The most common mileage log mistakes and how to avoid them
The mileage log tends to be target number one during an inspection. Here are the most common mistakes and practical tips on how to avoid them.
An overview of the most common mileage log mistakes
The most common mileage log mistakes include a mismatch between the odometer reading and the sum of the journeys, a missing or overly general purpose of the trip, journeys written up afterwards, and gaps in the chronological sequence of records.
Each of these on its own reduces the credibility of the records. In combination they can lead to the vehicle costs claimed being challenged.
Distances and the odometer do not match
If the difference in the odometer reading between the start and end of a period does not match the sum of the kilometres driven, that is a conspicuous discrepancy. It most often arises from estimating distances in paper records.
The answer is a source of precise data. An automatic mileage log from GPS measures the real route, so the distances and the odometer reading always agree.
A missing or vague purpose of the journey
The purpose "business trip" with no further detail is one of the most common grounds for objection during an inspection. The purpose should be specific and demonstrable.
Add who you visited or what you were dealing with. A specific purpose together with the route forms a convincing whole.
Journeys written up later and missing journeys
Journeys written up weeks after the event look untrustworthy and easily contain errors in dates or distances. Omitted journeys are equally problematic, since they break the continuity of the odometer.
Continuous automatic recording removes this problem – no journey is forgotten and nothing has to be written up from memory.
Private journeys not distinguished
If the car is also used privately but the records do not distinguish that, the whole cost ratio is called into question. Private kilometres must be clearly separated.
In SaveTrack you mark a journey as Business, Private or Unclassified. The Unclassified category acts as a safety net so no journey is left uncategorised.
How to avoid mistakes with SaveTrack
Automation removes most human errors – routes, times and distances record themselves with the position updated every 60 seconds while driving. Estimating and writing up later disappear.
The audit trail records every change to a record, which helps defend the log. For borderline tax questions, always consult your accountant.
FAQ
What is the most common mileage log mistake?
A mismatch between the odometer reading and the sum of the kilometres driven. It arises mainly from estimating distances. Automatic recording from GPS eliminates this mismatch.
Why is writing journeys up afterwards a problem?
Journeys written up retrospectively look untrustworthy and often contain errors in dates and distances. A continuous automatic mileage log means nothing has to be written up later.
Is "business trip" enough as the purpose of a journey?
No, an overly general purpose tends to be grounds for objection during an inspection. State a specific purpose, such as who you visited or what you were dealing with.
How do I avoid mistakes with private journeys?
Separate private journeys clearly from business ones. SaveTrack provides the types Business, Private and Unclassified, the last of which flags uncategorised journeys.
Avoid mistakes with automatic record-keeping
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