the date you submit your return because you may be asked to submit it to SARS to support your claim . 

Do You Have to Use SARS Logbook?

Without a travel logbook, you cannot claim any cost of business travel against the travel allowance allocated to you. In other words, without a logbook, you cannot claim for travel deduction. With a travel logbook, it becomes easier to calculate the amount you can travel. SARS can also use the logbook to verify your claim if the need arises. Therefore, you should retain your logbook with other material for five years from the submission date. 

How Does SARS Calculate Travel Allowance?

SARS uses two methods to calculate your travel allowance. The first method involves using a cost scale table supplied by SARS and found in the introduction section of your travel logbook.

The simplified way utilizes the fixed rate per kilometre, as illustrated in the table below. With this method, there should be no other advance, no allowance, or other compensation paid by the employer. 

SARS can also calculate your claim using actual costs incurred during your business travels. It is essential to keep a record of your expenses during the tax year on top of keeping a logbook. The expenses include repairs and maintenance, oil, fuel, insurance, car license, finance charges, wear-and-tear, and lease costs. 

If the employer provides a fixed allowance to the employee for business travel, the amount will appear under code 3701 on the IRP5. If a petrol card is issued, the money used for fuel will be added to the total amount. 

A valid log book with all the necessary information about business trips covered must be maintained to support your claim. If some of the relevant details are missing, SARS may dismiss the logbook, which may lead to additional assessment.

To succeed in your claim for business travel costs, you should take the following measures: 

• Ensure your opening kilometres on the odometer matches the previous year’s closing kilometre. Any mismatch can lead to the dismissal of your claim by SARS. If you have a good reason for the mismatch, ensure you write a letter to SARS. 
• Check the correctness of the kilometres covered during private and business travel. If there is an error, SARS may decline your claim. 
• The car’s service history must correspond with your logbook, or else your claim is dismissed. 
• Ensure that you provide reasonable private and business kilometres to get the best result. If your claim is biased toward business travel, your claim can be rejected. There is no way you can use your vehicle for private business. For instance, the distance from your home to your workstation is private, not a business. 

Therefore, keeping an accurate travel logbook is a good idea to make it easier for SARS to calculate your travel allowance.   

What Is the SARS Rate per Kilometre?

The tables published in the government gazette and SARS’s travel logbooks are used to determine the allowable rate per kilometre for business travel deductions. If the employer pays no other compensation to the employee, the rate is 418 cents or R4.18 per kilometre. 

If the reimbursed travel costs exceed the prescribed rate of R4.18 per kilometre, the full amount will be subject to PAYE. With fixed travel insurance, only 80% of the travel allowance will be subject to PAYE. If the employee has not met the full cost of fuel used in the car or maintenance costs, no claim can be made against these two. 

If you use your private vehicle for business purposes, you are eligible to claim a travel allowance. You must keep an accurate travel logbook to make it easier for SARS to calculate and process your claim. Without a travel logbook, your claim will be rejected.  

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Logbook for a Company Car or Travel Allowance – What You Need To Know

Date: 13 July 2021

Author: Coenraad de Beer

If you receive a travel allowance from your employer, or use a company provided vehicle, you will need a logbook to record your business trips. If you want to submit a claim for business travel on your income tax return, you will need this logbook to substantiate your claim.

Where can I find such a logbook?

If you are looking for a free logbook, you may use the one supplied by SARS . There are also various electronic devices and cell phone apps available to simplify the process of logging your trips, but no matter what method you use, just make sure your logbook meets the minimum requirements set by SARS.

What information should be recorded for each trip?

·         Date of travel

·         Kilometres travelled (record opening and closing odometer reading of each trip)

·         Reason for the trip

·         Details for whom the engagement was undertaken (new requirement since 2021)

·         Name of the person you visited (new requirement since 2021)

·         Contact details of the person you visited (new requirement since 2021)

Interestingly enough, at the time of writing this article, the SARS logbook did not have separate columns for the new requirements, so we assume this must be recorded in the “Reasons” column of the logbook.

What information about my vehicle is required?

You need to record the odometer reading as soon as the vehicle is taken into use for the first time. After that you need to record the odometer reading in the last day of February each year. The opening and closing kilometers will be used to calculate the total kilometers travelled with the vehicle during the tax year.

