Chloe Walker

Canada (Montreal)

Subsistence type	Rate (CAD)
Over 5 hours	47
Over 10 hours	119
24-hour rate	156.50 plus room rate
Room rate	223.50
Breakfast	27.50
Lunch	42
Dinner	67
Other	0
Drinks	10
Hotel to office	10
Total residual	156.50

France (Paris)

Subsistence type	Rate (EUR)
Over 5 hours	40
Over 10 hours	86.50
24-hour rate	117 plus room rate
Room rate	199.50
Breakfast	24
Lunch	35.50
Dinner	42
Other	0
Drinks	9
Hotel to office	6.50
Total residual	117

Hong Kong 

Subsistence type	Rate (HKD)
Over 5 hours	292.50
Over 10 hours	761.50
24-hour rate	816.50 plus room rate
Room rate	2,376.50
Breakfast	0
Lunch	253
Dinner	429.50
Other	0
Drinks	79
Hotel to office	55
Total residual	816.50

Singapore

Subsistence type	Rate (SGD)
Over 5 hours	91.50
Over 10 hours	206.50
24-hour rate	218 plus room rate
Room rate	318
Breakfast	0
Lunch	79
Dinner	102.50
Other	0
Drinks	25
Hotel to office	11.50
Total residual	218

United Arab Emirates (Dubai) 

Subsistence type	Rate (AED)
Over 5 hours	161
Over 10 hours	432
24-hour rate	614.50 plus room rate
Room rate	949.50
Breakfast	127
Lunch	139.50
Dinner	250
Other	23.50
Drinks	42.50
Hotel to office	32
Total residual	614.50

United States of America (Los Angeles)

Subsistence type	Rate (USD)
Over 5 hours	28.50
Over 10 hours	72
24-hour rate	93 plus room rate
Room rate	193
Breakfast	12.50
Lunch	24.50
Dinner	40
Other	0
Drinks	7.50
Hotel to office	8.50
Total residual	93

How to use HMRC’s overseas subsistence rates 

When it comes to HMRC’s overseas subsistence rates, you have a couple of options for paying your employees: 

• You can pay the 24-hour rate for each complete period of 24 hours. This period starts when the employee arrives at their destination and ends when they leave. For example, if an employee arrives at the airport and starts their journey at 9am, they would be eligible for the 24-hour rate until 9am the next day, and so on.
• You can pay for the accommodation (room rate) along with individual meal rates and other incurred expenses. 

What if your employee is away for less than 24 hours?

You can still use HMRC’s overseas subsistence rates. You’ll just have to divide the period into smaller segments.  

For example, if the period includes an overnight stay, you can pay the room rate, plus the over-5-hour or over-10-hour rates—depending on how long the employee was away. 

Some real-world examples

Let’s look at a couple examples of how you can use HMRC’s overseas subsistence rates to reimburse your employees’ accommodation and subsistence expenses for travel outside the UK. 

Singapore  

One of your employees (let’s call him Matt) goes on a business trip to Singapore. He stays in a hotel for two nights, on a room only basis (i.e., no meals are included). 

Matt arrives in Singapore at 3pm on Monday and leaves on a 9am flight on Wednesday.  

You may reimburse Matt’s subsistence expenses as follows:  

Period and rates	Amount (SGD)
1 × 24-hour rate (3pm Monday to 3pm Tuesday)	218 plus room rate
10-hour rate (3pm Tuesday to 9am Wednesday)	206.50
Total	424.5

Paris

Someone from your sales team (Sarah), spends a day in Paris for an important meeting. She arrives in Paris at 9am and leaves at 8pm. 

Based on HMRC’s overseas subsistence rates, you can reimburse Sarah’s expenses at the Paris rate of €86.50 (as the trip lasted more than 10 hours). 

If Sarah had left Paris between 2pm and 7pm, your reimbursement would have been limited to the over 5-hour rate: €40. 

Want to keep all your travel expenses in one place? 

Whether you want to track your subsistence allowances in the UK or overseas, Capture Expense will keep everything organised, and in one platform.  

Book a demo today to see how easy it is to submit, track, and manage your expenses—saving you time and keeping you compliant with HMRC’s overseas subsistence rates. 

HMRC scrutiny isn’t getting lighter. And for many finance leaders, the real concern isn’t whether an enquiry will happen. It’s whether their processes would stand up to one.

And maybe that’s partly because expense compliance in the UK is complex, and can be time-consuming. But the trick is having a robust policy in place to make staying compliant just that little bit easier.

Now before you can create your company expense policy, and implement processes for complying with HMRC, you need to know what’s expected of you.

Let’s shine some light on the expense compliance areas to focus on to make sure you keep the taxman at bay. 

What do HMRC expect from you?

If you have an HMRC compliance check, they’ll review your entire expense compliance process for non-compliance with HMRC expense regulations.  
 
Their primary focus is to make sure that you have:  
 
• A clear and enforced policy  
• Appropriate approval processes  
• Comprehensive documentation  
• Appropriate checks and controls  
• Full compliance with Tax and VAT requirements  
• A robust and secure payment process

The VAT rates in the UK

VAT (or Value Added Tax) is a tax added to the price of most goods and services in the UK.

If you’re a business owner, you’ll need to register for VAT if your taxable turnover exceeds £90,000 in a 12-month period. 

Once registered, you’ll charge VAT on your sales and reclaim the VAT you’ve paid on your purchases.  

Here are the VAT rates for 2026: 

	% of VAT	What the rate applies to
Standard rate	20	Most goods and services
Reduced rate	5	Some goods and services, e.g. children’s car seats and home energy
Zero rate	0	Zero-rated goods and services, e.g. most food and children’s clothes

Zero-rated vs exempt: what’s the difference?

Not all goods and services are treated the same for VAT.

• Zero-rated items are still taxable, but at 0%. You must record them on your VAT return and can usually reclaim VAT on related costs.
• Exempt items are not subject to VAT. You do not charge VAT, and you generally cannot reclaim VAT on costs related to these activities.

When you mustn’t charge VAT

There are certain goods and services that are exempt from VAT. This means you won’t charge VAT on these items—even if you’re VAT-registered.

Some examples of VAT-exempt items include:

• Financial services: banking, insurance, investments. 
• Healthcare and medical treatments: doctor’s visits, prescriptions. 
• Education and training: school fees, university tuition. 
• Charity services: charitable donations, fundraising events. 

You can also access HMRC’s full list of VAT exempt goods. 

Remember, even though you don’t charge VAT on these items, you still need to keep track of them in your business records. 

Expense compliance when it comes to vehicle mileage 

Did you know that your employees can claim back time spent traveling for work? 

That’s right, by following HMRC’s mileage rates, you can empower your employees to claim back vehicle expenses incurred for business purposes.

Here are the mileage allowance rates for 2026:

Type of vehicle	10,000 miles	10,000 + miles
Cars and vans	45p	25p
Motorcycles	24p	24p
Bikes	20p	20p

 What are HMRC’s advisory fuel rates?

HMRC’s advisory fuel rates apply to company-owned cars and serve two main purposes:

1. Reimbursing your employees for business travel expenses incurred in a company car.  
2. Managing reimbursements when your employees use a company car for personal travel and need to repay the business.  

