What does SARS need for a mileage claim?

A logbook with the date, the opening and closing odometer readings or the kilometres, where you went and why, for every business trip. Keep it for five years. A reimbursement at or below the prescribed rate per kilometre, with no other travel allowance, is not taxed; check the current rate with SARS or your payroll.

Can my manager approve the claim on the same form?

Yes. Send the approval signature as a signing round after your own, and the completed copy goes to finance.

Can finance send me the claim form to complete?

Yes. Finance keeps the form as a DocFilla template and sends it when you ask, with the company's details already in.

Work

Fill in an expense claim form online

Upload your employer's expense or travel claim form and DocFilla fills your name, employee number, department and bank details. You list the expenses, attach the receipts and sign.

Expense claims are tables: date, description, amount, and a total, with your bank details at the bottom and the receipts stapled behind. DocFilla fills the part about you and keeps the table legible. For travel claims, the kilometres and the logbook are what the finance team checks.

About 5 to 15 minutes with your details saved

Upload your expense claim

How it works for this form

1
Upload your employer's claim form. Tables are read cell by cell, so each line of the claim is its own box.
2
Your names, employee number, department, cost centre and bank details fill from My details. Type each expense, the date and the amount, and the total.
3
Sign on your phone, download, and submit the PDF with the receipts, or send it to your manager to approve in turn.

What the form asks for

Employee's full names, employee number, department and cost centre
Each expense: date, description, supplier, amount and whether VAT was charged
For travel: the date, from and to, the purpose of the trip and the kilometres
The total claimed
Bank details for the reimbursement
Employee's signature and the approver's signature

What to attach

Receipts or tax invoices for every line
For mileage: your logbook entries for the trips claimed
Boarding passes or booking confirmations for travel

Mistakes people make

Claiming a round figure for a trip without the logbook entry behind it.
Mixing personal items onto a business receipt.
Adding the total wrongly. Check it before you sign.
Claiming parking and tolls as mileage; they are separate lines.

Questions about this form

What does SARS need for a mileage claim?: A logbook with the date, the opening and closing odometer readings or the kilometres, where you went and why, for every business trip. Keep it for five years. A reimbursement at or below the prescribed rate per kilometre, with no other travel allowance, is not taxed; check the current rate with SARS or your payroll.
Can my manager approve the claim on the same form?: Yes. Send the approval signature as a signing round after your own, and the completed copy goes to finance.
Can finance send me the claim form to complete?: Yes. Finance keeps the form as a DocFilla template and sends it when you ask, with the company's details already in.