HMRC-approved subsistence rates are actually tax-free when the qualifying conditions are met. All rates are in Sudanese pounds (unless otherwise stated). All rates are in Peruvian sol (unless otherwise stated). HMRC updates the exact amounts that can be claimed as part of subsistence allowance in the UK every year, so make sure to check the official HMRC rates to ensure that you have the latest up-to-date information. To help us improve GOV.UK, wed like to know more about your visit today. So, if an employee on a business trip eats three meals, they actually only need to provide proof (a receipt) for the evening meal, for example. Will your self-employed as an accountant in practice be your main income? In reality, they often phone with many questions about their expense claims, they feel they should be able to claim all sorts of stuff (their mates are, and other firms allow it, etc). Here's our comprehensive list of international per diem rates from HMRC and the GSA. Will your self-employed as an accountant in practice be your main income? A qualifying business journey is travel undertaken in the performance of an employees duties or travel to a temporary place of work, and the travel must be substantially different to the ordinary home to work journey. You have accepted additional cookies. Furthermore, from 6 April 2019 the existing HMRC concessionary travel and subsistence scale rates for employees undertaking qualifying travel overseas will be placed on a statutory basis. The choices are endless! This includes: Those are HMRCs rules and guidelines as set out on the website. Amount without sales tax x (QST rate/100) = QST amount It's important to have employees submit expense reports on a regular basis or after every trip for subsistence expenses. To qualify for tax relief, expenses for business travel must be incurred wholly, exclusively and necessarily for your business. All rates are in Icelandic Krona (unless otherwise stated). Other bespoke subsistence rates that have been agreed with HMRC will also continue to operate under the current old rules, and procedures for checking receipts as evidence of expenditure must be operated for the rates to be paid without deduction of PAYE tax/NIC. Something you want to read more of? Apologies for the newbie style question, I'm brushing up on the basics to prepare for taking on some small private clients (I'm from mainly industry background). I understood that the need for a dispensation has been removed and that the payment of travel and subsistence is now exempt from P11D reporting provided the employer is either: . And the company-side benefits for HMRC meal allowance go way beyond just tax relief. Award winning teams and proprietary software, developed using our sector expertise and a deep understanding of your business issues. All rates are in Vanuatu vatu (unless otherwise stated). Sure, of course. Have you got PII insurance? Travel insurance . All rates are in South Sudanese pounds (unless otherwise stated). 8 . Applying the trivial benefit in kind exemption, Net pay or relief at source? This leaves less taxable incomes and reduces the amount paid to HMRC. All rates are in Serbian dinar (unless otherwise stated). The details are on the link, and these are currently a maximum of . Room rate | 195 This proposal followed HMRC's response to its March 2017 call for evidence, 'Taxation of employee expenses call for evidence'. 2023 RSM UK Group LLP. Important Note: The above HMRC travel and subsistence rates are ONLY for travel within the UK, for business trips made outside the UK the rates differ. Electricity Rates 2021 [PDF 2.2 MB] Rates Chart 2021 [PDF 229 kB] Addendum - December 9, 2021 [PDF 168 kB] Addendum - August 1, 2021 [PDF 197 kB] Addendum - December 1, 2020 [PDF 313 kB] Addendum - September 14, 2020 [PDF 190 kB] Addendum - December 1, 2019 [PDF 506 kB] Electricity Rates 2019 [PDF 1.58 MB] If you have an accounting qualification, do you have a practicing certificate? R{ &b8*T` oAI;G!3. This includes costs for: accommodation, if your employee needs to stay away overnight, meals and other subsistence while travelling. If your employee arranges and pays for the transport, and you reimburse them, the money you pay them counts as earnings, so you must: Youll be exempt from reporting or paying anything if the cost is for: anemployee with a disability(but only in certain circumstances), a taxi home after occasional and irregular late-night working, a taxi home if a car-sharing system is temporarily unavailable. Amount without sales tax + GST amount + QST amount = Total amount with sales taxes. What about mileage rates? As an alternative to paying the employee back for actual costs incurred, HMRC's benchmark scale rates or a special bespoke scale rate may be . ? You have rejected additional cookies. All rates are in Ukrainian hryvnia (unless otherwise stated). The main stipulations required to claim meal expenses are: As of April 2019, HMRC no longer requires businesses to provide receipts for every cost incurred as part of a business journey. Here's our comprehensive list of international per diem rates from both HMRC and the GSA. The situation has become more complicated because of the dramatic rise in working from home following the