Small Business Expenses 101
For small business owners, tax breaks often come in the form of tax deductions – which can offer a nice little instant cash savings – if you know how to navigate tax law and claim the deductions you deserve (not what you believe you are entitled to).
Large tax deductions are a notorious red flag for the IRS, with home-based businesses, in particular, facing an increase in tax audits due to suspicious deduction activity on income tax returns. To help you navigate the complex world of business tax deductions, here is some foundational guidance that will help you take the deductions that you deserve. Recordkeeping – Whatever the deductible expense may be, it is essential to maintain adequate records. There are many bookkeeping and accounting computer software programs available that will provide the basics for tracking expenses. But it is also important to keep receipts, invoices, etc., to back up the numbers. Some types of expenses require additional documentation, such as a log book or diary for business use of your personal vehicle or notations as to the business purpose of the expense (see Entertainment Expenses below). Keeping these records up-to-date will be a time-saver in the long run, especially if the IRS selects your return for audit. Business Expenses vs. Capital Expenses – One of the first concepts a small business owner needs to understand is the difference between what can be expensed and what must be capitalized.- Business expenses are expenses that can be deducted in the current year, such as: business travel, rents, utilities, supplies, insurance, wages, customer entertainment and tangible items with a useful life of no more than one year or cost less than $100. If you are a for-profit, these expenses are usually tax-deductible.
- Capital expenses are those associated with purchasing fixed business assets, such as property and equipment that has a useful life of more than one year, and must be capitalized and depreciated over a period of years rather than be deducted as current year expenses. The number of depreciable years depends on the type of property. Here are some examples: office furnishings – 7 years, autos and light trucks – 5 years, computer equipment – 5 years, residential rental – 27.5 years, commercial rental – 39 years. Sometimes even capital items can be expensed all in one year by electing to use a special provision of the tax code that allows personal tangible property, such as computers, office equipment, tools and machinery, to be deducted in full in the year the property is placed into service. The list also includes off-the-shelf software for 2011. The maximum amount that can be expensed for 2011 is $500,000 subject to certain limitations. A special provision for 2011 permits certain real property, such as qualified leasehold improvements, restaurant property and retail improvements, to be expensed, although no more than $250,000 of the $500,000 expense limit can be applied to these real property assets. For 2011, Congress has reinstated the bonus depreciation and increased it from 50% to 100% of the cost of most personal tangible property, qualified leasehold improvement property and certain computer software with a depreciable useful life of 20 years or less. For qualifying assets placed in service in 2012, the bonus rate drops back to 50%. Although repairs are generally considered to be currently deductible expenses, there are occasions when that may not be true. If a repair or replacement increases the value of the property, makes it more useful, or lengthens its life, then it must depreciated. If not, it can be deducted like any other business expense.
Common Business Expenses – Below are some typical types of business expenses that qualify for deductions and special rules associated with them.
- Car Expenses – To take the business deduction for the use of your car, you must determine what percentage of the vehicle was used for business. Deductible costs can include the cost of traveling from one workplace to another, making business trips to visit customers or to attend meetings, or traveling to temporary workplaces. Be sure to maintain complete mileage records. However, commuting to and from your regular place of business is not a business expense. When it comes to claiming car expenses, there are two methods: a) Actual Expenses – Add your annual car operating expenses (including gas, oil, tires, repairs, license fees, lease payments, interest on vehicle loans, registration fees, insurance and depreciation). Multiply the car operating expenses by the percentage of business usage to get your deductible expense. Business-related parking and road/bridge tolls are fully deductible and don’t have to be reduced by the percentage of business use. Note: the interest paid on vehicle loans is not deductible by employees who use their personal vehicles on the job. b) Standard Mileage Rate – The standard rate changes each year. For 2011, it is 51 cents per mile for each business mile driven. Business-related parking costs, road/bridge tolls, and the business-use portion of interest paid on vehicle loans (for other than employees) are also deductible when the standard mileage rate method is used.