In addition to the logbook and kilometer readings, the following information is also required:

1.       The vehicle registration number

2.       The car make (for example Toyota)

3.       The car model (for example Hilux)

4.       Year of manufacture

5.       Cost price of the vehicle (i ncluding VAT but excluding interest)

6.       Date of purchase

7.       Acquisition method: Purchase Agreement or Lease Agreement

8.       Was the vehicle purchased with a maintenance plan? (in case of a company provided vehicle)

Tips for maintaining your logbook during the tax year:

1.       Instead of using a complicated or expensive device to log your trips, use your smart phone to take a photo of your odometer reading when you depart and again when you arrive at your destination. Most modern smart phones will store metadata along with the photo. For example when you view the photo in your gallery on an Android phone, you can simply swipe up and you will be able to see the time, date and in some cases even the location where the photo was taken (as long as your location services are enabled on your phone). You can correlate this information with your diary at the end of each week and record this into a spreadsheet or the SARS logbook.

2.       If you use multiple vehicles for business travel, keep a separate logbook for each vehicle.

3.       You do not need to record private trips, but it does not hurt if you are using a system that records all your trips. A more comprehensive logbook improves your chances of a successful travel claim.

4.       The distance travelled between your home and normal place of work cannot be claimed for business purposes and is regarded as private travel. According to SARS’s Interpretation Note 14, Section 5.4.2, if you travel to a client en route to your normal place of work, it will be regarded as business kilometers. This is an interesting interpretation from SARS, because according section 8(1)(b)(i) of the Income Tax Act, you will not be permitted to claim the entire trip, because the distance between your home and place of employment or business is regarded as private. Keep in mind that interpretation notes are not binding on the courts or the taxpayer, so you may use an example like this to give you guidance on what constitute business travel, but just make sure you have a solid justification for your business travel in cases where there might be a gray area. When in doubt, consult your tax practitioner.

5.       Be as detailed as possible when describing the reason of your trip. Don’t use vague descriptions like “meeting”, “client” or “business”. Give specific details of why you were travelling, for example, “monthly manager’s meeting”, add the details of the person or entity for whom the engagement was undertaken, for example your client’s name “XYZ Distributors (Pty) Ltd” and include the contact details of the specific person you are visiting, for example “Mr X – Cell number 123 456 789”. If you are visiting a group of people or multiple individuals at the same location, record the details of the most senior person you visited.

This is the basic requirements of a travel claim, based on the deemed cost method. There is a second method where your record the actual expenses of your business travel. This second method is less frequently used because it involves much more admin and seldom yields better results than the deemed cost method.

Disclaimer: The information and material published on this website is provided for general purposes only and does not constitute professional advice. We make every effort to ensure that the content is updated regularly and to offer the most current and accurate information. Please contact us directly for any specific problem or matter. We accept no responsibility for any loss or damage, whether direct or consequential, which may arise from reliance on the information contained in these pages.

SARS – Travel eLogbook

Sars has detailed the steps to be followed below:, latest from our blog, non-executive directors (vat and paye), tax cases – high court.

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Travel Log Template 2023 - Personal Tax

We cannot generate a Travel Log for you as it is illegal, but we will gladly send you a travel log template that you can use to generate this logbook. SARS requires you to submit a logbook and might request this from us.

Click the button to download the template.

Other information we will need to file Personal Tax:

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Interest certificates other that IT3s

Retirement annuity contribution certificate

Medical aid contribution certificate

Additional medical expenses paid that were not claimed through the medical aid. (This is currently a hot topic for SARS to audit so please ensure that additional expenses claimed were not already claimed through the medical aid and that you have proof of payment for these expenses.)

All medical expenses should be in the name of the taxpayer. If it is in the name of the dependant, SARS will disallow it because they say that the dependant can also claim these expenses (double deduction)

Schedule and supporting documentation of other income earned and expenses deductible relating to this income. As you know this is currently a hot topic for SARS to audit and we require your participation in ensuring all expenses can be supported and are a valid business expense

Capital gains or losses made on the sale or disposal of fixed assets and Dividend Tax paid certificate

Donation certificate with valid PBO number

Any other document that might be relevant to your personal income situation i.e. out of country confirmation letter from employer, letter from school indicating disability

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Travel eLogbook 2022-2023

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“The devil is in the details”

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What is a compliant logbook?

The SARS minimum requirements are:      >    Date of Travel      >    Kilometeres Travelled      >    Business travel details (where to and  reason for the trip)      >    Opening and Closing Odometer  

The above minimum requirement from SARS are really basic logbook data but they have issued an Interpretation Note 14 (Issue 5) dated 30 March 2021 that outline more details required in terms of the Reason for each trip.