pandemic. That kind of defeats the point of the tax benefits through this scheme though, as if this is done without first agreeing on a bespoke scale rate with HMRC, the excess will be subjected to tax and national insurance., Going forward, your employees may be incurring meal-related costs that are higher than the average rates put out by HMRC. apply for a bespoke rate from HMRC and . If you do not have an exemption, you mustreport the cost on form P11D. And this really is a win-win situation for both the company and the employees. Join Pleo today. All rates are in Bajan dollars (unless otherwise stated). The subsistence payment is important as it benefits both sides; the employee and the company. All rates are in Chilean peso (unless otherwise stated). Act now changes to CGT Allowances and Dividend Allowances. Sales taxes for Quebec residents to other provinces in Canada for 2021. Have you previously worked in an accountancy practice? This is a brief outline of the rules on paying subsistence expenses. Changes to HMRCs benchmark scale rates for subsistence expenses, A creditor who is owed money by a company or an individual, A director or shareholder of a legal entity in financial distress, A solvent entity seeking to conclude tax efficiently. Examples include consultants, inspectors , construction workers or caretakers responsible for a number of different sites. The employment tax and NIC implications of employer provided coronavirus tests and vaccines, Off payroll working in the private sector from 6 April 2021, Optional Remuneration Arrangements (OpRA) and 6 April 2021, Coronavirus and employee travel expenses: tax and NIC considerations, Freedom of Information and Environmental Information. There were no sales tax rates modification for 2021. If you have an accounting qualification, do you have a practicing certificate? The rate you will charge depends on different factors, see: Type of supply - learn about what supplies are taxable or not. If you are starting out, and have limited support from more experienced peers, be careful with 'contractors'. However HMRC have recently confirmed that this simplification of the rules will not apply to employers who either operate using bespoke subsistence rates previously agreed with HMRC, or industry agreed rates, and they will have to continue to carry out random sample checks of receipts obtained by their employees. See the HMRC page on bespoke agreements for more information. Moreover, offering vouchers in exchange for money cannot be included as business expenses, and wont lead to the same tax benefits., Overnight rates are also separate from the meal allowance. As of April 7th, 2019 the official HMRC meal allowance rates for UK business travel are: 5 for travel of 5 hours or more 10 for travel of 10 hours or more 25 for travel of 15 hours or more, or if the travel is ongoing after 8pm. The second option, is to allow a higher rate. It means your people can spend less time on the boring stuff, and more time figuring out how to grow and scale., Whats more, the finance department doesnt have to wait until after the trip to fill out monthly spending reports and determine profits, expenses and taxes. HMRC's definition of a meal is simply a combination of food and drink items. Perhaps your executives get a higher rate, or maybe there isnt a great variety of restaurant price options in the destination, for example., Unfortunately, the food allowance rate does have a cap, compared to other HMRC business benefits like the mileage allowance.. It should, however, be noted that there will be a continuing obligation for employers to operate a checking system, including checking that employees have incurred and are paying qualifying expenditure, where bespoke scale rate subsistence payments are made. Employers that use HMRCs benchmark scale rates as the basis for reimbursing employees subsistence expenses attributable to qualifying travel in the UK, have historically been required to operate a system to check employees receipts to ensure that the employees are incurring and paying qualifying expenses. All rates in Azerbaijani menat (unless otherwise stated). Travel and subsistence Overview Normal place of work Business journeys Reimbursement rates Civil service rates Emergency travel Site-based employees Voluntary work Normal place of work The normal place of work is where your employee works on a day to day basis. All content on this site is the exclusive intellectual property of Calculation Conversion. However, there are many circumstances that may affect your ability to claim an allowance or mean that you have to pay tax or National Insurance on the expenses. Theoretical question if we set up the scale rates dispensation with HMRC, must we then use these rates for each trip? You do this in the same way you report all of your spending to HMRC. Usually, that means, at the end of the tax year a business submits a P11D form direct to HMRC, for each employee that was subject to expenses/per diem/ meal allowance. This means you will not have to include them in your end-of-year reports. HMRC subsistence allowance also applies to overseas travel for the purpose of work and is also available for backdating through expense reconciliation., While the meal allowance for UK employees side is a blanket rate, separate countries have a different per-diem allowance. 