Expenses - pushing the envelope

**Greg@CapitalCity** · 12 September 2012, 21:53

If your motivation is purely commercial, then I see no problem with this. I would imagine the cost of flights/accommodation/subsistence etc will be substantial so I would suggest;
(1) Book/pay for everything using your company name, and company bank account/credit card;
(2) Keep records of where you went, who you met with, and its purpose;
(3) And also keep your business files relating to this venture such as business plans, market research, execution plans etc - documents that show this is a legitimate side to your business that you are pursuing.

**northernladuk** · 12 September 2012, 22:32

Who are you trying to kid with this one? Extended stay to write an information website just because you like the place? Pull the other one.

I imagine you already know the answer but came here looking for someone to tell you what you want to hear.

**Sockpuppet** · 13 September 2012, 06:22

HMRC wouldn't allow this. Not being cynical they just wouldn't. If you've been twice before why do you need to visit again? It would be far cheaper to hire someone on the Island to find out the info you want. This could be expensed but doesn't obviously get you a cheap holiday I mean fact finding trip.

**d000hg** · 13 September 2012, 07:41

On a more positive note I suggest you contact UKTI because they might have some sort of funding to help businesses looking to export.

**palatino winotype** · 13 September 2012, 07:53

Originally posted by Greg@CapitalCity View Post

If your motivation is purely commercial, then I see no problem with this. I would imagine the cost of flights/accommodation/subsistence etc will be substantial so I would suggest;
(1) Book/pay for everything using your company name, and company bank account/credit card;
(2) Keep records of where you went, who you met with, and its purpose;
(3) And also keep your business files relating to this venture such as business plans, market research, execution plans etc - documents that show this is a legitimate side to your business that you are pursuing.

Thanks for the positive thumbs up there Greg.

Contrary to what some of the naysayers have said, this isn't an excuse for a cheap jolly at HMRC's expense. The fact that I have been there before is irrelevant - I didn't come up with the idea until sometime after my last visit.

Of course, one justification is that a content rich site like this will need original photographs - and a lot of them. These are not available from the likes of Comstock and even if they were - have you seen the price you pay for photos when you want unrestricted rights to them?

There is another aspect to this site (that I'm not divulging here, though it's in conjunction with a local company on Sao Tome) that makes it a bit more than an informational website and herein lies my monetisation plan. So there is a more businessy side to this other than somebody just swanning off to West Africa to write a blog.

**tractor** · 13 September 2012, 08:21

...

Originally posted by palatino winotype View Post

Thanks for the positive thumbs up there Greg.

Contrary to what some of the naysayers have said, this isn't an excuse for a cheap jolly at HMRC's expense. The fact that I have been there before is irrelevant - I didn't come up with the idea until sometime after my last visit.

Of course, one justification is that a content rich site like this will need original photographs - and a lot of them. These are not available from the likes of Comstock and even if they were - have you seen the price you pay for photos when you want unrestricted rights to them?

There is another aspect to this site (that I'm not divulging here, though it's in conjunction with a local company on Sao Tome) that makes it a bit more than an informational website and herein lies my monetisation plan. So there is a more businessy side to this other than somebody just swanning off to West Africa to write a blog.

Why would you want unrestricted rights to photos when they will be single use and stuck on a web page?

**BA to the Stars** · 13 September 2012, 08:44

If you want to know if the HMRC would allow this to be expensed why don't you ask HMRC?
At least if you get something in writing from them it should give you a degree of comfort should they investigate later.

**northernladuk** · 13 September 2012, 08:55

Another note

The question I have is (and I'm sure you've guessed it) can I expense this through my Ltd? My company is listed as an internet consultancy so I'm not exactly going outside of my company's remit here

What you are doing is tourism not IT. The website is a tool not the main focus of your efforts so I would say you are going out of your companys remit.

**speling bee** · 13 September 2012, 09:05

Originally posted by northernladuk View Post

Another note

What you are doing is tourism not IT. The website is a tool not the main focus of your efforts so I would say you are going out of your companys remit.

If he is developing content and needs to be on site, what is the problem? It might indeed invite questions from HMRC, but if he can demonstrate it as wholly, nescessarily and exclusively (or is the wording slightly differnet - you get the point) for business, then why isn't he in the clear.

Turn it round the other way, if someone wants to undertake this kind of business activity, how are they meant to do so if their business cannot spend its cash in this way?

Expenses - pushing the envelope