​The IRS allows two methods of calculating the costs associated with the business use of your vehicle: the actual expense method, and the standard mileage rate method. Which method you choose will depend on a number of variables, as well as a few restrictions. It is important to note that in order to use the Standard mileage method you must use this method in the first year the vehicle is put into service. After the first year, you may elect to use either method for any subsequent tax year. However, we recommend sticking with one method for the life of the vehicle to avoid confusion and simplify bookkeeping.

What is the actual expense method?
In order to use the actual expenses method, an accurate and detailed mileage log is required. This is most critical in a vehicle that is used for both business and personal transportation. The mileage must reflect the total mileage put on the odometer in the tax year, as well as details (described below) of all miles driven. These figures are then used to determine the percentage of allowable expenses associated with business use.  
The actual expense method involves tracking all expenses related to the operation and maintenance of the vehicle, and then allocating the total expenses based on the percentage of business use. Some of the costs that can be included in total expenses are depreciation, repairs, maintenance, tires, fuel, insurance, and title and registration fees.

What is the standard mileage Rate?
The standard mileage rate method is a simplified method of calculating deductible vehicle expense. To use this method the total business miles driven is multiplied by the standard mileage rate to determine the associated expense. (10,000 miles x $0.545 = $5,450)
The standard mileage rate is up one cent in 2018 to 54.5 cents per mile. The rate is calculated each year by the IRS and incorporates expenses such as gas, repairs, depreciation and insurance, on a per mile basis. Thus, you cannot deduct individual repairs, fuel, or any other expense if you elect to use the standard mileage method. Loan interest on a vehicle is not included in the standard mileage rate so it can be deducted in addition to the amount calculated using the standard mileage rate.

Which method should I use?
If you are not prohibited from using one of the methods as discussed earlier, you will likely choose the method that provides the greatest deduction. These results can vary greatly based on any number of factors, so let’s take a look at a couple examples.
     Example. A small business owner, Fred, drove 10,000 total miles for the year. Of those miles, 5000 were directly related to the business (50%). The total vehicle expenses incurred during the year totaled $8500 (gas, insurance, repairs, etc.).
            Under the actual expense method, Fred would be allowed a deduction of $4,250. This figure is calculated by multiplying the total expenses by the percentage of business use ($8500 x 50% = $4,250).
            Under the standard mileage rate method, Fred would be allowed a deduction of $2,725. This figure is calculated by multiplying the business miles driven by the standard mileage rate (5,000 mi. x $0.545 = $2,725).
            Fred may elect to use the actual expense method as it yields a higher deduction than the standard mileage rate method.  
     Example. Another business owner, Ethel, drove 42,500 total miles for the year of which 25,000 miles were directly related to business (70%). The total vehicle expenses incurred during the year totaled $12,750 (gas, insurance, repairs, etc.).
            Under the actual expense method, Ethel would be allowed a deduction of $8,925. This figure is calculated by multiplying the total expenses by the percentage of business use ($12,750 x 70% = $8,925).
            Under the standard mileage rate method, Ethel would be allowed a deduction of $13,625. This figure is calculated by multiplying the business miles driven by the standard mileage rate (25,000 mi. x $0.545 = $13,625).
            Ethel may elect to use the standard mileage rate method as it yields a higher deduction than the actual expense method.
As shown in our examples, which method will offer the greatest benefit depends on many factors, and can have a significant impact on total expenses, net income for the year, and your tax burden. It is imperative you keep accurate detailed records of ALL miles driven and actual vehicle expenses. This is not only required by the IRS in order to substantiate your deduction, it is necessary to determine which method will benefit you the most.
The IRS requirements for tracking business mileage driven include date, destination, origin, and miles traveled. If you use the same vehicle for both business use and personal use, regardless of the percentage, you must track total miles as well as business miles by recording the odometer reading at the beginning of the year and at the end of the year.
Passenger Auto Limits
It is important to note the limits imposed by the IRS on depreciation of passenger autos. The IRS defines a passenger automobile as any four-wheeled vehicle made primarily for use on public streets, roads, and highways and rated at 6,000 pounds or less of unloaded gross vehicle weight (at 6,000 pounds or less of gross vehicle weight for trucks and vans). Heavy SUV’s, pickups, and vans are generally classified as listed property, and are subject to the same business-use substantiation rules as passenger automobiles. If you are unsure of these classifications and the subsequent tax treatment please consult your tax preparer.
 