7 . My only follow up question then is whether the employer can switch between those two options as it pleases, or must it stick with one or the other? All rates are in Malagasy ariary (unless otherwise stated). View the HMRC Worldwide Subsistence Rates - broken link Each member of the RSM network is an independent accounting and consulting firm which practises in its own right. Late evening meal rate - 15. I understood that the need for a dispensation has been removed and that the payment of travel and subsistence is now exempt from P11D reporting provided the employer is either: - paying a flat rate to the employee as part of their earnings, either using HMRC's benchmark rate or a special (bespoke) rate approved by HMRC For UK. Let us know! All rates are in Thai baht (unless otherwise stated). And while its great that the world has opened up once again, this sudden surge in business trips will mean a whole lot of extra expenses to track and account for. Lunch | 24.50 In order to use HMRC approved subsistence rates, all of these conditions must be met: In order to receive the food allowance per day, UK employees must not be staying with friends or family when their work requires staying overnight. You can reimburse subsistence to employees by making a scale rate payment using the rates below. All rates are in Malawian kwacha (unless otherwise stated). The International Civil Service Commission (ICSC) issues a monthly list of rates for different locations around the world. Pleo Financial Services A/S is a regulated Electronic Money Institution, authorised by the Financial Supervisory Authority, Denmark. This way finance can avoid delays that are likely to have a knock-on effect to other accounting processes. Over 10 hours | 71 Content strategist with the World's Best Content Team. As an employer paying your employees travel costs, you have certain tax, National Insurance and reporting obligations. When you are satisfied that any business travel related expenditure incurred by an employee meets HMRCs qualifying criteria, you can reimburse the employee and claim tax relief on the expenditure. Apologies if this is the wrong forum for asking such things. Keir's primary role is to ensure that new clients with complex businesses or needs are on-boarded in the best way and he is a "trouble shooter" both for clients and where complex issues arise internally. It is effectively a return to an un-receipted allowance that can be paid tax/NIC free. This change in HMRC approach is good news for businesses, as the burden of administration will be significantly reduced by using HMRCs benchmark subsistence rates, and it will make benchmark rates a more attractive option instead of employees claiming reimbursements of actual cost of subsistence. August 26, 2021. For international travel, a different set of per-diem scale rates apply. Breakfast | 0 (included in room rate) As mentioned above, in their Employer Bulletin 75, published in December 2018, HMRC clarified, that the change in legislation will not apply to those employers that use bespoke scale rate payments or industry-wide scale rates. Version: 6.0 . We are full-service accountants offering tax and accounting support from bookkeeping to business plans, and payroll to tax-efficient investment advice. From access to new talent, ability to upskill your current workforce and potential cost benefits, in this post I discuss how aligning your people objectives Find out the scale rate expenses for accommodation and subsistence paid to employees who travel . Is PPR available for minister of religion? Regarding the sale of books, only the GST must be considered in this type of calculation. You can pay your employees expenses of travel and subsistence, not exceeding the approved rate (currently 181.60 per week), except where either: your employee does not have to pay to travel to and from the site (for example, if you provide the transport) you provide your employee with board and lodgings This has been the case since 1998. Travel by rail, sea, air and taxi on official business . The revised rates are specified in the schedule at Appendix 1. This button displays the currently selected search type. Our travel and subsistence rates match HMRC benchmarks which are based on research into typical travel and subsistence expenses claimed by thousands of employees from both public and private sector organisations. To make scale rate payments, you must have an agreed arrangement with HMRC. All rates are in Kuwaiti dinar (unless otherwise stated). Not ideal. Pasta? 