Compute the automobile benefit and generate the right entry per regime
The worksheet automatically computes standby charge, operating cost benefit, and GST/QST to remit, for each vehicle made available to an employee or a shareholder. It handles both tax regimes (6(1) ITA employee, 15(1) ITA shareholder) and produces a distinct entry for each, with the correct offset account.
The central distinction, 6(1) employee vs 15(1) shareholder
The recipient receives the vehicle qua employee
The alternative computation (½ × standby charge) is available if they provide a written notice and employment use is > 50%.
Deductible for the corporation (Salaries-Taxable benefits).
The recipient receives the vehicle qua shareholder
The alternative computation is NOT available : only the general rule (personal km × rate) applies.
NOT deductible for the corporation, reclassified as « Advance to shareholder ».
An in-app Help, 6(1) vs 15(1) dialog details each line and cites public sources (Folio S2-F3-C2, T4130 guide, ITA sections 6 and 15). Getting this right at data entry is essential.
Initial configuration
Ledger opens Initial configuration. Confirm :
- Tax year : defaults to the engagement's year end.
- Per-kilometre rates : « General rule », « Auto dealership » (reduced), or « Custom ». Values are pre-filled from official rates, adjustable if a mid-year rate hasn't shipped yet.
Other rates (2% / month standby charge, 1.5% for dealerships, 2/3 lease fraction, GST/QST rates 4/104, 9.975/109.975, 3%, 6%) are set by law and not editable.
Vehicles tab : add an employee and vehicle
Add an employee button. Enter :
- Employee name (e.g. « Sample Employee »).
- Vehicle (optional) : make, model, plate.
- Availability type : Purchased or Leased. Fields change accordingly (Cost incl. tax for purchased, Total lease incl. tax + Insurance included for leased).
- Months of availability (default 12, fewer if acquired or sold mid-year).
- Auto dealership : check if the employer is a dealer (reduced rates 1.5%/month and $0.31/km).
- Beneficiary type : Employee 6(1) or Shareholder 15(1). Critical choice, drives the slip and entry.
- Total km, personal km : the worksheet computes employment use percentage.
- Standby charge reimbursement, operating cost reimbursement (within the year OR the following 45 days).
- Written notice for the alternative computation : check only in employee regime, if the vehicle is > 50% used for employment.
In Insurance included in the lease (annual), enter only the portion of insurance included in the lessor's monthly payment (bundled lease). If insurance is billed separately by a third-party insurer (most common case), this field must be $0. Otherwise the formula (2/3) × (E − F) drops the standby charge to zero, often zeroing the entire benefit.
Understand the calculations detail
Each vehicle has a Calculations detail panel showing three blocks : Standby charge (base, A/B fraction, before/after reimbursement), Operating cost (general rule km × rate, or alternative ½ × standby charge), and GST/QST to remit (4/104 and 9.975/109.975 on brut standby charge ; 3% and 6% on net operating cost).
Rates follow ARC guide T4130 sections 4.3 and 4.4, not editable.
Summary tab : totals and reminders
Summary aggregates :
- Total taxable benefit (T4 + T4A combined).
- 6(1) Employees subtotal (goes on T4 box 34 + RL-1 box W).
- 15(1) Shareholders subtotal (goes on T4A box 28).
- GST and QST to remit (report in the next sales tax return).
Important reminders at the bottom : Québec logbook (art. 41.1.4 LI, penalty $200/employee by default under art. 1049.34 LI), written notice for the alternative, tax remittance, spread across pay periods, note on 15(1) shareholder regime (non-deductible).
Entry tab : two distinct entries if mixed
If the file has both 6(1) employee and 15(1) shareholder vehicles, Ledger shows a banner and prepares two independent entries :
- Employees 6(1) : DR « Salaries-Taxable benefits » (deductible) / CR expense source account / CR GST payable / CR QST payable.
- Shareholders 15(1) : DR « Advance to shareholder » (receivable, not deductible) / CR expense source account / CR GST payable / CR QST payable.
For each entry, pick the reception account (Salaries-Taxable benefits for 6(1), Advance to shareholder for 15(1)), the expense source account (Fuel, Auto, Auto operations), and the GST/QST payable accounts.
The reception account amount is auto-computed and equals the regime's total taxable benefit (GST and QST included). The source account amount defaults to benefit minus GST/QST (extracted, not added). Adjustable.
Click Submit to adjusting entries for each block.
The Print button produces a PDF with the summary, per-vehicle detail (standby charge, operating cost, GST/QST), the entries, and the regulatory reminders. Firm brand applied.