🚗 Maltech-Africa Fuel Reimbursement Assistance Service

Maltech-Africa provides specialized support to SMEs in navigating the SARS fuel reimbursement process, ensuring compliance, accuracy, and maximum benefit. We bridge the gap between business operations and tax regulations, helping enterprises claim legitimate reimbursements without administrative stress.

🔑 Key Service Components

Logbook Setup

Guidance on maintaining SARS-compliant mileage logbooks, including templates and digital tracking options.

Method Selection

Advisory on whether to use the prescribed rate per kilometre or the actual-cost method, based on SME size, fleet usage, and tax efficiency.

Claim Calculation

Accurate computation of business kilometres, fuel costs, and allowable reimbursements, ensuring claims fall within SARS thresholds.

Compliance Review

Verification of supporting documents (fuel slips, service records, logbooks) to reduce audit risks.

Submission Support

Assistance in integrating claims into payroll systems or tax returns, ensuring smooth SARS processing.

🌍 Why Choose Maltech-Africa

• Cross-border expertise: Tailored for SMEs operating between Zimbabwe and South Africa, ensuring compliance in both jurisdictions.

• SME-focused solutions: Designed for small and medium enterprises with limited administrative capacity.

• Risk reduction: Minimizes exposure to SARS penalties through proactive compliance.

• Efficiency gains: Saves time and resources by streamlining the reimbursement process.

This service positions Maltech-Africa as a trusted compliance partner, helping SMEs recover legitimate costs while staying fully aligned with SARS requirements.

✅ Who is Eligible

• Employees with travel allowance — Employees who receive a travel allowance from their employer and use their private vehicle for business travel.

• Self-employed individuals — Sole proprietors or freelancers who use their own vehicle for business purposes.

• SMEs reimbursing staff — Small and medium enterprises that reimburse employees for business kilometres travelled.

• Company directors/owners — Directors or owners who use personal vehicles for company business.

📋 Circumstances Where Claims Apply

• Business travel only — Trips made to clients, suppliers, meetings, or project sites.

• Excludes private travel — Home-to-office commuting is not claimable.

• Logbook requirement — A SARS-compliant logbook must be kept, recording odometer readings, trip dates, destinations, and purpose.

• Prescribed rate or actual cost — Claims can be made at the prescribed rate (R4.95/km for 2026/27) or using the actual-cost method with receipts.

• Employer reimbursement — If the employer reimburses at or below the prescribed rate, it is tax-free. Above the rate, the excess is taxable.

⚠️ Common Disqualifications

• No logbook or incomplete records.

• Claiming private travel (home to office).

• Reimbursing above prescribed rate without declaring taxable portion.

📋 Client Onboarding Checklist

Fuel Reimbursement Compliance – SARS Process

1. Vehicle Information

• Vehicle registration papers

• Make, model, and year

• Ownership status (company or personal use)

2. Mileage Logbook

• SARS-compliant logbook with:

— Odometer readings (start and end)

— Trip dates and destinations

— Purpose of each trip (business only)

3. Fuel Documentation

• Fuel slips or invoices

• Monthly fuel card statements (if applicable)

4. Maintenance & Insurance Records

• Service and repair invoices

• Insurance premium statements

• Licence and registration fees

5. Payroll & Allowance Details

• Records of travel allowances paid to employees

• Payroll summaries for reimbursement integration

6. Business Registration & Tax Information

• Company registration certificate

• Tax reference number

• VAT registration status

🛡️ Compliance Assurance

By submitting these documents, SMEs ensure:

• SARS-approved claims with reduced audit risk

• Accurate calculation of reimbursements

• Maximum allowable deductions under either prescribed rate or actual-cost method

💳 Maltech Africa Service Pricing

1. Flat Setup Fee

• Basic Setup: R4,500 – R6,000

Includes logbook template, prescribed rate guidance, and one-time compliance briefing.

• Comprehensive Setup: R9,500 – R15,000

Includes full logbook design, actual-cost method calculation, compliance review, and submission support.

2. Ongoing Monthly Support

• Standard Support: R2,500 – R4,500/month

Covers monthly logbook checks, claim calculations, and payroll integration.

• Premium Support: R5,500 – R7,000/month

Adds audit-readiness reviews, digital tracking setup, and quarterly compliance reports.

❓ Frequently Asked Questions

How do I know which fuel reimbursement method to use?

We help you choose between the SARS prescribed rate per kilometre and the actual-cost method based on your SME size, fleet usage and tax efficiency.

Is a mileage logbook mandatory for SARS claims?

Yes. A SARS-compliant logbook is essential to substantiate business kilometres and avoid audit risk. We help you set up and maintain it.

Do you help businesses operating in both South Africa and Zimbabwe?

Yes. Our cross-border expertise ensures your fuel reimbursement claims stay compliant in both jurisdictions.

Can I pay for the setup and support in instalments?

Yes. We offer flexible Promise to Pay payment plans for our setup fees and monthly support packages.

What documents do I need for a compliance review?

Typically your mileage logbooks, fuel slips and service records. We verify these supporting documents to reduce audit risk.

📬 Request a Consultation

Ready to streamline your SARS fuel reimbursements? Tell us a little about your business and we'll recommend the right setup and support package.