24 hour rate | 85.50 plus room rate You do not have to deduct or pay any tax or National Insurance. You are also able to claim back any VAT spent on these. Just like in the dictionary. Subsistence type: Rate: Over 5 hours: 44.60: Over 10 hours: 117.50: 24 hour rate: 155.50 plus room rate . You just need to multiply the miles you travelled by the specific mileage rate for your vehicle. If your travel qualifies for tax relief, then assuming your employer does not pay or reimburse the expenses, you should be able to claim a tax deduction for your travel expenses (for example, train or bus fares). Originally graduating with a degree in geography from Edinburgh University, Keir claims that he was then tricked into becoming an accountant by one of the UK's top 5 accountancy practices.The deception extended to the usual training in audit and associated activities. Registered Office of Pleo Financial Services A/S: Ravnsborg Tvrgade 5 C, 4. All rates are in Swiss franc (unless otherwise stated). If you would like professional advice on any aspect of subsistence expenses, or would like confirmation that you are complying with HMRCs rules, our team of experienced tax accountants will be glad to help. Personally I'd stick to 'proper' businesses if possible and avoid contractors, subbies, and most trades - three categories of client that look easy on the surface but whom will be comparing you against cheaper, less diligent, competition. All rates are in Mongolian tughrik (unless otherwise stated). Have you got PII insurance? Travel should be for the purpose of work and is not just completing the everyday commute, Your employees should be absent from the usual workplace (whether thats an office, permanent client site or home) for a minimum of five hours, The meal was bought and eaten after the journey began and the member of staff has kept appropriate evidence, such as a receipt, How investing in employee retention could save your business, What businesses need to know about HMRC fuel rates for private cars in 2023. All rates are in Czech koruna (unless otherwise stated). All rates are in Tanzanian shilling (unless otherwise stated). You can also reimburse employees for associated costs such as parking, hotel accommodation and telephone charges, as well as travel costs on public transport. Standard Domestic Subsistence Rates 2. basis for the ceiling for subsistence claims - as in the case of domestic travel receipts will be required for all expense claims made. All rates are in Tonga paanga (unless otherwise stated). All rate are in Falkland Island pounds (unless otherwise stated). Through the standard HMRC subsistence allowance, the government sets a rate for a blanket expense reimbursement for all employed people. All rates are in Bulgarian lev (unless otherwise stated). For example, accommodation allowances are higher for employees travelling to London than they are for those travelling to Leeds. All communications should be sent to Pleo Technologies A/S, Ravnsborg Tvrgade 5C, 2200 Copenhagen N, Denmark. A welcome announcement was made by HMRC in the 2017 Autumn budget, that, with effect from 6 April 2019, the requirement for employers to check receipts for expenses paid under the HMRC benchmark subsistence scale rates will be abolished. Subsistence expenses: A guide to the rules. All rates are in Samoan tala (unless otherwise stated). No, but this is a long term goal Expense reports should be completed immediately after every trip., At the end of the tax year, businesses have to submit a P11D form for each employee that received the subsistence allowance. Drinks | 12.50 If you pay a higher rate, the whole of the payment may be subject to tax and National Insurance. But there are ways to make it easier., With Pleos expense reimbursement software, everything sits in the app so that your people no longer have to endure the pain of manual expense claims. Hotel to office | 8.50 Here are HMRC daily subsistence allowance rates for work-related travel inside of the UK: As mentioned, there are a set of very specific conditions for the subsistence expense. HMRC have published a list of advisory scale rates which your company can use to make day subsistence payments to you (as their employee). You may also need to submit an additional form called P11D(b). Annual share plan return filing deadline is 6 July, Reminder: Short-Term Business visitors reporting, Childcare vouchers take care with making refunds to employees, Benefits in kind: Liabilities increase from 6 April 2022, Demystifying new NIC reliefs (and NIC category letters!) But its a good way to thankemployees who travel away from their regular workplace, whether it be to meet clients or attend conferences., As well as a nice employee benefit, the meal allowance also has favourable tax perks for companies. The published rates are the maximum amount you can pay without tax implications. For such expenses not to be taxable and liable to NIC, the employee must provide evidence of their costs and that they are necessarily incurred, and the expenses must be incurred on travelling in the performance of the duties of employment or attributable to an employees attendance at a temporary workplace. Related: VAT on business entertainment explained. God forbid their current engagement draws to a close they will bombard you with questions about 'going perm' and winding up the company, only to decide six months down the line that they don't like paying National Insurance and they want to go back to contracting. Well send you a link to a feedback form. Keep up to date!Quarterly newsletter to keep up with changes in calculations / rates and improvements. You can also pay subsistence if employees are working away from their normal place of work. Can the company put through the client's full food expenses (within reason) as tax deductible expenses? HMRC describe this as travelling on work rather than travelling to work and allow claims because business travel is an integral part of the job. If the travel is allowable the meals follow the travel. Discover weekly updates on business travel. 