Types of Charges apply on Employee Transportation services

Types of Charges apply on Employee Transportation services

What Are Transportation Expenses?

An employee or self-employed taxpayer who travels for work reasons will bear certain charges, which are referred to as transportation expenses. Travel expenses, which also include taxi fares, gas, parking fees, lodging, meals, tips, shipping costs, and telephone charges, are all costs connected with going on business trips that employees may incur and then claim as reimbursement from their employers. Transportation expenses are a subset of these costs. On an employee’s tax return, some transportation costs may be deductible as business expenditures.

How do expenses work?

Any charges incurred by staff members traveling for work purposes are considered transportation expenses. The cost of travel, lodging, meals, and any other expenses associated with the trip can often be deducted from an employee’s wages as a transportation charge. In some cases, these expenses may also cover the cost of leaving your house to go to a temporary job site. For instance, a worker whose travel radius does not stop at their tax residence can ordinarily deduct that journey as a transportation expenditure.

These costs, however, are more focused. They only discuss the usage of or expenses associated with maintaining an automobile used for business purposes, as well as transportation by train, plane, bus, taxi, or any other mode of transportation for business purposes. When filing tax returns, these costs may also pertain to deductions for businesses and self-employed people. The cost of traveling to and from work, however, is not considered a transportation expenditure.

Tax deductions for transportation costs are only possible if they are directly connected to the main line of business that an individual works for. For instance, it is regarded as a transportation expense if a traveler engages in the same business or trade at one or more regular work locations that are far from their residence, such as a construction worker. 

Similar to this, if travelers don’t have a fixed place of employment but work mostly in the same metropolitan region as where they live, they can deduct travel expenses for trips to work locations outside of their metro area. However, it is not permitted and may be seen as a kind of tax fraud to claim transportation expenses when you haven’t actually traveled for the firm.

To claim travel expenses, taxpayers must maintain accurate records. Travel-related costs that are reimbursable or tax-deductible must be supported by receipts and other documentation.

Employee Transportation Services Subject to GST

According to AAR Maharashtra of Tata Motors Limited (2020), an Input Tax Credit (ITC) is applicable on GST charged by the service provider on the rental of a bus or motor vehicle with a seating capacity of more than thirteen people for transportation of employees to and from the workplace.

The applicant has contracted with service providers to offer its employees a transportation facility. on buses with a seating capacity of more than 13 people but without air conditioning.

The application provides a permit to guarantee that only authorized individuals or workers are using the transportation facility, and a small fee is recovered from the employees on a monthly basis. All workers who want to use the employee transportation facility are welcome to do so. The employee is not permitted to access the transportation facility after terminating employment with the application. In other words, in order to use this function, there must be an employer-employee connection.

An Input Tax Credit is available to the employer:

It is decided that the employer is eligible for an input tax credit (ITC) on the GST that the service provider charged on the hire of a bus or motor vehicle with a seating capacity of more than thirteen people for the transportation of employees to and from the place of employment.

According to Section (1), Every registered person has the right to claim the input tax paid on any supplies of goods or services or both made to him that are used or intended to be used in the course or advancement of his business, subject to any conditions and restrictions that may be prescribed and in the manner described in Section 49.

Section 16 of the CGST Act 2017. It contains clauses addressing eligibility and requirements for getting ITC. based on Section 16 (1). Every registered person has the right to claim an input tax credit for any supplies of goods or services or both that he receives and uses or intends to use in the course or advancement of his business, subject to any applicable conditions and restrictions and in accordance with the procedures outlined in Section 49.

In this case, the applicant used the services provided to them in the course or advancement of their business; thus, they are presumptively qualified to claim the GST charged by their suppliers.

For the transportation of people in motor vehicles with permitted seats for more than thirteen people, input tax credits have been made available for leasing, renting, or hiring (including the driver). Section 17(5), as modified by the CGST (Amendment) Act, starting on January 1, 2019

However, the applicant will not be qualified for an input tax credit if the motor vehicle they rented does not have a permitted seating capacity of more than thirteen people (including the driver).

An ITC is offered up to the amount of GST paid by the employer:

On a monthly basis, the company collects a small amount from the employees to cover transportation costs. The GST is paid by the business on the difference between what was paid to the service provider and what was recouped from the workers. Similar transactions conducted under the pre-GST regime were upheld by several courts as being ineligible for credit to the manufacturer on the portion of CGST incurred by the employee. As a result, ITC will only be allowed to the extent of CGST borne by the employer.


You now have a better understanding of the costs associated with employee transportation services. The organization tracks all costs associated with an employee’s work-related travel, including taxes. The fee is included in the employee’s earnings since it is seen as a transportation expense.

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