Financial Focus On...Company Paperwork

16th July 2014 by Robin Beadle

Not the most exciting subject for this month’s article but occasionally we need to go back and double check to make sure that we don’t forget the basics.  So this month it’s Company Paperwork!  Or to put it another way, at some point in the future the Taxman is going to look into a Company’s affairs and will try to put his own spin on Company actions.  It is your paperwork that has the power to stop him in his tracks.

A Company (or indeed a partnership, a sole trader or even trustees on behalf of a Settlement) will make hundreds of decisions throughout its lifetime, any one of which could have tax implications.  If the Revenue man visits and thinks he can collect more tax, he could argue that any decision made was “for the purpose of avoiding tax”.  The taxman can try, but he has no right to tell people how to run their businesses, he can only apply tax law.  In borderline cases, the Taxman has to argue that the avoidance of tax or the conveyance of a benefit has occurred as a result of the transactions undertaken.

If your paperwork shows good commercial reasons (intended to benefit the business as a whole) behind any decision taken, the Inspector of Taxes will have a hard job proving otherwise.  All you need do is keep evidence of your decisions as you go.

The evidence to be kept should include notes of telephone conversations, a note of any decisions made at informal meetings of Company directors and, of course, minutes of formal Board Meetings; the latter having to be kept in the Company minute books.  I am not saying that routine everyday decisions of a trivial nature should be recorded ad nauseam.  I am talking more of the one-off things such as decisions to rent a particular premises (for example from one particular person or party over another), finance from a particular source (possibly a director) and other things that are generally considered before formally being put before the Board for agreement.  Ideally you should record your thinking behind these decisions.  (Companies are actually required by law to declare most transactions with directors’ non-Company affairs in the annual accounts and it is these declarations that give HM Revenue & Customs most of their ammunition).  Any notes taken should naturally include the date the meeting/decision occurred and the names of those party to the decision.  It may sound obvious, but it is surprising how often these little things are overlooked.

This is best illustrated from a case that became public a few years ago. A director decided to go on an extended trip to the Far East, taking his wife with him.  Before booking his tickets, a Board meeting was called at which it was resolved that the director’s wife was requested to accompany him on this trip to assist him at various social engagements for the benefit of the Company’s business.  It was also recorded that it was thought that the presence of the director’s wife produced minimal additional expenditure.  At a subsequent PAYE audit, it was ultimately accepted that no benefit charges (which would have been substantial) should be levied for the director’s wife accompanying him to the Far East.

I am not suggesting that everyone promptly goes abroad to follow the above example - for one thing the trip had to be of a business nature in the first place.  My point is that by recording your good intentions at the time decisions are made, this can put the brakes on the Taxman’s spin at a later stage.

For further information on any of the above points or to discuss your tax affairs generally, please do not hesitate to contact Robin Beadle.


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Robin Beadle

Robin Beadle

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