P11D Checklist Checklist:P11Ds-2024 Checklist:P11Ds-2024 THIS IS A GENERAL CHECKLIST ONLY. ESTIMATED TIME TO COMPLETE: 5 MINUTES BACKGROUND About This Checklist This is a GENERAL CHECKLIST ONLY. It DOES NOT ask for figures or specifics. It is intended as BACKGROUND information only as things can change from year to year. We will obtain any details separately, i.e. if you have not already provided them, or we will find them in accounting software (e.g. Quickbooks). Please answer each question as best and you can and if you are unsure about any of your answers either, a) give us a call or b) make a note of your query or comment in the "additional information" section towards the end of this checklist. ABOUT P11D FORMS P11D forms are an employer form that HMRC REQUIRES an employer to submit annually IF: a) they provide any employee or director with "BENEFITS in kind", e.g. company car, van with private use, health insurance etc.. AND/OR, b) they pay or re-imburse costs or EXPENSES on behalf of an employee that are NOT incurred "wholly, exclusively AND necessarily" in the performance of the employees duties of that employment, e.g. holidays, private school fees, commuting to work costs. c) OR, if HMRC request a P11D form or P11D(b) form, so they can review the answers given. HMRCs deadline for submission of form P11D is 6 July following the end of each tax year (6 April to 5 April). HMRC can raise substantial FINES, and INTEREST, for any late paid tax/NIC, LATE declarations, or INCORRECT submissions to HMRC. The later the submission, the greater the fine. £100 per 50 employees, per month late. So a 12 month late P11D will incur a fine of £1200 (12 x £100). Incorrect P11Ds incur fines of up to £3,000 for each incorrect P11D. For example, a P11D that does not include a van that the employee is allowed to use for any private use. YOUR DETAILS Your T4 Client Reference e.g. A111 (if not sure just leave blank) Company Name * Enter company name in full including the Limited at the end Directors First Name * of Director that will sign the accounts Director's Surname * of Director that will sign the accounts Your Email * For most submissions you will also get a copy of what you tell us, by email. TAX YEAR Tax years run 6 April to 5 April. Relevant Tax Year End * 20242023 Select year in list BENEFITS IN KIND & EMPLOYEE EXPENSES "Benefits in Kind" are non cash remuneration for employees. Are you aware that providing "benefits in kind" increases the risk of more detailed HMRC enquiries, incorrect P11Ds, HMRC fines etc?? * Yes, I am aware No, I had not considered that point Are you aware that providing "benefits in kind" will increase bookkeeping time and costs of tracking and reporting those items? * Yes, I am aware No, I had not considered that point Are you aware that employee "expenses" paid for my the employer increases the risk of more detailed HMRC enquiries? * Yes, I am aware No, I had not considered that point Are you aware that when an employer provides (or changes) a car to an employee that must be reported to HMRC within 28 days? * Yes, I am aware, and will inform T4 payroll services each time this applies No, I did not know that, but will ensure I inform HMRC (or T4 Payroll Services) in future. HMRC must be notified using form P46(car) if there's a change that affects car benefits (that has not been taxed via payroll/payslips) for an employee or a director for whom a car is made available for private use. P46(car) must be submitted to HMRC within 28 days of the end of the quarter (5 July, 5 October, 5 January or 5 April) in which the change takes place. Are you aware that LATE or INCORRECT P11D declarations will incur HMRC fines? * Yes, I am aware No, but I am now COMPANY ASSETS Does the Company own a VAN or vans? * Yes, the company owns one or more van(s). No, the company does not own any vans. Do any directors or employees use company vans for ANY "private use"? * Yes, there is private use No, van(s) are never used for private journeys See Gov.uk/HMRC Link to definition of Private Use (below) You have selected that there is private use (or could be private use) of company vans. This means you should be declaring that on forms P11D for each employee that has a van they can use for private journeys. Failure to file a P11D for this benefit in kind and pay the Class 1A Employers NIC will lead to a fine by HMRC. The van "benefit" is also then taxable on the employee who will owe personal tax on the van benefit. See the following link for HMRC guidance on what they view as "private use". https://www.gov.uk/expenses-and-benefits-company-vans (Link opens a new tab) "Business journeys and commuting" A business journey is defined as a trip: made as part of work (such as a service engineer travelling between appointments) to a temporary workplace Vans used for ‘insignificant’ private journeys are exempt, for example making a slight detour to pick up a newspaper on the way to work. Does the company own any company cars? * Yes, the company owns a CAR or cars. No, the company does not own a car(s). See link below for HMRC guidance on Company Cars https://www.gov.uk/tax-company-benefits/tax-on-company-cars (Link opens a new tab) A private journey would include "commuting" to and from your normal place of work, or any other journey that is not specifically travel to or from a business activity. NB: HMRC has recently stated that dual cab open back pickup trucks that weigh over 3500kg are vans for tax purposes. Do any directors or employees use company cars for ANY "private use"? * Yes, there is private use No, car(s) are NEVER used for any private journeys (e.g. pool cars) See Gov.uk/HMRC Link to definition of Private Use (above) Employees or Directors using their OWN car (not owed by the business) for business journeys? * Yes, employees or directors USE their own car for business journeys (business does not include "commuting" to an from a regular place of work) No, personal cars are not used for business