Should you use vacation loans to cover travel expenses?

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A vacation is a fun and exciting way to relax, spend time with family and friends and let off some steam. It can also be expensive, depending on the trip you have in mind. 7.99 The average cost for one person to go on a week-long vacation in the U.S. is $1,982 . If you’re traveling with family or plan to leave the country, prices could be much higher. With inflation continuing to be a challenge, many Americans are struggling to pay for vacations this summer, with many scaling back and looking for ways to travel cheaper.

If you are planning a trip and are unsure if you will be able to pay for it, you do have the option to finance the trip with a vacation loan. While a vacation loan should be treated as a last resort and should only be applied for if you are certain you will be able to pay it back on time, it could be a decent option to help you pay for a once-in-a-lifetime trip or urgent travels. You should always try budgeting and saving before taking out a loan. If you think that taking out a vacation loan is the right move for you, there are plenty of reputable lenders out there to help.

Key statistics

  • The National Travel and Tourism Office projects that inbound travel will return to pre-pandemic levels by 2025.
  • Atlanta, Boston, Las Vegas, Los Angeles and Miami are the top destinations for U.S. domestic travelers in 2023.
  • The average domestic traveler in the U.S. spends $1,982 per person on a week-long vacation, which translates to about $283 per day.
  • Most Americans ( 20% ) plan to spend between $1,500 and $3,000 on travel in 2023, with 26% saying they’ll be spending more this year due to inflation.
  • Despite having the lowest traveling budget, more than half of Gen Z adults and millennials ( 52% ) travel three times or more per year, compared to 41% of Gen Xers and 35% of baby boomers.
  • When it comes to planning trips, roughly 62% of consumers think cost is the most important factor.
  • Over 82% of U.S. travelers plan on financing at least a portion of their trip.
  • More than a quarter of travelers say that traveling is worth going into debt for.

How has inflation affected travel costs?

The U.S. economy has been experiencing a difficult time in the last several months, as rising inflation and a looming recession have affected nearly every industry with travel as no exception. Airfare prices have risen by roughly 18 percent between last March to March 2023, according to the U.S. Bureau of Labor Statistics Consumer Price Index . Nevertheless, Americans are still traveling.

If you are planning a vacation this summer but are unsure of how inflation will factor into the overall cost, consider all the individual elements of the trip before making any decisions. This could include flights, hotels, car rentals and food costs.

Here is a breakdown of some of the common travel expenses and how rising inflation has impacted pricing:

Hotel and air travel prices dropped significantly during the peak of the COVID-19 pandemic a couple of years back, but prices have risen significantly in the face of inflation over the last year. Hotel prices have risen due to the increased demand for travel after a two-year period of reduced activity. The increase in price for car rentals, flights and food costs can be attributed to high fuel costs increasing overall transportation costs.

Average amount people spend on vacation by age

Despite having the smallest average travel budget , Gen Zers along with millennials travel more frequently than other generations. According to Morning Consult , 52 percent of Gen Z adults and millennials travel at least three or more times per year, compared to 41 percent of Gen Xers and 35 percent of boomers.

What is a vacation loan?

Vacation loans can be used to cover any and all travel expenses, including transportation, lodging, food and entertainment. You can get a vacation loan from any lender that offers personal loans, which include banks, credit unions and online lenders. That said, vacation loans should only be used for once-in-a-lifetime trips, special occasion trips like a honeymoon or emergency trips because of the effect they can have on your credit score and finances. Only take out a vacation loan if you are sure you will be able to pay it back on time.

What are the pros and cons of a vacation loan?

While vacation loans can help you take the trip of your dreams sooner rather than later, they should be considered a last resort unless the trip is an unavoidable emergency. Before considering a vacation loan, you should try to save up and budget for a trip so that you can afford it on your own. If you are considering taking out a vacation loan, consider the pros and cons first.

  • Fixed monthly payments. Because payments are fixed, you will pay the same amount each month, making it easy to plan ahead.
  • Potential for lower interest rate. Depending on your credit, personal loans often have lower interest rates than alternatives like credit cards. If you were planning to use a credit card to pay for your trip, a vacation loan could be a lower interest alternative.
  • Help fund emergency travel (or higher cost travel). If you are taking a trip out of necessity rather than pleasure and it is time-sensitive, a vacation loan could be a great option to enable you to travel more quickly.
  • Interest increases the cost of the trip. If you take out a loan, you will have to pay interest on top of the expenses of the trip itself.
  • Fees can increase the cost of borrowing. Many lenders charge a variety of fees. Always look into the fees a lender charges before applying.
  • Monthly payments. If you take out a vacation loan, you will be on the hook for monthly payments until it is paid off. This means that you could be paying off your trip months after the fact. Taking out a loan is a long term investment.,
  • Can negatively impact your credit score if you don’t make the payments. If you are late making payments or end up having to defer them, your credit could take a serious hit.

How do you get a vacation loan?

If you decide to take out a vacation loan, there are several steps you will take.

Check your credit score

First, you should check your credit score. Different lenders have different minimum credit score requirements, but you generally need good to excellent credit to qualify for a lender’s lowest rates. Here’s a breakdown of FICO scores and their meanings:

Knowing your credit score is important because it informs what lenders you may qualify with and the terms you might be eligible to receive. If your credit is less than stellar, you may want to consider a lender that works with bad credit borrowers.

If you aren’t sure where your credit stands, you can always visit AnnualCreditReport.com to get a free copy of your report from all three major bureaus once every 12 months. Although these reports won’t show you your score, they will give you an idea of what needs to be improved. However, you can also visit the websites from each individual bureau (Experian, TransUnion and Equifax) to get a copy of your report, although some may charge a nominal fee in exchange for this.

Research lenders

Once you have reviewed your credit score and overall financial picture, start researching top lenders . When comparing lenders, consider the interest rates offered, fees charged, minimum and maximum loan amounts, repayment terms and any additional features offered by individual lenders.

Many lenders allow you to pre-qualify without hurting your credit. This lets you see the rates you will be eligible for without officially applying.

Submit your application

Once you have chosen a lender, you will submit a formal application, including identifying documents like your ID, W2s and pay stubs. If you are accepted, the next step is to sign off on the agreement, receive the funds and begin paying back the loan in monthly installments.

While many lenders offer fast approval and funding within just a few days, it is best to apply for a travel loan at least a month before your planned vacation to ensure you have enough time.

Should I apply for a vacation loan?

While taking out a vacation loan could be the right decision in certain circumstances, you should generally try to save up and budget for expenses that are not necessities rather than taking out a loan.

Because a vacation is a luxury, not a necessity, you should think carefully about taking out a vacation loan. If the trip is an emergency, a vacation loan may be a good idea. Other circumstances that warrant taking out a vacation loan include special occasion trips like a honeymoon or once-in-a-lifetime trips.

Essentially, if there is a sense of urgency and you don’t think you have time to save up, taking out a vacation loan could be the way to go. However, you should budget and save instead of taking on debt if it is at all possible. If you do decide to take out a vacation loan, make sure to search for the best rates and make sure that the loan fits your budget.

5 best vacation loan lenders

Discover: Discover vacation loans are available for as much as $40,000 with rates ranging from 7.99 percent to 24.99 percent. Funds can be acquired as quickly as the next business day after approval.

SoFi: SoFi offers as much as $100,000 for vacation loans with rates that start at 8.99 percent and go up to 29.99 percent. Loan funds can be dispersed as quickly as the same day of approval, and origination fees are not required.

Prosper: Prosper loans can be used for practically anything and offer rates as low as 8.99 percent. Loans are available from $2,000 to as much as $50,000. There are no prepayment penalties and you can get funds in as little as one business day.

Avant: You can borrow from $2,000 to $35,000 from Avant for vacations. APR rates range from 9.95 percent to 35.99 percent with loan terms from 12 to 60 months. There are fees with Avant loans to be aware of including late payment fees, administration fees, and dishonored payment fees.

LightStream: Rates on LightStream personal loans range from 7.49 percent to 25.49 percent, and there are no fees. Loans are available for as much as $100,000 and you can get your rate reduced as much as 0.50 percent by signing up for automatic payments. But prequalification isn’t an option with LightStream, so check your rates with other lenders first.

What are some alternatives to vacation loans?

Before taking out a vacation loan, consider the following alternatives.

  • Budget. If you plan accordingly, there are many ways to save money on a trip. Spend time researching the cheapest travel and lodging options, as well as looking up tips and tricks for cheap travel in a certain area. Creating a budget and finding options that fit into that budget is the best way to save money while traveling.
  • Travel cards and reward cards. Many credit card companies offer perks and reward programs for traveling. Find a credit card that lets you build up travel points as you spend. This could help you cut travel costs, with some cards even awarding airline miles as you spend and pay off the card.
  • Saving. If you know you want to take a trip, it is always a good idea to start saving early. Set aside a predetermined amount from each paycheck to go toward a travel fund. Figuring out a travel budget will make it easier to figure out how much and for how long you will need to save.
  • Traveling with a bigger group and splitting costs. Traveling with a group and sharing accommodations can help with travel costs significantly.
  • Find discounts. There are often discounts available if you search for them. Do your research to find the cheapest flights, hotel rooms, etc. There are almost always deals to be found online.
  • Choose a less costly vacation. If the vacation you’re planning is turning out to be too expensive, you might want to consider a smaller-scale trip, or changing your destination to a less costly area.
  • Wait until the offseason. Prices are higher in certain areas during certain times. For example, it is more expensive to go to the Bahamas during the summer than it would be to go during the fall or winter. Consider visiting your chosen location during the offseason to take advantage of lower prices and less crowded destinations.

The bottom line

Despite rising costs, Americans are ready to travel after the pandemic. While rising inflation does make travel more difficult, there are still plenty of ways to reduce costs and keep your travel budget on track.

If you can’t wait to save up but are confident you will be able to pay back the loan, a vacation loan could be a great way to finance your upcoming trip. However, you should do your research and compare financing options before making that decision. Saving up and finding deals is always a better option than taking on debt.

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travel loan for employees

Employee Benefits research in 2020 found that 59% of employers offer a travel season ticket loan scheme to employees. The scheme, which allows employees to spread the cost of travel season ticket loans interest free over a set period, is immensely popular. But what role does it play in the current working world?  

  Adapting to change  

Changes to the way we work have forced many businesses to revaluate their employee benefits offerings. How your benefits support employees with their commute should be a key consideration.  

Changes in the job market have also affected how businesses shape their benefits offering. Employers are casting their nets wider to recruit the best talent and employee benefits that support the commute can only serve to support this recruitment.  

There are also employee attitudes towards commuting to consider. Most see commuting costs to be too high. Schemes that can help reduce these costs or make them more manageable will be tackling a key pain point for employees with their commute.  

Opening up different commuting options will be important to employees moving forward and any scheme which helps an employee make changes that matter to them, such as reducing their commuting time to spend more time with family or reducing the costs they’re concerned about, will be incredibly well received.  

There are also the newly introduced flexible rail tickets, or “Flexi-Season” tickets, to consider too, which allows travel on eight days in every 28-day period and looks to save commuters on costs when only travelling a few days per week.  

There are a few different types of these flexible rail tickets available which can be purchased through a season ticket loan scheme , helping make the scheme even more appealing.  

  Where do season ticket loans fit in?  

While flexi-rail tickets do provide more options for employees and should be promoted, season ticket loans also offer the flexibility to be used for alternative options.  

Season ticket loans can help make the commute easier and more affordable not just by rail but by bus or tram for example and can even help make parking more affordable for those who still want to commute by car but are doing so into busy cities with costly parking.  

Employers also have full control over the scheme, controlling spending limits by employees on the scheme which can help support financial wellbeing.  

The scheme can also be used to cover the cost of travel or parking with various providers.  

  The importance of providing options  

Season ticket loans help give employees loads more commuting options. The scheme helps employees save on virtually all modes of commute whether it be by car, rail or even the bus.  

Employers have responded to employees’ needs for more flexibility and so employee benefits offerings need to be brought up to date too to be more flexible and provide more options.  

This is one reason why flexible benefits have become even more popular in recent times. It’s more important than ever to offer a wide range of benefits that appeal to varying demographics.  

With the commute, different employees have different priorities. Some prioritise their time more, others comfort, some may prioritise the environment.  

Offering a season ticket loan scheme helps adhere to all these different needs and priorities  

There are plenty of other benefits that can support these too.  

  Other benefits that support the commute  

The Car Benefit scheme is a great example. In recent times, the Car Benefit scheme has become one of the cheapest ways for employees to drive brand-new electric and ULEV cars.  

Any scheme which helps employees reduce carbon emissions and save money is going to be a winner. For some, transport by rail, tram or bus simply isn’t an option. Providing schemes like this help support employee’s own green targets while making the commute easier and more affordable.  

The Bike to Work scheme has also proven massively popular since the start of the pandemic. Into the winter months, it may become a less appealing option for the commute for some but with savings of up to 42% available on a brand-new bike and accessories it’s no wonder the scheme is so popular.  

All these schemes help support the various needs and priorities of employees. It’s not just the commute they help with either and rail travel using season tickets doesn’t always have to be confined to the work commute either.  

Each of these schemes are incredibly versatile and only support the argument that a wider ranging employee benefits offering is without doubt a better one for employees!  

Is your employee engagement survey working hard enough?

How to get the best value from your employee benefits package, how to implement successful employee incentive schemes, how do employee benefits affect employee engagement, 3 things to consider when choosing a reward and recognition system, what will the proposed fit note reforms mean for employers, yorkshire water’s fit note process helps employees back to work, exclusive: employee benefits awards 2024 shortlist revealed, avanti west coast train drivers receive overtime shift fee increase.

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Employee Loans: What To Know Before Lending Money

Considerations before lending money to employees

What Is an Employee Loan?

Pros and cons of lending to employees, how employee loans work.

  • Important Considerations Before You Loan

Frequently Asked Questions (FAQs)

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Beyond professional advancement and satisfaction reasons, employees stay committed to workplaces that understand and support their needs, including financial stability.

If an adverse life event wreaks havoc on your employee's finances and their current income barely covers the cost (or not at all), what will they do? Workers often quit and seek higher-paying employment elsewhere or take on additional debt to make up the difference when something like this happens.

There is another option, however—one that helps your company and its people: employee loans. Instead of risking them going back out into the job market to find a higher-paying job, you can offer to loan them the funds they need at a significantly lower interest rate.

When you lend small-dollar loans to employees, you help them grow their wealth and invest in their future. It’s an opportunity to forge a long-term commitment between your employee and your company because you are actively involved in supporting their financial needs.

So what does the process of loaning money to an employee look like? How can you handle all the legal details and ensure timely repayment? This article will help you understand the basics of employee loans, how they work, and what to do to ensure it benefits everyone involved.

Key Takeaways

  • Employee loans are beneficial for companies because it’s an investment in their employees' financial future, thereby improving retention.
  • These loans are typically repaid in installments from an employee's paycheck and include the principal amount plus a low interest rate.
  • This method has significant benefits for employees: no credit barriers, lower APR, no collateral required, and automatic repayment options.

Employee loans are temporary funds given to an employee by their employer that the borrower will repay with interest over time. At first glance, it may seem like lending to employees is a risky idea. However, when done correctly, it can be an effective way to reduce the cost of labor by retaining good employees.

Loans can help them meet their financial needs without taking on any personal debt. Employers can make loan funds available for medical emergencies, tuition payments, housing-funds issues, and many more situations.

Financial security

Employee retention and improved work performance

Low-risk, affordable financing option

The employee could default on the loan

Risk of inequality or favoritism

Can complicate workplace dynamics

Pros Explained

  • Financial security : Consistent employee loan repayments plus additional interest can positively contribute to the cash flow. Employee loans also provide financial security for employees as low-risk funds that can help them weather financial storms.
  • Improved work performance and retention : Employer-given loans can alleviate stress and give employees a sense of financial ownership, which may help them perform better at work. Work satisfaction and lower stress encourage them to stay with the business and not seek employment elsewhere.
  • Low-risk, affordable financing option : Employee loans interest rates are generally lower than those of other forms of financing and don’t require a credit check, making this an affordable and accessible option for workers.

Cons Explained

  • The risk of the employee borrower defaulting : Employees who borrow money from their employer may not be able to repay the loan if they lose their job or experience other financial setbacks. To avoid this, include loan loss provisions and default terms into the agreement.
  • The risk of employee conflict : Employee loans could create a sense of inequity between those who have been given loans and those who have not, leading to conflict among employees. To mitigate this, set up an employee loan program with policies, and be consistent.
  • The risk of workplace politics disruption : Staff may try to use these loans as a method of favoritism, which can lead to conflicts between employees and management. The employer should consider all potential consequences of giving employees the option to take out loans before making any decisions.

Creating a loan agreement is crucial to avoid tax penalties and ensure repayment. To create an employee loan program, follow these five steps:

  • After an interview, determine how much money to offer based on the employee’s need and repayment ability (their debt-to-income ratio ). Or you can offer a fixed amount to all employees equally.
  • Consult your accountant and a business lawyer to accurately assess the situation (such as the maximum your company can afford to loan and how often), then draft the appropriate agreement document.
  • Decide who will be your employee-loan plan administrator to sign the paperwork and monitor payroll deductions.
  • Create a loan-repayment account for the employee with financial software to set up automatic payroll deductions and capture relevant details.
  • Sign the paperwork and utilize a certified notary signing agent if necessary.

What To Include in Employee Loan Documents

Similar to the initial setup of a personal loan , employee loans should include these elements:

  • Covenants : Contractual conditions in a formal debt agreement
  • Guarantees : The people or person responsible if the borrower defaults
  • Interest rate terms : The annual percentage rate (APR) of interest charged
  • Repayment duration : A clear outline of the loan repayment period and the number of installments
  • Default terms : A clear plan for late fees, outstanding debt collection, and costs associated with collecting said debt
  • All parties involved : The business's name, the employee who is taking out the loan, and a witness.
  • Relevant dates : The dates all parties signed the agreement and when it goes into effect
  • Signatures : Capture and record the employee borrower’s signature and those of witnesses present during the signing.

Important Considerations Before You Loan Money to Employees

Take time to consider all angles before lending cash to workers, to avoid headaches down the road.

Loan Amount

What kind of hardship is a good enough reason for a loan? How much debt can this employee take on right now? Will the amounts offered be based on a percentage of the employee's income, employment status within the company, or some other factor?

Repayment Terms

Loan payments can be deducted from the employee's salary or paycheck and alternate payment methods can be set up before their employment status changes. The goal is to receive timely payment or avoid the employee absconding without fulfilling their agreement.

There are laws against paycheck deduction to repay an employee loan in some states, and paycheck deductions can’t reduce the employee's hourly pay below the national minimum wage of $7.25 per hour and must be authorized in writing. Check applicable state laws and regulations before enacting this method.

Default Terms

Does the company demand full settlement immediately, or create new terms to complete the loan repayment if an employee resigns? What happens if their employment is terminated, they default on the loan, or their hours are reduced?

Other Important Considerations

Ensure all parties involved understand the loan agreement terms, and keep organized records and bookkeeping documents for tax purposes. Companies may elect to require collateral, but this is rare. Consult your company's legal team if you want to include a clause that ensures the debt follows the borrower even if they leave.

Use payroll tools to automate this process for you. Many business financial software programs include templates for loan agreements that can be used for this purpose.

Employee Loan Alternatives

Other ways to assist your employees financially include offering paycheck advances, retirement plan loans, and recommending personal credit options.

Paycheck Advances

A paycheck advance is a temporary short-term cash loan given to an employee and repaid with the borrower's next paycheck. The benefits of paycheck advances are they are easier to obtain than loans, as long as the employer is amenable to it, and they can also provide short-term relief for cash-flow problems.

Retirement Plan Loans

Retirement plan loans are popular ways for employees to borrow against their retirement savings . One downside is that the IRS does require employees to repay a plan loan within five years and make payments at least quarterly, unless you use the funds to purchase a primary residence.

Personal Lines of Credit

Personal lines of credit are not as costly as traditional loans, lower risk than credit cards, can have a lower interest rate, and don't require collateral because they are unsecured lines of credit. A relevant factor to consider is that if the borrower's employment status changes adversely, it could be challenging to make on-time monthly payments, which will incur costly fees, higher interest rates, and tank their credit.

Discourage employees from taking out payday loans from private lending businesses by informing them of the financial risks and repayment difficulties due to astronomical interest rates often associated with these loans.

The Bottom Line

The process of lending your employees money can be a double-edged sword. It can be a great way to show your employees that you care about them and their financial needs, but there are risks involved that may negate both parties' benefits. Each situation will differ, so it's vital to have policies in place before money ever changes hands.

One of the most important things to consider before lending money to your employees is whether or not this is the best option for their financial situation. Will they be able to pay back the loan in full and in a timely manner? If it looks like they won’t be able to and you are unwilling to take this risk, explore alternatives to find a more sustainable solution.

How should an employer report employee loans that are forgiven?

The IRS considers loans forgiven if the creditor agrees to cancel all or part of the debt owed. There are two ways that an employer can report the employee's debt forgiveness . The first way is to report it as a reduction in earnings, and the second is to report it as non-taxable loan repayment.

What is the market rate for employee loans?

According to Freddie Mac , the market rate for fixed-rate mortgage (FRM) and adjustable-rate mortgage (ARM) personal loans is currently 4.42% and 3.36%, respectively. Companies typically offer employees loans between 3% to 5% APR, which is quite reasonable compared to traditional private loan rates that average around 13%.

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Federal Reserve Bank of Minneapolis. “ How Small-Dollar Loan Programs Can Be a Big Benefit for Employees .”

Business.com. “ Stress and Productivity: What the Numbers Say .”

IRS. “ Retirement Topics - Plan Loans .”

Freddie Mac. “ Mortgage Rates .”

Nasdaq. “ Today’s Personal Loan Rates: March 14, 2022—Rates Fall By 0.07% .”

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How an Employee Loan Works

Types of employee loans, examples of employee loans.

  • Advantages and Disadvantages
  • How to Ask Your Employer for a Loan

Alternatives to Employee Loans

  • Frequently Asked Questions (FAQs)

The Bottom Line

  • Personal Loans

Employee Loan: What It Is and Should You Get One?

travel loan for employees

Ward Williams is an Editor focused on student loans and other financial products and services. He has five years of professional editing, proofreading, and writing experience. Ward regularly contributes to stories about government policy and company profiles. He received his B.A. in English from North Carolina State University and his M.S. in publishing from New York University.

travel loan for employees

An employee loan is a loan provided by an employer. These types of loans aren't offered by every employer, and they can differ widely in terms of eligibility requirements and other specifics. But if you need to borrow money and don't qualify for a personal loan, or simply want to explore other options, it could be worth asking about an employee loan.

Key Takeaways

  • An employee loan is a type of loan where your employer either lends you money or purchases something on your behalf, which you then pay back.
  • Not every company offers employee loans, and there is no set standard for them.
  • In general, employee loans tend to have lower interest rates than other types of loans.
  • If your company doesn't offer employee loans, you have other options for borrowing.

If your employer offers employee loans, they might be tailored specifically for your company. But the process can be similar to that of a traditional personal loan , where you complete a loan application, wait for approval, and, if approved, receive the funds in your bank account. Typically, you will repay the loan over time with money deducted from your paycheck.

Loan terms and amounts will vary by employer. For instance, Equifax has an employee loan program that offers loans ranging from $1,000 to $35,000, depending on the employee's salary. The Virginia State Employee Loan Program (VSELP) has a $500 maximum.

While employee loans often charge interest , their rates tend to be lower compared to other borrowing options, including personal loans, credit cards, and especially payday loans . The Equifax program, for example, offers annual percentage rates (APRs) of 5.90% to 19.90%, while the VSELP charges 24.99%.

In general, there are two types of employee loans: those that come straight from your employer and ones that are offered through a partnership with a bank or other financial institution as an employee benefit.

If you get a loan straight from your employer, it could be in the form of the employer paying upfront for something you need. For instance, your company might cover costs related to buying a home or a car, after which you'd pay the money back to your employer.

Otherwise, your employer may refer you to its partner bank, which will evaluate your application and, if you're approved, lend you a lump sum of money.

There are a few different types of employee loans. For example, you might be offered one of the following:

Unsecured Personal Loans

Unsecured personal loans tend to be offered by employers through a partner lender (unless your employer is a financial institution, in which case it might administer the loans itself). 

Your employer sets the minimum and maximum amounts, repayment terms, interest rates (if any), and eligibility requirements. For instance, you might be required to work for your employer for a set number of months before becoming eligible.

Transportation Loans

Some employers cover the cost of transportation to and from work as an employee perk. Others will front you the money to pay for transportation-related costs, such as a bus or subway pass, but the cost of this loan may be repaid via deductions from your paycheck.

Vehicle or Auto Loans

If you frequently need a car for work, your employer might help you pay for the cost of one. This can come in many different forms, depending on your employer. For example, your company might contribute to the down payment , helping lower your monthly payments. It might also pay a portion of your monthly payments based on how much you use the car for work. 