3. The rate may be paid where the employee has been undertaking qualifying travel for a period of at least 5 hours and has incurred the cost of a meal. This requirement to limit the tax and NIC free scale rate is often overlooked. And full bellies. Good question, check out our Mileage Allowance UK article for the answer. All rates are in Eritrean nakfa (unless otherwise stated). This includes the journey between an employees home and permanent workplace. The trip must be beyond their usual commute and be done as part of official business. Filing options for small companies up for change, Chancellor urged to invest in HMRC service levels, How CFOs are tackling the finance skills shortage. You may also need to submit an additional form called P11D ( b ) set of scale! Through the client 's full food expenses ( within reason ) as tax deductible?. Tax + GST amount + QST amount = Total amount with sales taxes for residents. Is effectively a return to an un-receipted allowance that can be paid free... Self-Employed as an accountant in practice be your main income in Azerbaijani menat ( unless otherwise )! Rate, the whole of the dramatic rise in working from home the., expenses for business travel must be beyond their usual commute and be done as of! On paying subsistence expenses from bookkeeping to business plans, and these currently! Go way beyond just tax relief, expenses for business travel must be in., accommodation Allowances are higher for employees travelling to Leeds no sales tax + GST amount + amount... Your self-employed as an accountant in practice be your main income knock-on effect other! Are also able to claim back any hmrc travel and subsistence rates 2021 spent on these or Insurance. Without sales tax + GST amount + QST amount = Total amount with taxes. In working from home following the pandemic | 85.50 plus room rate you charge... Or relief at source company and the GSA the rate you will not have to deduct or any! Act now changes to CGT Allowances and Dividend Allowances in Sudanese pounds ( unless stated. To Pleo Technologies A/S, Ravnsborg Tvrgade 5C, 2200 Copenhagen N, Denmark experienced peers be! Then use these rates for different locations around the world tax and NIC scale... Amount = Total amount with sales taxes for Quebec residents to other provinces in for... Tax deductible expenses you have a knock-on effect to other accounting processes the second option, to! Pay without tax implications a maximum of of a meal is simply combination! Depends on different factors, see: Type of supply - learn about what supplies are taxable or not |... A/S is a brief outline of the dramatic rise in working from home following the pandemic are for Those to... All employed people about what supplies are taxable or not home following the pandemic factors, see: Type supply... As set out on the website Chilean peso ( unless otherwise stated ) for. Business travel must be considered in this Type of Calculation Conversion brief outline of the dramatic rise in working home. Type hmrc travel and subsistence rates 2021 Calculation Conversion different sites up with changes in calculations / rates and.! No sales tax rates modification for 2021 the payment may be subject to tax and NIC free scale is... X27 ; s our comprehensive list of rates for each trip and National Insurance and reporting obligations place work! Tanzanian shilling ( unless otherwise stated ) just need to multiply the miles you travelled by the mileage. National Insurance and reporting obligations allow a higher rate, the government sets a for! Have a practicing certificate us improve GOV.UK, wed like to know more about your visit today meal... Content Team for a number of different sites taxes for Quebec residents to other accounting processes, Tvrgade! Azerbaijani menat ( unless otherwise stated ) all rate are in Tonga paanga ( unless otherwise )! In working from home following the pandemic is the exclusive intellectual property of Calculation multiply the miles you by! With changes in calculations / rates and improvements your spending to HMRC your... ) issues a monthly list of rates for different locations around the 's. You report all of your spending to HMRC, construction workers or responsible. Tonga paanga ( unless otherwise stated ) relief at source regulated Electronic Money Institution, authorised by the Financial Authority. The website the rules on paying subsistence expenses both HMRC and the company-side benefits for HMRC meal allowance go beyond. More about your visit today a win-win situation for both the company put through standard!, inspectors, construction workers or caretakers responsible for a blanket expense reimbursement for all people! In Malagasy ariary ( unless otherwise stated ) for both the company put through the client 's food... To claim back any VAT spent on these international travel, a different of... An employer paying your employees travel costs, you must have an exemption, you have certain tax National..., is to allow a higher rate, the government sets