Here are the advisory fuel rates for 2026:

Petrol

Engine size (cc)	Mean MPG	Fuel price (per litre)	Fuel price (per gallon)	Rate per mile	Advisory fuel rate
Up to 1400	50.7	132.0 pence	600.1 pence	11.8 pence	12 pence
1401 to 2000	42.8	132.0 pence	600.1 pence	14.0 pence	14 pence
Over 2000	27.2	132.0 pence	600.1 pence	22.1 pence	22 pence

Diesel

Engine size (cc)	Mean MPG	Fuel price (per litre)	Fuel price (per gallon)	Rate per mile	Advisory fuel rate
Up to 1600	55.7	141.3 pence	642.2 pence	11.5 pence	12 pence
1601 to 2000	49.6	141.3 pence	642.2 pence	13.0 pence	13 pence
Over 2000	36.6	141.3 pence	642.2 pence	17.5 pence	18 pence

LPG (Liquefied Petroleum Gas) 

Engine size (cc)	Mean MPG	Fuel price (per litre)	Fuel price (per gallon)	Rate per mile	Advisory fuel rate
Up to 1400	40.6	89.0 pence	404.6 pence	10.0 pence	10 pence
1401 to 2000	34.2	89.0 pence	404.6 pence	11.8 pence	12 pence
Over 2000	21.7	89.0 pence	404.6 pence	18.6 pence	19 pence

Electric

From 1 March 2026, the advisory electric rates for fully electric cars are:

• 7 pence per mile for home charging
• 15 pence per mile for public charging

Charging location	Electrical efficiency (miles per kWh)	Electricity cost (per kWh)	Rate per mile	Advisory electric rate
Home charger	3.59	26.10 pence	7.26 pence	7 pence
Public charger	3.59	54.00 pence	15.02 pence	15 pence

 

How to reclaim VAT on fuel

If you’re VAT-registered, you can often reclaim the VAT you’ve paid on fuel costs. However, there are a few conditions:

• Business use: the fuel must be used for business purposes. This could be for company vehicles or employee reimbursements for business mileage.
• Accurate records: you’ll need to keep detailed records of your fuel purchases, including receipts and mileage logs. 

There are two ways you can reclaim VAT on fuel:

• Reclaim all the VAT paid on fuel purchases and pay the appropriate fuel scale charge for your vehicle.  
• Claim VAT only for the fuel used during business trips by maintaining thorough mileage records to demonstrate usage exclusively for business purposes.  

Expense compliance around carbon reporting

Business sustainability is a growing priority in 2026. From reducing carbon emissions to managing sustainable business spend, organisations are under increasing pressure to demonstrate measurable progress backed by reliable data.

In the UK, certain organisations are required to report their energy use and carbon emissions under Streamlined Energy and Carbon Reporting (SECR). This applies to quoted companies, as well as large unquoted companies and LLPs that meet at least two of the following criteria: 250 or more employees, £36 million or more in turnover, or an £18 million balance sheet total.

Where in scope, organisations are required to:

• Track their carbon footprint by reporting Scope 1 (direct emissions) and Scope 2 (purchased energy) emissions
• Disclose energy usage and include an intensity metric to measure performance over time
• Provide narrative on energy efficiency actions taken during the reporting period

Many organisations also go further by assessing Scope 3 emissions across their supply chain and setting reduction targets, particularly where ESG reporting is a priority.

What you need to know about tax compliance 

When it comes to tax compliance, we know the number one question on your mind: are reimbursed expenses taxable in the UK? 
 
The short answer is no. If expenses are wholly, exclusively, and necessarily incurred in the performance of your job, they aren’t taxable. 
 
For example, if you’re a salesperson and your job requires you to travel to meet with clients. Any expenses you incur, such as travel costs, accommodation, and meal expenses, can usually be reimbursed tax-free. Are there any exceptions? Yes, if the expenses aren’t classed as “work-related”, or if they’re seen as providing a personal benefit. 
 
Here are a couple of examples:   

• Excessive or extravagant expenses: if your expenses are deemed unreasonable or excessive, they may be considered taxable income.  
• Personal expenses: reimbursements for personal expenses, such as commuting to and from work, are generally taxable. 

We know it can be tricky, but knowing the difference between deductible and non-deductible expenses can significantly impact your financial planning and tax liability.  What you need to know about corporation taxIf you’re setting up a limited company in the UK, you’ll need to register for corporation tax within three months of starting your business. This tax is applied to your company’s profits, investments, and any gains from selling assets.Here’s a breakdown of the 2026 rates:

• Small profits rate (companies with profits under £50,000): 19%
• Main rate (companies with profits over £250,000): 25%

What you need to know about National Insurance Contributions 

National Insurance Contributions (NICs) are essentially taxes on earnings that help fund state benefits like the NHS and State Pension. If you’re a business owner in the UK, you’ll need to understand the different types of NICs and how they apply to your business:

Class 1 NICs

• Employee NICs: deducted from your employees’ wages. 
• Employer NICs: paid by you, on top of your employees’ wages.

Class 1A NICs

Class 1A NICs are a type of tax that you pay on certain benefits you provide to your employees.

These benefits, often called “Benefits in Kind (BIK)” can include things like:   

• Company cars: if you provide your employees with company cars, you’ll need to pay Class 1A NICs on the benefit value of the car.  
• Private healthcare: if you offer private health insurance to your employees, you’ll also need to pay Class 1A NICs on the cost of the insurance.  
• Accommodation: if you provide accommodation for your employees, such as a company flat or house, you’ll need to pay Class 1A NICs on the benefit value of the accommodation. 

Why you need to create an expense policy 

A company expense policy is like a roadmap to expense compliance. It outlines what expenses are reimbursable, how much you can claim, and what documentation you need to provide (for your company or HMRC). By having a clear and concise policy in place, you can make sure that your employees understand the rules and submit accurate expense claims. To help you get started you can download our free expense policy template. 

How to report your expense reimbursements to HMRC

You have a couple of options to choose from when reporting the reimbursement of expenses: 

• You can use a P11D form to report your expenses and benefits to HMRC at the end of the tax year. 
• You can opt for payrolling, where you include the value of the expenses and benefits in the employee’s pay.  

It’s worth noting that starting from April 2027, all BIKs that you provide (except for loans and living accommodation) will have to be reported and taxed through payroll.

Your 6-step guide to HMRC expense compliance

1. Understand the rules

• Familiarise yourself with HMRC’s guidelines on allowable expenses. 
• Stay updated: keep an eye on any changes to tax laws and regulations.

2. Keep detailed records

• Keep all receipts for expenses—no matter how small. 
• Maintain a mileage log: if you use your car for business, keep a detailed record of your mileage. 
• Document the business purpose: explain why each expense was necessary for your job.

3. Categorise your expenses

• Clearly distinguish between expenses incurred for business purposes and those for personal use. 
• Use appropriate expense categories (e.g., travel, accommodation, meals, office supplies).

4. Claim the right amount

• Make sure that your expense claims are in line with HMRC’s rules and regulations. 
• Only claim for reasonable and necessary expenses.

5. Submit your claims on time

• Follow your company’s specific procedures for submitting expense claims. 
• Don’t delay in submitting your claims to avoid potential issues. 

6. Choose an expense management system that fully complies with HMRC

A sophisticated expense management system like Capture Expense will help you automate the process, reduce errors, and comply with HMRC regulations.  You need to look for a system that can: 

• Automatically calculate mileage claims based on HMRC rates 
• Generate accurate expense reports 
• Integrate with your accounting software 
• Provide real-time insights into your spending habits 
• Offer robust audit trails for expense compliance purposes 

Do you still need help with expense compliance?

Book a personalised demo today and we’ll help you with all your expense compliance needs. There’s not a mileage query we can’t handle, or a tax problem we can’t solve.

