Reimbursing Employees for Expenses: Navigating Taxes

This training program will engage attendees in a discussion on whether an expense reimbursement qualifies for exclusion from employee wages. It will offer stringent guidelines on what is required to substantiate various expenses and benefits under an accountable plan.

Why Should You Attend:

Employers often provide travel advances, business expense reimbursement, or use of company property to employees. Employee expense reimbursement is one of the targets of a current IRS audit initiative. Unless expense reimbursements are made under an accountable plan, the payments must be included in employee wages. Accountable expense reimbursement plans provide tax savings for both employers and employees. But insufficient documentation or faulty procedures can result in reclassification of the reimbursements as wages. This results in additional tax and possibly penalties. An employer may even become liable for taxes it failed to withhold from the employee reimbursement.

In this informative webinar, attendees will learn how to properly account for and report expense reimbursements and facilities provided to employees in compliance with IRS requirements.

Learning Objectives:

• Determine whether an expense reimbursement qualifies for exclusion from employee wages.
• Know what is required to substantiate various expenses and benefits under an accountable plan.
• Understand the importance of timely processing of reimbursements and collection of excess advance funds.
• Know when expense reimbursements or use of company resources must be included in wages.
• Understand when per diem rates may be used and why employers may want to use them.
• Know how to determine maximum per diem rates and how to use the high low method.
• Know how to establish and administer an accountable expense reimbursement plan.
• Understand the importance of control and accounting procedures related to expense reimbursements.

Areas Covered in the Webinar:

• Employee business expenses and reimbursements under the Internal Revenue Code
• Accountable and non-accountable expense reimbursement plans
• Substantiation and documentation required to exclude reimbursement or benefits from wages
• Options for meeting substantiation requirements
• Advantages and effective use of per diem payments
• How to control the risk of a pattern of abuse of per diem payments
• Valuation and treatment of personal use of company property (vehicles, cell phones, etc.)
• When expense reimbursements or use of company resources must be included in wages
• Travel advance and payment card administration
• The importance of timely processing of reimbursements and collection of excess advance funds
• Control and accounting procedures and the roles of payroll and accounts payable

Who Will Benefit:

• Payroll Supervisors and Personnel
• Accounts Payable Supervisors and Personnel
• Public Accountants
• Internal Auditors
• Tax Compliance Officers
• Enrolled Agents
• Employee Benefits Administrators
• Officers and Managers with Tax Compliance Oversight
• Company/Business Owners
• Managers/Supervisors
• Public Agency Managers
• Audit and Compliance Personnel/Risk Managers