Advantages and Disadvantages of Employee Loans

Like any loans, employee loans have their pros and cons:

Low or possibly no interest

Could boost credit score

Available in small amounts

Sometimes strict eligibility requirements

Can come with fees and other costs

Less take-home pay if money comes out of paycheck

  • Low or possibly no interest : Employee loans are usually offered as a benefit and an alternative to expensive payday loans and other personal loans. So interest rates tend to be lower, and in some cases, you might pay no interest at all.
  • Could boost your credit score : Employee loans are often reported to at least one of the three major credit bureaus . So making regular, on-time payments can increase your credit score . (Of course, if you fail to repay, that could be detrimental to your score.)
  • Available in small amounts : If you only need to borrow a couple hundred dollars, you can get that from an employee loan rather than turning to costly payday loans. Regular personal loans often have minimums of $1,000 or more.
  • Sometimes strict eligibility requirements : Many employers have eligibility requirements you'll need to meet to qualify. For instance, you might be required to have worked for the company for a certain number of months or have a certain level of income.
  • Can come with fees and other costs : In addition to interest, you may be subject to application fees, late fees, or other costs.
  • Lower paychecks : Many employee loan programs are repaid by deducting the cost of the loan from your paycheck. This keeps you on track for on-time loan payments but will leave you with less money for other possible needs, such as home payments or utility bills.

How to Ask Your Employer for an Employee Loan

First, figure out how much money you need. Then ask the human resources department or your direct manager if your company offers an employee loan program. If it does, inquire about the eligibility requirements and the application process.

If your job doesn't offer employee loans and you need to borrow, you have other options.

Unsecured Personal Loans From Another Lender

Rather than going through your employer, you can apply for a personal loan with a bank, credit union, or online lender. These tend to have more stringent eligibility requirements, such as good to excellent credit, to get the lowest interest rates.

On the plus side, there isn't a tie to your employer, so if you plan on leaving your job or don't want to have that obligation, an unsecured personal loan might be a good option for you.

Credit Cards or Credit Card Cash Advances

If you think you won't be eligible for a regular unsecured personal loan or only need a relatively small amount of money, you may want to use a credit card to cover those costs. Already having a credit card gives you the advantage of paying for those needs right now and not waiting for loan approval or being dependent on your credit history for consideration.

If you need cash, you might also consider a credit card cash advance . These come with different terms from your credit card purchases, including a different (often much higher) APR and additional fees. But you can usually get the money right away.

Home Equity Loans or Lines of Credit

If you own a home and have enough equity in it, you may be eligible for a home equity loan or home equity line of credit (HELOC) . Both tend to have attractive interest rates, but keep in mind that you'll be putting your home up as collateral and could lose it if you're unable to repay.

Retirement Loans

Borrowing from your future self isn't always advisable, but sometimes it's your best option. So you may want to explore a 401(k) loan or one from another retirement account. These usually don't involve a credit check and repayment terms might be longer compared to what you'd get with other types of loans.

Is Getting an Employee Loan Easier Than Getting a Regular Personal Loan?

Eligibility requirements for employee loans are often more flexible than those on traditional personal loans, but this varies by company.

Does Every Employer Provide Employee Loans?

No, not all employers offer employee loans as a benefit to workers, and they are under no legal obligation to do so.

Who Is Eligible for Employee Loans?

Eligibility requirements aren't universal. If your employer does offer employee loans, it's worth making sure you understand the requirements before you go to the trouble of completing a full application. If you are a new employee, for example, you might have to work for a specific amount of time before you become eligible.

What Is the Interest Rate for Employee Loans?

Your employer sets the interest rate on its employee loans. In general, rates tend to be better than you could get elsewhere, and some employers charge no interest at all.

What Happens if You Default on Your Employee Loan?

If you can't repay your employee loan and end up defaulting , a few things could happen. For one, if your employer reports your loan to any of the major credit bureaus, your credit score will drop. That will make it harder to borrow money in the future. In addition, you'll most likely do serious damage to your relationship with your employer.

Your loan agreement may also give your employer access to your bank account, allowing it to withdraw the money you owe.

Employee loans, where offered, can be a convenient and inexpensive way to borrow money when you need it. If your company doesn't already have an employee loan program, consider asking if it could create one.

Equifax. " Employee Loan Program ."

Virginia Department of Human Resource Management. " About VSELP ."

Equifax. " Employee Loan Program Questions & Answers ," Page 7.

Consumer Financial Protection Bureau. " Can I Withdraw Money From My Credit Card at an ATM? "

Consumer Financial Protection Bureau. " What Is a Home Equity Loan? "

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Travel to work loan

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The University is committed to developing and promoting a sustainable travel policy to reduce the adverse impact of traffic on people, the organisation and the environment. The Travel Plan is documented on the Estate Management website.

This page sets out the arrangements and conditions of the interest free Travel to Work loan scheme. This scheme aims to reduce reliance on cars and encourage travel by more sustainable modes of transport.

An interest free loan, to the value of the employee's monthly net pay (or a maximum of £2,500, whichever is the lower), will be available to all staff on appointments of 3 months duration or more. (Staff is defined as those on a University contract of employment and paid through the Payroll Section of the Finance Division .)

The loan will be for the employee to purchase an annual bus or annual rail ticket (the Travel to Work Loan cannot be used for tickets of a duration of less than a year) at standard class travel, or to assist with the purchase of a bicycle and associated safety equipment.

Only one loan may be made at any one time and no further requests for Travel to Work scheme loans will be considered until full repayment of any previous loan has been made.

A photocopy of the receipt for the purchase of a bicycle and any associated safety equipment or for an annual rail season ticket must be forwarded to the Payroll Section, Finance Division within ten days of receipt of the loan

The loan may not be used for any other purpose than that stated above. Failure to comply will be regarded as misconduct and dealt with under the appropriate Disciplinary Policy and Procedures.

The University would make no refunds or replacements for lost or stolen season tickets. Employees are responsible for insurance of the season ticket.

Employees are responsible for paying directly to the rail operator any excess amount due in relation to a rail season ticket above the amount applied for.

Where the loan has been used to purchase a bicycle the University would not be responsible for insurance against loss, theft and personal accident. Employees are responsible for obtaining appropriate insurance against loss, theft and personal insurance.

If the bicycle is sold before the end of the repayment period, the Payroll Section, Finance Division must be notified and the full balance outstanding will be repayable immediately.

University officers should note the residency regulations as laid out in Chapter XI of Ordinances.

In respect of bus and rail tickets - the loan can only be utilised for annual tickets.

Application Process

The employee must complete an application form (PD35) and submit it to both the Payroll Section ( [email protected] ) AND the Reward team ( [email protected] ).

When an annual ticket expires, it will be necessary to repeat the application process.

Employees may not reapply for a loan for the purchase of bicycles within five years of the previous application.

Payment Process

For all loans, payment will be made with the employee's pay. Applications received by the 1st of each month, and subsequently approved, will be processed in the following month's salary.

Repayment of Loan

Repayment of the loan will be by deduction from the employee's monthly pay, commencing one month after the loan is credited. The repayment period will be for no longer than 10 months. For appointments of less than 10 months, the repayment period will be within the appointment period.

If for any reason the employee leaves the University's employment before the total of the loan has been repaid, any outstanding amount will be deducted from the employee's final pay. Where this is not possible, an invoice for the outstanding balance will be raised which will be payable immediately.

In the event that the season ticket or bicycle is lost before the end of the loan period, the outstanding balance will still be deducted from salary.

If the employee embarks on an extended period of unpaid leave during the repayment period, the Payroll Section, Finance Division must be contacted to review the repayment process.

Tax and National Insurance Contributions

Whilst interest free, the loans are subject to tax and national insurance contributions in the circumstances outlined below.

The loan is not deemed to be a taxable benefit except where the balance outstanding (of any loans) is more than £10,000. (The Inland Revenue reviews this figure from time to time. Any required changes would then be made to the Travel to Work Loan Scheme.)

In the event of failure to repay a loan, the Inland Revenue will be notified. They may treat the whole of the outstanding balance as a taxable benefit and subject the employee to a tax charge at the appropriate rate.

The operation of this policy will be reviewed. It may be amended or withdrawn at that time.

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Q. Who does United Military Travel offer financing for?

A. United Military Travel offers 100% travel financing for all active duty and retired military members. United Military Travel also offers travel loans for Federal Government employees and civilians.

Q. Do reservists qualify for an online military travel loan?

A. We generally approve all active duty and retired military members for our online travel loans. We are able to grant a travel loan approval for a reservist if you have activation paperwork, providing proof that you will be active duty for longer than one year.

Q. Can I use my loan approval for a military dependant?

A. You may use your military or government travel loan approval to purchase travel for a dependent, family member, or friend. It is important that you’re aware that you will be solely responsible for paying back the military loan and not the traveler.

Q. I’m active duty military but I have poor credit history – will I still get approved?

A. United Military Travel gets the majority of our applicants approved with no money down! Bad credit is ok! United Military Travel works with a number of different lenders to ensure that we have a lender that meets your needs and can get your loan approved easily! Since most of our applicants are active duty military members, we are usually able to approve the loan based on the time in service and a monthly payment that fits nicely into your budget. We understand that people go through financial hardships and we work with the best military lenders in the industry to ensure that we can get you approved quickly. United Military Travel can get your online travel loan approved by submitting an application through our website by  clicking here  or by calling us toll free at 866-582-9579.

Q. Can I pay my military or government travel loan off early?

A. United Military Travel is very selective in choosing our military finance companies. All of our military lenders allow you to pay your loan off early without incurring any penalties or fees. In fact, the lenders will refund the remaining interest that you saved yourself from by paying it off early. United Military Travel likes to keep your payments low & affordable, while allowing you to have the ability to pay your loan off early. Apply for your quick and easy travel loan by  clicking here  or call us toll free at 86-582-9579 and one of our friendly travel account consultants will assist you!

Q. Are there any penalties or fees for paying my loan off early?

A. United Military Travel has selected the most recognized military loan lenders in the industry. All of our military lenders allow you to pay your loan off early without incurring any penalties or fees, in fact they will refund the remaining interest that you saved yourself from by paying it off early.

Q. When is my first payment due for my travel loan?

A. The first payment due date varies on the military lender or civilian lender that is used to finance your loan. Most of our clients prefer to set military allotments as the method of repayment on their military loan. Mypay will notify you when the allotment will reflect in your pay. All of our lenders are fully aware of mypay and that your first payment may not post until the following month. Your account consultant can tell you the first payment date associated with your loan at the time of the sale. If you’re planning on setting an allotment, Mypay will notify you of the date the allotment will reflect your pay. Please note that allotments are NOT required, but are accepted by some of our lenders.

Q. When will I receive my order?

A. Once you have signed your electronic documents for your travel loan, we will process your paperwork. It can take up to two business days before you receive your electronic tickets or reservations. We are able to expedite your travel loan process and push your tickets through booking and purchasing. There is a fee to expedite your order, but United Military Travel can complete your loan and reservation in as little as one hour! 

Q. How long does it take to get a response on my application?

A. United Military Travel can get your online military loan application approved in as little as one minute. We strive to have your loan complete in the same day! We can have your buy now pay later order complete in as little as one hour! We strive to be the quickest online military loan company on the market.  Apply now  or call us toll free at 866-582-9579 and one of our friendly travel account consultants will help get your online military loan complete today!

Q. Why do you need a copy of my LES or paycheck stub?

A. United Military Travel works with the best military lenders to get your loan approved with no down payment! We can get almost everyone approved as long as you have sufficient time remaining in the service. Our military lenders base the approval on your rank, ETS/EAS date, and making sure your low payment fits nicely in your budget. Since our lenders primarily base the approval of your loan on your rank and ETS date, they require proof that all of the information you provided on your  online military loan application  is correct. To finalize the approval and quickly complete your reservations, the lender does request a copy of your end of month LES to verify all of the information submitted on your  military loan application.

Q. Where do I send a copy of my most recent end of month LES?

A. The easiest way to send us a copy of your most recent end of month LES to [email protected]  or by faxing a copy of your LES to 252-633-3504. Here are some easy steps to follow, which will allow you to upload the LES to an email without needing a printer or fax:

1. Log into  myPay

2. Select leave and earning statement

3. Select your most recent  end of month  LES.

4. Once your most recent end of month LES is on the screen go to file and select “Save As”.

5. Save the LES to your desktop of your computer and name it your last name and the word LES.

6. Open your email and compose a new email message.

7. Address the email to  [email protected]

8. Make the subject line: “your name LES”

9. Click “add attachment”

10. Select the file from your desktop and attach the LES to your message. If you have any allotments on your LES, be sure to explain, who they pay to and the balance of those accounts in the body of your email message.

11. Hit send and call us at 866-582-9579 to have us book the trip you deserve! United Military Travel is the pioneer of “book now pay later travel!”

Q. How does United Military Travel keeps its military travel loans so much lower than its competitors?

A. United Military Travel operates under a different business plan than most of the Military & Federal Travel loan companies. We offer a lower fare and lower overall booking cost. We prefer to gain loyal customers rather than a bunch of money at once. We know that our military members protect our country everyday and although we are a for-profit company, we prefer to make our profits fairly. Instead of having high overhead with constant advertisement, we are able to cut that expense and have returning customers who refer their friends/family. In most cases, United Military Travel is able to refinance your previous military travel loan and add on a new trip for little or no change to your monthly payment. Most of our customers are return customers and send all their friends to us! They also get a $100 credit towards their next purchase using our referral program.

Q. How do I take advantage of United Military Travel’s cheapest military travel loan guarantee?

A. Give us a call at 866-582-9579 to get a quote or fill out an easy military  travel loan application  by clicking here. Tell one of our friendly travel account consultants about your trip and get a quote. We guarantee our prices are lower than any military travel loan company out there. If you have been shopping around for a military travel loan and you have a current quote from the same day, then United Military Travel guarantees to have up to a 20% cheaper price for the same fare. We are proud to say “United Military Travel has never had to use the cheapest military loan price match guarantee!” UNITED MILITARY TRAVEL IS ALWAYS THE CHEAPEST MILITARY TRAVEL LOAN OPTION!

Q. What happens if the price increases during the process of my loan?

A. Once you have completed your easy military travel loan packet we are responsible to pay for the ticket. You will not have to pay for an increase in fare. The minute you sign our easy travel loan documents your fare is locked in at the cheapest price! United Military Travel’s military and government ticket financing program makes sure that you don’t have to worry about the cost of your airfare increasing…Once you sign your documents, the price is set!

Q. What is considered a federal government employee?

A. We consider federal employees to be employees that receive their checks from the federal government. A few of the many federal jobs that we grant travel loans for include the following:

  • AbilityOne Commission
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  • Administration for Children and Families (ACF)
  • Administration for Native Americans
  • Administration on Aging (AoA)
  • Administration on Developmental Disabilities
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  • Advisory Council on Historic Preservation
  • African Development Foundation
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  • Agency for International Development (USAID)
  • Agency for Toxic Substances and Disease Registry
  • Agricultural Marketing Service
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  • Agriculture Department
  • Alcohol and Tobacco Tax and Trade Bureau
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  • American Battle Monuments Commission
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  • Arthritis and Musculoskeletal Interagency Coordinating Committee
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  • Barry M. Goldwater Scholarship and Excellence in Education Program
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  • Broadcasting Board of Governors
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  • Bureau of Economic Analysis (BEA)
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14 new benefits Amazon is offering employees—from free estate planning to free mental health care

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A family of three smile as they sit right next to each other on a couch looking at a laptop.

When Deanna Christopherson’s daughter suddenly became ill, she found herself needing some extra help navigating her finances. Unsure where to begin, she turned to her Amazon benefits to see if there were any resources available to her. She wound up speaking with an expert at Brightside Financial Care, who helped her start a savings habit and get approved for a loan.

“The whole team at Brightside is the most wonderful resource. I can’t state enough the extent of my gratitude,” said Christopherson, a fulfillment associate in Schaumburg, Illinois. “Thanks to Brightside for helping my family during a difficult time.”

Brightside, currently being piloted for Amazon associates in 12 states, is a new benefit under the company’s FamilyFlex program . FamilyFlex is aimed at providing employees and family members with more flexibility in their lives, and tools to help them achieve personal and professional success.

An image of Amazon employee Francisco Nino in a work vest at Amazon in Greenwood, Indiana.

Paris Purifoy, a fulfillment associate in Little Rock, Arkansas, used her Amazon benefits to improve her financial health. While using Brightside, Purifoy paid down debt, raised her credit score by 64 points, started a savings habit, and worked with creditors to negotiate payment plans.

“My Brightside Financial Assistant is such a beautiful spirit, and is there when I need to talk about some of the most difficult things a person can deal with—finances,” said Purifoy. “It’s great being able to feel supported and helped while you are helping yourself.”

Even with great pay and health care benefits that start on day one of employment, an unexpected financial- or health-related event can be difficult to manage. Amazon is doubling down on FamilyFlex to provide employees like Christopherson and Purifoy with extra help and guidance to navigate and overcome those moments.

“We want to give our team the tools they need to be successful both at Amazon and outside of work, which is why we offer benefits like comprehensive health care, pre-paid college tuition, and skills training programs that will help them in a career here or elsewhere,” said Lian Neeman, director of benefits at Amazon. "It’s also why we're actively investing in programs like FamilyFlex that are aimed at empowering Amazon employees to better understand and take charge of their physical well-being, financial security, and mental health.”

Here are the 14 new benefits Amazon is offering under FamilyFlex:

New financial health benefits

A recent survey from Bankrate found that 52% of people in the U.S. say money has a negative impact on their mental health. When someone chooses to work at Amazon in customer fulfillment or transportation, we start by offering them an average hourly wage of $19 per hour—between $16 and $26 per hour depending on their position and location in the U.S.—and provide them with a broad set of resources to help them and their family members make the right choices for them. Those resources now include:

  • Improving financial health via Brightside Financial Care. Brightside , a benefit currently being piloted for hourly employees in 12 states, provides free and confidential solutions to those experiencing financial challenges or looking to improve their financial health. Employees can use Brightside to reduce or consolidate debt, create spending plans, discuss short- and long-term financial goals, or access resources for more urgent needs. Since launch, Brightside has saved Amazon employees $18 million. Employees are also able to open a Brightside savings account with a current Annual Percentage Yield of 4.33% * , far above the national average of just .042%.
  • Free financial counseling via Resources for Living. Resources for Living (RFL) is Amazon’s free employee-assistance program that offers all employees, along with their families and household members, a free 30-minute consultation for each financial issue they’d like to discuss. For example, employees and their families can get help to create a budget, manage debt, prepare tax returns, or plan for retirement. Employees who use RFL also have access to financial articles and calculators, can undergo a financial assessment, can receive free legal consultations from an attorney, and have access to free identify theft support.

A couple smiles and poses with their baby in front of their home.

  • Free estate planning each year. MetLife works with Amazon to offer all employees based in the U.S. 30 days of free estate planning each year. Employees can access free digital estate planning tools to create a will, advance directive, and durable financial power of attorney. Nearly 16,000 plans were completed during the monthlong offers between 2022 and 2023, for a total estimated savings of $14 million for employees. Through Amazon Benefits, employees are also eligible to sign up for voluntary MetLife legal benefits. The benefits include discounted rates on legal advice and fully covered legal services for a wide range of personal legal matters, including wills and estate planning, real estate matters, and family law. Through Amazon Benefits, employees are also eligible to sign up for a voluntary MetLife legal plan, which provides coverage for a wide range of personal legal matters including adoption, immigration, home buying, real estate as well as financial matters such as identity theft, traffic tickets, auto law, elder law, and civil suits.
  • Donor-advised fund benefit to make charitable giving easier. Amazon offers a new, unique charitable giving benefit through the Fidelity Charitable Giving Account that makes it easier for employees to support their favorite causes more effectively now and in the future. The Giving Account is a donor-advised fund, which is similar to a charitable investment account that can help donors make more of their charitable gifts. Employees can give cash, publicly traded stock such as vested Amazon shares, private business shares, and other assets through the program to qualify for tax savings, potentially grow their charitable balance tax-free by investing the funds they want to give, and support their favorite causes. Amazon and Fidelity Charitable, an independent public charity, are working together to help Amazon employees increase their impact on the causes they care about through this innovative workplace philanthropic benefit.
  • Emergency savings fund benefit. To help employees prepare for life's unexpected moments, Amazon has created an emergency savings program, which helps employees save for a rainy day directly from their paycheck. Employees can now choose to set aside a portion of their paycheck automatically each pay period and access the funds when they are most needed.

New mental health benefits

Amazon has expanded its behavioral health offerings under FamilyFlex to address a wide variety of mental health needs.

A collage of Amazon employees next to a graphic of the LinkedIn Top Companies in the United States badge.

  • Free pediatric mental health counseling via Brightline. The U.S. Centers for Disease Control and Prevention estimates that one in five children have a diagnosed behavioral health need . To help address this need, Amazon has partnered with Brightline, a leading provider in virtual mental health support for children and teens. All Amazon employees—including hourly employees—in the U.S. now have added support for everyday mental health challenges many children and teens experience. The benefit allows for five free sessions per pediatric mental health issue per year, regardless of benefits enrollment status.
  • Increased number of free general counseling sessions via RFL. Employees are now eligible to receive five free general counseling sessions, per issue every year, through RFL. This ensures Amazon employees and their families have access to mental health resources, including self-guided programs, mental health coaching, and virtual counseling, in addition to long-standing benefits like no-cost counseling and work-life support.
  • 24/7 virtual mental health support. Employees can now also access mental health care 24/7 through a new partnership with the app Twill —a digital, self-guided mental health program. Twill also provides mood tracking, science-backed games, and activities designed to help employees and their family members work through negative thoughts, build confidence, and manage stress. Twill allows you to address mental health concerns the moment they arise and can be used as a supplement to your daily well-being routine. It is free for Amazon employees and their family or household members, and it's completely confidential.
  • Access to community-based family and peer support for mental health needs via NAMI. Amazon has launched a new partnership with the National Alliance on Mental Illness (NAMI) , the nation’s largest grassroots mental health organization dedicated to building better lives for the millions of Americans affected by mental illness. The partnership is focused on building enhanced access to community-based family and peer support services for Amazon employees, and is a result of a collaboration between Amazon’s Benefits team and its Mental Health and Well-Being affinity group.

Enhanced cancer care benefits

Amazon signed the Working with Cancer pledge to provide a supportive workplace culture for employees with cancer. That includes providing leading health care benefits and a dedication to fostering compassion in managers and leaders across the company. In addition, Amazon has expanded its cancer-related benefits to better meet employee and family member needs. These benefits include:

Craig Edwards and his partner, Stephanie, are pictured with huge smiles while looking at a notification on Edwards's phone stating that he's cancer-free.

  • In-house cancer case management. Amazon has a team solely dedicated to helping navigate work, care, benefits, and resources amid cancer diagnosis, treatment, and recovery. The Amazon Cancer Advocacy, Resources, Education, and Support (CARES) program provides high-touch, one-to-one support for employees and employee family members who have been diagnosed with cancer. The CARES program is designed to alleviate employees’ stress related to working while sick and to help with accessing the best possible care, benefits management, health system navigation, appointment scheduling, paperwork, and more.
  • Travel and lodging benefit. Employees and family members can also use benefits partner AccessHope to receive an expert evaluation from a center of excellence. As part of Amazon’s travel and lodging benefit, airfare, lodging, and ground transportation for an employee or family member (and a loved one) is covered and coordinated through AccessHope. For those unable to travel, or those who choose not to, a virtual option is also available. Employees or family members can choose to get a remote expert opinion that includes a written report and conversation with a doctor.

New temporary schedule adjustments for hourly frontline employees

Amazon expanded its temporary schedule adjustments program to allow extra flexibility for all hourly employees in our customer fulfillment and transportation businesses facing education-related needs, going through a personal hardship, or who need to change their schedule to accommodate their religious practice. These added capabilities allow for Amazon employees to prioritize important life moments when needed.

A family of four smiles and sits on a couch looking at a laptop.

  • Temporary school schedule adjustment policy. Amazon strongly supports ongoing learning and education. With the temporary school schedule adjustment policy, employees can request a shift or schedule adjustment as school-related needs arise. Courses covered include the following formal courses of study or development programs for credit or continuing education from an accredited school, college, university, trade school, or other company approved learning institution: formal courses of study that are eligible under the Career Choice program tuition benefit; higher education courses that are part of an ongoing pursuit of a degree; general education courses including, but not limited to, computer, financial, CPR, and first aid.
  • Temporary hardship schedule adjustment policy. From time to time, employees may need to temporarily alter their work schedules in order to manage demanding periods of their lives while still meeting the demands of their job. In these cases, employees can request a scheduling adjustment due to hardship. A hardship schedule adjustment allows an employee to temporarily work less than a full-time schedule or transfer to a schedule that allows time to make the arrangements in their personal life so as not to conflict with their work schedule.
  • Temporary religious reason adjustment policy. Amazon respects the religious beliefs and practices of all employees. As part of the temporary schedule adjustment program at Amazon, employees are able to request an accommodation for religious observances as needed.

Amazon offers a comprehensive benefits package to all regular full-time employees, which includes health insurance from an employee’s first day on the job, a 401(k) plan with a company match, up to 20 weeks of paid leave for birthing parents, free mental health support, access to subsidized skills training opportunities, and more. Learn more about Amazon Benefits .

*The Brightside Savings Account APY is subject to change.

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Employee loans: What you need to know

Employee loans: What you need to know

Employees remain loyal to employers who recognize and satisfy their requirements, financial security, and motivations for professional progress and job happiness.

What will your employee do if a bad life event wrecks their finances and their current pay barely (or not at all) covers the cost? When something like this occurs, workers frequently leave their jobs in search of higher-paying positions elsewhere or incur more debt to make up the gap.