Most people love the perks of travelling for work—new places, new faces, and maybe even the occasional upgrade—but let’s face it, nobody enjoys the paperwork that follows.  

Fortunately, HMRC’s subsistence rates make claiming meal allowances a lot simpler for everyone involved.  

For employees, they eliminate the need to meticulously track and save every single receipt from their work trips (because they can claim a set amount for meals and snacks instead). 

For employers, the process is streamlined too. With clear, standardised rates, there’s no need to cross-check endless receipts or worry about overcomplicated expense claims. 

If you’re new to HMRC meal allowances, you’re in good hands. We’ll outline exactly what they are, the rates for 2026, and how to report them.

What is an HMRC meal allowance? 

The HMRC meal allowance, often called a “subsistence allowance,” is a set amount of money you can claim back from your employer (or company) when you’re working away from your usual place of work. It’s meant to cover the cost of meals, like lunch or dinner, during business trips or situations where you’re required to travel for work. 

The key is that the expense has to be “reasonable” and meet HMRC guidelines—so you can’t go all out on a five-course meal at a fancy restaurant, unless it’s within the limits set by your company’s expense policy. 

When do HMRC subsistence rates apply?

 HMRC subsistence rates apply when: 

• You’re travelling away from your usual workplace for business purposes.
• Your business trip requires you to be away for a significant part of the day or overnight.
• You end up with extra costs, like meals or accommodation, because of the travel. 

Imagine you work in sales and have a client meeting in another city. You leave early in the morning and return late at night. During this time, you buy lunch at a café and dinner at a restaurant because you can’t go home to eat.  

You can claim these meal expenses as part of HMRC’s subsistence allowance, as long as they’re reasonable and meet the set guidelines. 

Is meal allowance taxable in the UK? 

No, meal allowances aren’t taxable in the UK. This has been the case since 1998, which means businesses can deduct these costs from their taxable income—potentially leading to lower tax payments. 

Are there scenarios where HMRC meal allowances can’t be deducted?

Yes, meal allowances can’t be deducted if:

• The expenses aren’t directly related to business activities. 
• No actual meal or drink is bought. 
• The meals are included as part of a training course, conference, or similar. 
• The expenses are deemed excessive or lavish. 
• The meals aren’t documented, or receipts are unavailable. 

The HMRC meal allowance rates for 2026

Here are the HMRC meal allowance rates for work-related travel within the UK: 

Minimum journey time	Maximum meal allowance
One meal (5 hours)	£5
Two meals (10 hours)	£10
15-hour rule (when working after 8pm)	£25
Supplementary late meal rate	£10

HMRC does not define benchmark rates by breakfast, lunch, or dinner. Instead, rates are based on the length and timing of the journey. If you are travelling and working over 8pm, you will receive £25, which can be broken down to cover each meal. 

For example: if you’re on a work trip and spend £4 on breakfast, £5 on lunch, and £12 on dinner, you’d still be within the £25 daily limit, since dinner can go up to £15. 

What about overnight stays?

If you’re required to stay overnight for business purposes you can claim up to:

• £5 per night in the UK, and,
• £10 per night oversees for incidental personal expenses. 

International meal allowance rates for 2026

If you’re travelling outside of the UK for work HMRC has a full list of recommended allowance rates by country. 

Here are a few examples of daily meal allowances in different countries, listed in their local currencies: 

Hong Kong  

Expense	Rates
Lunch	HKD 253
Dinner	HKD 429.50
24-hour rate	HKD 816.50 (plus room rate)

Singapore 

Expense	Rates
Lunch	SGD 79
Dinner	SGD 102.50
24-hour rate	SGD 218 (plus room rate)

France (Paris) 

Expense	Rates
Lunch	€35.50
Dinner	€42
24-hour rate	€117 (plus room rate)

Spain (Madrid) 

Expense	Rates
Lunch	€29.50
Dinner	€51.50
24-hour rate	€114.50 (plus room rate)

USA (New York) 

Expense	Rates
Lunch	$27
Dinner	$42
24-hour rate	$102.50 (plus room rate)

How to report meal allowance to HMRC 

The way meal allowances are reported to HMRC depends on how they are paid and whether they meet HMRC’s qualifying conditions.

Where payments fall within HMRC benchmark or approved scale rates and relate to qualifying business travel, they can usually be paid tax-free and do not need to be reported.

If meal allowances are taxable or exceed HMRC’s approved rates, they must be reported. In these cases, a P11D form for each employee who received meal reimbursements. This form details all the expenses that were paid to your employees.  

Additionally, you might need a P11D(b) form to summarise the total expenses and work out any Class 1A National Insurance contributions due. 

You can find a complete guide to reporting expenses and benefits on the HMRC website. 

Also, keep in mind that starting from April 2027, all benefits in kind (including meal allowances) will need to be reported and taxed directly through payroll. 

What happens if you go over HMRC meal allowance rates? 

Let’s look at a real-world example to make it easier to understand. 

 Imagine Sarah, who works for a tech company, and she’s travelling for work in the UK.  

Her company follows the HMRC meal allowance rates for 2026 (which are £25 per day). On her trip, Sarah spends £35 on a meal—so it’s over the HMRC’s standard allowance by £10.

The company has two options in this situation: 

1. Stick to the £25 HMRC rate: if the company chooses this option, they’ll only reimburse Sarah £25 for her meal. That means Sarah will have to cover the £10 difference herself. This is the simpler approach, as there’s no need for the company to worry about any additional tax or national insurance implications.
    
2. Reimburse the full £35: if the company wants to reimburse Sarah the full £35 (the actual cost of the meal), that’s where things get more complicated. The company would have to make sure they’ve agreed on a higher, bespoke scale rate with HMRC. If they haven’t done this, then the £10 excess over the £25 is considered taxable income, and it would be subject to tax and national insurance.  

Want to keep all your expenses, including meal allowances, in one place? 

Whether you follow HMRC’s meal allowance rates or set your own limits for your employees, with Capture Expense you can easily submit, track, and manage all your expenses. Book a demo today to see just how easy it is. 

VAT is a key part of doing business in Ireland (like almost everywhere else in the world), but figuring out the right Irish VAT rates to charge (or claim back) can be trickier than it seems.   

With different VAT rates for different goods and services—not to mention exemptions—it’s easy to get lost in the details. 

Let’s break down the VAT rates in Ireland for 2026. 

What are the Irish VAT rates? 

Here are the Irish VAT rates for 2026: 

Standard rate	Reduced rate	Second reduced rate	Livestock rate	Flat-rate compensation percentage for Farmers
23%	13.5%	9%	4.8%	5.1%

To see how the rates have changed from previous years you can visit Revenue.

Now let’s take a closer look at each Irish VAT rate.

The standard rate

The standard rate applies to most goods and services in Ireland.  

Here are some examples:  

• Electronics (e.g. smartphones, laptops, TVs) 
• Alcohol and tobacco products 
• Jewellery and watches 
• Cars and motorbikes 
• Household appliances (e.g. washing machines, fridges) 
• Cosmetics and beauty products 
• Solicitor services 

The reduced rate

The reduced rate applies to the following:

• Catering and restaurant supplies (excluding alcohol, soft drinks and bottled water) 
• Hot take-away food, and hot tea and coffee 
• Hairdressing services 
• Certain fuels 
• Repair services 
• Cleaning and maintenance services  
• Certain photographic supplies 
• The importation of certain works of art and antiques 
• Hire of horses 
• Tour guide services 

Here’s the complete list of goods and services subject to Revenue’s reduced VAT rate. 