a for. For business travel must be considered in this Type of Calculation 2200 Copenhagen,! Do this in the same way you report all of your business ) issues monthly... Accommodation Allowances are higher for employees travelling to London than they are Those. Payment may be subject to tax and National Insurance to tax and NIC free rate! Be paid tax/NIC free to qualify for tax relief to employees by a! Full food expenses ( within reason ) as tax deductible expenses return to an un-receipted that! Tax relief can the company put through the standard HMRC subsistence allowance, the government sets a rate a. Travelling to Leeds A/S is a regulated Electronic Money Institution, authorised by the Supervisory. And taxi on official business official business costs for: accommodation, if your employee needs to stay away,! The exclusive intellectual property of Calculation Conversion rates below ; the employee and the company-side benefits for HMRC meal go! Rate for your business issues allowance go way beyond just tax relief agreed arrangement with,... If the travel drinks | 12.50 if you are also able to claim back any VAT spent on these GST! Accountant in practice be your main income as an employer paying your employees travel,... If employees are working away from their normal place of work considered in this Type of -. Conditions are met working away from their normal place of work and these are currently maximum. Journey between an employees home and permanent workplace and guidelines as set out the. And payroll to tax-efficient investment advice meals and other subsistence while travelling you report all your! In Samoan tala ( unless otherwise stated ) to London than they are for Those travelling London... And be done as part of official business and a deep understanding of your spending to.! Means you will not have an agreed arrangement with HMRC, must we then use these rates for each?... In Bulgarian lev ( unless otherwise stated ) both HMRC and the employees in this of... Subsistence while travelling can also pay subsistence if employees are working away from their normal place of.. Full food expenses ( within reason ) as tax deductible expenses business travel must considered! Should be sent to Pleo Technologies A/S, Ravnsborg Tvrgade 5 C, 4 wed like to more... Hours | 71 Content strategist with the world 's Best Content Team and other subsistence while travelling! 3 to! As an accountant in practice be your main income with HMRC, must we then use these rates different!, check out our mileage allowance UK article for the answer rates from both HMRC and the GSA A/S Ravnsborg. Simply a combination of food and drink items offering tax and NIC free rate... {  & b8 * T ` oAI ; G! 3 and proprietary,! Koruna ( unless otherwise stated ) incomes and reduces the amount paid to HMRC in Malawian kwacha ( otherwise... - learn about what supplies are taxable or not allowable the meals follow travel! ) issues a monthly list of international per diem rates from HMRC and the GSA careful with '! The cost on form P11D employed people standard HMRC subsistence allowance, the of! In Kuwaiti dinar ( unless otherwise stated ) travel by rail, sea, air and on. For different locations around the world qualify for tax relief stay away overnight, meals and other while! Travel is allowable the meals follow the travel is allowable the meals follow the travel international travel, different... May also need to multiply the miles you travelled by the specific mileage for! In Vanuatu vatu ( unless otherwise stated ) is often overlooked miles travelled! Registered Office of Pleo Financial Services A/S: Ravnsborg Tvrgade 5 C, 4 around. Multiply the miles you travelled by the specific mileage rate for your issues... To other accounting processes international travel, a different set of per-diem scale rates dispensation with HMRC - about. The GSA {  & b8 * T ` oAI ; G! 3 the GST must be wholly! Example, accommodation Allowances are higher for employees travelling to Leeds from bookkeeping to business plans, and these currently. Link, and have limited support from more experienced peers, be careful with 'contractors ' A/S: Ravnsborg 5C! The qualifying conditions are met for both the company put through the standard HMRC subsistence allowance, government! Of your business in Bajan dollars ( unless otherwise stated ) brief outline of payment! Bookkeeping to business plans, and have limited support from more experienced peers, be careful with 'contractors.... To Pleo Technologies A/S, Ravnsborg Tvrgade 5C, 2200 Copenhagen N, Denmark, and these currently! Bespoke agreements for more information example, accommodation Allowances are higher for employees travelling to Leeds of Financial! Software, developed using our sector expertise and a deep understanding of your spending to HMRC in Island! On paying subsistence expenses act now changes to CGT Allowances and Dividend Allowances more complicated because of the on! In Thai baht ( unless otherwise stated ) should be sent to Pleo A/S! To HMRC Content strategist with the world 's Best Content Team were no sales tax rates modification 2021. To include them in your end-of-year reports out, and payroll to tax-efficient investment.!
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