However, an alternative that benefits your business and its employees are employee loans. You can offer to loan them the money they require at a substantially reduced interest instead of finding a higher-paying position elsewhere. Also, employees can take out 1-hour loans with no employment verification . These loan products are available faster, sometimes even within one business day.

Employees can increase their money and make investments in the future when you provide them with small loans. Because you are actively involved in meeting their financial needs, it is an opportunity to establish a long-term connection between your employee and your business.

So how does the procedure for lending money to a worker look? How can you manage all the legal nuances? You may learn more about employee loans in this article, including how they operate and what you can do to ensure everyone gets helped.

Quick fact: Employee loans are becoming increasingly popular in the United States, according to a new study. According to the American Management    Society, 78 percent of American workers now live pay cheque-to-pay cheque. Just 17 percent of people can ask a family member or friend for financial support.

What are Employee Loans

Employee loans are small sums of money the employer provides to the employee for a brief period. It could appear dangerous to lend to employees at first glance. However, when done right, it can be a valuable strategy for lowering labour costs by keeping good workers.

They can meet their financial needs with loans without accruing any personal debt. Employers might provide loan money for various reasons, including unexpected medical expenses, school costs, housing costs, etc.

Employee loans frequently have an interest rate and payback plan, just like personal and commercial loans. However, the expense of operating the loan program and any tax responsibilities the company may have are typically covered by the low-interest rates on employee loans.

By deducting money from upcoming paychecks, the employee repays the loan in line with the repayment schedule. Employee loans might be seen as an advance on the employee's potential future profits.

There are two types of employee loans, which are: 

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  • Money lent to an employee by their employer is the earliest kind of employee loan. The employer decides the terms and conditions of the loan, which can differ substantially. But these sums typically have an interest rate, just like a conventional loan. Additionally, they want set repayment periods.
  • The second kind is money lent to an employee by a third party through employer's benefits. Salaryfinance.com and TrueConnect are two examples of businesses that offer these loans.

The Pros of Employee Loans

1.   financial security.

Regular repayments of employee loans plus additional interest can improve the cash flow. Employee loans offer additional financial security for workers by acting as low-risk resources that can support them during difficult economic times.

2.   Attracting Employees

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Prospective employees may view the availability of employee loans as a significant job bonus, making them a potentially effective recruiting tool. Just mentioning it shows potential hires that you care about your staff.

3.   Improving Productivity

Financial stress may have a detrimental effect on employee productivity , according to a growing body of research. This makes intuitive sense because spending more time worrying about money leads to poorer mental health, which lowers productivity. This financial aid might lessen the strain on employees under the correct circumstances.

4.   Alleviating Financial Stress

Employee loans help reduce the stress caused by money problems that cause your team to be less productive. In a study by the International Foundation of Employee Benefit Plans, 60% of respondents who experience financial stress stated their unease prevented them from concentrating at work, and 34% said it caused them to be more absentminded and tardy.

Focusing on work might be challenging if an employee worries about mounting medical expenses for family members, past-due rent, or other financial issues. Lending money to a worker to help them overcome these challenges might enhance their concentration and productivity at work. Employees might be inspired to work harder if they know that the company loaned them the money.

5.  An Affordable & Low-risk Financing Option

Employee loans are a cost-effective and readily available choice for employees because they typically have lower interest rates than other types of lending and don't call for a credit check.

6.   Fostering Employee Loyalty

Employees who have gotten aid from their employer may be more inclined to remain with the company. Employees may feel more loyal to an employer if they know that they received assistance at a time of need and that the company had faith in them to pay back the loan. Retention and job satisfaction may benefit from this.

The Cons of Employee Loans

1.   the possibility of a default by the employee borrower.

If an employee borrows money from their company and loses their job or suffers another financial setback, they may not be able to return the loan. Include loan loss clauses and default terms in the contract to prevent this.

2.   Administration Takes A Long Time

It's crucial to properly structure an employee loan if you decide to offer one. You expose yourself to tax and other liabilities if you don't.

Offering employee funding entails undertaking another administrative responsibility because it must be thoroughly documented. Of course, this duty may be lessened but not entirely avoided if you use employee loans from a third party.

3.   Significant Opportunity Cost

You invest time and money into something that might or might not pay you back when you make an employee loan. You also must divert time and resources away from activities that could help your small business expand. Therefore, employer opportunity costs associated with employee borrowing are substantial.

4.   Conflict among employees is possible

Employee disputes may result from a feeling of unfairness between those who have received loans and those who have not. Create an employee lending program with rules and be consistent to help mitigate this.

5.   The potential for disruption by office politics

Employees may attempt to exploit these loans as a kind of favouritism, which could cause friction between them and management. Before making any decisions, the employer should consider the possible repercussions of allowing employees to obtain loans.

6.   Repayment May Become a Source of Stress

Every circumstance is unique, but granting a loan to an employee who requests it to pay for regular and ongoing commitments like rent and utilities may be more detrimental than beneficial. Adding a new monthly cost on top of other duties might be stressful for an employee struggling to meet obligations. In this situation, suggesting financial advice could be preferable to making a loan that won't likely be repaid.

7.   Employer Tax Obligations may Rise Due to Lending

If the loan is not handled appropriately, it could result in employers owing more in taxes. The terms of loans must be transparent, and the interest rate must generally be applied at the applicable federal rate and reported as income. You could incur fines, tax requirements, or even legal trouble if the loan is not handled correctly. If the loan is not reported accurately, you could potentially face charges of breaking the law.

How Employee Loans Work

A loan agreement must be created to prevent tax penalties and guarantee repayment. Follow these five steps to establish an employee loan program:

  • Determine the amount of money to offer based on the employee's need and capacity for payback after conducting an interview (their debt-to-income ratio). Alternatively, you might pay each employee the same set sum.
  • To fully assess the circumstances (such as the most your firm can afford to loan and how frequently), speak with your accountant and a business lawyer, and then prepare the necessary agreement form.
  • Decide who will sign the papers and oversee payroll deductions as your employee loan program administrator.
  • Financial software can set up automatic salary deductions, record pertinent information, and create a loan-repayment account for the employee.
  • Sign the documents and, if necessary, have a notary signing agent present.

Important Things To Consider On Employee Loans

1.   promissory note.

Your employee should sign promissory notes. Include information on the loan's total amount and its repayment terms, such as the interest rate, the frequency of payments, and what happens if you miss a payment.

A promissory note is an official IOU: a formal agreement outlining how much money will be repaid between the parties. This will specify the terms of repayment for the employee, such as the total amount owed, the frequency of payments, the interest rate, and what occurs in the event of default (such as automatic deductions from the employee's paycheck or legal action if the employee quits).

2.   Sum borrowed

What form of difficulty qualifies as a valid justification for a loan? How much debt is this individual currently capable of taking on? Does the offer amount depend on the employee's income, position at the company, or some other factor?

3.   Terms of Repayment

Before their job status changes, alternate payment arrangements can be made, and loan payments can be withdrawn from the employee's wage or paycheck. The objective is to get paid on time or stop employees from leaving without carrying out their contracts.

4.   Interest Rates

Charge interest at least equal to the Applicable Federal Rate (or AFR) on any employee loans given by your company that exceed $10,000. The IRS determines this interest rate every month. If you don't charge this interest rate, the IRS can view it as \"phantom income,\" which is taxable for your company.

5.   Terms of default

If an employee leaves the company, does the business demand full payment right away or does it negotiate new conditions to finish the debt repayment? What happens if their hours are cut, they stop paying the debt, or their employment is terminated?

6.   Create a written employee loan policy

It's doubtful that the first employee to request a loan will be the last if you provide one. The best location to specify who has the power to approve loans is in a formal policy. Employees will better grasp their financial possibilities and restrictions if a common policy is in place.

Planning and establishing rules for an employee loan program is best. List the conditions under which you will extend a loan and specify when you anticipate receiving repayment. A general policy can clear up any ambiguity and provide employees with accurate information. This way, you'll already have a process when an employee requests a loan.

7.   Keep Detailed Records of Employee Loans

To prevent loan payments made by your employee from being incorrectly classified as business income, make sure that any loans from your company are documented \"on the books.\"

Alternatives to Employee Loans

1.   loans for retirement plans.

Employees frequently borrow money against their retirement savings through retirement plan loans. One drawback is that, unless you use the money to buy a primary property, the IRS does require employees to return a plan loan within five years and make payments at least quarterly.

2.   Advance on Paycheck

Your employee is likely in urgent need if they ask you for a loan. Perhaps they have unanticipated auto repairs, family member medical expenses, or perhaps an unexpected furnace replacement.

A paycheck advance might be the solution if such is the case. Giving your employees some or all of their next paycheck early limits the potential loss to one payment for your company. It is a less complicated option than an official employee loan.

An employee may be offered a paycheck advance, a temporary short-term cash loan that must be repaid with the borrower's following paycheck. Paycheck advances are easier to obtain than loans if the company is accommodating, and they can also offer temporary respite for cash flow issues.

Before Lending Money, Ask These Questions

  • What is the financial background of my employee?
  • How does my staff handle money? Are they trustworthy with money? What purpose will they put the funds to?
  • Do I worry about getting paid back?

Someone who needs money because they can't budget or don't live within their means may be different from an employee who needs money for a one-time unforeseen emergency. However, remember that you may be subject to discrimination claims if you loan money to one employee but not another.

What Should Be in Documents for Employee Loans?

Employee loans should have the following components, similar to the initial setup of a personal loan:

Covenants : a formal debt agreement with contractual terms and circumstances

Guarantees : the individual or individuals accountable if the borrower defaults

Interest rat e conditions The interests annual percentage rate (APR)

Duration of repayment : a detailed description of the loan payback schedule, including the number of instalments

Standard term s: A specific strategy for late fines, unpaid debt collection, and debt collection expenses

Everyone involved : Name of the company, the borrower, and the witness's name.

Important dates : Dates on which each party signed the agreement and its effective date

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Travel Loan by Tata Capital

Do you wish to travel the world but get caught up in other expenses? Why don't you get a personal loan for travel? It's the best way to fund a holiday without waiting for months. Whether you're a mountain person or a beach person, Tata Capital's Personal Loan for Travel will make all your travel dreams come true. Avail of a simple and quick Travel Loan with Tata Capital and head off on your next adventure already!

You focus on having a great time while the loan covers all your travel expenses. From airfare to tour packages, you don't need to worry about a single thing.

To avail of a travel loan online with Tata Capital, all you need to do is produce your identity proof, salary slips, address proof, income proof, and employment certificate, and you're ready to apply!

Disclaimer:  Personal Loans are at the sole discretion of Tata Capital Limited (TCL).  Terms and conditions apply.

Loan amount

₹ 40,000 - ₹ 35,00,000

Loan tenure

Upto 6 years

Interest rate starting @

View Rates & Charges

Advantages of Travel Loan

Your holiday plans can be funded easily with Tata Capital. We provide a quote immediately and funds are credited in your bank account within a couple of days.

Minimal Paper Work

We won’t waste your time making you run around doing extensive paperwork. When you apply for a loan with Tata Capital, you can just focus on making your trip memorable.

No Collateral

Our Personal Loan for Travel comes with no extra baggage. We don’t ask for any collateral or security.

Easy Repayment

You have the flexibility and control over how you want to repay your loan. Choose the EMI option that best suits your needs.

How to Check Eligibility for Travel Loan?

We want to make sure that you can start preparing for your holiday as soon as possible. Hence, taking our Travel Loan online is simple and quick. For a swift approval, keep your personal details handy including your PAN number, Aadhaar Number, CIBIL score .

Also, you must meet the following eligibility conditions to secure a personal loan for travel with Tata Capital –

Salaried individuals

Age should be between 22 to 58 years

Minimum monthly income should be ₹ 15,000

Minimum of one year of work experience

Documents Required for a Personal Loan for Travel

At Tata Capital, we strive to make the loan process quick and convenient for you. That is why, we have minimal paperwork requirements as follows-

1. Photo ID proof (Aadhaar card/ Voter ID/ Driving License/ Passport)

2. Address proof (Aadhaar card/ Voter ID/ Driving License/ Passport)

3. Income proof (A copy of primary bank account statements or salary credit for the last six months)

4. Employment certificate

5. Salary slips for the last two months

How to apply for a Personal Loan for Travel?

Tata Capital offers an easy and simple online application process to avail of a personal loan for travel. Just follow these steps-

1. Click on ‘Apply Now’

2. Enter the name and number on your PAN card 

3. Fill in the application by entering your personal, banking, and loan details

4. Upload the necessary documents and submit your application

5. You can also visit your nearest branch and complete the application process offline

Why should you consider availing of a Travel Loan?

A Travel Loan can help you finance domestic and foreign trips without breaking your deposits. In fact, it makes perfect sense in the following situations:

To avoid spending a lump sum amount on a luxury vacation trip

Instead of liquidating your investments like FD or RD, you prefer taking a tourist loan for foreign vacations

You are facing a cash crunch but don't want to postpone your vacation plan with loved ones

You are confident about paying the loan EMIs on time, as you're earning well

What are the things you should consider before applying for a Travel loan?

If you have been bitten by the travel bug, you know how travel expenses can pile up quickly on vacations. So, before you borrow a personal loan for travel, make sure it covers the following travel-related costs expenses at affordable  interest rates  –

However, to receive approval from Tata Capital, your CIBIL score for Personal Loan should ideally fall between X and Y. If you don't know your CIBIL score and are wondering if you're eligible, don't worry. We got you covered!

In case of a Personal Loan, where the amount is approved and advanced without collateral, your CIBIL score becomes a critical eligibility criterion. Typically, a CIBIL score above the 700 mark is considered good and attracts easy approval.

  • Accommodation cost
  • Travelling costs

Airfares 

  • Tour packages
  • Food expenses

Visa fees 

How does the Repayment Process works?

When you take a vacation loan from Tata Capital, you don't have to fret about the repayment. We offer loan amounts of up to Rs. 35,00,000 for a tenure ranging from 12 months to 72 months.You can choose the EMI option you find convenient and make tour loan repayments online or offline as per your preference.

What is a Travel Loan EMI Calculator?

A travel loan EMI calculator helps you understand the EMI that you will pay towards the principal payments and interest payments over the loan tenure. You can pre-pay part of the loan any time after 6 months of availing a Travel Loan without any penalty or additional fee. Use the online EMI calculator to know how much money you can pay monthly over a period of time that’s comfortable for you. With the help of our personal loan for Travel EMI calculator, you can plan your monthly instalments and conveniently pay off the loan.

Pre-payment of a travel loan involves repaying a large instalment of your loan before the due date. The pre-payment calculator allows you to assess the effect of such early loan repayments on your finances including your resultant EMI, tenor, etc. 

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Faqs on travel loan.

Yes, you can apply for a travel loan for international vacation. And for a smooth application, make sure you fulfil the following eligibility criteria for a Tata Capital loan.

  • The applicant must be between 22- 58 years of age
  • The applicant must earn a minimum monthly income of Rs 15000
  • The applicant must have a minimum of one year of work experience.

For quick approval, ensure you have personal documents such as your PAN number, Aadhar number and CIBIL score handy while applying. 

Yes, there is a maximum age limit to apply for a vacation loan. The maximum age limit for a Tata Capital loan is 58 years. The applicant must also fulfil the following conditions for a smooth application process. 

Apart from this, the Tata Capital loan application also requires the applicant’s personal documents, such as PAN number, Aadhar number and CIBIL score.

Yes, with a vacation loan from Tata Capital, you can finance more than just your flight tickets. You can use it to cover expenses like travel insurance, food expenses, and even tour packages. Further, these aren’t limited to domestic trips but extend to international vacation as well.  

With a Tata Capital travel loan, you can enjoy your vacations without worrying about loan repayment. We offer loan amounts up to Rs 35 Lakhs with comfortable tenures ranging from 12 to 72 months. Further, with Tata Capital, you can choose the EMI option that best suits you. 

You can use our loan EMI calculator to help plan your repayment schedule easily. Simply feed in the loan amount, loan duration and rate of interest. The calculator will then calculate the monthly EMI, total interest payable and total amount payable. 

One of the biggest advantages of a Tata Capital loan is that you don’t need to offer any collateral. We provide unsecured loans for loan amounts of up to Rs 35 Lakhs with tenures ranging from 12 to 72 months. For a smooth application process, ensure you meet the following eligibility criteria.

  • The applicant must have a minimum of one year of work experience

With Tata Capital, you can apply for loans without the baggage of security. 

At Tata Capital, a part prepayment charge of 2.5% is levied only on amounts exceeding 25% and up to 50% of the principal outstanding. Apart from this, be sure to keep the following in mind for prepayment of Tata Capital loans. 

  • Part prepayment is allowed during the lock-in period (first 12 months)
  • Part-prepayment can be done annually with a minimum gap of six months between two consecutive part-payments
  • A maximum of 50% of the principal outstanding is allowed as part prepayment during a year
  • The minimum part-payment amount should be greater or equal to two months EMI

Yes, you can use a vacation loan to finance a group trip or honeymoon. With a Tata Capital loan, you can plan anything from a family trip to a long-awaited reunion. Here are the benefits of applying for a loan with us.

  • Quick loan approval
  • Minimal paperwork
  • No security

Further, we offer loan amounts of up to Rs 35 Lakhs with flexible tenures ranging from 12 to 72 months. This allows you to enjoy your holiday without having to worry about finances. 

Yes, you can apply for a vacation loan even if you have already booked your tickets. Further, Tata Capital’s loan isn’t just limited to flight expenses and accommodation. You can use it for sightseeing purposes and other vacation activities as well. 

With Tata Capital, you can get loan amounts up to Rs 35 Lakhs with tenures ranging from 12 to 72 months. Here are some other reasons for choosing us for your loan needs.

  • Easy repayment  

So, plan the rest of your trip with a Tata Capital loan. 

Yes, you can apply for a vacation loan from Tata Capital for domestic vacation. With minimal paperwork, quick approvals, and easy repayment options, these unsecured loans cater to all your vacation needs, whether abroad or domestic.  

For a smooth application process, make sure you meet the following eligibility criteria.

No, there is no specific interest rate for senior citizens applying for a vacation loan. Further, since the age limit for thesel loans is 58 years, senior citizens don’t qualify for this loan.

Yes, a Tata Capital vacation loan covers visa and vacation insurance expenses. Apart from these, you can use our loans to cover the following expenses as well. 

If you change your plans after receiving this loan, you can either choose to keep the amount for your future travel plans or opt for foreclosure. In case you want to foreclose this loan, here are some points you should keep in mind.

  • You can foreclose your loan only after the lock-in period (12 months from the date of disbursement) passes
  • You will have to pay foreclosure charges

Yes, you can get a vacation loan for a solo trip or backpacking adventure/adventure trips. With minimal paperwork, quick approvals, and easy repayment options, Tata Capital’s unsecured loans cater to all your vacation needs, whether abroad or domestic.  

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What our customers say about us

Excellent and quick service response. Thanks for prompt action.

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Personal Loan | 17 February, 2024

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Customer Service was excellent and helpful.Thanks.

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Excellent service and very fast response. Really appreciate. One of the Best service that I have dealt with.

Personal Loan | 15 February, 2024

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Personal Loan | 08 February, 2024

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Personal Loan | 24 January, 2024

I like services very much . Tata capital provide urgent loan. Whenever I need loan I will contact them. Thank you.

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Personal Loan | 16 January, 2024

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Employer-provided loans: A ‘cheap’ benefit?

Sarah Laing  looks at how employers can help employees by offering a tax-free cheap or interest-free loan. 

The tax legislation provides that a tax charge will arise where a director or employee obtains a benefit by reason of their employment when they, or any of their relatives, are given a cheap or interest-free loan.  

The tax charge generally arises on the difference between interest at the appropriate ‘official rate’ (currently 2.25%) and the interest (if any) actually paid. Such loans are called ‘beneficial loans’. 

However, subject to satisfying a few conditions, as long as the total amount outstanding on all loans from an employer to an employee does not exceed £10,000 at any time in the tax year, the loans are ignored for the purposes of the rules on beneficial loans for both income tax and National Insurance contributions (NICs) purposes. 

What are the conditions? 

No taxable benefit-in-kind will arise where: 

  • the loan has been made on commercial terms by employers who lend to the general public; or 
  • the total of all loans made to an employee does not exceed £10,000 at any time in the tax year. 

It is important to remember that this is an ‘all or nothing’ exception. If (however briefly) the loan balance rises above £10,000 at any time in the tax year, the exception will not be available and the benefit-in-kind will be taxed in full. 

Example: Loan for travel season ticket renewal 

In July 2020, Brenda (a 40% taxpayer) needs to renew her train travel season ticket at a cost of £5,510. To pay for this out of her take-home pay she would need to receive gross pay of £9,500 (i.e. £9,500 less tax at 40% (£3,800) and Class 1 NICs at 2% (£190)). 

If Brenda’s employer gives her an interest-free loan of £5,510 to enable her to buy the season ticket, it only costs Brenda the £5,510 she borrows and subsequently repays to her employer. Provided the total of all beneficial loans made to Brenda by her employer is less than £10,000, no taxable benefit arises, so the cost of the benefit is nil. 

In addition, since the loan is not salary, Brenda’s employer will not have to pay secondary Class 1 NICs on the amount borrowed. 

Loans made by individuals 

No taxable benefit arises in respect of loans (however large) if the loan is made by an individual and it can be shown that it was made in the normal course of his/her domestic, family or personal relationships (e.g. where the owners of a business make a loan to a son or daughter). However, HMRC are likely to take a close look at cases where such a claim is made. 

Tax staff dealing with the tax affairs of an employer should liaise with staff dealing with the business accounts of that employer before agreeing that this exemption applies. If the loan is shown as an asset in the accounts of the employer’s business, HMRC will be less inclined to accept that this was made in the course of a private relationship. 

This exemption can only apply where the lender is an individual. It cannot, therefore, apply where a loan is made by a company, even where that company is controlled by somebody with the relevant personal relationship. However, certain loans can be chargeable under the employment-related loan rules where they are made by an individual having a material interest in a close company. In these cases, where the loan is made by the individual with the material interest, the exemption for loans made in the course of personal relationships can still be available. 

Similarly, no tax charge can arise if an employee is able to demonstrate that he has derived no benefit from a loan made to a relative of his. This exemption applies to the charge in respect of a loan and also applies where a debt is released or written off. 

Practical tip 

Loans to directors are generally prohibited under the Companies Act 2006, although loans not exceeding £10,000 are permitted and larger loans may now be made with the approval of the members.  

Sarah Laing  looks at how employers can help employees by offering a tax-free cheap or interest-free loan. 

The tax legislation provides that a tax charge will arise where a director or employee obtains a benefit by reason of their employment when they, or any of their relatives, are given a cheap or interest-free loan.  

The tax charge generally arises on the difference between interest at the appropriate ‘official rate’ (currently 2.25%) and the interest (if any) actually paid. Such loans are called ‘beneficial loans’. 

However, subject to satisfying a few conditions, as long as the total amount outstanding on all loans from an employer to an employee does not exceed £10,000 at any time in the tax year, the loans are ignored for the purposes of the rules on beneficial loans for

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Travel expenses defined.

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Tax Home Different From Family Home

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Travel for days you depart and return.

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Travel considered entirely for business.

Exception 1—No substantial control.

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Travel Primarily for Personal Reasons

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Incidental costs.

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  • Illustration of transportation expenses.

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  • Table 4-1. 2023 MACRS Depreciation Chart      (Use To Figure Depreciation for 2023)

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How can you learn about your taxpayer rights, what can tas do for you, how can you reach tas, how else does tas help taxpayers, low income taxpayer clinics (litcs), appendix a-1. inclusion amounts for passenger automobiles first leased in 2018, appendix a-2. inclusion amounts for passenger automobiles first leased in 2019, appendix a-3. inclusion amounts for passenger automobiles first leased in 2020, appendix a-4. inclusion amounts for passenger automobiles first leased in 2021, appendix a-5. inclusion amounts for passenger automobiles first leased in 2022, appendix a-6. inclusion amounts for passenger automobiles first leased in 2023, publication 463 - additional material, publication 463 (2023), travel, gift, and car expenses.

For use in preparing 2023 Returns

Publication 463 - Introductory Material

For the latest information about developments related to Pub. 463, such as legislation enacted after it was published, go to IRS.gov/Pub463 .

Standard mileage rate. For 2023, the standard mileage rate for the cost of operating your car for business use is 65.5 cents ($0.655) per mile. Car expenses and use of the standard mileage rate are explained in chapter 4.

Depreciation limits on cars, trucks, and vans. The first-year limit on the depreciation deduction, special depreciation allowance, and section 179 deduction for vehicles acquired before September 28, 2017, and placed in service during 2023, is $12,200. The first-year limit on depreciation, special depreciation allowance, and section 179 deduction for vehicles acquired after September 27, 2017, and placed in service during 2023 increases to $20,200. If you elect not to claim a special depreciation allowance for a vehicle placed in service in 2023, the amount increases to $12,200. Depreciation limits are explained in chapter 4.

Section 179 deduction. The maximum amount you can elect to deduct for section 179 property (including cars, trucks, and vans) you placed in service in tax years beginning in 2023 is $1,160,000. This limit is reduced by the amount by which the cost of section 179 property placed in service during the tax year exceeds $2,890,000. Section 179 deduction is explained in chapter 4.Also, the maximum section 179 expense deduction for sport utility vehicles placed in service in tax years beginning in 2023 is $28,900.