- Business Use of Your Home – If you use part of your home for your business, you may be able to deduct expenses for items such as mortgage interest, insurance, utilities, repairs, and depreciation. To qualify, you must meet the following criteria: a) The business part of your home must be used exclusively and regularly for your trade or business. However, there are exceptions for daycare facilities or storage of inventory/product samples. b) The business part of your home must be: – The principal place of business, or – A place where you meet or deal with patients, clients, or customers in the normal course of your business, or – A separate structure (not attached to your home) used in connection with your business.
- Entertainment Expenses – This includes any activity considered to provide entertainment, amusement or recreation. To be deductible, you must generally show that entertainment expenses (including meals) are directly related to, or associated with, the conduct of your business. Recordkeeping is essential – you will need to keep a history of the business purpose, the amount of each expense, the date and place of the entertainment, and the business relationship of the persons entertained. Entertainment expenses are usually subject to a 50 percent limit.
- Travel Expenses – These are “ordinary” and “necessary” expenses while away from home when the primary purpose is conducting business. Your home is generally considered to be the entire city or general area where your principal place of business or employment is located. Out-of-town expenses include transportation, meals, lodging, tips, and miscellaneous items like laundry, valet, etc. Document away-from-home expenses by noting the date, destination and business purpose of your trip. Record the business miles if you drove to the out-of-town location. In addition, keep a detailed record of your expenses – lodging, public transportation, meals, etc. Always list meals and lodging separately in your records. Receipts must be retained for each lodging expense (proves you were out-of-town). However, if any other business expense is less than $75, a receipt is not necessary if you record all the information in a timely diary. You must keep track of the full amount of meal expenses, even though only 50% of the amount will be deductible.
- Conventions – It is not coincidental that most conventions are held in resort areas during the spring through early fall months. Convention planners know quite well that convention timing and location is the key to its success. If planned properly, attendees can deduct a portion of the expenses for establishing business relationships and gaining business knowledge while enjoying a mini-vacation. Even without a convention, business travel can be married with some personal relaxation while still providing a partial or complete deduction. It is important to be aware of when the deductions are legitimate as well as when they are not. Where a companion, such as a spouse, accompanies the taxpayer, the companion’s meals and travel expenses are generally not deductible. In addition, deductible-lodging expense is based upon the single occupancy rate. There are special rules related to the deductibility of cruise ship conventions, and the meeting must be directly related to the active conduct of the taxpayer’s trade or business. The cruise ship must be a vessel registered in the United States. All ports of call must be located in the U.S. or any of its possessions. Note that a higher standard is applied to foreign conventions than to conventions and seminars held within the North American area. Various factors are considered to determine the reasonableness of the location and convention, including, but not limited to, the meeting’s purpose, the sponsor’s purpose and activities, the residence of the organization’s members, the locations of past and future seminars.
- Marketing and Advertising Expenses – Although marketing and advertising is generally thought of in terms of print ads, flyers and radio and television advertising, they also can include marketing that is intended to portray a business positively. Such marketing creates a long-term potential for business and falls within the ordinary and normal requirements of the tax code. Examples of such marketing include sponsoring local youth sports teams, distributing samples of your business product, and costs associated with prizes offered by your business in a contest. As long as your marketing expenses can be reasonably related to the promotion of your business, they can be deducted.
The foregoing is a brief overview of some of the many deductions available to the small business owner. However, every business is different and has its own unique expenses. If you have questions related to deductible expenses for your business, please give this office a call.
Antelope Valley Tax – March 2011 Business Due Dates
File a 2010 calendar year income tax return (Form 1120 or 1120-A) and pay any tax due. If you need an automatic 6-month extension of time to file the return, file Form 7004, Application for Automatic Extension of Time To File Certain Business Income Tax, Information and Other Returns, and deposit what you estimate you owe. Filing this extension protects you from late filing penalties but not late payment penalties, so it is important that you estimate your liability and deposit it using the instructions on Form 7004.
March 15 – S-Corporation Election
File Form 2553, Election by a Small Business Corporation, to choose to be treated as an S corporation beginning with calendar year 2011. If Form 2553 is filed late, S treatment will begin with calendar year 2012.
