hotel, business trip, what I need for the proof

[sea8]

How to proof I go somewhere is for business ? eg, I want to see the wholeseller, or I want to find out the other catering business how about their business running mode in different city, eat in their resturant and find out the quality of food and services. It sounds tricky, but it is true.

 

[Opinion87]

Who is the proof for...?

 

[JEREMY HAWKE]

Hotel invoice
You can make it as difficult as you want but you only have to prove it to the revenue at the end of the day

 

[Paul Norman]

I am not sure, beyond the invoice, what proof you are ever going to be asked for.

If the Inland Revenue get around to asking you they will just need your explanation, which they will either accept, or not.

 

[MyAccountantOnline]

How to proof I go somewhere is for business ? eg, I want to see the wholeseller, or I want to find out the other catering business how about their business running mode in different city, eat in their resturant and find out the quality of food and services. It sounds tricky, but it is true.

Presumably this is for HMRC?

Ideally you need to ensure you have an invoice or receipt for all costs incurred and if possible pay for them using a business/company bank card so that the payment is also recorded on a bank/credit card statement.

In the case of business trips also keep a record of the date, purpose of the trip and mileage if applicable.

When you record the payments in your bookkeeping system add some narrative detailing exactly what the costs are for too.

 

[MyAccountantOnline]

I am not sure, beyond the invoice, what proof you are ever going to be asked for.

If the Inland Revenue get around to asking you they will just need your explanation, which they will either accept, or not.

Only very old people remember the Inland Revenue

 

[Paul Norman]

Only very old people remember the Inland Revenue

Oops. I am called to rights here!

 

[KAC]

Only very old people remember the Inland Revenue

I remember them and negotiating with the local District Inspector. We also knew the names of all the Inspectors

 

[sea8]

Who is the proof for...?

I mean I will pay with business debit card, and keep the hotel invoice, one day, if hmrc ask, except the hotel invoice, do I need any other documents to show the trip and hotel is for business? thanks

 

[sea8]

Presumably this is for HMRC?

Ideally you need to ensure you have an invoice or receipt for all costs incurred and if possible pay for them using a business/company bank card so that the payment is also recorded on a bank/credit card statement.

In the case of business trips also keep a record of the date, purpose of the trip and mileage if applicable.

When you record the payments in your bookkeeping system add some narrative detailing exactly what the costs are for too.

Thanks, except the hotel invoice, do I need any other documents to show the trip and hotel is for business? or only record the trip purpose and some details .

 

[sea8]

Hotel invoice
You can make it as difficult as you want but you only have to prove it to the revenue at the end of the day

so I keep the receipt of hotel receipt, anythings else to show hmrc in case one day they check it?

 

[UK Contractor Accountant]

Why do you need to find out about the quality of food & services outside of your own operating area? Surely its your competitors in your own locality/city you should be checking out?

Can understand hotel & stay to meet wholesellers if not within easy commute distance.

 

[sea8]

Why do you need to find out about the quality of food & services outside of your own operating area? Surely its your competitors in your own locality/city you should be checking out?

Can understand hotel & stay to meet wholesellers if not within easy commute distance.

Good question, I think I will pay the meal with my own pocket to save the hassle, but it is true I want to know and learn the other catering which is very successful business model, but it won't be a lot, so that's fine.

 

[JEREMY HAWKE]

so I keep the receipt of hotel receipt, anythings else to show hmrc in case one day they check it?

How much hassle and work do you want I use hotels all the time . I keep the invoice and upload it up to sage for the records .
Thats all I do Thats all you have to do and if your not using the hotel for business purposes and claiming thats your look out
Simple , simple and simple

 

[japancool]

I've always just kept the hotel receipts or invoices. There's never been an issue.

Although my accountant told me I couldn't claim the nocturnal entertainment as an expense, even though I pointed out it was provided by a non-VAT registered external contractor...

As far as the food and drink is concerned, if it's for genuine research purposes, as opposed to having a tax-free jolly, I don't see why you WOULDN'T claim for it. In fact, if that is the stated purpose of the trip, I would definitely claim.

 

[sea8]

I've always just kept the hotel receipts or invoices. There's never been an issue.

Although my accountant told me I couldn't claim the nocturnal entertainment as an expense, even though I pointed out it was provided by a non-VAT registered external contractor...

As far as the food and drink is concerned, if it's for genuine research purposes, as opposed to having a tax-free jolly, I don't see why you WOULDN'T claim for it. In fact, if that is the stated purpose of the trip, I would definitely claim.

Thanks. Sure, as it is genuine, I have nothing to worry about it.