The second reduced rate

The second reduced rate only applies to items like newspapers, digital publications, and facilities for sporting activities. 

The zero rate

Some goods and services incur no VAT.  

The zero rate applies to the following: 

• Exports 
• Certain food and drink 
• Certain oral medicine, non-oral medicine, and sanitary products 
• Certain animal feeding stuffs, certain fertilisers, seeds and plants used to produce food 
• Supply and installation of solar panels on private dwellings and recognised schools 
• Clothing and footwear appropriate to children under 11 years of age 

Here’s Revenue’s full list of goods and services that qualify for the zero VAT rate in Ireland. 

The livestock rate

The livestock VAT rate applies to animals that are usually bred for food, like cattle, sheep, and pigs. It also covers certain horses—specifically those used in farming or food production. 

Stay on top of Irish VAT rates with Capture Expense 

Our smart expense management platform automatically applies the correct VAT rate to every transaction, so you don’t have to worry about miscalculations or compliance issues. Book a personalised demo today to see Capture Expense in action.

Reclaiming VAT on expenses in Ireland might not be the flashiest part of running a business—but for VAT-registered companies, it’s a valuable way to keep costs down and stay compliant with Revenue. 

For many businesses, keeping track of receipts, categorising expenses correctly, and calculating reclaimable VAT can quickly become time-consuming. This is where expense management software can help, by automatically capturing receipts, tracking spend, and organising VAT-eligible expenses so finance teams can simplify reporting and stay compliant.

Let’s take a look at the VAT rates, how to reclaim VAT on business expenses in Ireland, and some of the most frequently asked questions.  

The VAT rates in Ireland

Here are the Irish VAT rates for 2026:

Rate	Type	Goods and services
23%	Standard rate	Most goods and services, including electronics, vehicles, household items, luxury goods, and professional services.
13.5%	Reduced rate	Items and services like catering (excluding drinks), hot take-away food, hairdressing, certain fuels, repairs, cleaning, photographic supplies, and some art imports.
9%	Second reduced rate	Only applies to items like newspapers, digital publications, and facilities for sporting activities.
4.8%	Livestock rate	Animals that are usually bred for food, like cattle, sheep, and pigs.
0%	Zero	Exports, specific food, medicine, sanitary products, farming supplies, solar panel installations, and children’s clothing and footwear.

 Who can reclaim VAT on expenses in Ireland?

If you run a business in Ireland and you’re registered for VAT, you can usually reclaim the VAT you’ve paid on business-related purchases and expenses.  

This includes things like office supplies, equipment, or travel expenses—as long as they’re used to make taxable supplies (that is, goods or services that are subject to VAT). 

But there are some exceptions. You can’t reclaim VAT on things used for: 

• Exempt supplies (like some financial or medical services) 
• Non-business activities (like personal use) 

If an expense relates to both business and non-business use, or taxable and exempt supplies, you can only reclaim the portion that’s directly linked to the taxable business activity. 

How do you reclaim VAT on expenses in Ireland? 

To reclaim VAT on expenses in Ireland, you need to complete a VAT return, known as the VAT 3 form.  

This is typically submitted every two months and includes details of the VAT you’ve charged your customers and the VAT you’ve paid on eligible business expenses. 

If the VAT you’ve paid on expenses is higher than the VAT you’ve collected, you can claim the difference back as a VAT refund. 

The bi-monthly VAT return deadlines 

VAT period	Deadline
Jan – Feb	23 March
Mar – Apr	23 May
May – Jun	23 July
Jul – Aug	23 September
Sep – Oct	23 November
Nov – Dec	23 January

How to claim VAT on fuel expenses in Ireland 

Let’s say you run a small business in Galway, and one of your employees—Pauline—regularly uses a company van to deliver products across the west of Ireland. 

Each time she fills up, she brings back a fuel receipt that shows the supplier’s VAT number, the VAT charged, and the date.  

Because the van is company-owned and used solely for business, you’re entitled to reclaim the VAT on those fuel costs when submitting your VAT 3 return. 

To do this, you’ll need: 

• A valid VAT invoice or receipt (a till receipt with VAT details is fine) 
• Proof that the vehicle is used only for business 
• Accurate records in case Revenue request them 

FAQs 

Can I reclaim VAT on meals, entertainment, or gifts?  

You generally can’t reclaim VAT on meals, entertainment, or gifts, as these are seen as personal or non-business expenses. That said, there are a few exceptions—like when the cost is directly linked to providing taxable goods or services, or if it’s part of a promotional campaign. But in most cases, Revenue takes a strict view, so it’s best to double-check the specifics or speak to a tax advisor before trying to claim anything back. 

What happens if I make a mistake on my VAT return? 

If you make a mistake on your VAT return, don’t panic—it happens! The key is to fix it as soon as you spot it. If it’s a small error (under €6,000), you can usually correct it in your next VAT return. Bigger mistakes, or ones that result in an underpayment, should be disclosed to Revenue straight away, ideally with an explanation. Being upfront can help reduce any penalties or interest charges, and Revenue tends to look more favourably on businesses that own up early rather than waiting to be caught. 

How far back can I claim VAT on past expenses in Ireland?  

You can usually claim VAT on past expenses going back up to four years from the end of the relevant VAT period. Just make sure you’ve got the proper documentation to support the claim (like a valid VAT invoice), and that the expense was genuinely for business use. 

Are you looking to claim VAT on expenses in Ireland without the usual hassle?  

Capture Expense makes it easy. It keeps all your receipts in one place, helps you spot what you can reclaim, and takes the stress out of staying compliant with Revenue.  

No more digging through paperwork or second-guessing what qualifies—just a simple, streamlined way to get your VAT back and keep your finances in order. Book a personalised demo today to see Capture Expense in action.    

We know why you’re here. You want the civil service mileage rates in Ireland for 2026. So, without further ado.  

The civil service mileage rates for 2026

Here are the civil service rates for mileage allowance in Ireland for 2026, set by Revenue, effective from 1st September 2022.  

The rates vary depending on the type of vehicle, which includes cars, motorcycles, or bicycles. They also depend on the distance bands and the mileage allowance rate in euros per kilometre.  

Civil service motoring and bicycle rates

Cars (rate per kilometre)

Motor travel rates (from 1 September 2022) 

Distance band	Engine capacity up to 1200cc	Engine capacity 1201cc – 1500cc	Engine capacity 1501cc and over
Up to 1,500 km (Band 1)	41.80 cent	43.40 cent	51.82 cent
1,501 – 5,500 km (Band 2)	72.64 cent	79.18 cent	90.63 cent
5,501 – 25,000 km (Band 3)	31.78 cent	31.79 cent	39.22 cent
25,001 km and over (Band 4)	20.56 cent	23.85 cent	25.87 cent

For electric vehicles, mileage claims will follow the rate applicable to engine capacity 1201cc-1500cc. 

Reduced motor travel rates per kilometre 

Engine Capacity up to 1200cc	Engine Capacity 1201cc to 1500cc	Engine Capacity 1501cc and over
21.23 cent	23.80 cent	25.96 cent

Reduced mileage rates apply to work-related journeys that aren’t solely for job performance. Examples include attendance at approved courses or conferences. 

