FBT Employee Quarterly

This report is designed specifically for New Zealand FBT reporting, using the "Actual cost price" option for a Quarterly FBT Return.

The quarterly percentage applied is 5%. This is stored in gb_control.

Report Model

Refer to the FBT Employee Quarterly NZ model.

Report Filters

Report Sorting

The report is sorted by Group, Client, Cost Centre, Employee Number

Report Selection

The report selects all vehicles that were active during the quarter where the "Benefit Type" in Contracts / FBT is not "Exempt". It is grouped by driver and a total benefit for each driver is shown.

Contracts where "Contract End" date is prior to the start of the selected "Quarter End Date" and "Suspend Date" is blank or the "Suspend Date" is within the selected Quarter are also included in the report.

Note: If the "Benefit Type" is blank, the vehicle will still show on the report, but no "Value of Benefit $" or "Taxable Value $" will be performed. If you don't want to see these vehicles on the report, just change the "Benefit Type" to read "Exempt".

Driver Allocation

The number of days a vehicle was allocated to a driver is calculated by considering:

• "Contract Start", "Contract End", and "Suspend Date" from Contracts / Contract

• "3rd Party Start" from Contracts / Contract. The "3rd Party Start" date can be used to identify the original date the client first leased or acquired the vehicle. If a "3rd Party Start" date is entered then the FBT reports will use that date as the start of the FBT liability instead of the Contract Start date

• Driver "Position Start" and "Position End" from Drivers / Contact

• "Driver Change" event date from Contracts / Events

If no Driver was allocated for some or all of the quarter, then the vehicle will be grouped as "Unknown" for that period of time.

Tip: The dates used for allocating vehicles to various drivers is not visible on the PDF report. If you want to see this detail, use the CSV file.

Actual Cost Price

The Actual cost price used in the FBT calculations and report originates from the "FBT Value" field in the Contracts / FBT screen and is displayed as "Original Cost $"

Employee Contributions

Employee Contributions can be entered on the Contracts / Events screen as an event (ECM). The date of the event governs which FBT quarter the ECM amount will show in.

The ECM amount will be allocated to the Driver who was allocated to the vehicle on the event date.

If the vehicle lease has an Employee Contributions budget (EC), the EC amount (including GST) that has been billed in the quarter will be added to the report.

The EC amount will be allocated to the Driver who was allocated to the vehicle on the invoice date.

Note: Employee Contribution budgets are intended for use on benefit vehicles only.

If a vehicle has both event and budget contributions, they will be added together in the Employee Contribution column of the report. This means you can use either approach or both.

Non Use Days

Non Use Days can be entered on the Contracts / Events screen and the date of the event governs which FBT quarter the value will show in. They are displayed as "Days Exempt" on the report.

Example:

• 5 (Amount) Non Use Days (NON) dated 29/09/2009 will display in the 30/09/2009 Quarterly Report

• 3 (Amount) Non Use Days (NON) dated 01/10/2009 will display in the 31/12/2009 Quarterly Report

Warning: Take care to date the Non Used Days and Employee Contributions so they are displayed in the right quarter and allocate to the right driver.

Troubleshooting

Tip: Visit the main Troubleshooting page for a list of all the available problem-solving tips.

The Driver's "Position Start" and the "Position End" form part of the calculation of days in the FBT Employee Quarterly report. If your report shows unusual values for the Days this Quarter column, review the driver's position dates carefully to make sure they are correct and work logically with the contract's dates.

Example: If the driver has a "Position Start" recorded that is after the report's quarter, the driver will not appear on the report and the Driver Surname will show as 'Unknown'.

FBT Per Driver

This report allocates the FBT Amount and Reportable Benefit cost sorted by each Cost Centre and Driver.

Your clients can use this to allocate reportable benefits to Group Certificates.

The CSV version of this report contains additional fields including "Business Area" which is the contract location field.

See also the companion report FBT Per Vehicle.

