Providing benefits to employees is a valuable retention method, but it can result in costly national insurance and tax implications. This guide covers common benefits that fall under statutory exemptions, which means that they are tax free for employees in certain circumstances.
Benefits are deemed to be ‘trivial’ if the following conditions are met:
Examples of trivial benefits include birthday gifts to employees, drinks after work and a takeaway being provided for the office.
There are generally no limits on the total amount of trivial benefits which can be provided to an employee annually. However, if this becomes extremely regular (such as a takeaway every Friday) the benefit may no longer be deemed ‘trivial’.
A director of a ‘close’ company can however not exercise trivial benefits worth more than £300 in a tax year. A close company is generally a company controlled by 5 or fewer shareholders however in practice the definition is wider so if in doubt, please ask.
Annual parties and events, such as Christmas and summer parties, are exempt if the following criteria is met:
For more information on how this rule works in practice see our quick guide - Common Areas of P11D Confusion
Health check-ups and medical screenings are exempt on one occasion each year.
Eye tests are exempt for employees who are required to use computer screens as part of their normal duties. This does not apply where an employee is reimbursed, only when the employer pays for the benefit on their behalf.
Are exempt.
Rules on giving mobile phones to employees are complex but generally phones are exempt if the following conditions are met:
(the phone is not owned by the employee).
The exemption covers the cost of line rental and calls associated with the phone described above.
See our quick guide - Tax Efficient Secondments
Work related training is an exempt benefit when the following condition is met: The training will be useful to the employee in performing duties of employment or will better qualify them for those duties.
Rewarding employees for suggestions that benefit your business can be exempt from tax and national insurance if the following conditions are met:
Equipment provided to employees for the purposes of homeworking, such as computer stands, desks and chairs are exempt if the following conditions are met:
Paying for employees’ bills (such as broadband and household bills) is only exempt if this covers additional costs incurred since homeworking started and the employee meets the homeworking conditions.
For further guidance on homeworking see our quickguide here
Anniversary gifts to employees are exempt if the following conditions are met:
A specific relief called ‘Detached Duty Relief’ applies applies where an employee attends (is seconded to) a temporary workplace for a period of up to 24 months.
The employee can obtain relief for the cost of travel to and from that workplace, which may also include the cost of accommodation and subsistence.
If circumstances change and there is a reasonable expectation that the secondment will be for a period that exceeds 24 months, the exemption will no longer apply.
The statutory exemption does not apply to expenses or benefits that are paid for, or provided under, a salary sacrifice agreement. For further guidance on secondment expenses, see our quick guide - Tax Efficient Secondments
When an employee relocates for work, the employer can reimburse relocation costs, tax free, up to £8,000. Amounts reimbursed in excess of this are taxable.
Loans to employees to purchase season tickets for public transport are exempt if they are below £10,000 per employee throughout the course of the tax year.
If you provide employees parking spaces at, or near, their workplace there are no reporting requirements.
Payments to employees to cover business travel (using their own car) at HMRC’s approved mileage rates are tax free. Please see HMRC’s mileage rates However, this does not include the costs of employees’ ordinary commute.
For further guidance on business travel see see our quick guide - Common Areas of P11D Confusion’
The benefits offered through a cycle to work salary sacrifice arrangement are exempt from tax for the employee.
The employer also does not have to pay employer NICs on the salary foregone. For further guidance on ‘cycle to work’ schemes see our quick guide here
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