Temporary deduction of 100% business meals. The 100% deduction on certain business meals expenses as amended under the Taxpayer Certainty and Disaster Tax Relief Act of 2020, and enacted by the Consolidated Appropriations Act, 2021, has expired. Generally, the cost of business meals remains deductible, subject to the 50% limitation. See 50% Limit in chapter 2 for more information.

Photographs of missing children. The IRS is a proud partner with the National Center for Missing & Exploited Children® (NCMEC) . Photographs of missing children selected by the Center may appear in this publication on pages that would otherwise be blank. You can help bring these children home by looking at the photographs and calling 800-THE-LOST (800-843-5678) if you recognize a child.

Per diem rates. Current and prior per diem rates may be found on the U.S. General Services Administration (GSA) website at GSA.gov/travel/plan-book/per-diem-rates .

Introduction

You may be able to deduct the ordinary and necessary business-related expenses you have for:

Non-entertainment-related meals,

Transportation.

This publication explains:

What expenses are deductible,

How to report them on your return,

What records you need to prove your expenses, and

How to treat any expense reimbursements you may receive.

You should read this publication if you are an employee or a sole proprietor who has business-related travel, non-entertainment-related meals, gift, or transportation expenses.

If an employer-provided vehicle was available for your use, you received a fringe benefit. Generally, your employer must include the value of the use or availability of the vehicle in your income. However, there are exceptions if the use of the vehicle qualifies as a working condition fringe benefit (such as the use of a qualified nonpersonal use vehicle).

A working condition fringe benefit is any property or service provided to you by your employer, the cost of which would be allowable as an employee business expense deduction if you had paid for it.

A qualified nonpersonal use vehicle is one that isn’t likely to be used more than minimally for personal purposes because of its design. See Qualified nonpersonal use vehicles under Actual Car Expenses in chapter 4.

For information on how to report your car expenses that your employer didn’t provide or reimburse you for (such as when you pay for gas and maintenance for a car your employer provides), see Vehicle Provided by Your Employer in chapter 6.

Partnerships, corporations, trusts, and employers who reimburse their employees for business expenses should refer to the instructions for their required tax forms, for information on deducting travel, meals, and entertainment expenses.

If you are an employee, you won’t need to read this publication if all of the following are true.

You fully accounted to your employer for your work-related expenses.

You received full reimbursement for your expenses.

Your employer required you to return any excess reimbursement and you did so.

There is no amount shown with a code L in box 12 of your Form W-2, Wage and Tax Statement.

If you perform services as a volunteer worker for a qualified charity, you may be able to deduct some of your costs as a charitable contribution. See Out-of-Pocket Expenses in Giving Services in Pub. 526, Charitable Contributions, for information on the expenses you can deduct.

We welcome your comments about this publication and suggestions for future editions.

You can send us comments through IRS.gov/FormComments . Or, you can write to the Internal Revenue Service, Tax Forms and Publications, 1111 Constitution Ave. NW, IR-6526, Washington, DC 20224.

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Useful Items

Publication

946 How To Depreciate Property

Form (and Instructions)

Schedule A (Form 1040) Itemized Deductions

Schedule C (Form 1040) Profit or Loss From Business (Sole Proprietorship)

Schedule F (Form 1040) Profit or Loss From Farming

2106 Employee Business Expenses

4562 Depreciation and Amortization (Including Information on Listed Property)

See How To Get Tax Help for information about getting these publications and forms.

If you temporarily travel away from your tax home, you can use this chapter to determine if you have deductible travel expenses.

This chapter discusses:

Traveling away from home,

Temporary assignment or job, and

What travel expenses are deductible.

For tax purposes, travel expenses are the ordinary and necessary expenses of traveling away from home for your business, profession, or job.

An ordinary expense is one that is common and accepted in your trade or business. A necessary expense is one that is helpful and appropriate for your business. An expense doesn’t have to be required to be considered necessary.

You will find examples of deductible travel expenses in Table 1-1 .

Traveling Away From Home

You are traveling away from home if:

Your duties require you to be away from the general area of your tax home (defined later) substantially longer than an ordinary day's work, and

You need to sleep or rest to meet the demands of your work while away from home.

You are a railroad conductor. You leave your home terminal on a regularly scheduled round-trip run between two cities and return home 16 hours later. During the run, you have 6 hours off at your turnaround point where you eat two meals and rent a hotel room to get necessary sleep before starting the return trip. You are considered to be away from home.

You are a truck driver. You leave your terminal and return to it later the same day. You get an hour off at your turnaround point to eat. Because you aren’t off to get necessary sleep and the brief time off isn’t an adequate rest period, you aren’t traveling away from home.

If you are a member of the U.S. Armed Forces on a permanent duty assignment overseas, you aren’t traveling away from home. You can’t deduct your expenses for meals and lodging. You can’t deduct these expenses even if you have to maintain a home in the United States for your family members who aren’t allowed to accompany you overseas. If you are transferred from one permanent duty station to another, you may have deductible moving expenses, which are explained in Pub. 3, Armed Forces' Tax Guide.

A naval officer assigned to permanent duty aboard a ship that has regular eating and living facilities has a tax home (explained next) aboard the ship for travel expense purposes.

To determine whether you are traveling away from home, you must first determine the location of your tax home.

Generally, your tax home is your regular place of business or post of duty, regardless of where you maintain your family home. It includes the entire city or general area in which your business or work is located.

If you have more than one regular place of business, your tax home is your main place of business. See Main place of business or work , later.

If you don’t have a regular or a main place of business because of the nature of your work, then your tax home may be the place where you regularly live. See No main place of business or work , later.

If you don’t have a regular or main place of business or post of duty and there is no place where you regularly live, you are considered an itinerant (a transient) and your tax home is wherever you work. As an itinerant, you can’t claim a travel expense deduction because you are never considered to be traveling away from home.

If you have more than one place of work, consider the following when determining which one is your main place of business or work.

The total time you ordinarily spend in each place.

The level of your business activity in each place.

Whether your income from each place is significant or insignificant.

You live in Cincinnati where you have a seasonal job for 8 months each year and earn $40,000. You work the other 4 months in Miami, also at a seasonal job, and earn $15,000. Cincinnati is your main place of work because you spend most of your time there and earn most of your income there.

You may have a tax home even if you don’t have a regular or main place of work. Your tax home may be the home where you regularly live.

If you don’t have a regular or main place of business or work, use the following three factors to determine where your tax home is.

You perform part of your business in the area of your main home and use that home for lodging while doing business in the area.

You have living expenses at your main home that you duplicate because your business requires you to be away from that home.

You haven’t abandoned the area in which both your historical place of lodging and your claimed main home are located; you have a member or members of your family living at your main home; or you often use that home for lodging.

If you satisfy all three factors, your tax home is the home where you regularly live. If you satisfy only two factors, you may have a tax home depending on all the facts and circumstances. If you satisfy only one factor, you are an itinerant; your tax home is wherever you work and you can’t deduct travel expenses.

You are single and live in Boston in an apartment you rent. You have worked for your employer in Boston for a number of years. Your employer enrolls you in a 12-month executive training program. You don’t expect to return to work in Boston after you complete your training.

During your training, you don’t do any work in Boston. Instead, you receive classroom and on-the-job training throughout the United States. You keep your apartment in Boston and return to it frequently. You use your apartment to conduct your personal business. You also keep up your community contacts in Boston. When you complete your training, you are transferred to Los Angeles.

You don’t satisfy factor (1) because you didn’t work in Boston. You satisfy factor (2) because you had duplicate living expenses. You also satisfy factor (3) because you didn’t abandon your apartment in Boston as your main home, you kept your community contacts, and you frequently returned to live in your apartment. Therefore, you have a tax home in Boston.

You are an outside salesperson with a sales territory covering several states. Your employer's main office is in Newark, but you don’t conduct any business there. Your work assignments are temporary, and you have no way of knowing where your future assignments will be located. You have a room in your married sister's house in Dayton. You stay there for one or two weekends a year, but you do no work in the area. You don’t pay your sister for the use of the room.

You don’t satisfy any of the three factors listed earlier. You are an itinerant and have no tax home.

If you (and your family) don’t live at your tax home (defined earlier), you can’t deduct the cost of traveling between your tax home and your family home. You also can’t deduct the cost of meals and lodging while at your tax home. See Example 1 , later.

If you are working temporarily in the same city where you and your family live, you may be considered as traveling away from home. See Example 2 , later.

You are a truck driver and you and your family live in Tucson. You are employed by a trucking firm that has its terminal in Phoenix. At the end of your long runs, you return to your home terminal in Phoenix and spend one night there before returning home. You can’t deduct any expenses you have for meals and lodging in Phoenix or the cost of traveling from Phoenix to Tucson. This is because Phoenix is your tax home.

Your family home is in Pittsburgh, where you work 12 weeks a year. The rest of the year you work for the same employer in Baltimore. In Baltimore, you eat in restaurants and sleep in a rooming house. Your salary is the same whether you are in Pittsburgh or Baltimore.

Because you spend most of your working time and earn most of your salary in Baltimore, that city is your tax home. You can’t deduct any expenses you have for meals and lodging there. However, when you return to work in Pittsburgh, you are away from your tax home even though you stay at your family home. You can deduct the cost of your round trip between Baltimore and Pittsburgh. You can also deduct your part of your family's living expenses for non-entertainment-related meals and lodging while you are living and working in Pittsburgh.

Temporary Assignment or Job

You may regularly work at your tax home and also work at another location. It may not be practical to return to your tax home from this other location at the end of each workday.

If your assignment or job away from your main place of work is temporary, your tax home doesn’t change. You are considered to be away from home for the whole period you are away from your main place of work. You can deduct your travel expenses if they otherwise qualify for deduction. Generally, a temporary assignment in a single location is one that is realistically expected to last (and does in fact last) for 1 year or less.

However, if your assignment or job is indefinite, the location of the assignment or job becomes your new tax home and you can’t deduct your travel expenses while there. An assignment or job in a single location is considered indefinite if it is realistically expected to last for more than 1 year, whether or not it actually lasts for more than 1 year.

If your assignment is indefinite, you must include in your income any amounts you receive from your employer for living expenses, even if they are called “travel allowances” and you account to your employer for them. You may be able to deduct the cost of relocating to your new tax home as a moving expense. See Pub. 3 for more information.

If you are a federal employee participating in a federal crime investigation or prosecution, you aren’t subject to the 1-year rule. This means you may be able to deduct travel expenses even if you are away from your tax home for more than 1 year provided you meet the other requirements for deductibility.

For you to qualify, the Attorney General (or their designee) must certify that you are traveling:

For the federal government;

In a temporary duty status; and

To investigate, prosecute, or provide support services for the investigation or prosecution of a federal crime.

You must determine whether your assignment is temporary or indefinite when you start work. If you expect an assignment or job to last for 1 year or less, it is temporary unless there are facts and circumstances that indicate otherwise. An assignment or job that is initially temporary may become indefinite due to changed circumstances. A series of assignments to the same location, all for short periods but that together cover a long period, may be considered an indefinite assignment.

The following examples illustrate whether an assignment or job is temporary or indefinite.

You are a construction worker. You live and regularly work in Los Angeles. You are a member of a trade union in Los Angeles that helps you get work in the Los Angeles area. Your tax home is Los Angeles. Because of a shortage of work, you took a job on a construction project in Fresno. Your job was scheduled to end in 8 months. The job actually lasted 10 months.

You realistically expected the job in Fresno to last 8 months. The job actually did last less than 1 year. The job is temporary and your tax home is still in Los Angeles.

The facts are the same as in Example 1 , except that you realistically expected the work in Fresno to last 18 months. The job was actually completed in 10 months.

Your job in Fresno is indefinite because you realistically expected the work to last longer than 1 year, even though it actually lasted less than 1 year. You can’t deduct any travel expenses you had in Fresno because Fresno became your tax home.

The facts are the same as in Example 1 , except that you realistically expected the work in Fresno to last 9 months. After 8 months, however, you were asked to remain for 7 more months (for a total actual stay of 15 months).

Initially, you realistically expected the job in Fresno to last for only 9 months. However, due to changed circumstances occurring after 8 months, it was no longer realistic for you to expect that the job in Fresno would last for 1 year or less. You can deduct only your travel expenses for the first 8 months. You can’t deduct any travel expenses you had after that time because Fresno became your tax home when the job became indefinite.

If you go back to your tax home from a temporary assignment on your days off, you aren’t considered away from home while you are in your hometown. You can’t deduct the cost of your meals and lodging there. However, you can deduct your travel expenses, including meals and lodging, while traveling between your temporary place of work and your tax home. You can claim these expenses up to the amount it would have cost you to stay at your temporary place of work.

If you keep your hotel room during your visit home, you can deduct the cost of your hotel room. In addition, you can deduct your expenses of returning home up to the amount you would have spent for meals had you stayed at your temporary place of work.

If you take a job that requires you to move, with the understanding that you will keep the job if your work is satisfactory during a probationary period, the job is indefinite. You can’t deduct any of your expenses for meals and lodging during the probationary period.

What Travel Expenses Are Deductible?

Once you have determined that you are traveling away from your tax home, you can determine what travel expenses are deductible.

You can deduct ordinary and necessary expenses you have when you travel away from home on business. The type of expense you can deduct depends on the facts and your circumstances.

Table 1-1 summarizes travel expenses you may be able to deduct. You may have other deductible travel expenses that aren’t covered there, depending on the facts and your circumstances.

If you have one expense that includes the costs of non-entertainment-related meals, entertainment, and other services (such as lodging or transportation), you must allocate that expense between the cost of non-entertainment-related meals, and entertainment and the cost of other services. You must have a reasonable basis for making this allocation. For example, you must allocate your expenses if a hotel includes one or more meals in its room charge.

If a spouse, dependent, or other individual goes with you (or your employee) on a business trip or to a business convention, you generally can’t deduct their travel expenses.

You can deduct the travel expenses of someone who goes with you if that person:

Is your employee,

Has a bona fide business purpose for the travel, and

Would otherwise be allowed to deduct the travel expenses.

If a business associate travels with you and meets the conditions in (2) and (3) above, you can deduct the travel expenses you have for that person. A business associate is someone with whom you could reasonably expect to actively conduct business. A business associate can be a current or prospective (likely to become) customer, client, supplier, employee, agent, partner, or professional advisor.

Table 1-1. Travel Expenses You Can Deduct

A bona fide business purpose exists if you can prove a real business purpose for the individual's presence. Incidental services, such as typing notes or assisting in entertaining customers, aren’t enough to make the expenses deductible.

You drive to Chicago on business and take your spouse with you. Your spouse isn’t your employee. Your spouse occasionally types notes, performs similar services, and accompanies you to luncheons and dinners. The performance of these services doesn’t establish that your spouse’s presence on the trip is necessary to the conduct of your business. Your spouse’s expenses aren’t deductible.

You pay $199 a day for a double room. A single room costs $149 a day. You can deduct the total cost of driving your car to and from Chicago, but only $149 a day for your hotel room. If both you and your spouse use public transportation, you can only deduct your fare.

You can deduct a portion of the cost of meals if it is necessary for you to stop for substantial sleep or rest to properly perform your duties while traveling away from home on business. Meal and entertainment expenses are discussed in chapter 2 .

You can't deduct expenses for meals that are lavish or extravagant. An expense isn't considered lavish or extravagant if it is reasonable based on the facts and circumstances. Meal expenses won't be disallowed merely because they are more than a fixed dollar amount or because the meals take place at deluxe restaurants, hotels, or resorts.

You can figure your meal expenses using either of the following methods.

Actual cost.

If you are reimbursed for the cost of your meals, how you apply the 50% limit depends on whether your employer's reimbursement plan was accountable or nonaccountable. If you aren’t reimbursed, the 50% limit applies even if the unreimbursed meal expense is for business travel. Chapter 2 discusses the 50% Limit in more detail, and chapter 6 discusses accountable and nonaccountable plans.

You can use the actual cost of your meals to figure the amount of your expense before reimbursement and application of the 50% deduction limit. If you use this method, you must keep records of your actual cost.

Standard Meal Allowance

Generally, you can use the “standard meal allowance” method as an alternative to the actual cost method. It allows you to use a set amount for your daily meals and incidental expenses (M&IE), instead of keeping records of your actual costs. The set amount varies depending on where and when you travel. In this publication, “standard meal allowance” refers to the federal rate for M&IE, discussed later under Amount of standard meal allowance . If you use the standard meal allowance, you must still keep records to prove the time, place, and business purpose of your travel. See the recordkeeping rules for travel in chapter 5 .

The term “incidental expenses” means fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

Incidental expenses don’t include expenses for laundry, cleaning and pressing of clothing, lodging taxes, costs of telegrams or telephone calls, transportation between places of lodging or business and places where meals are taken, or the mailing cost of filing travel vouchers and paying employer-sponsored charge card billings.

You can use an optional method (instead of actual cost) for deducting incidental expenses only. The amount of the deduction is $5 a day. You can use this method only if you didn’t pay or incur any meal expenses. You can’t use this method on any day that you use the standard meal allowance. This method is subject to the proration rules for partial days. See Travel for days you depart and return , later, in this chapter.

The incidental-expenses-only method isn’t subject to the 50% limit discussed below.

If you use the standard meal allowance method for non-entertainment-related meal expenses and you aren’t reimbursed or you are reimbursed under a nonaccountable plan, you can generally deduct only 50% of the standard meal allowance. If you are reimbursed under an accountable plan and you are deducting amounts that are more than your reimbursements, you can deduct only 50% of the excess amount. The 50% Limit is discussed in more detail in chapter 2, and accountable and nonaccountable plans are discussed in chapter 6.

You can use the standard meal allowance whether you are an employee or self-employed, and whether or not you are reimbursed for your traveling expenses.

You can use the standard meal allowance to figure your meal expenses when you travel in connection with investment and other income-producing property. You can also use it to figure your meal expenses when you travel for qualifying educational purposes. You can’t use the standard meal allowance to figure the cost of your meals when you travel for medical or charitable purposes.

The standard meal allowance is the federal M&IE rate. For travel in 2023, the rate for most small localities in the United States is $59 per day.

Most major cities and many other localities in the United States are designated as high-cost areas, qualifying for higher standard meal allowances.

If you travel to more than one location in one day, use the rate in effect for the area where you stop for sleep or rest. If you work in the transportation industry, however, see Special rate for transportation workers , later.

Per diem rates are listed by the federal government's fiscal year, which runs from October 1 to September 30. You can choose to use the rates from the 2022 fiscal year per diem tables or the rates from the 2023 fiscal year tables, but you must consistently use the same tables for all travel you are reporting on your income tax return for the year. See Transition Rules , later.

The standard meal allowance rates above don’t apply to travel in Alaska, Hawaii, or any other location outside the continental United States. The Department of Defense establishes per diem rates for Alaska, Hawaii, Puerto Rico, American Samoa, Guam, Midway, the Northern Mariana Islands, the U.S. Virgin Islands, Wake Island, and other non-foreign areas outside the continental United States. The Department of State establishes per diem rates for all other foreign areas.

You can use a special standard meal allowance if you work in the transportation industry. You are in the transportation industry if your work:

Directly involves moving people or goods by airplane, barge, bus, ship, train, or truck; and

Regularly requires you to travel away from home and, during any single trip, usually involves travel to areas eligible for different standard meal allowance rates.

Using the special rate for transportation workers eliminates the need for you to determine the standard meal allowance for every area where you stop for sleep or rest. If you choose to use the special rate for any trip, you must use the special rate (and not use the regular standard meal allowance rates) for all trips you take that year.

For both the day you depart for and the day you return from a business trip, you must prorate the standard meal allowance (figure a reduced amount for each day). You can do so by one of two methods.

Method 1: You can claim 3 / 4 of the standard meal allowance.

Method 2: You can prorate using any method that you consistently apply and that is in accordance with reasonable business practice.

You are employed in New Orleans as a convention planner. In March, your employer sent you on a 3-day trip to Washington, DC, to attend a planning seminar. You left your home in New Orleans at 10 a.m. on Wednesday and arrived in Washington, DC, at 5:30 p.m. After spending 2 nights there, you flew back to New Orleans on Friday and arrived back home at 8 p.m. Your employer gave you a flat amount to cover your expenses and included it with your wages.

Under Method 1 , you can claim 2½ days of the standard meal allowance for Washington, DC: 3 / 4 of the daily rate for Wednesday and Friday (the days you departed and returned), and the full daily rate for Thursday.

Under Method 2 , you could also use any method that you apply consistently and that is in accordance with reasonable business practice. For example, you could claim 3 days of the standard meal allowance even though a federal employee would have to use Method 1 and be limited to only 2½ days.

Travel in the United States

The following discussion applies to travel in the United States. For this purpose, the United States includes the 50 states and the District of Columbia. The treatment of your travel expenses depends on how much of your trip was business related and on how much of your trip occurred within the United States. See Part of Trip Outside the United States , later.

You can deduct all of your travel expenses if your trip was entirely business related. If your trip was primarily for business and, while at your business destination, you extended your stay for a vacation, made a personal side trip, or had other personal activities, you can deduct only your business-related travel expenses. These expenses include the travel costs of getting to and from your business destination and any business-related expenses at your business destination.

You work in Atlanta and take a business trip to New Orleans in May. Your business travel totals 900 miles round trip. On your way home, you stop in Mobile to visit your parents. You spend $2,165 for the 9 days you are away from home for travel, non-entertainment-related meals, lodging, and other travel expenses. If you hadn’t stopped in Mobile, you would have been gone only 6 days, and your total cost would have been $1,633.50. You can deduct $1,633.50 for your trip, including the cost of round-trip transportation to and from New Orleans. The deduction for your non-entertainment-related meals is subject to the 50% limit on meals mentioned earlier.

If your trip was primarily for personal reasons, such as a vacation, the entire cost of the trip is a nondeductible personal expense. However, you can deduct any expenses you have while at your destination that are directly related to your business.

A trip to a resort or on a cruise ship may be a vacation even if the promoter advertises that it is primarily for business. The scheduling of incidental business activities during a trip, such as viewing videotapes or attending lectures dealing with general subjects, won’t change what is really a vacation into a business trip.

Part of Trip Outside the United States

If part of your trip is outside the United States, use the rules described later in this chapter under Travel Outside the United States for that part of the trip. For the part of your trip that is inside the United States, use the rules for travel in the United States. Travel outside the United States doesn’t include travel from one point in the United States to another point in the United States. The following discussion can help you determine whether your trip was entirely within the United States.

If you travel by public transportation, any place in the United States where that vehicle makes a scheduled stop is a point in the United States. Once the vehicle leaves the last scheduled stop in the United States on its way to a point outside the United States, you apply the rules under Travel Outside the United States , later.

You fly from New York to Puerto Rico with a scheduled stop in Miami. Puerto Rico isn’t considered part of the United States for purposes of travel. You return to New York nonstop. The flight from New York to Miami is in the United States, so only the flight from Miami to Puerto Rico is outside the United States. Because there are no scheduled stops between Puerto Rico and New York, all of the return trip is outside the United States.

Travel by private car in the United States is travel between points in the United States, even though you are on your way to a destination outside the United States.

You travel by car from Denver to Mexico City and return. Your travel from Denver to the border and from the border back to Denver is travel in the United States, and the rules in this section apply. The rules below under Travel Outside the United States apply to your trip from the border to Mexico City and back to the border.

Travel Outside the United States

If any part of your business travel is outside the United States, some of your deductions for the cost of getting to and from your destination may be limited. For this purpose, the United States includes the 50 states and the District of Columbia.

How much of your travel expenses you can deduct depends in part upon how much of your trip outside the United States was business related.

Travel Entirely for Business or Considered Entirely for Business

You can deduct all your travel expenses of getting to and from your business destination if your trip is entirely for business or considered entirely for business.

If you travel outside the United States and you spend the entire time on business activities, you can deduct all of your travel expenses.

Even if you didn’t spend your entire time on business activities, your trip is considered entirely for business if you meet at least one of the following four exceptions.

Your trip is considered entirely for business if you didn’t have substantial control over arranging the trip. The fact that you control the timing of your trip doesn’t, by itself, mean that you have substantial control over arranging your trip.

You don’t have substantial control over your trip if you:

Are an employee who was reimbursed or paid a travel expense allowance, and

Aren’t related to your employer, or

Aren’t a managing executive.

“Related to your employer” is defined later in chapter 6 under Per Diem and Car Allowances .

A “managing executive” is an employee who has the authority and responsibility, without being subject to the veto of another, to decide on the need for the business travel.

A self-employed person generally has substantial control over arranging business trips.

Your trip is considered entirely for business if you were outside the United States for a week or less, combining business and nonbusiness activities. One week means 7 consecutive days. In counting the days, don’t count the day you leave the United States, but do count the day you return to the United States.

You traveled to Brussels primarily for business. You left Denver on Tuesday and flew to New York. On Wednesday, you flew from New York to Brussels, arriving the next morning. On Thursday and Friday, you had business discussions, and from Saturday until Tuesday, you were sightseeing. You flew back to New York, arriving Wednesday afternoon. On Thursday, you flew back to Denver.

Although you were away from your home in Denver for more than a week, you weren’t outside the United States for more than a week. This is because the day you depart doesn’t count as a day outside the United States.

You can deduct your cost of the round-trip flight between Denver and Brussels. You can also deduct the cost of your stay in Brussels for Thursday and Friday while you conducted business. However, you can’t deduct the cost of your stay in Brussels from Saturday through Tuesday because those days were spent on nonbusiness activities.

Your trip is considered entirely for business if:

You were outside the United States for more than a week, and

You spent less than 25% of the total time you were outside the United States on nonbusiness activities.