March 15 – Electing Large Partnerships
Provide each partner with a copy of Schedule K-1 (Form 1065-B), Partner’s Share of Income (Loss) From an Electing Large Partnership, or a substitute Schedule K-1. This due date is effective for the first March 15 following the close of the partnership’s tax year. The due date of March 15 applies even if the partnership requests an extension of time to file the Form 1065-B by filing Form 7004.
March 31 – Electronic Filing of Forms 1098, 1099 and W-2G
If you file forms 1098, 1099, or W-2G electronically with the IRS, this is the final due date. This due date applies only if you file electronically (not paper forms). Otherwise, February 28 was the due date. The due date for giving the recipient these forms was January 31.
March 31 – Electronic Filing of Forms W-2
If you file forms W-2 for 2010 electronically with the IRS, this is the final due date. This due date applies only if you electronically file. Otherwise, the due date was February 28. The due date for giving the recipient these forms was January 31.
March 31 – Large Food and Beverage Establishment Employers
If you file forms 8027 for 2010 electronically with the IRS, this is the final due date. This due date applies only if you file electronically. Otherwise, February 28 was the due date.
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- Lancaster Mayor
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- Lancaster Mini Copper Repair
- lancaster mitsubishi
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- lancaster mothers day
- lancaster mountain bike group
- lancaster mountain bike team
- Lancaster Museum Art Gallery
- Lancaster Museum Gala
- Lancaster Museum/Art Gallery
- Lancaster Neighborhood Vitalization Commission
- Lancaster New Museum
- lancaster new year's party
- Lancaster New Year's Paty
- lancaster news
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- Lancaster Performing Arts Center
- lancaster personal insurance
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- lancaster poppies
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- LANCASTER RECYCLING
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- Lancaster Solar Energy
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- Lancaster Sports Grille
- lancaster St Patricks Day
- lancaster staycaytion
- lancaster street improvement
- Lancaster summer festival
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- lancaster tax advice
- lancaster tax preparation
- lancaster tax preperation
- lancaster tax questions
- lancaster tax relief
- lancaster thomasville
- Lancaster treadmill
- Lancaster UFC
- lancaster valentines day
- Lancaster Veterinary
- lancaster vice mayor
- lancaster volunteer
- Lancaster Weight Loss
- lancaster weights
- LANCASTER YOUTH
- Larry Thornhill
- last comic standing
- Laurel and Hardy
- lazboy in lancaster
- lazboy in palmdale
- LEADERS CONFERENCE
- Learning Children’s Stories
- leeroy halley
- Legacy Commons
- Leo Stallworth
- leona valley winery
- Leslie Jones
- life answers
- life lessons
- lindy parke
- littlerock home insurance
- live broadcast
- live music
- LMAG
- LMAG’s 26th Juried Art Exhibition
- local a.v. art
- local a.v. artists
- local authors
- local av artists
- local events
- local florist
- local living
- local musicians
- LOST PET
- lost PET lancaster
- Lovejoy Buttes
- low cost neutering
- LPAC
- LPAC events
- LVAG
- made in ireland
- magical blvd christmas
- Marc Macisso
- Marc Massico
- Marguerite "Ty" Killen
- Martin Luther King Jr. Service Day
- marv crist
- marva greenleaf
- matthew jimmink
- Mayor of Lancaster
- Mayor R. Rex Parris
- mayors athlete of the month
- Mediterranean dinner
- Meg Whitman
- michael cedeno
- Michael Jackson Thriller
- michael jones
- Micro chip lancaster
- migraines
- mike burroughs
- mike roza
- Military
- Mini Cooper Parts
- miss antelope valley 2011
