The R&D tax credit has been repealed, effective from the 2009-10 income year. It is still available for qualifying expenditure on R&D activities carried out in the 2008-09 income year. Find out more about the R&D tax credit repeal >
Tax agents: To file a detailed statement on behalf of a client, you must upgrade your online services user ID to access your client's detailed statement. For help, ask the online services support person or administrator in your office, or contact the R&D tax credit team.
Records showing eligible expenditure
Additional detail may be required
Records required for the R&D tax credit are predominantly the same as those already being kept for other tax purposes. However, an additional level of detail may be needed to differentiate between eligible and ineligible activity, between eligible and ineligible expenditure, and between SIE activity and supporting activity.
Apportionment
In some circumstances it may not be practical for businesses to examine each expenditure item and calculate the portion applied to the eligible R&D activity. It is up to the claimant to determine the level of eligible expenditure on a reasonable apportionment basis.
Where it is appropriate to use apportionment it must be:
- on a reasonable basis
- supported by an audit trail of source documents and working papers
- capable of being substantiated.
Costing methodology
Details of the standard costing methodology used may be required. This methodology could be by percentage of time, volume, unit sales, dollar value or other means, as appropriate.
You should base estimates involving time apportionment on robust activity-based costing principles. Assumptions should be fully and clearly articulated.
Dedicated research facility
Where a separate facility is dedicated to R&D, it may be appropriate to aggregate eligible R&D expenditure at a facility level and then apply that over the eligible projects.
Example - aggregation at facility level
Novel Solutions Limited has a dedicated R&D facility that worked on three eligible projects during the year. The facility is used to conduct R&D activities that incur eligible and ineligible expenditure.
The facility has a total expenditure of $890,000. It is determined that 85% of remuneration is spent on eligible remuneration, and other reasonable apportionments are made across expenditure items.
Novel Solutions Limited then apportions the eligible expenditure against the three eligible projects.
Facility Level
| Remuneration | Consumed items | Employee training | Total | |
|---|---|---|---|---|
| Total facility expenditure | $100,000 | $450,000 | $340,000 | $89,000 |
| Facilities eligible expenditure % | 85% | 60% | 95% | |
| Total eligible expenditure | $85,000 | $270,000 | $323,000 | $678,000 |
Allocation of facilities eligible expenditure across projects undertaken
| Remuneration | Consumed items | Employee training | Total | |
|---|---|---|---|---|
| Project 1 | $25,000 | $65,000 | $29,000 | $119,000 |
| Project 2 | $48,000 | $52,000 | $189,000 | $289,000 |
| Project 3 | $12,000 | $153,000 | $105,000 | $270,000 |
| Total | $85,000 | $270,000 | $323,000 | $678,000 |
The method used to determine the amount of eligible expenditure at a facility level and then again at a project level, will need to be done on a reasonable basis that can be verified.
Note: Examples are simplified. You should check the details in the detailed R&D information and/or consult your professional advisor.
Employee costs
Where time is recorded, this should be used to apportion costs between eligible and ineligible activities. If time recording systems are not used, you should ensure you have a reasonable means of apportioning time, and that you can show this.
Supporting documentation might take the form of log sheets, cost coding systems, project methods, or other documented bases for apportionment.
Example - project records
A business is doing eligible R&D and has estimated the cost of employee time in its project plan. While staff do not record their time, monthly project reports routinely comment on resource levels, and have noted that it is necessary to bring in an additional technician in on a full-time basis. The project plan and progress reports may provide an appropriate basis for assessing eligible expenditure on employee remuneration and related costs.
Note: Examples are simplified. You should check the details in the detailed R& information and/or consult your professional advisor.
Depreciation claims
Depreciation claims are eligible expenditure in certain circumstances. Find out more about depreciation loss.
Records should identify the eligible R&D activities that the item of property is used for, in situations where it is not wholly applied to eligible R&D activities.
Apportionment should be based on usage to determine the actual depreciation cost of that asset being applied to eligible R&D activities.
Example - apportionment of depreciation
An incubator is used to grow organisms and test products in a controlled environment to support eligible R&D activity and routine product testing. The incubator is in use 24 hours, and seven days a week during each testing cycle. Over the financial year the incubator is used for three lots of testing, all approximately 121 days long, one of which is for eligible R&D activity.
The total depreciation cost for the year is $25,000, so the eligible depreciation claim amounts to $8,333 for that year.
Note: Examples are simplified. You should check the details in the detailed R&D information and/or consult your professional advisor.
Training, recruitment, relocation and travel
Employee training, recruitment, relocation and travel costs incurred and directly related to the R&D activity are eligible expenditure and can be included as part of the total tax credit claimed.
Records need to show the direct relationship between the expenditure incurred and the eligible R&D activity the resource applies to.
Materials incorporated into a trial model
The materials used in a trial model or a preliminary version of a product or plant in the eligible activity should be documented on an actual or reasonable basis.
If there are multiple activities or projects being undertaken involving eligible and ineligible activities, you will need to keep records to differentiate between them.
This information could be recorded in a stock control system. When components are taken from store they are allocated to the R&D activity they will be applied to. You must build the phases of the R&D activity into the costing structure.
Overheads
Overheads such as administration, personnel, repairs and maintenance, cleaning, security, rates, utilities, insurance and leasing of buildings, plant or equipment are eligible expenditure, as long as you apply them to eligible R&D activities.
Apportionment of overhead items to eligible R&D activity is necessary. For example:
- the floor area used for R&D activity could be a basis for utilities and lease payments
- the number of employees involved in eligible activities could assist with personnel costs
- the number of days/units of usage could be a basis for leasing specific assets or plant.
If the eligible activity is not undertaken in a separate or self-contained area, apportionment will need to take into account criteria such as the amount of time spent on the eligible activity, and the capital resources applied to the activity.
Consumable items
Consumable items are those directly applied to tasks undertaken as part of the eligible R&D activity. Examples of these items include laboratory chemicals, electronic components used to build software and hardware, and any stationery used by engineers or technicians. The value of these items should be recorded directly against the project and/or the phase of the project to align it with the eligible R&D activity.
Records should be kept documenting the actual usage. This information might be captured through a costing centre or stock control structure, or be derived on a reasonable apportionment basis. The claimant will need to determine the most appropriate approach relating to their specific situation.
Expenditure or depreciation loss
Eligible expenditure includes expenditure or a depreciation loss incurred in acquiring or producing items which still have a market value that are processed or transformed as part of R&D activities.
They are only eligible where the amount of the expenditure exceeds:
- the proceeds for items sold other than to an associated person
- the market value of the items not sold or sold to an associated person.
Supporting documentation will need to include the purchaser's details. If the purchaser is an associated person, records should be available that validate the open market valuation used to calculate the loss.
Payments to a research provider
A payment for R&D to the person or entity performing R&D activities is eligible expenditure, providing it relates to eligible R&D and is not excluded expenditure.
Your supporting documentation needs to demonstrate that only the costs of eligible activity have been claimed, and that any ineligible expenditure has been excluded. You may wish to consider arrangements within your contracts to identify total eligible expenditure for each eligible project.
Supporting information to assist self-assessment includes:
- a contract for service detailing the required outcomes
- details of the R&D activities completed at each agreed phase and the milestones within each phase
- hours of work in each phase or activity, if there is an agreed hourly rate.
Where an associated person is undertaking the R&D services, the eligible expenditure is limited to the cost price of those services. Records will need to reflect the actual cost incurred by the associate, excluding any profit margin.
Find out more
- Find out what you need to do
- Keeping records to support your claim
- Conducting research by contracting a third party
Date published: 26 Sep 2008
Back to top