Motorcycles (rate per kilometre) 

Motorcycle rates (from 5 March 2009)  

Distance	Engine capacity up to 150cc	Engine capacity 151cc – 250 cc	Engine capacity 251 cc – 600 cc	Engine capacity 601cc and over
Up to 6,437 km	14.48 cent	20.10 cent	23.72 cent	28.59 cent
6,438 km and over	9.37 cent	13.31 cent	15.29 cent	17.60 cent

Bicycles

Bicycle rates (from 1 February 2007) 

Rate per km

8 cent

 

Staying compliant

Now, onto the nitty gritty.

In this guide, we’ll tackle the intricacies of car mileage allowance in Ireland for 2026. From what constitutes a business journey and how to calculate it, to submitting a compliant mileage claim.

Join us as we equip you with everything you need to know about civil service mileage rates in the Emerald Isle.
 

What is a business journey and how do you calculate it? 

A business journey refers to travel undertaken by an employee for work-related purposes. Specifically, when they travel from one place of work to another place of work as part of their duties.

This encompasses: 

• Travel between different countries, such as between Ireland and other countries. 
• Travel to a location that is not their usual place of work.

It’s worth noting that a business journey does not include commuting from home to the normal place of work and vice versa; this is considered private travel.

 Calculating the distance for business travel 

When calculating the distance for business travel, the relevant distance is the lesser of: 

• The distance between the employee’s home and the temporary place of work. 

• The distance between the employee’s normal place of work and the temporary place of work. 

Let’s take a look at an example: 

Imagine that the distance from your employee’s home to a temporary workplace is 50 km. And that the distance from their normal workplace to the temporary one is 30 km.

The business travel distance will be: 30km (the lower of the two distances). 

What’s not included in the mileage allowance?

Not all trips are eligible for reimbursement under the civil service mileage rates in Ireland.

The most common trips which aren’t included are

• Personal trips that aren’t directly related to your employee’s job. 
• Trips between your employee’s home and their regular workplace. 

How to submit a mileage allowance claim in Ireland

To be reimbursed for business-related vehicle expenses, your employees must complete a claim form provided by the company or Revenue. They must also submit evidence of the journeys made in their personal vehicle.

Your employees should keep the following evidence: 

• Receipts for petrol 
• Receipts for parking tolls 
• Any additional receipts pertaining to vehicle usage 
• Addresses visited during travel 
• Purpose of each journey 
• Recorded kilometres driven to and from business travel destinations

You must maintain accurate records of all your employees’ claims and provide full evidence to ensure compliance and avoid issues with Revenue.

It’s worth noting that if you have already reimbursed an employee’s expenses at civil service mileage rates, no additional tax relief will be applicable to the employee. 

How to keep track of your mileage expenses 

It’s essential for both you and your employees to maintain precise records of all work-related trips.

Failure to do so could result in Revenue requesting that these payments be treated as taxable income.

The required records include:  

• Name 
• Address(es) visited during travel 
• Date(s) of the work trip 
• Purpose of the journey  
• Distance travelled 
• The trip’s originating point, planned destination, and final destination 
• Documentation for reimbursement (e.g., receipts or mileage rate) 

FAQs

What is classed as normal place of work?

The normal place of work is where employees usually carry out their job duties. It’s typically where the employer provides the necessary resources for them to work. This might vary depending on the employee’s role. Generally, the normal place of work is not considered the same as where the employee lives. This is unless there’s an objective requirement for them to work from home because their tasks cannot be done elsewhere. If an employee chooses to work from home or if the tasks performed there are minor or administrative, it’s not considered their normal place of work. 

Are sole traders eligible to claim mileage?

Sole traders are not eligible to claim mileage using the civil service mileage rates. Instead, they can only claim for the actual expenses they incur, such as fuel, motor tax, motor insurance, hotels, and related expenses. To do this, sole traders should keep detailed receipts for the business portion of these costs. This ensures that their claims are accurate and compliant with tax regulations. 

Do the civil service mileage rates apply to emergency travel?

Yes, the civil service mileage rates do apply to emergency travel.

When an employee needs to work outside their normal hours to address emergencies requiring immediate attention, you can repay their travel expenses. This includes mileage, which can be reimbursed using the civil service mileage rates.

This reimbursement is tax-free and can be claimed for up to 60 emergencies per year. However, it does not apply to non-emergencies such as covering for absent staff, handling increased workloads, or attending routine events. 

Do the civil service mileage rates apply to voluntary work? 

Yes, organisations with altruistic and non-commercial functions, such as registered charities or sports bodies, can repay travel expenses to individuals working voluntarily and unpaid.  

These expenses are tax-free as long as they are necessary for the individual to perform their work and do not exceed the actual costs incurred. However, the payments must not exceed the civil service rates.

Never miscalculate mileage claims with Capture Expense

Capture Expense ensures compliance with Ireland’s civil service mileage rates by managing cumulative mileage bands and automatically calculating the correct reimbursement rates based on fuel type, engine size, and distance travelled.  

Our platform seamlessly integrates with Google Maps to accurately calculate your employees’ travel distances. It automatically selects the shorter route from either your employee’s home or their normal place of work. This ensures full compliance with Revenue’s guidelines. 

Allow your people to raise, submit and approve their vehicle expenses at any time, from any location through the Capture Expense app and streamline the way your organisation manages spend. Book your personalised demo now.  

Revenue is putting more and more effort into helping businesses of all sizes follow their rules and establish good financial practices. However, understanding expense compliance can still be tricky, and the penalties for mistakes can be serious. 

To help you better understand and comply with Revenue’s guidelines, we’ve created this comprehensive guide. Here, you’ll find clear and practical advice on claiming and processing expenses in Ireland, ensuring you stay on the right side of the regulations while maximising your financial efficiency.

Whether you’re a small startup or a large corporation, this guide aims to illuminate the path to seamless expense compliance in Ireland. 

How to make sure your business complies with Revenue 

Many people think Revenue inspectors only care about completed expense claims and receipts, but they actually review your entire travel and expense process.

The 6 key areas Revenue inspectors focus on

1. A clear and enforced policy

Make sure your business has a clear expense policy that all employees understand and follow.

2. Appropriate approval processes

Ensure that the right people are approving expenses at the right levels.

3. Appropriate documentation

Keep detailed records of all receipts and expense forms.

4. Appropriate checks and controls

Implement checks and controls to prevent errors and fraud. Regularly review these controls to ensure they are effective.

5. Tax and VAT compliance

Ensure that all expenses comply with tax and VAT regulations. You need to keep up to date with any changes in these regulations.

6. A robust and secure payment process

Use secure methods for reimbursing employees. Ensure payments are processed accurately and on time.

The VAT rates in Ireland

VAT is a general consumption tax that is charged directly on the sale of goods and services in Ireland.

Here are the rates for 2026:

Rate	Type	Goods and services
23%	Standard	All other taxable goods and services
13.5%	Reduced	Some foods, pharmaceutical products, children’s car seats, energy products and supplies, supply and development of immovable goods.
9%	Reduced	Some foods, newspapers, admission to cultural events, admission to sports facilities, hairdressing.
4.8%	Reduced	Livestock and agricultural supplies.
0%	Zero	Some foods, animal feed, medical equipment, children’s products.
4.5%	Reduced	Flat-rate compensation percentage for farmers

It’s also worth noting that the supply of some services, such as financial, medical and educational services, are exempt from VAT. 

Who can reclaim VAT?

If you are selling goods or services that are subject to VAT, or you are involved in qualifying activities, you can reclaim VAT.

To do this, you need to submit a VAT 3 return. However, you cannot reclaim VAT on goods or services used for making exempt supplies or for non-business activities.  
 
For costs that relate to both taxable and non-taxable activities, you can only reclaim the VAT portion related to your taxable supplies.  
 