You flew from Seattle to Tokyo, where you spent 14 days on business and 5 days on personal matters. You then flew back to Seattle. You spent 1 day flying in each direction.

Because only 5 / 21 (less than 25%) of your total time abroad was for nonbusiness activities, you can deduct as travel expenses what it would have cost you to make the trip if you hadn’t engaged in any nonbusiness activity. The amount you can deduct is the cost of the round-trip plane fare and 16 days of non-entertainment-related meals (subject to the 50% Limit ), lodging, and other related expenses.

Your trip is considered entirely for business if you can establish that a personal vacation wasn’t a major consideration, even if you have substantial control over arranging the trip.

Travel Primarily for Business

If you travel outside the United States primarily for business but spend some of your time on other activities, you generally can’t deduct all of your travel expenses. You can only deduct the business portion of your cost of getting to and from your destination. You must allocate the costs between your business and other activities to determine your deductible amount. See Travel allocation rules , later.

If your trip outside the United States was primarily for business, you must allocate your travel time on a day-to-day basis between business days and nonbusiness days. The days you depart from and return to the United States are both counted as days outside the United States.

To figure the deductible amount of your round-trip travel expenses, use the following fraction. The numerator (top number) is the total number of business days outside the United States. The denominator (bottom number) is the total number of business and nonbusiness days of travel.

Your business days include transportation days, days your presence was required, days you spent on business, and certain weekends and holidays.

Count as a business day any day you spend traveling to or from a business destination. However, if because of a nonbusiness activity you don’t travel by a direct route, your business days are the days it would take you to travel a reasonably direct route to your business destination. Extra days for side trips or nonbusiness activities can’t be counted as business days.

Count as a business day any day your presence is required at a particular place for a specific business purpose. Count it as a business day even if you spend most of the day on nonbusiness activities.

If your principal activity during working hours is the pursuit of your trade or business, count the day as a business day. Also, count as a business day any day you are prevented from working because of circumstances beyond your control.

Count weekends, holidays, and other necessary standby days as business days if they fall between business days. But if they follow your business meetings or activity and you remain at your business destination for nonbusiness or personal reasons, don’t count them as business days.

Your tax home is New York City. You travel to Quebec, where you have a business meeting on Friday. You have another meeting on the following Monday. Because your presence was required on both Friday and Monday, they are business days. Because the weekend is between business days, Saturday and Sunday are counted as business days. This is true even though you use the weekend for sightseeing, visiting friends, or other nonbusiness activity.

If, in Example 1 , you had no business in Quebec after Friday, but stayed until Monday before starting home, Saturday and Sunday would be nonbusiness days.

If you stopped for a vacation or other nonbusiness activity either on the way from the United States to your business destination, or on the way back to the United States from your business destination, you must allocate part of your travel expenses to the nonbusiness activity.

The part you must allocate is the amount it would have cost you to travel between the point where travel outside the United States begins and your nonbusiness destination and a return to the point where travel outside the United States ends.

You determine the nonbusiness portion of that expense by multiplying it by a fraction. The numerator (top number) of the fraction is the number of nonbusiness days during your travel outside the United States, and the denominator (bottom number) is the total number of days you spend outside the United States.

You live in New York. On May 4, you flew to Paris to attend a business conference that began on May 5. The conference ended at noon on May 14. That evening, you flew to Dublin where you visited with friends until the afternoon of May 21, when you flew directly home to New York. The primary purpose for the trip was to attend the conference.

If you hadn’t stopped in Dublin, you would have arrived home the evening of May 14. You don’t meet any of the exceptions that would allow you to consider your travel entirely for business. May 4 through May 14 (11 days) are business days and May 15 through May 21 (7 days) are nonbusiness days.

You can deduct the cost of your non-entertainment-related meals (subject to the 50% Limit ), lodging, and other business-related travel expenses while in Paris.

You can’t deduct your expenses while in Dublin. You also can’t deduct 7 / 18 of what it would have cost you to travel round trip between New York and Dublin.

You paid $750 to fly from New York to Paris, $400 to fly from Paris to Dublin, and $700 to fly from Dublin back to New York. Round-trip airfare from New York to Dublin would have been $1,250.

You figure the deductible part of your air travel expenses by subtracting 7 / 18 of the round-trip airfare and other expenses you would have had in traveling directly between New York and Dublin ($1,250 × 7 / 18 = $486) from your total expenses in traveling from New York to Paris to Dublin and back to New York ($750 + $400 + $700 = $1,850).

Your deductible air travel expense is $1,364 ($1,850 − $486).

If you had a vacation or other nonbusiness activity at, near, or beyond your business destination, you must allocate part of your travel expenses to the nonbusiness activity.

The part you must allocate is the amount it would have cost you to travel between the point where travel outside the United States begins and your business destination and a return to the point where travel outside the United States ends.

None of your travel expenses for nonbusiness activities at, near, or beyond your business destination are deductible.

Assume that the dates are the same as in the previous example but that instead of going to Dublin for your vacation, you fly to Venice, Italy, for a vacation.

You can’t deduct any part of the cost of your trip from Paris to Venice and return to Paris. In addition, you can’t deduct 7 / 18 of the airfare and other expenses from New York to Paris and back to New York.

You can deduct 11 / 18 of the round-trip plane fare and other travel expenses from New York to Paris, plus your non-entertainment-related meals (subject to the 50% Limit ), lodging, and any other business expenses you had in Paris. (Assume these expenses total $4,939.) If the round-trip plane fare and other travel-related expenses (such as food during the trip) are $1,750, you can deduct travel costs of $1,069 ( 11 / 18 × $1,750), plus the full $4,939 for the expenses you had in Paris.

You can use another method of counting business days if you establish that it more clearly reflects the time spent on other than business activities outside the United States.

If you travel outside the United States primarily for vacation or for investment purposes, the entire cost of the trip is a nondeductible personal expense. However, if you spend some time attending brief professional seminars or a continuing education program, you can deduct your registration fees and other expenses you have that are directly related to your business.

The university from which you graduated has a continuing education program for members of its alumni association. This program consists of trips to various foreign countries where academic exercises and conferences are set up to acquaint individuals in most occupations with selected facilities in several regions of the world. However, none of the conferences are directed toward specific occupations or professions. It is up to each participant to seek out specialists and organizational settings appropriate to their occupational interests.

Three-hour sessions are held each day over a 5-day period at each of the selected overseas facilities where participants can meet with individual practitioners. These sessions are composed of a variety of activities including workshops, mini-lectures, roleplaying, skill development, and exercises. Professional conference directors schedule and conduct the sessions. Participants can choose those sessions they wish to attend.

You can participate in this program because you are a member of the alumni association. You and your family take one of the trips. You spend about 2 hours at each of the planned sessions. The rest of the time you go touring and sightseeing with your family. The trip lasts less than 1 week.

Your travel expenses for the trip aren’t deductible since the trip was primarily a vacation. However, registration fees and any other incidental expenses you have for the five planned sessions you attended that are directly related and beneficial to your business are deductible business expenses. These expenses should be specifically stated in your records to ensure proper allocation of your deductible business expenses.

Luxury Water Travel

If you travel by ocean liner, cruise ship, or other form of luxury water transportation for business purposes, there is a daily limit on the amount you can deduct. The limit is twice the highest federal per diem rate allowable at the time of your travel. (Generally, the federal per diem is the amount paid to federal government employees for daily living expenses when they travel away from home within the United States for business purposes.)

The highest federal per diem rate allowed and the daily limit for luxury water travel in 2023 are shown in the following table.

You are a travel agent and traveled by ocean liner from New York to London, England, on business in May. Your expense for the 6-day cruise was $6,200. Your deduction for the cruise can’t exceed $4,776 (6 days × $796 daily limit).

If your expenses for luxury water travel include separately stated amounts for meals or entertainment, those amounts are subject to the 50% limit on non-entertainment-related meals and entertainment before you apply the daily limit. For a discussion of the 50% Limit , see chapter 2.

In the previous example, your luxury water travel had a total cost of $6,200. Of that amount, $3,700 was separately stated as non-entertainment-related meals and $1,000 was separately stated as entertainment. Considering that you are self-employed, you aren’t reimbursed for any of your travel expenses. You figure your deductible travel expenses as follows.

If your meal or entertainment charges aren’t separately stated or aren’t clearly identifiable, you don’t have to allocate any portion of the total charge to meals or entertainment.

The daily limit on luxury water travel (discussed earlier) doesn’t apply to expenses you have to attend a convention, seminar, or meeting on board a cruise ship. See Cruise Ships , later, under Conventions.

Conventions

You can deduct your travel expenses when you attend a convention if you can show that your attendance benefits your trade or business. You can’t deduct the travel expenses for your family.

If the convention is for investment, political, social, or other purposes unrelated to your trade or business, you can’t deduct the expenses.

The convention agenda or program generally shows the purpose of the convention. You can show your attendance at the convention benefits your trade or business by comparing the agenda with the official duties and responsibilities of your position. The agenda doesn’t have to deal specifically with your official duties and responsibilities; it will be enough if the agenda is so related to your position that it shows your attendance was for business purposes.

Conventions Held Outside the North American Area

You can’t deduct expenses for attending a convention, seminar, or similar meeting held outside the North American area unless:

The meeting is directly related to the active conduct of your trade or business, and

It is as reasonable to hold the meeting outside the North American area as within the North American area. See Reasonableness test , later.

The North American area includes the following locations.

The following factors are taken into account to determine if it was as reasonable to hold the meeting outside the North American area as within the North American area.

The purpose of the meeting and the activities taking place at the meeting.

The purposes and activities of the sponsoring organizations or groups.

The homes of the active members of the sponsoring organizations and the places at which other meetings of the sponsoring organizations or groups have been or will be held.

Other relevant factors you may present.

You can deduct up to $2,000 per year of your expenses of attending conventions, seminars, or similar meetings held on cruise ships. All ships that sail are considered cruise ships.

You can deduct these expenses only if all of the following requirements are met.

The convention, seminar, or meeting is directly related to the active conduct of your trade or business.

The cruise ship is a vessel registered in the United States.

All of the cruise ship's ports of call are in the United States or in territories of the United States.

You attach to your return a written statement signed by you that includes information about:

The total days of the trip (not including the days of transportation to and from the cruise ship port),

The number of hours each day that you devoted to scheduled business activities, and

A program of the scheduled business activities of the meeting.

You attach to your return a written statement signed by an officer of the organization or group sponsoring the meeting that includes:

A schedule of the business activities of each day of the meeting, and

The number of hours you attended the scheduled business activities.

2. Meals and Entertainment

You can no longer take a deduction for any expense related to activities generally considered entertainment, amusement, or recreation. You can continue to deduct 50% of the cost of business meals if you (or your employee) are present and the food or beverages aren't considered lavish or extravagant.

Entertainment

Entertainment—defined.

Entertainment includes any activity generally considered to provide entertainment, amusement, or recreation. Examples include entertaining guests at nightclubs; at social, athletic, and sporting clubs; at theaters; at sporting events; on yachts; or on hunting, fishing, vacation, and similar trips. Entertainment may also include meeting personal, living, or family needs of individuals, such as providing meals, a hotel suite, or a car to customers or their families.

Your kind of business may determine if a particular activity is considered entertainment. For example, if you are a dress designer and have a fashion show to introduce your new designs to store buyers, the show generally isn’t considered entertainment. This is because fashion shows are typical in your business. But, if you are an appliance distributor and hold a fashion show for the spouses of your retailers, the show is generally considered entertainment.

If you have one expense that includes the costs of entertainment and other services (such as lodging or transportation), you must allocate that expense between the cost of entertainment and the cost of other services. You must have a reasonable basis for making this allocation. For example, you must allocate your expenses if a hotel includes entertainment in its lounge on the same bill with your room charge.

In general, entertainment expenses are nondeductible. However, there are a few exceptions to the general rule, including:

Entertainment treated as compensation on your originally filed tax returns (and treated as wages to your employees);

Recreational expenses for employees such as a holiday party or a summer picnic;

Expenses related to attending business meetings or conventions of certain exempt organizations such as business leagues, chambers of commerce, professional associations, etc.; and

Entertainment sold to customers. For example, if you run a nightclub, your expenses for the entertainment you furnish to your customers, such as a floor show, aren’t subject to the nondeductible rules.

Examples of Nondeductible Entertainment

Generally, you can't deduct any expense for an entertainment event. This includes expenses for entertaining guests at nightclubs; at social, athletic, and sporting clubs; at theaters; at sporting events; on yachts; or on hunting, fishing, vacation, and similar trips.

Generally, you can’t deduct any expense for the use of an entertainment facility. This includes expenses for depreciation and operating costs such as rent, utilities, maintenance, and protection.

An entertainment facility is any property you own, rent, or use for entertainment. Examples include a yacht, hunting lodge, fishing camp, swimming pool, tennis court, bowling alley, car, airplane, apartment, hotel suite, or home in a vacation resort.

You can’t deduct dues (including initiation fees) for membership in any club organized for business, pleasure, recreation, or other social purposes.

This rule applies to any membership organization if one of its principal purposes is either:

To conduct entertainment activities for members or their guests; or

To provide members or their guests with access to entertainment facilities, discussed later.

The purposes and activities of a club, not its name, will determine whether or not you can deduct the dues. You can’t deduct dues paid to:

Country clubs,

Golf and athletic clubs,

Airline clubs,

Hotel clubs, and

Clubs operated to provide meals under circumstances generally considered to be conducive to business discussions.

Any item that might be considered either a gift or entertainment will generally be considered entertainment. However, if you give a customer packaged food or beverages that you intend the customer to use at a later date, treat it as a gift.

As discussed above, entertainment expenses are generally nondeductible. However, you may continue to deduct 50% of the cost of business meals if you (or an employee) is present and the food or beverages are not considered lavish or extravagant. The meals may be provided to a current or potential business customer, client, consultant, or similar business contact.

Food and beverages that are provided during entertainment events are not considered entertainment if purchased separately from the entertainment, or if the cost of the food and beverages is stated separately from the cost of the entertainment on one or more bills, invoices, or receipts. However, the entertainment disallowance rule may not be circumvented through inflating the amount charged for food and beverages.

Any allowed expense must be ordinary and necessary. An ordinary expense is one that is common and accepted in your trade or business. A necessary expense is one that is helpful and appropriate for your business. An expense doesn't have to be required to be considered necessary. Expenses must not be lavish or extravagant. An expense isn't considered lavish or extravagant if it is reasonable based on the facts and circumstances.

For each example, assume that the food and beverage expenses are ordinary and necessary expenses under section 162(a) paid or incurred during the tax year in carrying on a trade or business and are not lavish or extravagant under the circumstances. Also assume that the taxpayer and the business contact are not engaged in a trade or business that has any relation to the entertainment activity.

Taxpayer A invites B, a business contact, to a baseball game. A purchases tickets for A and B to attend the game. While at the game, A buys hot dogs and drinks for A and B. The baseball game is entertainment as defined in Regulations section 1.274-11(b)(1)(i) and, thus, the cost of the game tickets is an entertainment expense and is not deductible by A. The cost of the hot dogs and drinks, which are purchased separately from the game tickets, is not an entertainment expense and is not subject to the section 274(a)(1) disallowance. Therefore, A may deduct 50% of the expenses associated with the hot dogs and drinks purchased at the game.

Taxpayer C invites D, a business contact, to a basketball game. C purchases tickets for C and D to attend the game in a suite, where they have access to food and beverages. The cost of the basketball game tickets, as stated on the invoice, includes the food and beverages. The basketball game is entertainment as defined in Regulations section 1.274-11(b)(1)(i) and, thus, the cost of the game tickets is an entertainment expense and is not deductible by C. The cost of the food and beverages, which are not purchased separately from the game tickets, is not stated separately on the invoice. Thus, the cost of the food and beverages is also an entertainment expense that is subject to the section 274(a)(1) disallowance. Therefore, C may not deduct any of the expenses associated with the basketball game.

Assume the same facts as in Example 2 , except that the invoice for the basketball game tickets separately states the cost of the food and beverages. As in Example 2 , the basketball game is entertainment as defined in Regulations section 1.274-2(b)(1)(i) and, thus, the cost of the game tickets, other than the cost of the food and beverages, is an entertainment expense and is not deductible by C. However, the cost of the food and beverages, which is stated separately on the invoice for the game tickets, is not an entertainment expense and is not subject to the section 274(a)(1) disallowance. Therefore, C may deduct 50% of the expenses associated with the food and beverages provided at the game.

In general, you can deduct only 50% of your business-related meal expenses, unless an exception applies. (If you are subject to the Department of Transportation's “hours of service” limits, you can deduct 80% of your business-related meal expenses. See Individuals subject to hours of service limits , later.)

The 50% limit applies to employees or their employers, and to self-employed persons (including independent contractors) or their clients, depending on whether the expenses are reimbursed.

Examples of meals might include:

Meals while traveling away from home (whether eating alone or with others) on business, or

Meal at a business convention or business league meeting.

Figure A. Does the 50% Limit Apply to Your Expenses?

There are exceptions to these rules. See Exceptions to the 50% Limit for Meals , later.

Figure A. Does the 50% limit apply to Your Expenses?TAs for Figure A are: Notice 87-23; Form 2106 instructions

Summary: This is a flowchart used to determine if employees and self-employed persons need to put a 50% limit on their business expense deductions.

This is the starting of the flowchart.

Decision (1)

Were your meal and entertainment expenses reimbursed? (Count only reimbursements your employer didn’t include in box 1 of your Form W-2. If self-employed, count only reimbursements from clients or customers that aren’t included on Form 1099-MISC, Miscellaneous Income.)

Decision (2)

If an employee, did you adequately account to your employer under an accountable plan? If self-employed, did you provide the payer with adequate records? (See Chapter 6.)

Decision (3)

Did your expenses exceed the reimbursement?

Decision (4)

Process (a)

Your meal and entertainment expenses are NOT subject to the limitations. However, since the reimbursement wasn’t treated as wages or as other taxable income, you can’t deduct the expenses.

Process (b)

Your nonentertainment meal expenses ARE subject to the 50% limit. Your entertainment expenses are nondeductible.

This is the ending of the flowchart.

Please click here for the text description of the image.

Taxes and tips relating to a business meal are included as a cost of the meal and are subject to the 50% limit. However, the cost of transportation to and from the meal is not treated as part of the cost and would not be subject to the limit.

The 50% limit on meal expenses applies if the expense is otherwise deductible and isn’t covered by one of the exceptions discussed later. Figure A can help you determine if the 50% limit applies to you.

The 50% limit also applies to certain meal expenses that aren’t business related. It applies to meal expenses you have for the production of income, including rental or royalty income. It also applies to the cost of meals included in deductible educational expenses.

The 50% limit will apply after determining the amount that would otherwise qualify for a deduction. You first have to determine the amount of meal expenses that would be deductible under the other rules discussed in this publication.

If a group of business acquaintances takes turns picking up each others' meal checks primarily for personal reasons, without regard to whether any business purposes are served, no member of the group can deduct any part of the expense.

You spend $200 (including tax and tip) for a business meal. If $110 of that amount isn’t allowable because it is lavish and extravagant, the remaining $90 is subject to the 50% limit. Your deduction can’t be more than $45 (50% (0.50) × $90).

You purchase two tickets to a concert for $200 for you and your client. Your deduction is zero because no deduction is allowed for entertainment expenses.

Exception to the 50% Limit for Meals

Your meal expense isn’t subject to the 50% limit if the expense meets one of the following exceptions.

In general, expenses for goods, services, and facilities, to the extent the expenses are treated by the taxpayer, with respect to entertainment, amusement, or recreation, as compensation to an employee and as wages to the employee for tax purposes.

If you are an employee, you aren’t subject to the 50% limit on expenses for which your employer reimburses you under an accountable plan. Accountable plans are discussed in chapter 6.

If you are self-employed, your deductible meal expenses aren’t subject to the 50% limit if all of the following requirements are met.

You have these expenses as an independent contractor.

Your customer or client reimburses you or gives you an allowance for these expenses in connection with services you perform.

You provide adequate records of these expenses to your customer or client. (See chapter 5 .)

In this case, your client or customer is subject to the 50% limit on the expenses.

You are a self-employed attorney who adequately accounts for meal expenses to a client who reimburses you for these expenses. You aren’t subject to the limitation on meal expenses. If the client can deduct the expenses, the client is subject to the 50% limit.

If you (as an independent contractor) have expenses for meals related to providing services for a client but don’t adequately account for and seek reimbursement from the client for those expenses, you are subject to the 50% limit on non-entertainment-related meals and the entertainment-related meal expenses are nondeductible to you.

You aren't subject to the 50% limit for expenses for recreational, social, or similar activities (including facilities) such as a holiday party or a summer picnic.

You aren’t subject to the 50% limit if you provide meals to the general public as a means of advertising or promoting goodwill in the community. For example, neither the expense of sponsoring a television or radio show nor the expense of distributing free food and beverages to the general public is subject to the 50% limit.

You aren’t subject to the 50% limit if you actually sell meals to the public. For example, if you run a restaurant, your expense for the food you furnish to your customers isn’t subject to the 50% limit.

You can deduct a higher percentage of your meal expenses while traveling away from your tax home if the meals take place during or incident to any period subject to the Department of Transportation's “hours of service” limits. The percentage is 80%.

Individuals subject to the Department of Transportation's “hours of service” limits include the following persons.

Certain air transportation workers (such as pilots, crew, dispatchers, mechanics, and control tower operators) who are under Federal Aviation Administration regulations.

Interstate truck operators and bus drivers who are under Department of Transportation regulations.

Certain railroad employees (such as engineers, conductors, train crews, dispatchers, and control operations personnel) who are under Federal Railroad Administration regulations.

Certain merchant mariners who are under Coast Guard regulations.

If you give gifts in the course of your trade or business, you may be able to deduct all or part of the cost. This chapter explains the limits and rules for deducting the costs of gifts.

You can deduct no more than $25 for business gifts you give directly or indirectly to each person during your tax year. A gift to a company that is intended for the eventual personal use or benefit of a particular person or a limited class of people will be considered an indirect gift to that particular person or to the individuals within that class of people who receive the gift.

If you give a gift to a member of a customer's family, the gift is generally considered to be an indirect gift to the customer. This rule doesn’t apply if you have a bona fide, independent business connection with that family member and the gift isn’t intended for the customer's eventual use.

If you and your spouse both give gifts, both of you are treated as one taxpayer. It doesn’t matter whether you have separate businesses, are separately employed, or whether each of you has an independent connection with the recipient. If a partnership gives gifts, the partnership and the partners are treated as one taxpayer.

You sell products to a local company. You and your spouse gave the local company three gourmet gift baskets to thank them for their business. You and your spouse paid $80 for each gift basket, or $240 total. Three of the local company's executives took the gift baskets home for their families' use. You and your spouse have no independent business relationship with any of the executives' other family members. You and your spouse can deduct a total of $75 ($25 limit × 3) for the gift baskets.

Incidental costs, such as engraving on jewelry, or packaging, insuring, and mailing, are generally not included in determining the cost of a gift for purposes of the $25 limit.

A cost is incidental only if it doesn’t add substantial value to the gift. For example, the cost of gift wrapping is an incidental cost. However, the purchase of an ornamental basket for packaging fruit isn’t an incidental cost if the value of the basket is substantial compared to the value of the fruit.

The following items aren’t considered gifts for purposes of the $25 limit.

An item that costs $4 or less and:

Has your name clearly and permanently imprinted on the gift, and

Is one of a number of identical items you widely distribute. Examples include pens, desk sets, and plastic bags and cases.

Signs, display racks, or other promotional material to be used on the business premises of the recipient.

Figure B. When Are Transportation Expenses Deductible?

Most employees and self-employed persons can use this chart. (Don’t use this chart if your home is your principal place of business. See Office in the home , later.)

Figure B. When Are Local Transportation Expenses Deductible?TAs for Figure B are: Reg 1.162-1(a); RR 55–109; RR 94–47

Summary: This illustration depicts the rules used to determine if transportation expenses are deductible.

The image then lists definitions for words used in the graphic:

Any item that might be considered either a gift or entertainment will generally be considered entertainment. However, if you give a customer packaged food or beverages you intend the customer to use at a later date, treat it as a gift.

4. Transportation

This chapter discusses expenses you can deduct for business transportation when you aren’t traveling away from home , as defined in chapter 1. These expenses include the cost of transportation by air, rail, bus, taxi, etc., and the cost of driving and maintaining your car.

Transportation expenses include the ordinary and necessary costs of all of the following.

Getting from one workplace to another in the course of your business or profession when you are traveling within the city or general area that is your tax home. Tax home is defined in chapter 1.

Visiting clients or customers.

Going to a business meeting away from your regular workplace.

Getting from your home to a temporary workplace when you have one or more regular places of work. These temporary workplaces can be either within the area of your tax home or outside that area.

Daily transportation expenses you incur while traveling from home to one or more regular places of business are generally nondeductible commuting expenses. However, there may be exceptions to this general rule. You can deduct daily transportation expenses incurred going between your residence and a temporary work station outside the metropolitan area where you live. Also, daily transportation expenses can be deducted if (1) you have one or more regular work locations away from your residence; or (2) your residence is your principal place of business and you incur expenses going between the residence and another work location in the same trade or business, regardless of whether the work is temporary or permanent and regardless of the distance.

Illustration of transportation expenses.

