Best Way to Track Your Vehicles Business Mileage
Alright. So you have a personally-owned vehicle used for both personal and business purpose and want to make sure you get your deduction for the business part. What do you need to do for this.
I've met a fair share of business owners that, when ask, just give me a percentage to claim. That's fine if you got the back up that matches the percentage, but if you guesstimate it instead of actually keeping some form of mileage log, CRA would likely disallow every little bit of the vehicle expense should you be audited.
Another common pitfall CRA looks for is whether the business purpose if valid: driving from home to your place of business is not a business trip under regular circumstance.
Here is an example:
Would you reimburse your employees for driving to work?
Or when they go pick up some food on their lunch break?
That's what I thought, and the same common sense applies to you as the business owner. If you are carrying business supplies that you keep at your home, or stopped by a supplier to pick up goods, CRA might accept that part of the trip was for business, but then you have to find a way to document you were carrying supplies.
"So how do I go about claiming my business mileage," you ask. You have two options:
Track all of your mileage (date, number of kms, and purpose) and assign each trip as either business or personal purpose.
Then track all your vehicle expense and allocate them based on the percentage of business mileage. This is full CRA proof and gets you every penny you are entitled to.
The downside: it’s a lot of tracking.
Track only your business mileage (again, date, number of kms and purpose), but then use a flat rate that the company reimburse you. This works very well if the company ha other employees for whom you provide the same reimbursement.
For 2109, CRA allows $0.55 per kms on the first 5,000 kms, and $0.49 for kms thereafter. CRA revises the rates every year, so check with us if you're reading this in the future.
Which is the better option?
Both options require a degree of tracking, but option 2 is a less onerous in that you only track the business mileage and don't have to care about the personal usage. Also in favour of option 2, is that, in practice, we found that the flat rates amply cover the cost of most vehicle... even for the lighter pickup (e.g. Tacoma, F150).
Option 1 will serve you better if you drive a truck that's a guzzler, or are doing most of your mileage on dirt road (i.e. lots of wear and tear).
With both options, any reimbursement from the company are tax-free to you, so that's not a factor.
All that remains is how to go about tracking this efficiently.
A simple note book works well if you using option 2 and have few, but bigger business trip.
As the number of trips increase, or your trips are mostly small out-and-about town, then automating some of the process so you don't miss any trips starts making sense. There are tons of mileage tracking apps that you can install on your phone and will automate all or part of the tracking process using the phone's GPS.
Apps that rank well on Google Play and iTunes Store at the time of this writing are:
MileIQ is one part of some Office 365 business bundles and one of our favorites.
GoFar actual comes with a devices that plugs into your vehicle's computer and track more than just mileage: fuel usage, car faults, maintenance reminders and such.
Any other questions? Reach out!