SARS Interpretation Note 14 (Issue 5) – 30 March 2021

SARS now require much more detail for Reasons – extract from Interpretation Note 14, page 15

The “reason for trip” is a crucial element of a logbook. SARS will not be in a position to fulfil its obligation under the law to test the validity of a travel claim where the “reason for trip” is recorded in a logbook as simply “meeting”, “client”, “business” or similar vague particulars. 

The information that taxpayers provide under “reason for trip” must therefore be sufficient to allow SARS to verify that the travel undertaken was for business purposes and qualifies for a deduction. At the very least, this should include the following information:

Specific details of why the travel was undertaken, for example “presentation to board”, “meeting with supplier” or “delivery to client”.

Details of the person with or for whom the engagement was undertaken, for example, “head office of ABC Ltd”, “Mr A at LMN Supplies (Pty) Ltd” or “delivery to client Mr Z”.If contact details are available these should also be provided.

As much detail should be provided as possible. In many cases, this will permit SARS to verify travel claims without having to request additional information from a taxpayer or to disallow travel claims because of insufficient information that was provided to verify such claims. 

The information required to be provided under “reason for trip” is not confidential information. In the same way that taxpayers claiming a deduction for expenditure incurred under, for example, section 11( a ) could be required to provide relevant information such as client invoices, client contracts, etc., so too should taxpayers provide full details of business travel to SARS should they wish to claim a travel deduction. It bears pointing out that SARS is bound by the confidentiality provisions of Chapter 6 of the TA Act.

Elogger Logbook Format in Excel

Elogger provides accurate logbook data including Date, Distance (Business or Private). The mode is changed using the Mode Button.

We also added Actual Street Addresses. The Start Destination is the End destination of the previous trip.

Our Logbook Converter

Our free management tool for elogger clients to help you to allocate names and reasons for each trip.

Your downloaded logbook data is shown including the vehicle details as specified under Your Details. As helper columns we include the Trip count at the specific 1km radius, indicator if it is the first occurence and the day of the week.

Do you want to keep all the trips or some of them in the original mode. Simply type Yes in column P and copy, paste in the applicable rows. Your Final mode will then be the same as what you downloaded.

Allocate Home, Office, Client details or Private in column Q. This will alter the Suggested mode accordingly. Very important that no space before or after the name and the first letter as capital.

Your Private Trip Conditions as selected in Your Details will suggest the mode for :

 > Public Holidays  > Weekends  > Travel From Home to Office etc

Watch the short video on the Logbook Conversion process

Convert your logbook data using trip conditions

Send us an email to download the Logbook Converter Excel file

Logbook Converter V1.03

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Logbook requirements for SARS for claiming travel allowance?

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SARS eLogbook 2023-2024

SARS eLogbook 2023-2024 Fixed Cost Table is provided for your convenience. Search the table for the allowed travel allowance claim costs. Filter by the “Value of Vehicle” column by entering the first, first two or first three digits of the relevant vehicle value. Last updated,  9 February 2024.  Read more about claiming Travel Allowances here . View the SARS 2023-24 eLogbook here .  The use of this tax table is subject to our  disclaimer . Rates per kilometre, which may be used in determining the allowable deduction for business travel against an allowance or advance where actual costs are not claimed, are determined by using the following table:

SARS Fixed Cost Table: March 2023-February 2024

Simplified method.

Where: a. The provisions of section 8(1)(b)(iii) are applicable in respect of the recipient of an allowance or advance; and b. No other compensation in the form of an additional allowance or reimbursement (other than for parking or toll fees) is payable by the employer to that recipient; that rate per kilometre is, at the recipient’s option, equal to 464 cents per kilometre.

• No fuel cost may be claimed if the employee has not borne the total cost of fuel used in the vehicle, and no maintenance cost may be claimed if the employee has not borne the total cost of maintaining the vehicle (e.g. if the vehicle is covered by a maintenance plan).
• 80% of the travelling allowance must be included in the employee’s remuneration to calculate PAYE. The percentage is reduced to 20% if the employer is satisfied that at least 80% of the motor vehicle usage for the tax year will be for business purposes.
• The fixed cost must be reduced pro-rata if the vehicle is used for business purposes for less than a year.
• The distance travelled during a tax year and the distance travelled for business purposes substantiated by a log book are used to determine the costs that may be claimed against a travelling allowance.