It’s also worth mentioning that you have up to four years to claim a VAT repayment.

What VAT can you not reclaim?

You cannot reclaim VAT on the following costs, even if you are registered for VAT and make only taxable supplies: 

• Food, drink, or personal services for you, your agents, or employees (unless part of a taxable service) 

• Accommodation (unless related to a qualifying conference) 

• Food, drink, accommodation, or entertainment included in advertising costs 

• Entertainment 

• Passenger motor vehicles (except stock or qualifying vehicles) 

• Petrol (unless used as stock-in-trade) 

• Contract work involving non-deductible goods 

• Goods subject to a margin scheme 

• Costs for property used for non-business purposes 

Civil service mileage rates in Ireland

You can reimburse your employees for using their personal vehicles for business journeys. This does not include commuting from home to their normal place of work.

You have the option to either reimburse the actual travel expenses incurred by the employee or provide a fixed mileage allowance per kilometre. 

Here are the new civil service rates for mileage allowance in Ireland for 2026, effective from 1st September 2022. 

Civil service motoring and bicycle rates

Cars (rate per kilometre)

 

Motor travel rates (from 1 September 2022)

Distance band	Engine capacity up to 1200cc	Engine capacity 1201cc – 1500cc	Engine capacity 1501cc and over
Up to 1,500 km (Band 1)	41.80 cent	43.40 cent	51.82 cent
1,501 – 5,500 km (Band 2)	72.64 cent	79.18 cent	90.63 cent
5,501 – 25,000 km (Band 3)	31.78 cent	31.79 cent	39.22 cent
25,001 km and over (Band 4)	20.56 cent	23.85 cent	25.87 cent

For electric vehicles, mileage claims will follow the rate applicable to engine capacity 1201cc-1500cc.

 

Reduced motor travel rates per kilometre

Engine Capacity up to 1200cc	Engine Capacity 1201cc to 1500cc	Engine Capacity 1501cc and over
21.23 cent	23.80 cent	25.96 cent

Reduced mileage rates apply to work-related journeys that aren’t solely for job performance. Examples include attendance at approved courses or conferences. 

Motorcycles (rate per kilometre)

Motorcycle rates (from 5 March 2009) 

Distance	Engine capacity up to 150cc	Engine capacity 151cc – 250 cc	Engine capacity 251 cc – 600 cc	Engine capacity 601cc and over
Up to 6,437 km	14.48 cent	20.10 cent	23.72 cent	28.59 cent
6,438 km and over	9.37 cent	13.31 cent	15.29 cent	17.60 cent

Bicycles

Bicycle rates (from 1 February 2007

Rate per km

8 cent

If you’re interested in learning more about Civil Service Mileage Rates and how to calculate mileage claims click here.  

The civil service subsistence rates for 2026

Rates for assignments within the State

Overnight allowance

Domestic overnight subsistence rates (from 29th January 2025) 

Rate category	Rate
Normal rate	€205.53
Reduced rate	€184.98
Detention rate	€102.76

  

The overnight allowance applies to assignments lasting up to 24 hours. The assignment must be at least 100 kilometres from your employee’s home and regular workplace. 

The rate category is determined by the duration of the assignment:

• The normal rate applies for up to 14 nights.
• The reduced rate applies for the following 14 nights.
• The detention rate applies for each of the next 28 nights. 

For assignments exceeding 56 nights, your employee must apply to Revenue to confirm that subsistence is still available.

The period of subsistence at any single location is limited to six months. 

Day allowances

Domestic day subsistence rates (from 29th January 2025) 

Period of assignment	Rate
Ten hours or more	€46.17
Between five and ten hours	€19.25

 The assignment must be more than eight kilometres from your employee’s home and normal workplace. It’s also worth noting that they can only claim both a day and overnight allowance if they work five hours or more the next day. 

Rates for assignments outside the State

Short term assignment 

Subsistence rates for short term assignments 

Period of assignment abroad	% of normal overnight rate
First month	100%
Second and third month	75%
Fourth, fifth and sixth month	50%

 These rates can be applied to a single temporary assignment abroad lasting up to six months. 

Long term assignment

A long-term assignment lasts over six months. During the initial month, you can provide subsistence at the overnight rate to help your employee find self-catering accommodation. For the rest of the assignment, you can cover reasonable accommodation costs and 50% of the ten-hour day rate.

If you have remote working expenses

You can make a payment of €3.20 per workday to a remote working employee without deducting:

• Income Tax 
• Pay Related Social Insurance (PRSI)
• Universal Social Charge (USC)

This payment is to cover expenses incurred such as broadband, heating and electricity costs. 

And for expenses higher than €3.20 per workday 

Your employee’s daily expenses might go over €3.20, and you can reimburse them for these costs. However, if the amount exceeds €3.20 per workday, you need to deduct tax from it.  
 
Make sure to keep records of all the payments made.

What you need to know about Enhanced Reporting Requirements

Starting January 1, 2024, your finance teams in the Republic of Ireland must adhere to updated payment reporting regulations; known as Enhanced Reporting Requirements (ERR). These regulations enhance transparency in expenditure but present challenges for timely compliance. The new reporting requirements are introduced by Section 897C of the Finance Act 2022.

What needs to be reported?

 

1. Small benefit exemption: you need to report the date paid and the value of the benefit.

2. Remote working daily allowance: report the total number of days, amount paid, and date paid.

3. Travel and subsistence payments: report the date paid and amount for each payment under the following categories:

• Travel (vouched and unvouched) 

• Subsistence (vouched and unvouched) 

• Site-based employees (including ‘country money’) 

• Emergency travel 

• Eating on site

How to report this

• Payments must be reported to Revenue at the time of payment or in advance.
• Submit reports via the Revenue Online Service (ROS), either manually or using accounting or ERP software.

What you need to know about digital record-keeping

In Ireland, you can go paperless by storing receipts digitally instead of keeping paper copies.

However, you must follow certain requirements to comply with the rules on storing, maintaining, transmitting, reproducing, and communicating records electronically.

One example of these requirements is ensuring the scan quality is high enough for the receipt to be easily readable.

You can find all the necessary requirements in Revenue’s Electronic Storage manual. 

4 easy steps to comply with Revenue

Here’s a very brief overview of what you need to do to make sure your business is fully compliant:

Step 1: designate specific individuals at appropriate levels to approve expenses

• Make sure that each expense is reviewed and authorised by someone with the appropriate level of authority and responsibility within your organisation, thereby maintaining accountability and preventing misuse of funds. 

• Ensure even the highest-ranking employees submit their expenses for approval.
   

Step 2: maintain a traceable audit trail

• Use an expense management system that tracks every step of the process.

• Make sure that every expense is logged and traceable from submission to approval and reimbursement. 

Step 3: keep valid evidence

• Always obtain valid VAT receipts and credit card slips for expenses.

• Attach these receipts to the corresponding expense claims.

Step 4: find an expense management system that fully complies with Revenue’s regulations 

• It is essential to identify an expense management system, like Capture Expense, that ensures complete compliance with all of Revenue’s regulations.
  

By following these guidelines, you can ensure your business meets Revenue’s requirements and is prepared for an inspection. 

The expenses software for total Revenue compliance

Get all the features and functionality you need to keep your employee expenses compliant, in one central platform. Book a demo to see Capture Expense in action. 

Imagine this; you and a handful of your employees are planning a business trip for a few days. 

The schedule is packed with meetings during the day and some fun team-building activities in the evening. 

