How to track Fringe Benefits Tax

If you need to track and report expense data for Fringe Benefits Tax (FBT), Expensify offers a workflow to capture the required information and export it to a spreadsheet.

How to set up Fringe Benefits Tax tracking

This section covers the one-time Workspace Admin setup required to enable Fringe Benefits Tax tracking.

Add attendee count tags for Fringe Benefits Tax

To start tracking FBT, add the following tags to your Workspace:

• Number of Internal Attendees
• Number of External Attendees

These tags must be named exactly as written above, without extra spaces.

How to create attendee count tags for Fringe Benefits Tax

1. Navigate to Workspaces > [Workspace Name] > Tags.
2. Create tags with numeric values (for example, 01, 02, 03) up to your expected maximum number of attendees.
3. These tags can be used alongside existing accounting tags.

For more detailed guidance, see Configure Tags on a Workspace.

How to add the Fringe Benefits Tax payroll code

1. Navigate to Workspaces > [Workspace Name] > Categories.
2. Select the category you want to track for Fringe Benefits Tax.
3. Add the payroll code TAG.

For more detailed guidance, see Create expense tags.

How to enable the Fringe Benefits Tax workflow

After adding the attendee count tags and payroll code, email concierge@expensify.com with the following request:

Subject: Enable Fringe Benefits Tax Workflow
Message: Can you please add the custom workflow/DEW named FRINGE_BENEFIT_TAX to my company workspace named [Workspace Name]?

Once enabled, expenses coded with TAG will require attendee count tags before they can be submitted.

How Workspace Members submit Fringe Benefits Tax expenses

This section applies to Workspace Members submitting expenses under Fringe Benefits Tax categories.

• When submitting expenses under FBT-tracked categories, both internal and external attendee counts are required.
• If attendee counts are missing, the expense cannot be submitted.

How Workspace Admins export Fringe Benefits Tax data

This section applies to Workspace Admins reporting and exporting Fringe Benefits Tax data.

How to export Fringe Benefits Tax data using CSV

Before exporting, you must create a custom CSV template and add the formulas needed to capture attendee counts.

Note: Creating custom CSV templates is currently only available in Expensify Classic. This limitation applies only to template setup, not to exporting reports.

Add the following formulas to your CSV template:

• {expense:tag:ntag-3} → Internal Attendees
• {expense:tag:ntag-4} → External Attendees

For instructions on creating a custom CSV template, see Create a custom export template.

Once your template is set up, export expenses using the custom CSV template to capture Fringe Benefit Tax data.

For more detailed guidance on exporting expenses, see Download via CSV.

Example of Fringe Benefits Tax expense coding levels

If your Workspace uses multiple coding levels, a Fringe Benefits Tax report may include:

• GL Code (Category)
• Department (Tag 1)
• Location (Tag 2)
• Number of Internal Attendees (Tag 3)
• Number of External Attendees (Tag 4)

For more details on exporting data, see Search and download expenses.