Documentation to Substantiate Foreign Travel as Business Expense During Assessment

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Executive
70 Points Joined May 2025

Dear Experts,

What documents should be maintained to justify that foreign travel by directors and employees was for business purposes (such as meetings with potential partners and plant visits) and not a personal expense, in case of scrutiny or assessment by the AO?

Regards,

S Ram

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On 14 May 2025 at 17:41 Report
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Master in Accounts & high court Advocate
9025 Points Joined December 2011

To justify foreign travel by directors and employees for business purposes, maintain the following documents: Essential Documents - *Board Resolutions*: Minutes of board meetings or resolutions approving foreign travel for business purposes. - *Travel Itinerary*: Detailed itinerary, including meeting schedules, appointments, and plant visits. - *Meeting Notes*: Records of meetings, discussions, and agreements with potential partners or clients. - *Invoicing and Contracts*: Copies of contracts, agreements, or invoices related to the business purpose of the trip. - *Expense Reports*: Detailed expense reports, including receipts, invoices, and proof of payment. Supporting Documents - *Travel Tickets*: Copies of flight tickets, hotel bookings, or other travel arrangements. - *Business Cards*: Business cards of individuals met during the trip. - *Photographs*: Photos of meetings, plant visits, or other business-related activities. - *Emails and Correspondence*: Emails or other correspondence related to the business purpose of the trip. Best Practices - *Clear Documentation*: Ensure all documents are clear, concise, and well-organized. - *Consistent Record-Keeping*: Maintain consistent record-keeping practices for all foreign travel. -

*Timely Documentation*: Prepare and maintain documents in a timely manner, ideally during or shortly after the trip.

By maintaining these documents and following best practices, you can effectively justify foreign travel expenses for business purposes in case of scrutiny or assessment by the Assessing Officer (AO).

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On 14 May 2025 at 19:17


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