How the Tax Authorities check mileage logs – avoid fines!

You have probably heard it before: the Tax and Customs Administration strictly checks for complete mileage logs . But what exactly does such an inspection entail? How do you prepare for it? And how do you avoid errors that could lead to hefty fines? In this article, we answer all these questions so that you can be certain your mileage log meets tax requirements.

Why does the Tax Authorities check journey registrations?

The Dutch Tax and Customs Administration uses mileage logs to monitor private use of company cars. Do you also use a company car for private purposes? Then you're subject to a tax addition, and you don't need to keep a mileage log.

Do you not make private trips with the company car? Then you must sign the “ Declaration of no private use of car ” and demonstrate with a comprehensive mileage log that you drive no more than 500 kilometers privately per year. The Tax and Customs Administration checks this closely to prevent abuse.

How does the Tax Authorities check journey registration?

The Tax and Customs Administration conducts audits in various ways. Below are the most common methods:

1. License plate scans in public locations

The Dutch Tax and Customs Administration scans license plates at random parking lots, such as those at IKEA or amusement parks. If a vehicle is noticed at a non-business location on a weekend, it could lead to a check of the driving log.

2. Random samples

The Tax Authorities can also request mileage records without any reason. They check whether:
– The registration is correct and contains no more than 500 km of private use per year.
– The nature of the trips is correct (business or private).
– Match the trips with schedules, fuel receipts, and garage invoices.

Therefore, ensure that all relevant documents are available during an inspection.

3. Company controls

During general business inspections, the Tax and Customs Administration often also examines vehicle records. Therefore, companies must always be able to provide accurate mileage records.

How to avoid problems with the Tax Authorities

Do you want to be absolutely sure that your mileage log is 100% accurate? Then use a GPS mileage tracking system . This small device automatically records all trips and kilometers, eliminating the need for manual record-keeping.

Benefits of a GPS trip logging system:
Automatic and comprehensive registration.
Time savings through reduced administration.
Meets the requirements of the Tax and Customs Administration.

Important: Always choose a trip registration system with a quality mark , so that you can be certain that your registration is accepted by the Tax Authorities.

Fines for incorrect journey registration

If your mileage log is incorrect, the Tax and Customs Administration can impose substantial fines. These can amount to thousands of euros, depending on:
A default fine – if the administration is incorrect or incomplete.
A fine for an offense – if it appears that fraud has been committed deliberately.

Read more here about fines from the Tax Authorities for incorrect mileage records.

Tip: With the TrackJack PRO Fiscaal , you automatically register all your trips – tax-approved and recognized by the Tax Authorities. View the PRO Fiscaal in our webshop →