miles HMRC allow up to £0.45 per mile for the first 10,000 business miles and £0.25 there after, tax free. Mileage logs should be maintained to support business miles done. T4 will normally adjust a directors loan account (DLA) for a directors business mileage claim. HMRC Guidance on Mileage Allowance Claims, rates etc (£0.45 per mile for first 10,000 business miles then £0.25 p/mile) Sometimes referred to as AMAP (Approved Mileage Allowance Payment), or MAP (Mileage Allowance Payment) LINK: https://www.gov.uk/government/publications/rates-and-allowances-travel-mileage-and-fuel-allowances/travel-mileage-and-fuel-rates-and-allowances (Opens a New Tab) Approximate annual business miles travelled * Less than 1,000 business milesBetween 1,001 and 2,500 business milesBetween 2,501 and 5,000 business milesBetween 5,001 and 7,500 business milesBetween 7,501 and 10,000 business milesBetween 10,001 and 15,000 business milesOver 15,000 business miles This is just to give us an indication of your level of use of your own car for business journeys it is not an actual calculation for Mileage Allowance claims from the company using HMRC approved mileage rates. Does the company own any mobile phones (or sim only contracts)? * Yes, where there contract is also between the employer and the supplier. No, the company does not own any mobile phones or sim cards No, the business does not own any mobile phones but does re-imburse the employee for business specific calls only No, the business does not own any mobile phones but does re-imburse the employee for their mobile phone Where the mobile contract is between employer and supplier, there is no taxable benefit in kind. However, if the employer re-imburses or pays any part of a mobile phone contract between the employee and the supplier, that will be a benefit in kind, reportable on form P11D. Does the Company have a written agreement with employees (including directors) that there is to be NO private use of ANY company assets? * No, there is no such written agreement about private use Yes, the company has a written agreement that no private use is allowed, AND it could be demonstrated to HMRC that all employees are aware and have agreed to this IF HMRC suggested that there is, or maybe, private use of any company asset, this could create a tax liability on that asset. This could affect both the employer and the employee or director. Hence, it is important to ensure that where no private use of assets is allowed, that this is documented. Would you like T4 to help you with a Company Policy (Staff Manual) that states there is to be no private use of company assets? * Yes, we need help with this from T4, give me a quote No, we will ensure an agreement is put in place ourselves T4 use "Bright Contracts" for employee agreements, Employee Contracts, Office (Staff) Manuals, and Employee Privacy Policy (part Data Protection Rules) documents . "Bright Contracts" are HR specialists. There would be a separate fee for preparation of internal manuals or agreements of this type using the Bright Contracts resource. EXPENSES Did the business pay for any of the following expenses for any of its employees or directors? * Personal travel costs (non business, e.g. holidays, commuting to a normal place of work) Personal or home internet or broadband costs Other expenses OR, No the company does not pay any expenses for its employees or directors You selected "other" please provide brief details below * I am aware that if any expenses are paid for, or reimbursed to, a director or employee that are NOT wholly business expenses, that means a P11D could be due * Yes, I am aware, and accept that it is my responsibility, as the employer, to ensure this is declared to HMRC No, I was not aware of that, but I am now, and will ensure compliance in future EMPLOYEE LOANS Funds have been lent to an employee or director, that have not been taxed as salary (employees or directors) or as dividends paid (shareholder directors). Are you aware that an employer lending funds to an employee or director can be a taxable benefit in kind? * Yes, I am aware and the business does not lend funds to employees or directors No, I was not aware of this, but am now and will ensure the business does not lend funds to employees or directors There can also be other corporation tax consequences of a company lending funds to its shareholder directors which are best avoided. CHANGES DURING THE TAX YEAR CHANGES during the tax year. * There WERE new or changed benefits OR, NONE, nothing changed that year Select ALL or ANY that apply to you for the tax year concerned. OTHER INFORMATION OR UPLOADS (optional) In this section you can upload documents to help us with your accounts preparation or alternatively you can share these with us via email to t4.office@t4tax.com or via WhatsApp. Please enter any other information or comments that you think might be might be relevant here, Thank you. For example, if you were not sure of any of your answers you can add any further comment here to let us know. File Uploads (alternatively you can email documents to t4.office@t4tax.com) Drop a file here or click to upload Choose File Maximum file size: 8MB Types, jpg, jpeg, PNG or PDF only. Max file size per file 8MB, max number of files you can add is 10. FEEDBACK & SIGN How easy did you find this form to deal with? star star_full 1 Star star star_full 2 Stars star star_full 3 Stars star star_full 4 Stars star star_full 5 Stars 1 star = very difficult to 5 stars = easy FEEDBACK, comments or suggestions (if any) We need your agreement to the following: * GDPR (Data and Privacy Regulations): I agree to submitting and maintaining this information with T4 Tax Limited via this website. We need your agreement to the following: * I understand that if my accounts DO NOT include ALL relevant income, expense or relief claims HMRC could fine the company for incorrect or incomplete tax returns. 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