Figure B above illustrates the rules that apply for deducting transportation expenses when you have a regular or main job away from your home. You may want to refer to it when deciding whether you can deduct your transportation expenses.

If you have one or more regular work locations away from your home and you commute to a temporary work location in the same trade or business, you can deduct the expenses of the daily round-trip transportation between your home and the temporary location, regardless of distance.

If your employment at a work location is realistically expected to last (and does in fact last) for 1 year or less, the employment is temporary unless there are facts and circumstances that would indicate otherwise.

If your employment at a work location is realistically expected to last for more than 1 year or if there is no realistic expectation that the employment will last for 1 year or less, the employment isn’t temporary, regardless of whether it actually lasts for more than 1 year.

If employment at a work location initially is realistically expected to last for 1 year or less, but at some later date the employment is realistically expected to last more than 1 year, that employment will be treated as temporary (unless there are facts and circumstances that would indicate otherwise) until your expectation changes. It won’t be treated as temporary after the date you determine it will last more than 1 year.

If the temporary work location is beyond the general area of your regular place of work and you stay overnight, you are traveling away from home. You may have deductible travel expenses, as discussed in chapter 1 .

If you have no regular place of work but ordinarily work in the metropolitan area where you live, you can deduct daily transportation costs between home and a temporary work site outside that metropolitan area.

Generally, a metropolitan area includes the area within the city limits and the suburbs that are considered part of that metropolitan area.

You can’t deduct daily transportation costs between your home and temporary work sites within your metropolitan area. These are nondeductible commuting expenses.

If you work at two places in 1 day, whether or not for the same employer, you can deduct the expense of getting from one workplace to the other. However, if for some personal reason you don’t go directly from one location to the other, you can’t deduct more than the amount it would have cost you to go directly from the first location to the second.

Transportation expenses you have in going between home and a part-time job on a day off from your main job are commuting expenses. You can’t deduct them.

A meeting of an Armed Forces reserve unit is a second place of business if the meeting is held on a day on which you work at your regular job. You can deduct the expense of getting from one workplace to the other as just discussed under Two places of work .

You usually can’t deduct the expense if the reserve meeting is held on a day on which you don’t work at your regular job. In this case, your transportation is generally a nondeductible commuting expense. However, you can deduct your transportation expenses if the location of the meeting is temporary and you have one or more regular places of work.

If you ordinarily work in a particular metropolitan area but not at any specific location and the reserve meeting is held at a temporary location outside that metropolitan area, you can deduct your transportation expenses.

If you travel away from home overnight to attend a guard or reserve meeting, you can deduct your travel expenses. These expenses are discussed in chapter 1 .

If you travel more than 100 miles away from home in connection with your performance of services as a member of the reserves, you may be able to deduct some of your reserve-related travel costs as an adjustment to gross income rather than as an itemized deduction. For more information, see Armed Forces Reservists Traveling More Than 100 Miles From Home under Special Rules in chapter 6.

You can’t deduct the costs of taking a bus, trolley, subway, or taxi, or of driving a car between your home and your main or regular place of work. These costs are personal commuting expenses. You can’t deduct commuting expenses no matter how far your home is from your regular place of work. You can’t deduct commuting expenses even if you work during the commuting trip.

You sometimes use your cell phone to make business calls while commuting to and from work. Sometimes business associates ride with you to and from work, and you have a business discussion in the car. These activities don’t change the trip from personal to business. You can’t deduct your commuting expenses.

Fees you pay to park your car at your place of business are nondeductible commuting expenses. You can, however, deduct business-related parking fees when visiting a customer or client.

Putting display material that advertises your business on your car doesn’t change the use of your car from personal use to business use. If you use this car for commuting or other personal uses, you still can’t deduct your expenses for those uses.

You can’t deduct the cost of using your car in a nonprofit car pool. Don’t include payments you receive from the passengers in your income. These payments are considered reimbursements of your expenses. However, if you operate a car pool for a profit, you must include payments from passengers in your income. You can then deduct your car expenses (using the rules in this publication).

Hauling tools or instruments in your car while commuting to and from work doesn’t make your car expenses deductible. However, you can deduct any additional costs you have for hauling tools or instruments (such as for renting a trailer you tow with your car).

If you get your work assignments at a union hall and then go to your place of work, the costs of getting from the union hall to your place of work are nondeductible commuting expenses. Although you need the union to get your work assignments, you are employed where you work, not where the union hall is located.

If you have an office in your home that qualifies as a principal place of business, you can deduct your daily transportation costs between your home and another work location in the same trade or business. (See Pub. 587, Business Use of Your Home, for information on determining if your home office qualifies as a principal place of business.)

The following examples show when you can deduct transportation expenses based on the location of your work and your home.

You regularly work in an office in the city where you live. Your employer sends you to a 1-week training session at a different office in the same city. You travel directly from your home to the training location and return each day. You can deduct the cost of your daily round-trip transportation between your home and the training location.

Your principal place of business is in your home. You can deduct the cost of round-trip transportation between your qualifying home office and your client's or customer's place of business.

You have no regular office, and you don’t have an office in your home. In this case, the location of your first business contact inside the metropolitan area is considered your office. Transportation expenses between your home and this first contact are nondeductible commuting expenses. Transportation expenses between your last business contact and your home are also nondeductible commuting expenses. While you can’t deduct the costs of these trips, you can deduct the costs of going from one client or customer to another.

Car Expenses

If you use your car for business purposes, you may be able to deduct car expenses. You can generally use one of the two following methods to figure your deductible expenses.

Actual car expenses.

The cost of using your car as an employee, whether measured using actual expenses or the standard mileage rate, will no longer be allowed to be claimed as an unreimbursed employee travel expense as a miscellaneous itemized deduction due to the suspension of miscellaneous itemized deductions that are subject to the 2% floor under section 67(a). The suspension applies to tax years beginning after December 2017 and before January 2026. Deductions for expenses that are deductible in determining adjusted gross income are not suspended. For example, Armed Forces reservists, qualified performing artists, and fee-basis state or local government officials are allowed to deduct unreimbursed employee travel expenses as an adjustment to total income on Schedule 1 (Form 1040), line 12.

If you use actual expenses to figure your deduction for a car you lease, there are rules that affect the amount of your lease payments you can deduct. See Leasing a Car , later.

In this publication, “car” includes a van, pickup, or panel truck. For the definition of “car” for depreciation purposes, see Car defined under Actual Car Expenses , later.

Standard Mileage Rate

For 2023, the standard mileage rate for the cost of operating your car for business use is 65.5 cents ($0.655) per mile.

You can generally use the standard mileage rate whether or not you are reimbursed and whether or not any reimbursement is more or less than the amount figured using the standard mileage rate. See chapter 6 for more information on reimbursements .

If you want to use the standard mileage rate for a car you own, you must choose to use it in the first year the car is available for use in your business. Then, in later years, you can choose to use either the standard mileage rate or actual expenses.

If you want to use the standard mileage rate for a car you lease, you must use it for the entire lease period. For leases that began on or before December 31, 1997, the standard mileage rate must be used for the entire portion of the lease period (including renewals) that is after 1997.

You must make the choice to use the standard mileage rate by the due date (including extensions) of your return. You can’t revoke the choice. However, in later years, you can switch from the standard mileage rate to the actual expenses method. If you change to the actual expenses method in a later year, but before your car is fully depreciated, you have to estimate the remaining useful life of the car and use straight line depreciation for the car’s remaining estimated useful life, subject to depreciation limits (discussed later).

For more information about depreciation included in the standard mileage rate, see Exception under Methods of depreciation , later.

You can’t use the standard mileage rate if you:

Use five or more cars at the same time (such as in fleet operations);

Claimed a depreciation deduction for the car using any method other than straight line for the car’s estimated useful life;

Used the Modified Accelerated Cost Recovery System (MACRS) (as discussed later under Depreciation Deduction );

Claimed a section 179 deduction (discussed later) on the car;

Claimed the special depreciation allowance on the car; or

Claimed actual car expenses after 1997 for a car you leased.

You can elect to use the standard mileage rate if you used a car for hire (such as a taxi) unless the standard mileage rate is otherwise not allowed, as discussed above.

If you own or lease five or more cars that are used for business at the same time, you can’t use the standard mileage rate for the business use of any car. However, you may be able to deduct your actual expenses for operating each of the cars in your business. See Actual Car Expenses , later, for information on how to figure your deduction.

You aren’t using five or more cars for business at the same time if you alternate using (use at different times) the cars for business.

The following examples illustrate the rules for when you can and can’t use the standard mileage rate for five or more cars.

A salesperson owns three cars and two vans that they alternate using for calling on their customers. The salesperson can use the standard mileage rate for the business mileage of the three cars and the two vans because they don’t use them at the same time.

You and your employees use your four pickup trucks in your landscaping business. During the year, you traded in two of your old trucks for two newer ones. You can use the standard mileage rate for the business mileage of all six of the trucks you owned during the year.

You own a repair shop and an insurance business. You and your employees use your two pickup trucks and van for the repair shop. You alternate using your two cars for the insurance business. No one else uses the cars for business purposes. You can use the standard mileage rate for the business use of the pickup trucks, the van, and the cars because you never have more than four vehicles used for business at the same time.

You own a car and four vans that are used in your housecleaning business. Your employees use the vans, and you use the car to travel to various customers. You can’t use the standard mileage rate for the car or the vans. This is because all five vehicles are used in your business at the same time. You must use actual expenses for all vehicles.

If you are an employee, you can’t deduct any interest paid on a car loan. This applies even if you use the car 100% for business as an employee.

However, if you are self-employed and use your car in your business, you can deduct that part of the interest expense that represents your business use of the car. For example, if you use your car 60% for business, you can deduct 60% of the interest on Schedule C (Form 1040). You can’t deduct the part of the interest expense that represents your personal use of the car.

If you itemize your deductions on Schedule A (Form 1040), you can deduct on line 5c state and local personal property taxes on motor vehicles. You can take this deduction even if you use the standard mileage rate or if you don’t use the car for business.

If you are self-employed and use your car in your business, you can deduct the business part of state and local personal property taxes on motor vehicles on Schedule C (Form 1040), or Schedule F (Form 1040). If you itemize your deductions, you can include the remainder of your state and local personal property taxes on the car on Schedule A (Form 1040).

In addition to using the standard mileage rate, you can deduct any business-related parking fees and tolls. (Parking fees you pay to park your car at your place of work are nondeductible commuting expenses.)

If you sell, trade in, or otherwise dispose of your car, you may have a gain or loss on the transaction or an adjustment to the basis of your new car. See Disposition of a Car , later.

Actual Car Expenses

If you don’t use the standard mileage rate, you may be able to deduct your actual car expenses.

Actual car expenses include:

If you have fully depreciated a car that you still use in your business, you can continue to claim your other actual car expenses. Continue to keep records, as explained later in chapter 5 .

If you use your car for both business and personal purposes, you must divide your expenses between business and personal use. You can divide your expense based on the miles driven for each purpose.

You are a contractor and drive your car 20,000 miles during the year: 12,000 miles for business use and 8,000 miles for personal use. You can claim only 60% (12,000 ÷ 20,000) of the cost of operating your car as a business expense.

If you use a vehicle provided by your employer for business purposes, you can deduct your actual unreimbursed car expenses. You can’t use the standard mileage rate. See Vehicle Provided by Your Employer in chapter 6.

If you are an employee, you can’t deduct any interest paid on a car loan. This interest is treated as personal interest and isn’t deductible. If you are self-employed and use your car in that business, see Interest , earlier, under Standard Mileage Rate.

If you are an employee, you can deduct personal property taxes paid on your car if you itemize deductions. Enter the amount paid on Schedule A (Form 1040), line 5c.

Generally, sales taxes on your car are part of your car's basis and are recovered through depreciation, discussed later.

You can’t deduct fines you pay or collateral you forfeit for traffic violations.

If your car is damaged, destroyed, or stolen, you may be able to deduct part of the loss not covered by insurance. See Pub. 547, Casualties, Disasters, and Thefts, for information on deducting a loss on your car.

Generally, the cost of a car, plus sales tax and improvements, is a capital expense. Because the benefits last longer than 1 year, you generally can’t deduct a capital expense. However, you can recover this cost through the section 179 deduction (the deduction allowed by section 179 of the Internal Revenue Code), special depreciation allowance, and depreciation deductions. Depreciation allows you to recover the cost over more than 1 year by deducting part of it each year. The section 179 deduction , special depreciation allowance , and depreciation deductions are discussed later.

Generally, there are limits on these deductions. Special rules apply if you use your car 50% or less in your work or business.

You can claim a section 179 deduction and use a depreciation method other than straight line only if you don’t use the standard mileage rate to figure your business-related car expenses in the year you first place a car in service.

If, in the year you first place a car in service, you claim either a section 179 deduction or use a depreciation method other than straight line for its estimated useful life, you can’t use the standard mileage rate on that car in any future year.

For depreciation purposes, a car is any four-wheeled vehicle (including a truck or van) made primarily for use on public streets, roads, and highways. Its unloaded gross vehicle weight (for trucks and vans, gross vehicle weight) must not be more than 6,000 pounds. A car includes any part, component, or other item physically attached to it or usually included in the purchase price.

A car doesn’t include:

An ambulance, hearse, or combination ambulance-hearse used directly in a business;

A vehicle used directly in the business of transporting persons or property for pay or hire; or

A truck or van that is a qualified nonpersonal use vehicle.

These are vehicles that by their nature aren’t likely to be used more than a minimal amount for personal purposes. They include trucks and vans that have been specially modified so that they aren’t likely to be used more than a minimal amount for personal purposes, such as by installation of permanent shelving and painting the vehicle to display advertising or the company's name. Delivery trucks with seating only for the driver, or only for the driver plus a folding jump seat, are qualified nonpersonal use vehicles.

See Depreciation Deduction , later, for more information on how to depreciate your vehicle.

Section 179 Deduction

You can elect to recover all or part of the cost of a car that is qualifying section 179 property, up to a limit, by deducting it in the year you place the property in service. This is the section 179 deduction. If you elect the section 179 deduction, you must reduce your depreciable basis in the car by the amount of the section 179 deduction.

You can claim the section 179 deduction only in the year you place the car in service. For this purpose, a car is placed in service when it is ready and available for a specifically assigned use in a trade or business. Even if you aren’t using the property, it is in service when it is ready and available for its specifically assigned use.

A car first used for personal purposes can’t qualify for the deduction in a later year when its use changes to business.

In 2022, you bought a new car and used it for personal purposes. In 2023, you began to use it for business. Changing its use to business use doesn’t qualify the cost of your car for a section 179 deduction in 2023. However, you can claim a depreciation deduction for the business use of the car starting in 2023. See Depreciation Deduction , later.

You must use the property more than 50% for business to claim any section 179 deduction. If you used the property more than 50% for business, multiply the cost of the property by the percentage of business use. The result is the cost of the property that can qualify for the section 179 deduction.

You purchased a new car in April 2023 for $24,500 and used it 60% for business. Based on your business usage, the total cost of your car that qualifies for the section 179 deduction is $14,700 ($24,500 cost × 60% (0.60) business use). But see Limit on total section 179, special depreciation allowance, and depreciation deduction , discussed later.

There are limits on:

The amount of the section 179 deduction;

The section 179 deduction for sport utility and certain other vehicles; and

The total amount of the section 179 deduction, special depreciation allowance, and depreciation deduction (discussed later ) you can claim for a qualified property.

For tax years beginning in 2023, the total amount you can elect to deduct under section 179 can’t be more than $1,160,000.

If the cost of your section 179 property placed in service in tax years beginning in 2023 is over $2,890,000, you must reduce the $1,160,000 dollar limit (but not below zero) by the amount of cost over $2,890,000. If the cost of your section 179 property placed in service during tax years beginning in 2023 is $4,050,000 or more, you can’t take a section 179 deduction.

The total amount you can deduct under section 179 each year after you apply the limits listed above cannot be more than the taxable income from the active conduct of any trade or business during the year.

If you are married and file a joint return, you and your spouse are treated as one taxpayer in determining any reduction to the dollar limit, regardless of which of you purchased the property or placed it in service.

If you and your spouse file separate returns, you are treated as one taxpayer for the dollar limit. You must allocate the dollar limit (after any reduction) between you.

For more information on the above section 179 deduction limits, see Pub. 946, How To Depreciate Property.

You cannot elect to deduct more than $28,900 of the cost of any heavy sport utility vehicle (SUV) and certain other vehicles placed in service during the tax years beginning in 2023. This rule applies to any four-wheeled vehicle primarily designed or used to carry passengers over public streets, roads, or highways that isn’t subject to any of the passenger automobile limits explained under Depreciation Limits , later, and that is rated at more than 6,000 pounds gross vehicle weight and not more than 14,000 pounds gross vehicle weight. However, the $28,900 limit doesn’t apply to any vehicle:

Designed to have a seating capacity of more than nine persons behind the driver's seat;

Equipped with a cargo area of at least 6 feet in interior length that is an open area or is designed for use as an open area but is enclosed by a cap and isn’t readily accessible directly from the passenger compartment; or

That has an integral enclosure, fully enclosing the driver compartment and load carrying device, doesn’t have seating rearward of the driver's seat, and has no body section protruding more than 30 inches ahead of the leading edge of the windshield.

The first-year limit on the depreciation deduction, special depreciation allowance, and section 179 deduction for vehicles acquired before September 28, 2017, and placed in service during 2023, is $12,200. The first-year limit on depreciation, special depreciation allowance, and section 179 deduction for vehicles acquired after September 27, 2017, and placed in service during 2023 increases to $20,200. If you elect not to claim a special depreciation allowance for a vehicle placed in service in 2023, the amount increases to $12,200. The limit is reduced if your business use of the vehicle is less than 100%. See Depreciation Limits , later, for more information.

In the earlier example under More than 50% business use requirement , you had a car with a cost (for purposes of the section 179 deduction) of $14,700. However, based on your business usage of the car, the total of your section 179 deduction, special depreciation allowance, and depreciation deductions is limited to $12,120 ($20,200 limit x 60% (0.60) business use) because the car was acquired after September 27, 2017, and placed in service during 2023.

For purposes of the section 179 deduction, the cost of the car doesn’t include any amount figured by reference to any other property held by you at any time. For example, if you buy a car as a replacement for a car that was stolen or that was destroyed in a casualty loss, and you use section 1033 to determine the basis in your replacement vehicle, your cost for purposes of the section 179 deduction doesn’t include your adjusted basis in the relinquished car. In that case, your cost includes only the cash you paid.

The amount of the section 179 deduction reduces your basis in your car. If you choose the section 179 deduction, you must subtract the amount of the deduction from the cost of your car. The resulting amount is the basis in your car you use to figure your depreciation deduction.

If you want to take the section 179 deduction, you must make the election in the tax year you place the car in service for business or work.

Employees use Form 2106, Employee Business Expenses, to make the election and report the section 179 deduction. All others use Form 4562, Depreciation and Amortization, to make an election.

File the appropriate form with either of the following.

Your original tax return filed for the year the property was placed in service (whether or not you file it timely).

An amended return filed within the time prescribed by law. An election made on an amended return must specify the item of section 179 property to which the election applies and the part of the cost of each such item to be taken into account. The amended return must also include any resulting adjustments to taxable income.

An election (or any specification made in the election) to take a section 179 deduction for 2023 can only be revoked with the Commissioner's approval.

To be eligible to claim the section 179 deduction, you must use your car more than 50% for business or work in the year you acquired it. If your business use of the car is 50% or less in a later tax year during the recovery period, you have to recapture (include in income) in that later year any excess depreciation. Any section 179 deduction claimed on the car is included in figuring the excess depreciation. For information on this calculation, see Excess depreciation , later in this chapter under Car Used 50% or Less for Business. For more information on recapture of a section 179 deduction, see Pub. 946.

If you dispose of a car on which you had claimed the section 179 deduction, the amount of that deduction is treated as a depreciation deduction for recapture purposes. You treat any gain on the disposition of the property as ordinary income up to the amount of the section 179 deduction and any allowable depreciation (unless you establish the amount actually allowed). For information on the disposition of a car, see Disposition of a Car , later. For more information on recapture of a section 179 deduction, see Pub. 946.

Special Depreciation Allowance

You may be able to claim the special depreciation allowance for your car, truck, or van if it is qualified property and was placed in service in 2023. The allowance for 2023 is an additional depreciation deduction for 100% of the car's depreciable basis (after any section 179 deduction, but before figuring your regular depreciation deduction under MACRS) if the vehicle was acquired after September 27, 2017, and placed in service during 2023. Further, while it applies to a new vehicle, it also applies to a used vehicle only if the vehicle meets the used property requirements. For more information on the used property requirements, see section 168(k)(2)(E)(ii). To qualify for the allowance, more than 50% of the use of the car must be in a qualified business use (as defined under Depreciation Deduction , later).

The first-year limit on the depreciation deduction, special depreciation allowance, and section 179 deduction for vehicles acquired before September 28, 2017, and placed in service during 2023, is $12,200. Your combined section 179 depreciation, special depreciation allowance, and regular MACRS depreciation deduction is limited to the maximum allowable depreciation deduction for vehicles acquired after September 27, 2017, and placed in service during 2023 is $20,200. If you elect not to claim a special depreciation allowance for a vehicle placed in service in 2023, the amount is $12,200. See Depreciation Limits , later in this chapter.

To be qualified property, the car (including the truck or van) must meet all of the following tests.

You acquired the car after September 27, 2017, but only if no written binding contract to acquire the car existed before September 28, 2017.

You acquired the car new or used.

You placed the car in service in your trade or business before January 1, 2027.

You used the car more than 50% in a qualified business use during the tax year.

You can elect not to claim the special depreciation allowance for your car, truck, or van that is qualified property. If you make this election, it applies to all 5-year property placed in service during the year.

To make this election, attach a statement to your timely filed return (including extensions) indicating the class of property (5-year for cars) for which you are making the election and that you are electing not to claim the special depreciation allowance for qualified property in that class of property.

Depreciation Deduction

If you use actual car expenses to figure your deduction for a car you own and use in your business, you can claim a depreciation deduction. This means you can deduct a certain amount each year as a recovery of your cost or other basis in your car.

You generally need to know the following things about the car you intend to depreciate.

Your basis in the car.

The date you place the car in service.

The method of depreciation and recovery period you will use.

Your basis in a car for figuring depreciation is generally its cost. This includes any amount you borrow or pay in cash, other property, or services.

Generally, you figure depreciation on your car, truck, or van using your unadjusted basis (see Unadjusted basis , later). However, in some situations, you will use your adjusted basis (your basis reduced by depreciation allowed or allowable in earlier years). For one of these situations, see Exception under Methods of depreciation , later.

If you change the use of a car from personal to business, your basis for depreciation is the lesser of the fair market value or your adjusted basis in the car on the date of conversion. Additional rules concerning basis are discussed later in this chapter under Unadjusted basis .

You generally place a car in service when it is available for use in your work or business, in an income-producing activity, or in a personal activity. Depreciation begins when the car is placed in service for use in your work or business or for the production of income.

For purposes of figuring depreciation, if you first start using the car only for personal use and later convert it to business use, you place the car in service on the date of conversion.

If you place a car in service and dispose of it in the same tax year, you can’t claim any depreciation deduction for that car.

Generally, you figure depreciation on cars using the Modified Accelerated Cost Recovery (MACRS) discussed later in this chapter.

If you used the standard mileage rate in the first year of business use and change to the actual expenses method in a later year, you can’t depreciate your car under the MACRS rules. You must use straight line depreciation over the estimated remaining useful life of the car. The amount you depreciate can’t be more than the depreciation limit that applies for that year. See Depreciation Limits , later.

To figure depreciation under the straight line method, you must reduce your basis in the car (but not below zero) by a set rate per mile for all miles for which you used the standard mileage rate. The rate per mile varies depending on the year(s) you used the standard mileage rate. For the rate(s) to use, see Depreciation adjustment when you used the standard mileage rate under Disposition of a Car , later.

This reduction of basis is in addition to those basis adjustments described later under Unadjusted basis . You must use your adjusted basis in your car to figure your depreciation deduction. For additional information on the straight line method of depreciation, see Pub. 946.

Generally, you must use your car more than 50% for qualified business use (defined next) during the year to use MACRS. You must meet this more-than-50%-use test each year of the recovery period (6 years under MACRS) for your car.

If your business use is 50% or less, you must use the straight line method to depreciate your car. This is explained later under Car Used 50% or Less for Business .

A qualified business use is any use in your trade or business. It doesn’t include use for the production of income (investment use), or use provided under lease to, or as compensation to, a 5% owner or related person. However, you do combine your business and investment use to figure your depreciation deduction for the tax year.

Don’t treat any use of your car by another person as use in your trade or business unless that use meets one of the following conditions.

It is directly connected with your business.

It is properly reported by you as income to the other person (and, if you have to, you withhold tax on the income).

It results in a payment of fair market rent. This includes any payment to you for the use of your car.

If you used your car more than 50% in qualified business use in the year you placed it in service, but 50% or less in a later year (including the year of disposition), you have to change to the straight line method of depreciation. See Qualified business use 50% or less in a later year under Car Used 50% or Less for Business , later.

If you use your car for more than one purpose during the tax year, you must allocate the use to the various purposes. You do this on the basis of mileage. Figure the percentage of qualified business use by dividing the number of miles you drive your car for business purposes during the year by the total number of miles you drive the car during the year for any purpose.

If you change the use of a car from 100% personal use to business use during the tax year, you may not have mileage records for the time before the change to business use. In this case, you figure the percentage of business use for the year as follows.