 
There’s an app for that!
As is the case with most things these days, there are several apps that allows users to track and record each mile driven. The most popular is MileIQ and may be one of the easiest ways to meet the requirements of IRS documentation. MileIQ automatically tracks and calculates your mileage for each trip and keeps a detailed mileage log that will stand up to IRS scrutiny.
We have received great feedback from clients about MileIQ’s ease of use, and best of all it is free to try. With the free version you will be able to log 40 drives per month. However, if you drive more frequently, and require unlimited tracking, you can upgrade to the premium option for $5.99 per month or $59.99 annually. It is also available in a “Team” version which allows for multiple vehicles and drivers.  

We often come across receipts for business meals that do not meet the criteria for deductibility provided by the IRS. Furthermore, the new law disallows some previously deductible expenses, and redefines others. With the passing of the Tax Cuts and Jobs Act, we feel this is a perfect opportunity to not only discuss the changes under the new law, but also revisit the requirements for meal expenses that have not changed.

Business-Related Meals
This particular subject is under debate throughout the professional world. We know under the new Tax Cuts and Jobs Act any activity that is “generally considered” to be entertainment is not deductible, and the provision of food and drink can be considered entertainment. However, many business owners incur meal expenses with potential or current clients for the purpose of growing their business. Are these meals deductible?

Unfortunately, we simply do not have information from the IRS to say with any certainty that these meals are or are not deductible. The AICPA has formally requested that immediate guidance be released from the IRS clarifying the deductibility of these meals. Until that time we can only advise business owners to keep such meals to a minimum and to keep detailed records of these situations. We strongly advise to always retain the following documentation:

• Receipt from the meal in question
• Date, time, and location of the meal
• Summary of topics discussed and names of those present should be written on EACH receipt, and
• Whether the other party in attendance is a current/potential client or customer

We cannot stress enough, that without further guidance and clarification from the IRS, we are unable to determine the deductibility of these types of business meals. Please consider the possibility that these meals may be disallowed, and plan business engagements accordingly.

Travel Meals
Meal expenses incurred while traveling for business will remain 50% deductible. However, it is important to understand what constitutes travel, and what will not be allowed by the IRS. The IRS defines travel as being away from “the general area of your tax home for a period substantially longer than an ordinary day’s work, and you need to get sleep or rest to meet the demands of work while away.” Generally, this assumes an overnight stay is required to conduct your business. The following examples are not considered to constitute travel under the definition provided by the IRS:

• Meals consumed during an ordinary work day
• Stopping for a meal between jobs or meetings within your local area

 
Food and Beverages for Employees and/or the Public
Prior to the passing of the Tax Cuts and Jobs Act, businesses were allowed a 100% deduction for the cost of food and beverages made available to employees and/or the public, e.g., coffee, doughnuts, soda, and other snacks. However, under the new law, these expenses are limited to only 50% deductibility.

Example. XYZ Company has a break room and kitchen at their facility for the use of its employees. XYZ stocks the breakroom with water, soft drinks, and condiments which the employees are allowed to consume during the day. The amounts paid for these items are not considered entertainment expenses, however, the 50% deduction limit will apply. 

Employee Business Meetings
The deductibility of employee meetings involves understanding the nature of the meeting. If the nature and intent of the meeting is to discuss procedures, forecasts, prior year results, etc., and is primarily of a business nature, the expenses incurred will be fully deductible to the taxpayer. It is important to note that while this exception applies to bona fide business meetings (even though some social activity may be involved), it will not apply to meetings which are primarily for social or nonbusiness purposes.

Example. XYZ Construction holds a meeting at the beginning of every year to go over safety procedures and any new safety laws or requirements with all of their employees. The meeting is held in a meeting room at a local hotel, with lunch and refreshments provided throughout the day. The expenses incurred for this meeting will be fully deductible to XYZ Construction.

Example. Every profitable quarter XYZ Construction gathers all employees for lunch at a local restaurant to show their appreciation and briefly discuss new procedures. The meeting typically lasts an hour to an hour and a half and involves mostly social interaction between employees. The expense incurred for this meeting will be subject to the 50% deductibility restriction.

Recreational Expenses for Employees
One exception to the limitation of social or nonbusiness meetings is meals associated with recreational, social, or similar activities conducted primarily for the benefit of ALL EMPLOYEES (i.e. Christmas parties, company picnics). These expenses remain fully deductible and are not subject to the entertainment deduction denial or the 50% limitation. It is important to note that ALL employees must be invited to attend the event in order to be fully deductible.
​
Example. XYZ Company holds an annual holiday party which is attended by all of its employees.  The expenses related to this party are fully deductible to the business. However, if instead of inviting all employees, only the managers of the company are invited to attend the party, the expenditure will not be protected by this special rule and the expenses will be nondeductible.