In a scene that may have seemed cartoon-like, many Georgians witnessed the site of a runaway zebra being wrangled in by Georgia police on the highway during rush hour traffic. Thankfully, the zebra was returned to the Ringling Brothers Circus without harm.
While the zebra on the loose may have been ample entertainment for many, it takes a bit more for the IRS to allow for the deduction for business entertainment. If you were on your way to the circus and planning to deduct the expense as business entertainment, you need to make sure that certain criteria are met.
Many businesses consider the occasional wining and dining of customers and clients just to stay in touch with them to be a necessary cost of doing business. The same goes for taking business associates or even employees out to lunch once in a while after an especially tough assignment has been completed successfully. It’s easy to think of these entertainment costs as deductible business expenses, but they may not be. As a general rule, your company can deduct meals and entertainment as a business expense only if specific conditions are met. What’s more, the deduction for either type of expense generally is limited to 50 percent of the cost.
Meals and entertainment directly connected to business. To be considered directly connected to business, the meal or entertainment event must meet three conditions:
- It must have been scheduled with more than a general expectation of deriving future income or a specific business benefit from the event. In other words, a meal or dinner date arranged for general goodwill purposes does not qualify.
- A business meeting, negotiation, or transaction must actually occur during the meal or entertainment, or immediately preceding and following it. In other words, business actually must be discussed.
- The main character of the event, considering the facts and circumstances, is the active conduct of your company’s trade or business.
For example, an executive employee who treats a client to a golf game in order to discuss the general parameters of a business deal in an informal atmosphere is engaged in entertainment that is directly connected to business. So is a manager who discusses sensitive business plans with a subordinate over lunch at an off-premises restaurant.
Applicable limitations. In general, only 50 percent of expenses incurred for entertainment and meal expenses is deductible. A limited exception applies to entertainment or on-premise meals provided to employees.
Expenses with respect to entertainment facilities generally are not deductible at all. A facility includes any item of personal or real property owned, rented, or used by a taxpayer if it is used during the tax year for or in connection with entertainment. They include yachts, hunting lodges, fishing camps, swimming pools, tennis courts, bowling alleys, automobiles, airplanes, apartments, hotel suites and homes in vacation resorts.
Country club dues are not deductible (although the meals purchased with business clients at the club are, up to the 50 percent limit). Deductions for skyboxes or other private luxury boxes at sporting events are limited to the face value of a nonluxury box seat ticket multiplied by the number of seats in the box.
Record-keeping requirements. Even if a meal or entertainment expense qualifies as a business expense, none of the cost is deductible unless strict and detailed substantiation and recordkeeping requirements are met to the letter. Give us a call and we’ll show you how to comply with these requirements at minimum cost and expense, and how your company’s typical meal and entertainment expenses fare under the deduction rules.