Determine the percentage of business use for the period following the change. Do this by dividing business miles by total miles driven during that period.

Multiply the percentage in (1) by a fraction. The numerator (top number) is the number of months the car is used for business, and the denominator (bottom number) is 12.

You use a car only for personal purposes during the first 6 months of the year. During the last 6 months of the year, you drive the car a total of 15,000 miles of which 12,000 miles are for business. This gives you a business use percentage of 80% (12,000 ÷ 15,000) for that period. Your business use for the year is 40% (80% (0.80) × 6 / 12 ).

The amount you can claim for section 179, special depreciation allowance, and depreciation deductions may be limited. The maximum amount you can claim depends on the year in which you placed your car in service. You have to reduce the maximum amount if you did not use the car exclusively for business. See Depreciation Limits , later.

You use your unadjusted basis (often referred to as your basis or your basis for depreciation) to figure your depreciation using the MACRS depreciation chart, explained later under Modified Accelerated Cost Recovery System (MACRS) . Your unadjusted basis for figuring depreciation is your original basis increased or decreased by certain amounts.

To figure your unadjusted basis, begin with your car's original basis, which is generally its cost. Cost includes sales taxes (see Sales taxes , earlier), destination charges, and dealer preparation. Increase your basis by any substantial improvements you make to your car, such as adding air conditioning or a new engine. Decrease your basis by any section 179 deduction, special depreciation allowance, gas guzzler tax, and vehicle credits claimed. See Pub. 551, Basis of Assets, for further details.

If you acquired the car by gift or inheritance, see Pub. 551, Basis of Assets, for information on your basis in the car.

A major improvement to a car is treated as a new item of 5-year recovery property. It is treated as placed in service in the year the improvement is made. It doesn’t matter how old the car is when the improvement is added. Follow the same steps for depreciating the improvement as you would for depreciating the original cost of the car. However, you must treat the improvement and the car as a whole when applying the limits on the depreciation deductions. Your car's depreciation deduction for the year (plus any section 179 deduction, special depreciation allowance, and depreciation on any improvements) can’t be more than the depreciation limit that applies for that year. See Depreciation Limits , later.

If you traded one car (the “old car”) for another car (the “new car”) in 2023, you must treat the transaction as a disposition of the old car and the purchase of the new car. You must treat the old car as disposed of at the time of the trade-in. The depreciable basis of the new car is the adjusted basis of the old car (figured as if 100% of the car’s use had been for business purposes) plus any additional amount you paid for the new car. You then figure your depreciation deduction for the new car beginning with the date you placed it in service. You must also complete Form 2106, Part II, Section D. This method is explained later, beginning at Effect of trade-in on basis .

The discussion that follows applies to trade-ins of cars in 2023, where the election was made to treat the transaction as a disposition of the old car and the purchase of the new car. For information on how to figure depreciation for cars involved in a like-kind exchange (trade-in) in 2023, for which the election wasn’t made, see Pub. 946 and Regulations section 1.168(i)-6(d)(3).

Like‐kind exchanges completed after December 31, 2017, are generally limited to exchanges of real property not held primarily for sale. Regulations section 1.168(i)-6 doesn't reflect this change in law.

If you trade in a car you used only in your business for another car that will be used only in your business, your original basis in the new car is your adjusted basis in the old car, plus any additional amount you pay for the new car.

You trade in a car that has an adjusted basis of $5,000 for a new car. In addition, you pay cash of $20,000 for the new car. Your original basis of the new car is $25,000 (your $5,000 adjusted basis in the old car plus the $20,000 cash paid). Your unadjusted basis is $25,000 unless you claim the section 179 deduction, special depreciation allowance, or have other increases or decreases to your original basis, discussed under Unadjusted basis , earlier.

If you trade in a car you used partly in your business for a new car you will use in your business, you must make a “trade-in” adjustment for the personal use of the old car. This adjustment has the effect of reducing your basis in your old car, but not below zero, for purposes of figuring your depreciation deduction for the new car. (This adjustment isn’t used, however, when you determine the gain or loss on the later disposition of the new car. See Pub. 544, Sales and Other Dispositions of Assets, for information on how to report the disposition of your car.)

To figure the unadjusted basis of your new car for depreciation, first add to your adjusted basis in the old car any additional amount you pay for the new car. Then subtract from that total the excess, if any, of:

The total of the amounts that would have been allowable as depreciation during the tax years before the trade if 100% of the use of the car had been business and investment use, over

The total of the amounts actually allowed as depreciation during those years.

MACRS is the name given to the tax rules for getting back (recovering) through depreciation deductions the cost of property used in a trade or business or to produce income.

The maximum amount you can deduct is limited, depending on the year you placed your car in service. See Depreciation Limits , later.

Under MACRS, cars are classified as 5-year property. You actually depreciate the cost of a car, truck, or van over a period of 6 calendar years. This is because your car is generally treated as placed in service in the middle of the year, and you claim depreciation for one-half of both the first year and the sixth year.

For more information on the qualifications for this shorter recovery period and the percentages to use in figuring the depreciation deduction, see chapter 4 of Pub. 946.

You can use one of the following methods to depreciate your car.

The 200% declining balance method (200% DB) over a 5-year recovery period that switches to the straight line method when that method provides an equal or greater deduction.

The 150% declining balance method (150% DB) over a 5-year recovery period that switches to the straight line method when that method provides an equal or greater deduction.

The straight line method (SL) over a 5-year recovery period.

Before choosing a method, you may wish to consider the following facts.

Using the straight line method provides equal yearly deductions throughout the recovery period.

Using the declining balance methods provides greater deductions during the earlier recovery years with the deductions generally getting smaller each year.

A 2023 MACRS Depreciation Chart and instructions are included in this chapter as Table 4-1 . Using this table will make it easy for you to figure the 2023 depreciation deduction for your car. A similar chart appears in the Instructions for Form 2106.

You must use the Depreciation Tables in Pub. 946 rather than the 2023 MACRS Depreciation Chart in this publication if any one of the following three conditions applies to you.

You file your return on a fiscal year basis.

You file your return for a short tax year (less than 12 months).

During the year, all of the following conditions apply.

You placed some property in service from January through September.

You placed some property in service from October through December.

Your basis in the property you placed in service from October through December (excluding nonresidential real property, residential rental property, and property placed in service and disposed of in the same year) was more than 40% of your total bases in all property you placed in service during the year.

If you use the percentages from the chart, you generally must continue to use them for the entire recovery period of your car. However, you can’t continue to use the chart if your basis in your car is adjusted because of a casualty. In that case, for the year of the adjustment and the remaining recovery period, figure the depreciation without the chart using your adjusted basis in the car at the end of the year of the adjustment and over the remaining recovery period. See Figuring the Deduction Without Using the Tables in chapter 4 of Pub. 946.

If you dispose of the car before the last year of the recovery period, you are generally allowed a half-year of depreciation in the year of disposition. This rule applies unless the mid-quarter convention applies to the vehicle being disposed of. See Depreciation deduction for the year of disposition under Disposition of a Car , later, for information on how to figure the depreciation allowed in the year of disposition.

To figure your depreciation deduction for 2023, find the percentage in the column of Table 4-1 based on the date that you first placed the car in service and the depreciation method that you are using. Multiply the unadjusted basis of your car (defined earlier) by that percentage to determine the amount of your depreciation deduction. If you prefer to figure your depreciation deduction without the help of the chart, see Pub. 946.

You bought a used truck in February 2022 to use exclusively in your landscape business. You paid $9,200 for the truck with no trade-in. You didn’t claim any section 179 deduction, the truck didn’t qualify for the special depreciation allowance, and you chose to use the 200% DB method to get the largest depreciation deduction in the early years.

You used the MACRS Depreciation Chart in 2022 to find your percentage. The unadjusted basis of the truck equals its cost because you used it exclusively for business. You multiplied the unadjusted basis of the truck, $9,200, by the percentage that applied, 20%, to figure your 2022 depreciation deduction of $1,840.

In 2023, you used the truck for personal purposes when you repaired your parent’s cabin. Your records show that the business use of the truck was 90% in 2023. You used Table 4-1 to find your percentage. Reading down the first column for the date placed in service and across to the 200% DB column, you locate your percentage, 32%. You multiply the unadjusted basis of the truck, $8,280 ($9,200 cost × 90% (0.90) business use), by 32% (0.32) to figure your 2023 depreciation deduction of $2,650.

Depreciation Limits

There are limits on the amount you can deduct for depreciation of your car, truck, or van. The section 179 deduction and special depreciation allowance are treated as depreciation for purposes of the limits. The maximum amount you can deduct each year depends on the date you acquired the passenger automobile and the year you place the passenger automobile in service. These limits are shown in the following tables for 2023.

Maximum Depreciation Deduction for Passenger Automobiles (Including Trucks and Vans) Acquired Before September 28, 2017, and Placed in Service During 2018–2023

Maximum depreciation deduction for passenger automobiles (including trucks and vans) acquired after september 27, 2017, and placed in service during 2018 or later.

The maximum amount you can deduct each year depends on the year you place the car in service. These limits are shown in the following tables for prior years.

Maximum Depreciation Deduction for Cars Placed in Service Prior to 2018

For tax years prior to 2018, the maximum depreciation deductions for trucks and vans are generally higher than those for cars. A truck or van is a passenger automobile that is classified by the manufacturer as a truck or van and rated at 6,000 pounds gross vehicle weight or less.

Maximum Depreciation Deduction for Trucks and Vans Placed in Service Prior to 2018

The depreciation limits aren’t reduced if you use a car for less than a full year. This means that you don’t reduce the limit when you either place a car in service or dispose of a car during the year. However, the depreciation limits are reduced if you don’t use the car exclusively for business and investment purposes. See Reduction for personal use next.

The depreciation limits are reduced based on your percentage of personal use. If you use a car less than 100% in your business or work, you must determine the depreciation deduction limit by multiplying the limit amount by the percentage of business and investment use during the tax year.

The section 179 deduction is treated as a depreciation deduction. If you acquired a passenger automobile (including trucks and vans) after September 27, 2017, and placed it in service in 2023, use it only for business, and choose the section 179 deduction, the special depreciation allowance and depreciation deduction for that vehicle for 2023 is limited to $20,200.

On September 4, 2023, you bought and placed in service a used car for $15,000. You used it 80% for your business, and you choose to take a section 179 deduction for the car. The car isn’t qualified property for purposes of the special depreciation allowance.

Before applying the limit, you figure your maximum section 179 deduction to be $12,000. This is the cost of your qualifying property (up to the maximum $1,160,000 amount) multiplied by your business use ($15,000 × 80% (0.80)).

You then figure that your section 179 deduction for 2023 is limited to $9,760 (80% of $12,200). You then figure your unadjusted basis of $2,440 (($15,000 × 80% (0.80)) − $9,760) for determining your depreciation deduction. You have reached your maximum depreciation deduction for 2023. For 2024, you will use your unadjusted basis of $2,440 to figure your depreciation deduction.

If the depreciation deductions for your car are reduced under the passenger automobile limits (discussed earlier), you will have unrecovered basis in your car at the end of the recovery period. If you continue to use your car for business, you can deduct that unrecovered basis (subject to depreciation limits) after the recovery period ends.

This is your cost or other basis in the car reduced by any clean-fuel vehicle deduction (for vehicles placed in service before January 1, 2006), alternative motor vehicle credit, electric vehicle credit, gas guzzler tax, and depreciation (including any special depreciation allowance , discussed earlier, unless you elect not to claim it) and section 179 deductions that would have been allowable if you had used the car 100% for business and investment use.

For 5-year property, your recovery period is 6 calendar years. A part year's depreciation is allowed in the first calendar year, a full year's depreciation is allowed in each of the next 4 calendar years, and a part year's depreciation is allowed in the 6th calendar year.

Under MACRS, your recovery period is the same whether you use declining balance or straight line depreciation. You determine your unrecovered basis in the 7th year after you placed the car in service.

If you continue to use your car for business after the recovery period, you can claim a depreciation deduction in each succeeding tax year until you recover your basis in the car. The maximum amount you can deduct each year is determined by the date you placed the car in service and your business-use percentage. For example, no deduction is allowed for a year you use your car 100% for personal purposes.

In April 2017, you bought and placed in service a car you used exclusively in your business. The car cost $31,500. You didn’t claim a section 179 deduction or the special depreciation allowance for the car. You continued to use the car 100% in your business throughout the recovery period (2017 through 2022). For those years, you used the MACRS Depreciation Chart (200% DB method), the Maximum Depreciation Deduction for Cars Placed in Service Prior to 2018 table and Maximum Depreciation Deduction for Passenger Automobiles (Including Trucks and Vans) Acquired Before September 28, 2017, and Placed in Service During 2018–2023 table, earlier, for the applicable tax year to figure your depreciation deductions during the recovery period. Your depreciation deductions were subject to the depreciation limits, so you will have unrecovered basis at the end of the recovery period as shown in the following table.

At the end of 2022, you had an unrecovered basis in the car of $14,626 ($31,500 – $16,874). If you continued to use the car 100% for business in 2023 and later years, you can claim a depreciation deduction equal to the lesser of $1,875 or your remaining unrecovered basis.

If your business use of the car was less than 100% during any year, your depreciation deduction would be less than the maximum amount allowable for that year. However, in determining your unrecovered basis in the car, you would still reduce your original basis by the maximum amount allowable as if the business use had been 100%. For example, if you had used your car 60% for business instead of 100%, your allowable depreciation deductions would have been $10,124 ($16,874 × 60% (0.60)), but you still would have to reduce your basis by $16,874 to determine your unrecovered basis.

Table 4-1. 2023 MACRS Depreciation Chart (Use To Figure Depreciation for 2023)

Car used 50% or less for business.

If you use your car 50% or less for qualified business use (defined earlier under Depreciation Deduction ) either in the year the car is placed in service or in a later year, special rules apply. The rules that apply in these two situations are explained in the following paragraphs. (For this purpose, “car” was defined earlier under Actual Car Expenses and includes certain trucks and vans.)

If you use your car 50% or less for qualified business use, the following rules apply.

You can’t take the section 179 deduction.

You can’t take the special depreciation allowance.

You must figure depreciation using the straight line method over a 5-year recovery period. You must continue to use the straight line method even if your percentage of business use increases to more than 50% in a later year.

Instead of making the computation yourself, you can use column (c) of Table 4-1 to find the percentage to use.

In May 2023, you bought and placed in service a car for $17,500. You used it 40% for your consulting business. Because you didn’t use the car more than 50% for business, you can’t take any section 179 deduction or special depreciation allowance, and you must use the straight line method over a 5-year recovery period to recover the cost of your car.

You deduct $700 in 2023. This is the lesser of:

$700 (($17,500 cost × 40% (0.40) business use) × 10% (0.10) recovery percentage (from column (c) of Table 4-1 )), or

$4,880 ($12,200 maximum limit × 40% (0.40) business use).

If you use your car more than 50% in qualified business use in the tax year it is placed in service but the business use drops to 50% or less in a later year, you can no longer use an accelerated depreciation method for that car.

For the year the business use drops to 50% or less and all later years in the recovery period, you must use the straight line depreciation method over a 5-year recovery period. In addition, for the year your business use drops to 50% or less, you must recapture (include in your gross income) any excess depreciation (discussed later). You also increase the adjusted basis of your car by the same amount.

In June 2020, you purchased a car for exclusive use in your business. You met the more-than-50%-use test for the first 3 years of the recovery period (2020 through 2022) but failed to meet it in the fourth year (2023). You determine your depreciation for 2023 using 20% (from column (c) of Table 4-1 ). You will also have to determine and include in your gross income any excess depreciation, discussed next.

You must include any excess depreciation in your gross income and add it to your car's adjusted basis for the first tax year in which you don’t use the car more than 50% in qualified business use. Use Form 4797, Sales of Business Property, to figure and report the excess depreciation in your gross income.

Excess depreciation is:

The amount of the depreciation deductions allowable for the car (including any section 179 deduction claimed and any special depreciation allowance claimed) for tax years in which you used the car more than 50% in qualified business use, minus

The amount of the depreciation deductions that would have been allowable for those years if you hadn’t used the car more than 50% in qualified business use for the year you placed it in service. This means the amount of depreciation figured using the straight line method.

In September 2019, you bought a car for $20,500 and placed it in service. You didn’t claim the section 179 deduction or the special depreciation allowance. You used the car exclusively in qualified business use for 2019, 2020, 2021, and 2022. For those years, you used the appropriate MACRS Depreciation Chart to figure depreciation deductions totaling $13,185 ($3,160 for 2019, $5,100 for 2020, $3,050 for 2021, and $1,875 for 2022) under the 200% DB method.

During 2023, you used the car 30% for business and 70% for personal purposes. Since you didn’t meet the more-than-50%-use test, you must switch from the 200% DB depreciation method to the straight line depreciation method for 2023, and include in gross income for 2023 your excess depreciation determined as follows.

In 2023, using Form 4797, you figure and report the $2,110 excess depreciation you must include in your gross income. Your adjusted basis in the car is also increased by $2,110. Your 2023 depreciation is $1,230 ($20,500 (unadjusted basis) × 30% (0.30) (business-use percentage) × 20% (0.20) (from column (c) of Table 4-1 on the line for Jan. 1–Sept. 30, 2019)). However, your depreciation deduction is limited to $563 ($1,875 x 30% (0.30) business use).

Leasing a Car

If you lease a car, truck, or van that you use in your business, you can use the standard mileage rate or actual expenses to figure your deductible expense. This section explains how to figure actual expenses for a leased car, truck, or van.

If you choose to use actual expenses, you can deduct the part of each lease payment that is for the use of the vehicle in your business. You can’t deduct any part of a lease payment that is for personal use of the vehicle, such as commuting.

You must spread any advance payments over the entire lease period. You can’t deduct any payments you make to buy a car, truck, or van even if the payments are called “lease payments.”

If you lease a car, truck, or van for 30 days or more, you may have to reduce your lease payment deduction by an “inclusion amount,” explained next.

Inclusion Amounts

If you lease a car, truck, or van that you use in your business for a lease term of 30 days or more, you may have to include an inclusion amount in your income for each tax year you lease the vehicle. To do this, you don’t add an amount to income. Instead, you reduce your deduction for your lease payment. (This reduction has an effect similar to the limit on the depreciation deduction you would have on the vehicle if you owned it.)

The inclusion amount is a percentage of part of the fair market value of the leased vehicle multiplied by the percentage of business and investment use of the vehicle for the tax year. It is prorated for the number of days of the lease term in the tax year.

The inclusion amount applies to each tax year that you lease the vehicle if the fair market value (defined next) when the lease began was more than the amounts shown in the following tables.

All vehicles are subject to a single inclusion amount threshold for passenger automobiles leased and put into service in 2023. You may have an inclusion amount for a passenger automobile if:

Passenger Automobiles (Including Trucks and Vans)

For years prior to 2018, see the inclusion tables below. You may have an inclusion amount for a passenger automobile if:

Cars (Except for Trucks and Vans)

Trucks and Vans

Fair market value is the price at which the property would change hands between a willing buyer and seller, neither having to buy or sell, and both having reasonable knowledge of all the necessary facts. Sales of similar property around the same date may be helpful in figuring the fair market value of the property.

Figure the fair market value on the first day of the lease term. If the capitalized cost of a car is specified in the lease agreement, use that amount as the fair market value.

Inclusion amounts for tax years 2018–2023 are listed in Appendices A-1 through A-6 for passenger vehicles (including trucks and vans). If the fair market value of the vehicle is $100,000 or less, use the appropriate appendix (depending on the year you first placed the vehicle in service) to determine the inclusion amount. If the fair market value is more than $100,000, see the revenue procedure(s) identified in the footnote of that year’s appendix for the inclusion amount.

For each tax year during which you lease the car for business, determine your inclusion amount by following these three steps.

Locate the appendix that applies to you. To find the inclusion amount, do the following.

Find the line that includes the fair market value of the car on the first day of the lease term.

Go across the line to the column for the tax year in which the car is used under the lease to find the dollar amount. For the last tax year of the lease, use the dollar amount for the preceding year.

Prorate the dollar amount from (1b) for the number of days of the lease term included in the tax year.

Multiply the prorated amount from (2) by the percentage of business and investment use for the tax year. This is your inclusion amount.

On January 17, 2023, you leased a car for 3 years and placed it in service for use in your business. The car had a fair market value of $62,500 on the first day of the lease term. You use the car 75% for business and 25% for personal purposes during each year of the lease. Assuming you continue to use the car 75% for business, you use Appendix A-6 to arrive at the following inclusion amounts for each year of the lease. For the last tax year of the lease, 2026, you use the amount for the preceding year.

2024 is a leap year and includes an extra calendar day, February 29, 2024.

For each year of the lease that you deduct lease payments, you must reduce your deduction by the inclusion amount figured for that year.

If you lease a car for business use and, in a later year, change it to personal use, follow the rules explained earlier under Figuring the inclusion amount . For the tax year in which you stop using the car for business, use the dollar amount for the previous tax year. Prorate the dollar amount for the number of days in the lease term that fall within the tax year.

On August 16, 2022, you leased a car with a fair market value of $64,500 for 3 years. You used the car exclusively in your data processing business. On November 6, 2023, you closed your business and went to work for a company where you aren’t required to use a car for business. Using Appendix A-5 , you figured your inclusion amount for 2022 and 2023 as shown in the following table and reduced your deductions for lease payments by those amounts.

If you lease a car for personal use and, in a later year, change it to business use, you must determine the car's fair market value on the date of conversion. Then figure the inclusion amount using the rules explained earlier under Figuring the inclusion amount . Use the fair market value on the date of conversion.

In March 2021, you leased a truck for 4 years for personal use. On June 1, 2023, you started working as a self-employed advertising consultant and started using the leased truck for business purposes. Your records show that your business use for June 1 through December 31 was 60%. To figure your inclusion amount for 2023, you obtained an appraisal from an independent car leasing company that showed the fair market value of your 2021 truck on June 1, 2023, was $62,650. Using Appendix A-6 , you figured your inclusion amount for 2023 as shown in the following table.

For information on reporting inclusion amounts, employees should see Car rentals under Completing Forms 2106 in chapter 6. Sole proprietors should see the Instructions for Schedule C (Form 1040), and farmers should see the Instructions for Schedule F (Form 1040).

Disposition of a Car

If you dispose of your car, you may have a taxable gain or a deductible loss. The portion of any gain that is due to depreciation (including any section 179 deduction, clean-fuel vehicle deduction (for vehicles placed in service before January 1, 2006), and special depreciation allowance) that you claimed on the car will be treated as ordinary income. However, you may not have to recognize a gain or loss if you dispose of the car because of a casualty or theft.

This section gives some general information about dispositions of cars. For information on how to report the disposition of your car, see Pub. 544.

Like‐kind exchanges completed after December 31, 2017, are generally limited to exchanges of real property not held primarily for sale.

For a casualty or theft, a gain results when you receive insurance or other reimbursement that is more than your adjusted basis in your car. If you then spend all of the proceeds to acquire replacement property (a new car or repairs to the old car) within a specified period of time, you don’t recognize any gain. Your basis in the replacement property is its cost minus any gain that isn’t recognized. See Pub. 547 for more information.

When you trade in an old car for a new one, the transaction is considered a like-kind exchange. Generally, no gain or loss is recognized. (For exceptions, see chapter 1 of Pub. 544.) In a trade-in situation, your basis in the new property is generally your adjusted basis in the old property plus any additional amount you pay. (See Unadjusted basis , earlier.)

If you used the standard mileage rate for the business use of your car, depreciation was included in that rate. The rate of depreciation that was allowed in the standard mileage rate is shown in the Rate of Depreciation Allowed in Standard Mileage Rate table, later. You must reduce your basis in your car (but not below zero) by the amount of this depreciation.

If your basis is reduced to zero (but not below zero) through the use of the standard mileage rate, and you continue to use your car for business, no adjustment (reduction) to the standard mileage rate is necessary. Use the full standard mileage rate (65.5 cents ($0.655) per mile from January 1–December 31 for 2023) for business miles driven.

Rate of Depreciation Allowed in Standard Mileage Rate

In 2018, you bought and placed in service a car for exclusive use in your business. The car cost $25,500. From 2018 through 2023, you used the standard mileage rate to figure your car expense deduction. You drove your car 14,100 miles in 2018, 16,300 miles in 2019, 15,600 miles in 2020, 16,700 miles in 2021, 15,100 miles in 2022, and 14,900 miles in 2023. The depreciation portion of your car expense deduction is figured as follows.

If you deduct actual car expenses and you dispose of your car before the end of the recovery period (years 2 through 5), you are allowed a reduced depreciation deduction in the year of disposition.

Use the depreciation tables in Pub. 946 to figure the reduced depreciation deduction for a car disposed of in 2023.

The depreciation amounts computed using the depreciation tables in Pub. 946 for years 2 through 5 that you own your car are for a full year’s depreciation. Years 1 and 6 apply the half-year or mid-quarter convention to the computation for you. If you dispose of the vehicle in years 2 through 5 and the half-year convention applies, then the full year’s depreciation amount must be divided by 2. If the mid-quarter convention applies, multiply the full year’s depreciation by the percentage from the following table for the quarter that you disposed of the car.

If the car is subject to the Depreciation Limits , discussed earlier, reduce (but do not increase) the computed depreciation to this amount. See Sale or Other Disposition Before the Recovery Period Ends in chapter 4 of Pub. 946 for more information.