Alternative Method

Where an allowance or advance is based on the actual distance travelled by the employee for business purposes, no tax is payable on an allowance paid by an employer to an employee up to the rate published on the SARS website www.sars.gov.za under Legal Counsel / Secondary Legislation / Income Tax Notices / Fixing of rate per kilometre in respect of motor vehicles, regardless of the vehicle’s value.

However, this alternative is not available if another compensation in the form of an allowance or reimbursement (other than for parking or toll fees) is received from the employer in respect of the vehicle.

Company Cars

Employees may also be entitled to claim a reduction on the fringe benefit for business mileage travelled in motor vehicles provided by an employer. An accurate record of mileage travelled is required to claim such a deduction. This logbook may also be used for this purpose. The exact minimum information as set out above is also required for company cars. For the rates for other tax years, please visit www.sars.gov.za or call the SARS Contact Centre on 0800 00 7277.

The rates in the Fixed Cost Table are adjusted periodically. The rates in the table on this page relate only to the 2023/24 tax year, i.e. from 1 March 2023 – 28 February 2024.

Dynamic title for modals

Are you sure.

Business or pleasure? Our SARS-compliant logbook does it all from one app.

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It is all good and well keeping a logbook but it needs to be accurate to ensure your travel claim is valid. Don’t worry, there’s an app out there that is about to make your trip-logging life a whole lot easier.   

In this article, you will:

Learn about the time-saving app you need for sars tax claims, learn exactly how the logbook and claim process works, find out about some great features you can enjoy when using cartrack's logbook, the time-saving app you need for sars tax claims.

Tax season is already in full swing again. If you need assistance accurately managing your trips for your business travel claim, we've got an app that does it all for you.

It is all good and well keeping a manual logbook but it needs to be accurate to ensure your travel claim is valid. To guarantee a smooth process, it's important to have a clear understanding of the necessary information for travel claims such as:

• Receipts and so on...

Sounds pretty detailed right?

Don’t stress, this app is about to make your trip-logging life a whole lot easier. ‍

‍ So , how exactly does the whole logbook and claim process work:

• Step 1: Record your vehicle’s odometer reading every year on the opening day of the tax year (which is always 1 March) and again on the closing day (which is always the last day of February) ‍
• Step 2: Determine your total kilometres of the year by calculating the difference between the closing and opening readings (without these readings, you cannot claim a tax deduction) ‍
• Step 3:  Define which portion of your total kilometres travelled were actually for business use

Can any taxpayer receive a travel allowance to claim a deduction for the use of their private vehicle for business purposes?

Simply put, yes. But it is important to note that travelling between your home and work doesn’t count, it is seen as private travel.

If you don’t keep a logbook you can’t claim a travel deduction, simple as that. 

However, you’ll be happy to know that Cartrack’s logbook app is designed to help you effortlessly deal with every single step mentioned above.

So, what’s next?

Now that we’re all clear on that, what do you do with all your trip information and how does our logbook make your life easier?

To claim your allowance for business travel you are required to record  trip details like:

• Your distances travelled ‍
• The location you visited ‍
• The reason for your trip

Once this is done, you must enter all this information into your logbook and submit it to SARS. This sounds like a lot of paperwork and hassle, right? Thanks to Cartrack’s digital logbook it’s not.

• It automatically logs all of your vehicle trips ‍
• You can easily mark them as personal or business trips on the app ‍
• It automatically creates and emails your SARS-ready tax-compliant logbook ‍
• You can effortlessly download your SARS-ready reports and submit them via the SARS eFiling online platform or straight to your tax consultant.

This saves you loads of notes, paper trails, lost paperwork and time trying to remember all your trip details, making it super simple to monitor and record both business and personal travel trips, all from one easy-to-use app.

Additionally, the GPS logbook allows you to access your trip data, anytime, anywhere which means you can complete your logbook whenever you have a few minutes to spare, from wherever you are. No more paperwork, no more pens, no more rejected travel tax claims .

These are some great features you can enjoy when using Cartrack’s easy logbook:

• View all your trips made within a selected timeframe ‍
• Keep a record and notes of all trip history ‍
• Select if your trips were for business or pleasure ‍
• View the total distance travelled for your selected timeframe ‍
• Export your trip data in your preferred SARS-ready format

Ready for a hassle-free tax season?

Visit Cartrack or call us on 011 250 3000 to download the Cartrack app today.

If you are already one of our 1.7 million customers and want to unlock this feature, chat with us today on 011 250 3000 so we can make your tax season hassle-free!

It is all good and well keeping a logbook but it needs to be accurate to ensure your travel claim is valid.

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