Allocation of Days

The number of days reported uses the same logic as all other FBT reports:

First day for FBT is:

• Contracts / Contract "3rd Party Start" (if populated, otherwise)

• Contracts / Contract "Contract Start"

• If the date above occurs before the start of the selected FBT Year, then the first day of the FBT Year is used

Last day for FBT calculations is:

• Contracts / FBT "FBT Liability End Date" (if populated, and earlier than the last day of the FBT Year)

• Contracts / Contract "Suspend Date" (if populated, otherwise)

• If Contracts / Billing "Inertia" is checked, use last day of the FBT Year

• Contracts / Contract "Contract End" (if populated, otherwise)

Allocation of Days to Drivers

These reports calculate the number of days a driver had use of each vehicle based on Driver Change events.

The Driver Change "Date" marks the first day of a driver's use.

If some days in the FBT Year cannot be allocated to a driver, those days are allocated to a 'Unknown' driver.

Open FBT Per Driver calculation.xlsx to see a simple example of how Allocation Days are calculated.

If the Contracts / FBT "Benefit Type" = 'statutory', the value recorded in the "FBT Reduced Value / Date" field is applied in this report in the 5th FBT year.

Fields Included

• Contract ID

• Reg No

• State

• Division

• Business Area

• Suspend Date

• Cost Centre

• Description

• FBT Benefit Type

• Record ID

• Event Date

• Last Edit

• Client Code

• Client Name

• Client Code Name

• Posting Map Code

• Client Group Code

• Group Name

• Driver ID

• Driver Name

• Employee No

• Account Manager

• Filter Date

• FBT Statutory Rate Date

• FBT Year Start

• FBT Year End

• FBT Business Use

• Operating Benefit Net

• Non Use Days

• FBT Days Use

• Days Available

• Statutory Benefit Net

• Base Value

• Stat Percent

• FBT Cost

• Benefit Reportable

• Allocation End

• Allocation Start

• Allocation Days

• Allocation ECM

• Allocation Non Use Days

• Allocation Days Percent

• Allocation FBT Cost

• Allocation Benefit Reportable

FBT Per Vehicle

This report allocates the FBT cost and Reportable Benefit cost sorted by each vehicle, then driver.

Your clients can then easily allocate the reportable benefits for Group Certificate reporting.

The CSV version of this report contains additional fields including "Business Area" which is the contract location field.

See also the companion report FBT Per Driver.

It calculates the number of days during the FBT year each driver had use of each vehicle, using the driver changes from the contracts events screen.

Where a driver change event is undated the contract start date is used to calculate the number of days during the first FBT year of the contract.

Where the 3rd Party Start date found on the Contracts / Contract tab is populated that date is used to calculate the number of days during the first FBT year of the contract. Otherwise the FBT year start date annually of 1st April is used.

If the Contracts / FBT "Benefit Type" = 'statutory', the value recorded in the "FBT Reduced Value / Date" field is applied in this report in the 5th FBT year.

Fields Included

• Contract ID

• Reg No

• State

• Division

• Business Area

• Contract Start

• Contract End

• Suspend Date

• Cost Centre

• Description

• FBT Benefit Type

• Record ID

• Event Date

• Last Edit

• Client Code

• Client Name

• Client Code Name

• Posting Map Code

• Client Group Code

• Group Name

• Driver ID

• Driver Name

• Employee No

• Account Manager

• Filter Date

• FBT Statutory Rate Date (Entered on the Fleet / Administration / Contracts / FBT screen)

• FBT Year Start (April 1st prior to FBT Year End)

• FBT Year End (March 31st of the 'Year ending' entered on the Report Request Screen)

• FBT Business Use (Business Usage. Entered on the Fleet / Administration / Contracts / FBT screen)

• Operating Benefit Net (Entered as event type ECM on the Contract / Events screen)

• Non Use Days (Entered as event type NON on the Contract / Events screen)