- mobile music service
- mobility
- mokia pieters
- mona vie
- Mona Vie Angels
- moonlight
- moonlight hiking
- Morning Valentine
- mothers day dinner
- mothers day dinner in the av
- mothers day flowers in the av
- mothers day lancaster
- mothers day palmdale
- motivated
- motivational speaker
- Moulding Lancaster
- Mulligan Family Fun Center
- music made in ireland
- Music on the BLVD
- my av fair
- Myrle McLernon
- naet
- nascar funny
- Nate Marquardt VS Yushi Okami
- National Aeronautics and Space Administration
- ncaa championship 2011
- ncaa championship lancaster
- neck pain
- Neighborhood Impact
- new business palmdale
- new museum lancaster
- new valentine poem
- new years party
- new years resolution car care
- nice flowers lancaster
- Nick Thune
- no child left behind
- non profit
- north la county film production
- north la county tv production
- Nutritional Facts about avcamilles
- O. J. Simpson
- obesity
- on the blvd
- outdoor furniture
- OUTLOOK CONFERENCE
- over 50
- over50
- Owen Benjamin
- Pacific Tsunami Relief Drive
- pain
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- palmdale
- palmdale acupuncture
- palmdale architect
- palmdale art
- palmdale belly dancing
- palmdale best car wash
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- palmdale bmx
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- palmdale chamber events
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- Palmdale City Library
- palmdale comedy show
- palmdale community
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- palmdale custom framing
- palmdale dance
- palmdale dance studio
- Palmdale DJ service
- palmdale drytown
- palmdale florist
- Palmdale flowers
- palmdale full bar
- palmdale fun
- Palmdale furniture
- palmdale gm superstore
- Palmdale GMC
- palmdale homes
- palmdale homes for sale
- Palmdale Honda
- palmdale housing
- palmdale hyundai
- palmdale hyundai elantra
- palmdale hyundai equus
- palmdale hyundai genesis
- palmdale insurance
- palmdale jazz night
- palmdale karaoke
- palmdale kia
- palmdale lancaster florist
- palmdale master of ceremonies
- palmdale meeting place
- Palmdale Mini Cooper Repair
- palmdale mitsubishi
- palmdale mobile phones
- Palmdale mother's day dinner
- palmdale news
- palmdale Persian cuisine
- Palmdale Playhouse Summer Camp
- palmdale press
- palmdale rally kia
- palmdale real estate
- Palmdale Regional Medical Center
- palmdale restaurant
- palmdale resturant
- palmdale retail discount
- palmdale school district
- palmdale seo
- palmdale short sale
- palmdale sports bar
- palmdale summer fun
- Palmdale superior groceries
- palmdale thomasville
- Palmdale treadmill
- palmdale valentines day
- Palmdale Veterinary
- palmdale water park
- palmdale weights
- panache
- panera bread palmdale
- parade
- pars belly dancing
- Pars Palmdale
- Pars Restaurant
- Pastrami Booth
- patio grilling
- PAUL ANKA
- pbr bullriding
- Pecha Kucha Night
- peel the love
- Perk Place
- perk place coffee house
- perk place coffee shop
- persian food
- personal coach
- personal trainer
- pet adoption lancaster
- pet therapy
- peter terracciano
- photo equipment
- photos
- Piano
- piano painting
- piano playing
- Pinker's Place
- Pinker's Place Grand Opening
- Pittsburgh Steelers
- Pittsburgh Steelers-Carolina Panthers
- plamdale real estate
- Plantation Shutters Palmdale
- police
- political art
- politics
- poppy festival
- poppy festival lancaster
- Poppy Pavilion
- positive language
- POSITIVE PSYCHOLOGY
- positivelyold
- post events in the av
- praising in the av
- pray for japan
- prints
- prison art
- pro flowers
- problems
- professional
- professional services
- psychotherapy radio show
- Public safety
- push pull
- quality
- Quartz Hill Best Vet
- quartz hill homes
- Quartz Hill Kia
- Quartz Hill Veterinary
- r rex paris
- r rex parris
- R. REX PARRIS FAMILY