 While the business side is all set, you’re still unsure about the right travel allowance to provide your employees. 

You’ve probably got a few questions like: What are Revenue’s civil service overnight rates in 2026? How do I reimburse my employees for overnight trips? Are there any exceptions?

If these are some of the questions on your mind—you’ve definitely come to the right place. 

What’s a travel allowance in Ireland? 

A travel allowance in Ireland is a payment made to employees to cover the costs they incur while travelling for work-related purposes.  

This can include reimbursing expenses like accommodation, meals, or other costs when they’re working away from their usual workplace.  

It can also involve mileage payments for using their personal vehicles—like cars, motorcycles, or bicycles—for business travel. 

What are the civil service overnight rates within the State? 

Here are the civil service overnight rates within the State for 2026: 

Standard domestic subsistence rates 

Rate category	Rate
Normal rate	€205.53
Reduced rate	€184.98
Detention rate	€102.76

Overnight allowance applies to assignments lasting up to 24 hours and must be at least 100km away from your employee’s home and usual workplace.

The rates depend on the duration of the assignment:

• The normal rate applies for the first 14 nights. 
• The reduced rate covers the following 14 nights. 
• The detention rate applies for the next 28 nights.

If the assignment goes beyond 56 nights, you’ll need to reach out to Revenue to confirm that subsistence can still be paid.  

Keep in mind, the period of subsistence at any single location is limited to six months.  

Vouched accommodation (Dublin only) 

Vouched Accommodation (VA)	Accommodation		Meals
VA Rate	Vouched cost of accommodation up to €205.53	Plus	€46.17

What are the civil service overnight rates outside the State? 

Here are the civil service overnight rates outside the State for 2026:  

For a short-term assignment 

Period of assignment abroad	% of normal overnight rate
First month	100%
Second and third month	75%
Fourth, fifth and sixth month	50%

It’s worth noting that these rates can be applied to a single temporary assignment abroad lasting up to six months.  

For a long-term assignment 

In case you didn’t know, a long-term assignment is anything over six months.

During the first month, you can provide subsistence at the overnight rate to help your employees find self-catering accommodation.  

For the rest of the assignment, you can cover reasonable accommodation costs and 50% of the ten-hour day rate. 

How to reimburse your employees for overnight trips in Ireland 

Here’s how you can reimburse your employees for overnight trips in 2026.

You have three options:

• Use the civil service rates: this is by far the easiest option. You can reimburse your employees using the official civil service subsistence rates set by Revenue (see above). These rates are pre-approved and tax-free.
• Set your own rates: if you prefer, you can set your own reimbursement rates—but they must be equal to, or lower than, the civil service rates.
• Reimburse actual costs: you can also pay your employees back for the exact amount they spent on their trip.

Are there any conditions when reimbursing employees’ actual subsistence costs?

Yes, you’ll need to make sure that: 

• The expenses were incurred wholly, exclusively, and necessarily when carrying out the duties of their employment. 
• The costs were repaid on the basis of vouched receipts (such as hotel receipts). 

Please note that if you want to pay more than the civil service rates for overnight trips, you’ll need to get special approval from Revenue. 

Let’s look at some examples

Within the State

One of your employees, Alexis, is traveling from Dublin to Galway for a two-day conference.  

She leaves her home (in Dublin) early on Monday morning, and stays overnight in Galway, before returning late Tuesday evening. 

When Alexis returns, she submits a claim for her overnight travel allowance. Since Galway is more than 100 km from her home and workplace, and her stay lasted more than 24 hours, she qualifies for the civil service overnight allowance.

Using the civil service overnight rates, Alexis can claim the normal rate of €205.53 for her overnight stay.  

Outside the State 

You send David on a temporary assignment to Paris for three months to support an ongoing project. 

Since David’s assignment is abroad, he can claim a subsistence allowance under the civil service rates for overseas trips. Here’s how it works for his three-month stay: 

For the first 30 days of his assignment, David qualifies for 100% of the normal overnight rate. For example, if the rate for Paris is €180 per night, he can claim the full €180 per night for this period. 

For the next 60 days, David qualifies for 75% of the normal overnight rate. Using the same example (€180), he would receive €135 per night during these two months. 

Assuming you reimburse David using the civil service overnight rates, here’s the breakdown:

• First 30 days: €180 x 30 = €5,400 
• Next 60 days: €135 x 60 = €8,100
• Total reimbursement: € 13,500 

Have you met Capture Expense?

Whether you’re using the civil service overnight rates or setting your own rates (within the approved limits, don’t forget), Capture Expense will make sure that all your reimbursements are accurate, timely and in full compliance with Revenue. Book a demo today to see just how easy it is to use. 

If you’re running a business in Ireland and you’re VAT-registered (or need to be), filing your VAT return isn’t just a box to tick—it’s a legal must. But between Irish VAT rates, keeping track of your records and Revenue’s submission deadlines, the process can feel a bit overwhelming. The good news? Once you understand what’s required, it’s a lot more manageable than it seems. Read on to learn exactly how to do a VAT return in Ireland. 

What are the VAT periods and return deadlines in Ireland? 

If you run a business in Ireland, you need to know when your VAT is due and what your VAT period actually covers.

Let’s break it down: 

Standard VAT periods (bi-monthly)

Most Irish businesses file VAT returns in Ireland every two months, starting from January. These are known as bi-monthly periods: 

VAT period	Deadline
Jan – Feb	23 March
Mar – Apr	23 May
May – Jun	23 July
Jul – Aug	23 September
Sep – Oct	23 November
Nov – Dec	23 January

It’s worth noting that VAT returns in Ireland must be filed via Revenue Online Service (ROS). 

Other VAT period options (authorised by Revenue) 

In some cases, Revenue may allow alternative VAT periods based on your annual VAT liability or payment method: 

VAT period type	Who it’s for	Filing frequency	Deadline (ROS)
Annual	Paying by equal direct debit instalments	Once a year	23 Jan (or agreed date)
Four-monthly	Annual VAT between €3,001 and €14,400	3 times a year	23rd of the following month
Six-monthly	Annual VAT of €3,000 or less	Twice a year	23rd of the following month
Monthly (on request)	If you’re regularly due VAT refunds	Every month	23rd of the following month

Don’t forget the RTD

At the end of each year, you’ll also need to file a Return of Trading Details (RTD). This form gives a full breakdown of your total sales and purchases, categorised by VAT rate.  

It’ll pop up in your ROS inbox, and you’re required to complete it, even if all your VAT returns have already been filed correctly. 

How to do a VAT return in Ireland 

Filing a VAT return in Ireland might sound a bit daunting, but once you get to know the layout of the VAT 3 form, it becomes much more straightforward.  

Here’s how it works: 

Step 1. Know what you’re reporting 

The VAT 3 form is all about showing Revenue how much VAT you owe—or how much you’re reclaiming—for a specific VAT period. 

Step 2. Fill in the key fields

Here’s a breakdown of what each part means: 

Box	What it means	What to include
T1 – VAT on sales	VAT you owe Revenue	VAT on your sales, services, EU purchases, imports (using VAT Postponed Accounting), and services you received (as appropriate).
T2 – VAT on purchases	VAT you can reclaim	VAT on your business expenses, EU acquisitions, imports, and services received.
T3 – VAT payable	What you owe	If T1 is greater than T2, this is what you pay Revenue (T1 – T2).
T4 – VAT repayable	What you’re owed	If T2 is greater than T1, this is the amount Revenue owes you (T2 – T1).