• FBT Days Use (Days Available minus Non Use Days)

• Days Available (Non Use Days plus FBT Days Use)

• Statutory Benefit Net (If the Benefit Type entered on the Fleet / Administration / Contracts / FBT screen is 'exempt' then the Statutory Benefit Net is zero. Otherwise, FBT Value Stat Percent (FBT Days Use / FBT Year Days) minus Employee Contribution)

• Base Value (If Benefit Type is Statutory then FBT Value. If Benefit Type is Operating then Operating Cost. Operating Cost = Lease Cost + Other Cost. Lease Cost = Amount Net + Amount GST (both from fm_contract_budgets). Other Cost = Total Cost + GST Cost (both from fm_contract_budgets))

• Stat Percent (If Benefit Type is Statutory and Km per year <= Max km, Statutory Rate 100. If Benefit Type is Operating, FBT Business Use 100)

• FBT Cost (If Benefit Type is Statutory, Actual Benefit FBT Type1 Gross Up Factor FBT tax rate. If Benefit Type is Operating, FBT Benefit Net FBT Type1 Gross Up Factor FBT tax rate)

• Benefit Reportable (If Benefit Type is Statutory, Actual Benefit FBT Type2 Gross Up Factor; Actual Benefit is FBT Value Stat Percent (FBT Days Use / FBT Year Days) minus Employee Contribution. If Benefit Type is Operating, FBT Benefit Net FBT Type2 Gross Up Factor. FBT Benefit Net is (1 minus FBT Business Use) * Operating Cost minus Employee Contribution)

• Allocation End

• Allocation Start

• Allocation Days

• Allocation ECM

• Allocation Non Use Days

• Allocation Days Percent

• Allocation FBT Cost

• Allocation Benefit Reportable

Fuel Performance

This report includes fuel transactions and costs. It calculates fuel consumption rates where valid odometer readings are available.

It displays the current Driver, Cost Centre and Division of the Contract regardless of the transaction date.

The calculation of the litres per 100 km result uses the formula:

Litres / (kms / 100)

Example: 51.6 / (915 / 100) = 51.6 / 9.15 = 5.64 litres per 100 km

Selection Filters

The default 'Start Date' is the first day of the previous month and the default 'End Date' the last day of the previous month. These can be edited.

The radio buttons select records with either an 'Odometer date' or a Supplier 'Invoice date' that is contained within the selected date range.

Grouping and Sorting

It is grouped and sorted by Client, Cost Centre, Registration and Transaction Date.

Outputs

The report can be output as PDF, xls, or CSV.

xls or CSV outputs contain the additional fields "Employee No" and "Location".

Other Places

• This report is available to Drivers in Contracts / Maintenance for their selected contract

• This report is available to Fleet Managers and Group Managers in Fleet / Administration / Reports / Fuel Performance where it uses dynamic filtering

• This report is available to Internal staff in Reporting / Standard Reports / Fuel Performance

• This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page

Packaging Transactions

Use this report to review Employees / Transactions records.

The report can be printed in three different formats: PDF, office(xlsx), and text(csv) format

The report can also be sent in a mail batch accessed from the mail queue using the Email option.

Report Filters

PDF Output Fields

• Group

• Client Name

• Client Code

• Date

• Type

• Cycle #

• Description

• Supplier

• Reference

• Debit

• Credit

• Balance

• Employee ID

• Name

Text (CSV) and Office (xlsx) Output Fields

• Group Name

• Client Name

• Employee No

• Transaction Date

• Type

• Cycle No

• Description

• Supplier

• Reference

• Bank Reference

• Debit

• Credit

• Balance

• Balance Type

• Total Debit

• Total Credit

• Total Balance

• Client Group Code

• Client Code

• User Login

• Driver / Employee ID

• Driver / Employee Name

• Report Start Date

• Report End Date

• FBT Year Start

• FBT Year End

• Home Email