- R. REX PARRIS LANCASTER POPPIES
- R. REX PARRIS POPPY FESTIVAL
- rally is the best
- Rally Kia
- rally price protection
- rattlesnake bites
- Re/Max All-Pro
- reception planning
- reducing pain
- relay for life lancaster ca
- relay for life quartz hill
- relief
- Rent
- response to japanese tsunami
- REX PARRIS
- Richard Preston
- rick clutter
- rick gutierrez
- Robertsons Palmdale
- Roby Duron
- romantic love
- ron emard
- ron hornaday
- ron smith
- Rosamond sports bar
- Rosamond Veterinary
- roshambo
- roshambo lounge
- round table pizza
- Rural Olympics
- rv sun shade
- SALESPEOPLE WANTED
- SALMAN KHAN
- sam tripoli
- Santa
- Santa Clarita Kia
- santa clarita paintball
- santa claus
- santa on the blvd
- santa portraits
- santa stories
- santa videos
- Santa with dogs
- santa with pets
- Santa's Christmas Wish
- saving lives
- sba
- Scott Ehrlich
- scott erlich
- SDB
- SDVOSB
- search engine marketing
- search engine optimization
- security
- senior citizens
- shadow hills school palmdale
- SHARON RUNNER
- shawn downs
- SHERIFF LEE BACA
- shop local antelope valley
- short Christmas stories
- short sale basics
- short sale help
- short sale palmdale
- shorty
- Sierra Club
- Simi Valley Kia
- sinbad
- SIOUX BURGERS
- sleep patterns
- small business
- Small Business Administration
- Small Business Administration 8(a)
- small business contractor
- small business help lancaster
- small business saturday
- smashwords news
- social antelope valley
- social media
- SOCIAL MEDIA AND TECHNOLOGY USE
- social media presence
- social networking
- social networking for business
- SOCIAL NETWORKING MAYOR
- socialnomics
- socialnomics 101
- socialnomics seminar
- Socialnomics solutions
- Solar City
- Solar Energy
- Solar power
- solor power
- Southern California
- Southern Kern Best Veterinary Clinic
- Southern Kern Veterinary
- spay
- Spending Habits
- spicher
- sports buffet
- sports performance
- spurs and sparkles
- st patty's flowers
- St. Patricks Day
- Stan Laurel
- State of Marketing Report
- State of the City
- State of the City 2011
- State of the City Address
- Steve Knight
- Steve Trevino
- stop smoking
- strategic economic development
- Streets of Lancaster Grand Prix Mayor Cup Race
- STRESS HORMONES
- stress relief
- student art
- succesfull
- Successful Aging
- superbowl 45
- superbowl xlv
- support our troops
- susan kuchunskas
- susan moses
- TECHNOLOGY
- ted nugent
- Teen Builders
- The Arbor Artist Lofts Gallery
- the beach boys
- the better block
- the blvd
- The BLVD Community Program
- The BLVD Transformation Project
- the real santa
- The Rock Inn
- The Wild Trees
- Thomas Herbert
- thomasville southern California
- thunder on the lot
- tied bouquets
- Tips For Driving In Rain
- tom spencer
- toxic plants
- toys for tots
- toys for tots lancaster
- Tracy Newman
- traffic
- travers
- Tree Lighting
- Troy Polamalu
- Tsunami aid and relief
- tsunami japan
- ufc 122
- UFC 124
- UFC FIght Night
- UFC® 118 EDGAR vs PENN 2
- Uncategorized
- uncensored
- underground bowling
- United States Air Force Band
- Uniting Neighbors in a Team Effort
- valentine flowers on lone
- Valentine’s Day
- Valentines Day
- Valentines Day Flowers
- valentines day in the av
- Valentines Dinning in the AV
- valentines events on the blvd
- vallarta
- valley oasis amigos
- veterans day
- veterans day 2010
- veterinary
- vicky thomas
- Vietnam Veteran
- vintage
- vintage clothing
- vintage styles now
- vinyl night lancaster
- vinyl records
- vote
- Wainscoting
- Wainscoting Palmdale
- WAR
- WAR live concert
- WAR live music
- wedding budget tips
- weight loss
- weightloss
- Wendy Bozigian
- Western Hotel Museum
- western motel lancaster
- Why Can't We Be Friends?
- Wiki Night
- wine tasting
- winterize
- world record jump
- worship service palmdale
- Youth Entrepreneur Presentation
- zumba
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