It’s also important to note that if there’s no VAT due or reclaimable, just enter ‘0’ across T1 to T4—don’t write ‘nil’. 

Step 3. Add your EU figures

If you’ve traded with other EU countries, there are a few extra boxes to complete: 

Box	What it covers
E1	Value of goods sent to customers in the EU
E2	Value of goods received from EU suppliers
ES1	Value of services you’ve provided to EU customers
ES2	Value of services you’ve received from EU suppliers
PA1	Total value of imports using Postponed Accounting (including Customs value + duty)

Step 4. File via ROS 

All VAT 3 returns must be filed electronically using ROS.

Once everything’s filled in, double-check your figures, submit your return, and make any payments due.

There are a number of online methods available to you to make a payment to Revenue:  

• ROS Direct debit instruction 
• Single debit instruction (SDI) 
• Direct Debit Instruction (DDI) 
• Credit and debit cards 

Doing your VAT returns in Ireland doesn’t have to be a headache—especially when you’ve got Capture Expense in your corner 

Our platform takes the hassle out of managing receipts, tracking business expenses, and keeping accurate records, so when it’s time to file your VAT 3, everything you need is already in place. Book a demo today to see how it works.  

Reclaiming VAT on expenses in the UK might not be the most exciting part of running a business, but for VAT-registered companies, it’s an important one.  

Whether you’re new to VAT on expenses or already have some experience with the process, you’ve come to the right place. 

Let’s look at all the ins and outs of reclaiming VAT on expenses in the UK.  

The VAT rates and threshold in the UK 

If you own a business and your taxable turnover goes over £90,000 (the VAT threshold in the UK for 2025) in any 12-month period, you’ll need to register for VAT.

Once you’re VAT registered, you’ll be able to charge VAT on your sales and reclaim the VAT you’ve paid on eligible business expenses.

Here are the VAT rates in the UK for 2025/26:  

	% of VAT	What the rate applies to
Standard rate	20	Most goods and services
Reduced rate	5	Some goods and services, e.g. children’s car seats and home energy
Zero rate	0	Zero-rated goods and services, e.g. most food and children’s clothes

And here are some of the goods and services that fall under the standard UK VAT rate for 2025/26: 

Goods and services	UK VAT rate
Alcoholic drinks	20%
Soft drinks	20%
Mineral water	20%
Sports drinks	20%
Hot takeaways	20%
Confectionery	20%
Ice cream	20%
Catering	20%
Most clothing intended for adults	20%
Flowers and seeds	20%

When you don’t charge VAT

Some goods and services are VAT-exempt, meaning you don’t add VAT—even if you’re registered. 

Some examples include: 

• Financial services: loans, mortgages, investments 
• Healthcare and medical treatments: dental care, eye tests, ambulance services 
• Education and training: private tutoring, school fees, exam fees 
• Charity services: grant funding, volunteer expenses, donations  

You can check HMRC’s full list of exempt goods but remember—while you won’t charge VAT on these, you still need to record them properly. 

When you can and can’t claim VAT on expenses in the UK  

To reclaim VAT on expenses in the UK, your costs must be wholly and exclusively for business use, and you’ll need a valid VAT invoice from a VAT-registered supplier. 

What you can claim VAT on

• Office essentials: such as desks, office chairs, computers, Internet and broadband services. 
• Travel expenses: such as parking fees, motorway tolls, and car hires.  
• Mileage expenses: VAT on fuel bought for business trips (more on that later). 
• Team entertaining: such as summer staff parties, team lunches, and reward events (provided they’re open to all employees). 

What you can’t claim VAT on 

• Client entertainment: things like extravagant lunches with clients or rounds of golf with potential customers.  
• Non-business purchases: anything with a personal use element doesn’t qualify—you can’t claim VAT on your morning coffee just because you answered work emails while drinking it! 

How to claim VAT on mileage expenses in the UK

If you use your car for business travel, you may be able to reclaim VAT on your mileage expenses—but you’ll need to follow a few key steps:

Step 1. Keep your fuel receipts 

To reclaim VAT, you need proof of purchase, so make sure to keep all fuel receipts. These should be VAT invoices from petrol stations showing the total cost and the VAT amount.  

Step 2. Track your business mileage 

Since VAT can only be reclaimed on fuel used for business purposes, you’ll need a detailed mileage log.

For each trip, you should record:

• The date of travel 
• The starting point and destination 
• The reason for the journey (e.g., client meeting, site visit) 
• The number of miles driven 

Step 3. Use HMRC’s advisory fuel rates 

To calculate how much VAT you can reclaim, you’ll need to check HMRC’s advisory fuel rates. These rates vary depending on your car’s engine size and fuel type, so be sure to apply the correct one. 

Step 4. Calculate the fuel cost for business use 

Multiply your business mileage by the appropriate fuel rate.  

For example, if your advisory fuel rate is 15p per mile and you drove 200 business miles, the calculation would be: 

200 miles × £0.15 = £30.00 (fuel cost for business trips) 

Step 5. Work out the VAT reclaim 

Since VAT is already included in fuel prices, you can extract the VAT portion by dividing the total fuel cost by 6 (since VAT at 20% means 1/6 of the total price is VAT). 

£30.00 ÷ 6 = £5.00 reclaimable VAT 

At the end of the quarter, add up all your eligible mileage claims and include the total in your VAT return. 

How to claim VAT on fuel expenses in the UK

There are two main ways to reclaim VAT on fuel expenses in the UK: 

1. Reclaim all the VAT paid on fuel purchases and pay the appropriate fuel scale charge for your vehicle.  
2. Claim VAT only for the fuel used during business trips by maintaining thorough mileage records to demonstrate usage exclusively for business purposes.  

How to claim VAT on staff entertainment in the UK

If you’re planning a team event and hoping to reclaim the VAT, there are a few things you need to keep in mind.  

Let’s say you organise a company away day at an outdoor adventure park to boost team morale. To claim back the VAT on the cost, you’ll need some key pieces of evidence: 

• A VAT invoice: this should be issued by the supplier and include key details such as their VAT registration number, the date of the event, a breakdown of costs, and the VAT amount charged. 
• Proof it was for your employees: attendance records, a staff email invitation, or an internal memo confirming the event was open to all employees—not just senior management or directors. 
• A clear business purpose: documentation such as an event agenda, HR communications, or a policy statement explaining how the event contributes to team building, employee wellbeing, or company culture. 

How to reclaim VAT on expenses in the UK in three easy steps

Step 1. Keep your receipts and invoices

Let’s say you’ve just bought 5 new laptops for your business for £6,000, which includes £1,200 VAT. That VAT is money you can claim back from HMRC, but only if you have a valid VAT invoice from the supplier.  

Step 2. Add it to your VAT return 

Every quarter, you’ll submit a VAT return to HMRC.

In it, you’ll:

• List your total sales and the VAT you’ve charged customers 
• List your business purchases and the VAT you’ve paid 
• Work out the difference—this is what you either owe or can reclaim 

Step 3. Submit and get your VAT back 

Once your VAT return is ready, send it off to HMRC.  

If you’ve paid more VAT on expenses than you’ve charged on sales, HMRC will refund you the difference. If not, they’ll deduct it from what you owe. 

Just make sure to submit your return on time to avoid any penalties.  

Capture Expense automatically calculates and applies the correct VAT rate to all your transactions 

Whether you’re dealing with business purchases, travel expenses, or any other costs, our platform makes sure that VAT is accurately tracked and recorded.  

Book a personalised demo today to see Capture Expense in action.