How to Set Up Personal Use of a Company Car

Overview

Updated 07/09/2021

This article walks through the one-time configuration of Avionté transaction types required to manage the personal use of a company car as part of employee income. See Admin Tools - Transaction Type for more information about transaction types, transaction type categories, and transaction type properties. 

Open Admin Tools

Create a Transaction Type Category for Personal Use of Company Car

Create Required Transaction Types for Personal Use of Company Car

Set the IncludeInOtherHours Transaction Type Property

Open Admin Tools

New transaction types are created in the Config Transaction Type Admin Tool.

1. From the Start Page, select Admin Tools from the Actions menu or click the Admin Tools shortcut button to open the Admin Tool Main window.
   
   
2. Under Category, click System.
   
   
3. Under Select, double-click Transaction Type to open the Config Transaction Type window.
   
   

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Create a Transaction Type Category for Personal Use of a Company Car

This transaction type category will be used to mark the use of a company car as exempt from disposable income.

For more information about transaction type categories, see the Category tab section of Admin Tools - Transaction Type. 

1. In the Config Transaction Type Admin Tool window, click the Category tab.
   
   
2. Click Add New.
   
   
3. Enter an appropriate name for the category, like "PUCC" (Personal Use of Company Car).
   
   
4. Add a check in the Is DI Exemption box. Adding a check in this field indicates that the category is exempt from disposable income (DI).
   
   
   
   
5. Click Save.

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Create Transaction Type for PUCC

This transaction type is used for the personal use of a company car and will be paid to the employee and tracked like regular income.

For more information about creating transaction types, see Transaction Type - Add / Edit Transaction Types.

1. In the Config Transaction Type Admin Tool window, click the Detail tab.
   
   
2. Click Add New.
   
   
3. Choose a name that reflects the purpose of this transaction type. "PUCC" will be used in this example.
   
   
4. Enter "PUCC" in the Name field.
   
   
5. Enter "PUCC" into the Description field.
   
   
6. Enter "PUCC" into the System Name field.
   
   
7. From the Type drop-down menu, select PayCode.
   
   
8. If this information should appear on a W2, enter "14" in the W2Box field. For more information on Fringe Benefits, see the IRS 15-B help article on the IRS' website and refer to your Tax Professional for more information.
   
   
9. Enter "PUCC" into the W2Label field. 
   
   
10. In the Shared By section, add a check mark next to the name of all branches that should have access to this transaction type.
    
    
11. Click Save.
    
    
12. Click OK in the Save Confirmation window.

Create transaction type for PUCC (Deduction)

This is for deducting the PUCC amount so that the employee is not paid the money they have already received.

1. In the Config Transaction Type Admin Tool window, click the Detail tab.
   
   
2. Click Add New.
   
   
3. Choose a name that reflects the purpose of this transaction type. "PUCC (Deduction)" will be used in this example.
   
   
4. Enter "PUCC (Deduction)" in the Name field.
   
   
5. Enter "PUCC (Deduction)" into the Description field.
   
   
6. Enter "PUCC (Deduction)" into the System Name field.
   
   
7. From the Type drop-down menu, select Permanent Deduction. This paycode signifies that the taxable portion of this is considered a fringe benefit. For more information on Fringe Benefits, see the IRS 15-B help article on the IRS' website
   
   
   
   
8. From the Deduction Category drop-down menu, select PUCC. PUCC is the transaction type category created at the beginning of this process.
   
   
9. If this information should appear on a W2, enter "14" in the W2Box field. Refer to your Tax Professional for more information on where this appears on the W2 form. For more information on W2 forms, see the IRS' General Instructions for Forms W-2 and W-3.
   
   
10. Enter "PUCC" into the W2Label field.
    
    
11. In the Shared By section, add a check next to the name of all sites that should have access to this transaction type.
    
    
12. Click Save.
    
    
13. Click OK in the Save Confirmation window.
    
    

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Set the IncludeInOtherHours Transaction Type Property

If an employee’s personal use of the company car income affects the results of the Gross Profit report for your organization, the value of the IncludeInOtherHours property should be set to “True”.

Desired Effect	IncludeInOtherHours Value
PUCC reflected in report	True
PUCC not reflected in report	False

For more information about the IncludeInOtherHours transaction type property, see Transaction Type Property - IncludeInOtherHours.

For more information about the Gross Profit Report, see Gross Profit Report.

Follow the steps below to verify or change the IncludeInOtherHours setting.

1. In the Config Transaction Type Admin Tool window, click the Property tab.
   
   
2. From the Select Branch drop-down menu, select the branch that should have this property change applied to it.
   
   
3. If this change should apply to all branches in the organization, add a check mark in the Apply changes to all Branches box.
   
   
4. Search for "PUCC" in the Name column.
   
   
5. Use the horizontal scroll bar to scroll to the right and locate the IncludeInOtherHours column.
   
   
   
   
6. Click in the IncludeInOtherHours field.
   
   
7. Make the value change.
   
   
8. Press the Tab key to save the changes.
   
   
9. Repeat steps 7 through 9 for each row that should have this change applied.
   
   

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