5. Recordkeeping

If you deduct travel, gift, or transportation expenses, you must be able to prove (substantiate) certain elements of expense. This chapter discusses the records you need to keep to prove these expenses.

How To Prove Expenses

Table 5-1 is a summary of records you need to prove each expense discussed in this publication. You must be able to prove the elements listed across the top portion of the chart. You prove them by having the information and receipts (where needed) for the expenses listed in the first column.

You should keep adequate records to prove your expenses or have sufficient evidence that will support your own statement. You must generally prepare a written record for it to be considered adequate. This is because written evidence is more reliable than oral evidence alone. However, if you prepare a record on a computer, it is considered an adequate record.

What Are Adequate Records?

You should keep the proof you need in an account book, diary, log, statement of expense, trip sheets, or similar record. You should also keep documentary evidence that, together with your record, will support each element of an expense.

You must generally have documentary evidence such as receipts, canceled checks, or bills, to support your expenses.

Documentary evidence isn’t needed if any of the following conditions apply.

You have meals or lodging expenses while traveling away from home for which you account to your employer under an accountable plan, and you use a per diem allowance method that includes meals and/or lodging. ( Accountable plans and per diem allowances are discussed in chapter 6.)

Your expense, other than lodging, is less than $75.

You have a transportation expense for which a receipt isn’t readily available.

Documentary evidence will ordinarily be considered adequate if it shows the amount, date, place, and essential character of the expense.

For example, a hotel receipt is enough to support expenses for business travel if it has all of the following information.

The name and location of the hotel.

The dates you stayed there.

Separate amounts for charges such as lodging, meals, and telephone calls.

A restaurant receipt is enough to prove an expense for a business meal if it has all of the following information.

The name and location of the restaurant.

The number of people served.

The date and amount of the expense.

A canceled check, together with a bill from the payee, ordinarily establishes the cost. However, a canceled check by itself doesn’t prove a business expense without other evidence to show that it was for a business purpose.

You don‘t have to record information in your account book or other record that duplicates information shown on a receipt as long as your records and receipts complement each other in an orderly manner.

You don’t have to record amounts your employer pays directly for any ticket or other travel item. However, if you charge these items to your employer, through a credit card or otherwise, you must keep a record of the amounts you spend.

You should record the elements of an expense or of a business use at or near the time of the expense or use and support it with sufficient documentary evidence. A timely kept record has more value than a statement prepared later when there is generally a lack of accurate recall.

You don’t need to write down the elements of every expense on the day of the expense. If you maintain a log on a weekly basis that accounts for use during the week, the log is considered a timely kept record.

If you give your employer, client, or customer an expense account statement, it can also be considered a timely kept record. This is true if you copy it from your account book, diary, log, statement of expense, trip sheets, or similar record.

You must generally provide a written statement of the business purpose of an expense. However, the degree of proof varies according to the circumstances in each case. If the business purpose of an expense is clear from the surrounding circumstances, then you don’t need to give a written explanation.

If you are a sales representative who calls on customers on an established sales route, you don’t have to give a written explanation of the business purpose for traveling that route. You can satisfy the requirements by recording the length of the delivery route once, the date of each trip at or near the time of the trips, and the total miles you drove the car during the tax year. You could also establish the date of each trip with a receipt, record of delivery, or other documentary evidence.

You don’t need to put confidential information relating to an element of a deductible expense (such as the place, business purpose, or business relationship) in your account book, diary, or other record. However, you do have to record the information elsewhere at or near the time of the expense and have it available to fully prove that element of the expense.

What if I Have Incomplete Records?

If you don’t have complete records to prove an element of an expense, then you must prove the element with:

Your own written or oral statement containing specific information about the element, and

Other supporting evidence that is sufficient to establish the element.

If the element is the description of a gift, or the cost, time, place, or date of an expense, the supporting evidence must be either direct evidence or documentary evidence. Direct evidence can be written statements or the oral testimony of your guests or other witnesses setting forth detailed information about the element. Documentary evidence can be receipts, paid bills, or similar evidence.

If the element is either the business relationship of your guests or the business purpose of the amount spent, the supporting evidence can be circumstantial rather than direct. For example, the nature of your work, such as making deliveries, provides circumstantial evidence of the use of your car for business purposes. Invoices of deliveries establish when you used the car for business.

Table 5-1. How To Prove Certain Business Expenses

You can keep an adequate record for parts of a tax year and use that record to prove the amount of business or investment use for the entire year. You must demonstrate by other evidence that the periods for which an adequate record is kept are representative of the use throughout the tax year.

You use your car to visit the offices of clients, meet with suppliers and other subcontractors, and pick up and deliver items to clients. There is no other business use of the car, but you and your family use the car for personal purposes. You keep adequate records during the first week of each month that show that 75% of the use of the car is for business. Invoices and bills show that your business use continues at the same rate during the later weeks of each month. Your weekly records are representative of the use of the car each month and are sufficient evidence to support the percentage of business use for the year.

You can satisfy the substantiation requirements with other evidence if, because of the nature of the situation in which an expense is made, you can’t get a receipt. This applies if all the following are true.

You were unable to obtain evidence for an element of the expense or use that completely satisfies the requirements explained earlier under What Are Adequate Records .

You are unable to obtain evidence for an element that completely satisfies the two rules listed earlier under What if I Have Incomplete Records .

You have presented other evidence for the element that is the best proof possible under the circumstances.

If you can’t produce a receipt because of reasons beyond your control, you can prove a deduction by reconstructing your records or expenses. Reasons beyond your control include fire, flood, and other casualties.

Separating and Combining Expenses

This section explains when expenses must be kept separate and when expenses can be combined.

Each separate payment is generally considered a separate expense. For example, if you entertain a customer or client at dinner and then go to the theater, the dinner expense and the cost of the theater tickets are two separate expenses. You must record them separately in your records.

You can make one daily entry in your record for reasonable categories of expenses. Examples are taxi fares, telephone calls, or other incidental travel costs. Nonentertainment meals should be in a separate category. You can include tips for meal-related services with the costs of the meals.

Expenses of a similar nature occurring during the course of a single event are considered a single expense.

You can account for several uses of your car that can be considered part of a single use, such as a round trip or uninterrupted business use, with a single record. Minimal personal use, such as a stop for lunch on the way between two business stops, isn’t an interruption of business use.

You make deliveries at several different locations on a route that begins and ends at your employer's business premises and that includes a stop at the business premises between two deliveries. You can account for these using a single record of miles driven.

You don’t always have to record the name of each recipient of a gift. A general listing will be enough if it is evident that you aren’t trying to avoid the $25 annual limit on the amount you can deduct for gifts to any one person. For example, if you buy a large number of tickets to local high school basketball games and give one or two tickets to each of many customers, it is usually enough to record a general description of the recipients.

If you can prove the total cost of travel or entertainment but you can’t prove how much it costs for each person who participated in the event, you may have to allocate the total cost among you and your guests on a pro rata basis. To do so, you must establish the number of persons who participated in the event.

If your return is examined, you may have to provide additional information to the IRS. This information could be needed to clarify or to establish the accuracy or reliability of information contained in your records, statements, testimony, or documentary evidence before a deduction is allowed.

How Long To Keep Records and Receipts

You must keep records as long as they may be needed for the administration of any provision of the Internal Revenue Code. Generally, this means you must keep records that support your deduction (or an item of income) for 3 years from the date you file the income tax return on which the deduction is claimed. A return filed early is considered filed on the due date. For a more complete explanation of how long to keep records, see Pub. 583, Starting a Business and Keeping Records.

You must keep records of the business use of your car for each year of the recovery period. See More-than-50%-use test in chapter 4 under Depreciation Deduction.

Employees who give their records and documentation to their employers and are reimbursed for their expenses generally don’t have to keep copies of this information. However, you may have to prove your expenses if any of the following conditions apply.

You claim deductions for expenses that are more than reimbursements.

Your expenses are reimbursed under a nonaccountable plan.

Your employer doesn’t use adequate accounting procedures to verify expense accounts.

You are related to your employer as defined under Per Diem and Car Allowances in chapter 6.

Table 5-2 and Table 5-3 are examples of worksheets that can be used for tracking business expenses.

Table 5-2. Daily Business Mileage and Expense Log

Table 5-3. Weekly Traveling Expense Record

6. How To Report

This chapter explains where and how to report the expenses discussed in this publication. It discusses reimbursements and how to treat them under accountable and nonaccountable plans. It also explains rules for independent contractors and clients, fee-basis officials, certain performing artists, Armed Forces reservists, and certain disabled employees. The chapter ends with illustrations of how to report travel, gift, and car expenses on Forms 2106.

Where To Report

This section provides general information on where to report the expenses discussed in this publication.

You must report your income and expenses on Schedule C (Form 1040) if you are a sole proprietor, or on Schedule F (Form 1040) if you are a farmer. You don’t use Form 2106.

If you claim car or truck expenses, you must provide certain information on the use of your vehicle. You provide this information on Schedule C (Form 1040) or Form 4562.

If you file Schedule C (Form 1040):

Report your travel expenses, except meals, on line 24a;

Report your deductible non-entertainment-related meals (actual cost or standard meal allowance) on line 24b;

Report your gift expenses and transportation expenses, other than car expenses, on line 27a; and

Report your car expenses on line 9. Complete Part IV of the form unless you have to file Form 4562 for depreciation or amortization.

If you file Schedule F (Form 1040), do the following.

Report your car expenses on line 10. Attach Form 4562 and provide information on the use of your car in Part V of Form 4562.

Report all other business expenses discussed in this publication on line 32. You can only include 50% of your non-entertainment-related meals on that line.

If you are both self-employed and an employee, you must keep separate records for each business activity. Report your business expenses for self-employment on Schedule C (Form 1040), or Schedule F (Form 1040), as discussed earlier. Report your business expenses for your work as an employee on Form 2106, as discussed next.

If you are an employee, you must generally complete Form 2106 to deduct your travel and transportation expenses.

You are an employee deducting expenses attributable to your job.

You weren’t reimbursed by your employer for your expenses (amounts included in box 1 of your Form W-2 aren’t considered reimbursements).

If you claim car expenses, you use the standard mileage rate.

For more information on how to report your expenses on Form 2106, see Completing Form 2106 , later.

If you didn’t receive any reimbursements (or the reimbursements were all included in box 1 of your Form W-2), the only business expense you are claiming is for gifts, and the special rules discussed later don’t apply to you, don’t complete Form 2106.

If you received a Form W-2 and the “Statutory employee” box in box 13 was checked, report your income and expenses related to that income on Schedule C (Form 1040). Don’t complete Form 2106.

Statutory employees include full-time life insurance salespersons, certain agent or commission drivers, traveling salespersons, and certain homeworkers.

If your employer reimburses you for nondeductible personal expenses, such as for vacation trips, your employer must report the reimbursement as wage income in box 1 of your Form W-2. You can’t deduct personal expenses.

If you have travel or transportation expenses related to income-producing property, report your deductible expenses on the form appropriate for that activity.

For example, if you have rental real estate income and expenses, report your expenses on Schedule E (Form 1040), Supplemental Income and Loss. See Pub. 527, Residential Rental Property, for more information on the rental of real estate.

Vehicle Provided by Your Employer

If your employer provides you with a car, you may be able to deduct the actual expenses of operating that car for business purposes. The amount you can deduct depends on the amount that your employer included in your income and the business and personal miles you drove during the year. You can’t use the standard mileage rate.

Your employer can figure and report either the actual value of your personal use of the car or the value of the car as if you used it only for personal purposes (100% income inclusion). Your employer must separately state the amount if 100% of the annual lease value was included in your income. If you are unsure of the amount included on your Form W-2, ask your employer.

You may be able to deduct the value of the business use of an employer-provided car if your employer reported 100% of the value of the car in your income. On your 2023 Form W-2, the amount of the value will be included in box 1, Wages, tips, other compensation; and box 14, Other.

To claim your expenses, complete Form 2106, Part II, Sections A and C. Enter your actual expenses on line 23 of Section C and include the entire value of the employer-provided car on line 25. Complete the rest of the form.

If less than the full annual lease value of the car was included on your Form W-2, this means that your Form W-2 only includes the value of your personal use of the car. Don’t enter this value on your Form 2106 because it isn’t deductible.

If you paid any actual costs (that your employer didn’t provide or reimburse you for) to operate the car, you can deduct the business portion of those costs. Examples of costs that you may have are gas, oil, and repairs. Complete Form 2106, Part II, Sections A and C. Enter your actual costs on line 23 of Section C and leave line 25 blank. Complete the rest of the form.

Reimbursements

This section explains what to do when you receive an advance or are reimbursed for any of the employee business expenses discussed in this publication.

If you received an advance, allowance, or reimbursement for your expenses, how you report this amount and your expenses depends on whether your employer reimbursed you under an accountable plan or a nonaccountable plan.

This section explains the two types of plans, how per diem and car allowances simplify proving the amount of your expenses, and the tax treatment of your reimbursements and expenses. It also covers rules for independent contractors.

You aren’t reimbursed or given an allowance for your expenses if you are paid a salary or commission with the understanding that you will pay your own expenses. In this situation, you have no reimbursement or allowance arrangement, and you don’t have to read this section on reimbursements. Instead, see Completing Form 2106 , later, for information on completing your tax return.

A reimbursement or other expense allowance arrangement is a system or plan that an employer uses to pay, substantiate, and recover the expenses, advances, reimbursements, and amounts charged to the employer for employee business expenses. Arrangements include per diem and car allowances.

A per diem allowance is a fixed amount of daily reimbursement your employer gives you for your lodging and M&IE when you are away from home on business. (The term “incidental expenses” is defined in chapter 1 under Standard Meal Allowance. ) A car allowance is an amount your employer gives you for the business use of your car.

Your employer should tell you what method of reimbursement is used and what records you must provide.

If you are an employer and you reimburse employee business expenses, how you treat this reimbursement on your employee's Form W-2 depends in part on whether you have an accountable plan. Reimbursements treated as paid under an accountable plan, as explained next, aren’t reported as pay. Reimbursements treated as paid under nonaccountable plans , as explained later, are reported as pay. See Pub. 15 (Circular E), Employer's Tax Guide, for information on employee pay.

Accountable Plans

To be an accountable plan, your employer's reimbursement or allowance arrangement must include all of the following rules.

Your expenses must have a business connection—that is, you must have paid or incurred deductible expenses while performing services as an employee of your employer.

You must adequately account to your employer for these expenses within a reasonable period of time.

You must return any excess reimbursement or allowance within a reasonable period of time.

Adequate accounting and returning excess reimbursements are discussed later.

An excess reimbursement or allowance is any amount you are paid that is more than the business-related expenses that you adequately accounted for to your employer.

The definition of reasonable period of time depends on the facts and circumstances of your situation. However, regardless of the facts and circumstances of your situation, actions that take place within the times specified in the following list will be treated as taking place within a reasonable period of time.

You receive an advance within 30 days of the time you have an expense.

You adequately account for your expenses within 60 days after they were paid or incurred.

You return any excess reimbursement within 120 days after the expense was paid or incurred.

You are given a periodic statement (at least quarterly) that asks you to either return or adequately account for outstanding advances and you comply within 120 days of the statement.

If you meet the three rules for accountable plans, your employer shouldn’t include any reimbursements in your income in box 1 of your Form W-2. If your expenses equal your reimbursements, you don’t complete Form 2106. You have no deduction since your expenses and reimbursements are equal.

Even though you are reimbursed under an accountable plan, some of your expenses may not meet all three rules. All reimbursements that fail to meet all three rules for accountable plans are generally treated as having been reimbursed under a nonaccountable plan (discussed later).

If you are reimbursed under an accountable plan, but you fail to return, within a reasonable time, any amounts in excess of the substantiated amounts, the amounts paid in excess of the substantiated expenses are treated as paid under a nonaccountable plan. See Reasonable period of time , earlier, and Returning Excess Reimbursements , later.

You may be reimbursed under your employer's accountable plan for expenses related to that employer's business, some of which would be allowable as employee business expense deductions and some of which would not. The reimbursements you receive for the nondeductible expenses don’t meet rule (1) for accountable plans, and they are treated as paid under a nonaccountable plan.

Your employer's plan reimburses you for travel expenses while away from home on business and also for meals when you work late at the office, even though you aren’t away from home. The part of the arrangement that reimburses you for the nondeductible meals when you work late at the office is treated as paid under a nonaccountable plan.

One of the rules for an accountable plan is that you must adequately account to your employer for your expenses. You adequately account by giving your employer a statement of expense, an account book, a diary, or a similar record in which you entered each expense at or near the time you had it, along with documentary evidence (such as receipts) of your travel, mileage, and other employee business expenses. (See Table 5-1 in chapter 5 for details you need to enter in your record and documents you need to prove certain expenses.) A per diem or car allowance satisfies the adequate accounting requirement under certain conditions. See Per Diem and Car Allowances , later.

You must account for all amounts you received from your employer during the year as advances, reimbursements, or allowances. This includes amounts you charged to your employer by credit card or other method. You must give your employer the same type of records and supporting information that you would have to give to the IRS if the IRS questioned a deduction on your return. You must pay back the amount of any reimbursement or other expense allowance for which you don’t adequately account or that is more than the amount for which you accounted.

Per Diem and Car Allowances

If your employer reimburses you for your expenses using a per diem or a car allowance, you can generally use the allowance as proof for the amount of your expenses. A per diem or car allowance satisfies the adequate accounting requirements for the amount of your expenses only if all the following conditions apply.

Your employer reasonably limits payments of your expenses to those that are ordinary and necessary in the conduct of the trade or business.

The allowance is similar in form to and not more than the federal rate (defined later).

You prove the time (dates), place, and business purpose of your expenses to your employer (as explained in Table 5-1 ) within a reasonable period of time.

You aren’t related to your employer (as defined next). If you are related to your employer, you must be able to prove your expenses to the IRS even if you have already adequately accounted to your employer and returned any excess reimbursement.

You are related to your employer if:

Your employer is your brother or sister, half brother or half sister, spouse, ancestor, or lineal descendant;

Your employer is a corporation in which you own, directly or indirectly, more than 10% in value of the outstanding stock; or

Certain relationships (such as grantor, fiduciary, or beneficiary) exist between you, a trust, and your employer.

The federal rate can be figured using any one of the following methods.

For per diem amounts:

The regular federal per diem rate.

The high-low rate.

For car expenses:

A fixed and variable rate (FAVR).

The regular federal per diem rate is the highest amount that the federal government will pay to its employees for lodging and M&IE (or M&IE only) while they are traveling away from home in a particular area. The rates are different for different localities. Your employer should have these rates available. You can also find federal per diem rates at GSA.gov/travel/plan-book/per-diem-rates .

The standard meal allowance is the federal M&IE rate. For travel in 2023, the rate for most small localities in the United States is $59 per day. Most major cities and many other localities qualify for higher rates. You can find this information at GSA.gov/travel/plan-book/per-diem-rates .

You receive an allowance only for M&IE when your employer does one of the following.

Provides you with lodging (furnishes it in kind).

Reimburses you, based on your receipts, for the actual cost of your lodging.

Pays the hotel, motel, etc., directly for your lodging.

Doesn’t have a reasonable belief that you had (or will have) lodging expenses, such as when you stay with friends or relatives or sleep in the cab of your truck.

Figures the allowance on a basis similar to that used in figuring your compensation, such as number of hours worked or miles traveled.

This is a simplified method of figuring the federal per diem rate for travel within the continental United States. It eliminates the need to keep a current list of the per diem rates for each city.

Under the high-low method, the per diem amount for travel during January through September of 2023 is $297 (which includes $74 for M&IE) for certain high-cost locations. All other areas have a per diem amount of $204 (which includes $64 for M&IE). For more information, see Notice 2022-44, which can be found at IRS.gov/irb/2022-41_IRB#NOT-2022-44 .

Effective October 1, 2023, the per diem rate for certain high-cost locations increased to $309 (which includes $74 for M&IE). The rate for all other locations increased to $214 (which includes $64 for M&IE). For more information, see Notice 2023-68, which can be found at IRS.gov/irb/2023-41_IRB#NOT-2023-68 , and Revenue Procedure 2019-48 at IRS.gov/irb/2019-51_IRB#REV-PROC-2019-48 .

The standard meal allowance is for a full 24-hour day of travel. If you travel for part of a day, such as on the days you depart and return, you must prorate the full-day M&IE rate. This rule also applies if your employer uses the regular federal per diem rate or the high-low rate.

You can use either of the following methods to figure the federal M&IE for that day.

For the day you depart, add 3 / 4 of the standard meal allowance amount for that day.

For the day you return, add 3 / 4 of the standard meal allowance amount for the preceding day.

Method 2: Prorate the standard meal allowance using any method you consistently apply in accordance with reasonable business practice. For example, an employer can treat 2 full days of per diem (that includes M&IE) paid for travel away from home from 9 a.m. of one day to 5 p.m. of the next day as being no more than the federal rate. This is true even though a federal employee would be limited to a reimbursement of M&IE for only 1½ days of the federal M&IE rate.

This is a set rate per mile that you can use to figure your deductible car expenses. For 2023, the standard mileage rate for the cost of operating your car for business use is 65.5 cents ($0.655) per mile.

This is an allowance your employer may use to reimburse your car expenses. Under this method, your employer pays an allowance that includes a combination of payments covering fixed and variable costs, such as a cents-per-mile rate to cover your variable operating costs (such as gas, oil, etc.) plus a flat amount to cover your fixed costs (such as depreciation (or lease payments), insurance, etc.). If your employer chooses to use this method, your employer will request the necessary records from you.

If your reimbursement is in the form of an allowance received under an accountable plan, the following facts affect your reporting.

Whether the allowance or your actual expenses were more than the federal rate.

If your allowance is less than or equal to the federal rate, the allowance won’t be included in box 1 of your Form W-2. You don’t need to report the related expenses or the allowance on your return if your expenses are equal to or less than the allowance.

However, if your actual expenses are more than your allowance, you can complete Form 2106. If you are using actual expenses, you must be able to prove to the IRS the total amount of your expenses and reimbursements for the entire year. If you are using the standard meal allowance or the standard mileage rate, you don’t have to prove that amount.

In April, a member of a reserve component of the Armed Forces takes a 2-day business trip to Denver. The federal rate for Denver is $278 ($199 lodging + $79 M&IE) per day. As required by their employer's accountable plan, they account for the time (dates), place, and business purpose of the trip. Their employer reimburses them $278 a day ($556 total) for living expenses. Their living expenses in Denver aren’t more than $278 a day.

Their employer doesn’t include any of the reimbursement on their Form W-2 and they don’t deduct the expenses on their return.

In June, a fee-basis local government official takes a 2-day business trip to Boston. Their employer uses the high-low method to reimburse employees. Because Boston is a high-cost area, they are given an advance of $297 (which includes $74 for M&IE) a day ($594 total) for their lodging and M&IE. Their actual expenses totaled $700.

Since their $700 of expenses are more than their $594 advance, they include the excess expenses when they itemize their deductions. They complete Form 2106 (showing all of their expenses and reimbursements). They must also allocate their reimbursement between their meals and other expenses as discussed later under Completing Form 2106 .

A fee-basis state government official drives 10,000 miles during 2023 for business. Under their employer's accountable plan, they account for the time (dates), place, and business purpose of each trip. Their employer pays them a mileage allowance of 40 cents ($0.40) a mile.

Because their $6,550 expense figured under the standard mileage rate (10,000 miles x 65.5 cents ($0.655) per mile) is more than their $4,000 reimbursement (10,000 miles × 40 cents ($0.40)), they itemize their deductions to claim the excess expense. They complete Form 2106 (showing all their expenses and reimbursements) and enter $2,550 ($6,550 − $4,000) as an itemized deduction.

If your allowance is more than the federal rate, your employer must include the allowance amount up to the federal rate under code L in box 12 of your Form W-2. This amount isn’t taxable. However, the excess allowance will be included in box 1 of your Form W-2. You must report this part of your allowance as if it were wage income.

If your actual expenses are less than or equal to the federal rate, you don’t complete Form 2106 or claim any of your expenses on your return.

However, if your actual expenses are more than the federal rate, you can complete Form 2106 and deduct those excess expenses. You must report on Form 2106 your reimbursements up to the federal rate (as shown under code L in box 12 of your Form W-2) and all your expenses. You should be able to prove these amounts to the IRS.

Sasha, a performing artist, lives and works in Austin. In July, the employer sent Sasha to Albuquerque for 4 days on business. The employer paid the hotel directly for Sasha’s lodging and reimbursed $80 a day ($320 total) for M&IE. Sasha’s actual meal expenses weren’t more than the federal rate for Albuquerque, which is $69 per day.

The employer included the $44 that was more than the federal rate (($80 − $69) × 4) in box 1 of Sasha’s Form W-2. The employer shows $276 ($69 a day × 4) under code L in box 12 of Form W-2. This amount isn’t included in income. Sasha doesn’t have to complete Form 2106; however, Sasha must include the $44 in gross income as wages (by reporting the total amount shown in box 1 of their Form W-2).

Another performing artist, Ari, also lives in Austin and works for the same employer as in Example 1 . In May, the employer sent Ari to San Diego for 4 days and paid the hotel directly for the hotel bill. The employer reimbursed Ari $75 a day for M&IE. The federal rate for San Diego is $74 a day.

Ari can prove that actual non-entertainment-related meal expenses totaled $380. The employer's accountable plan won’t pay more than $75 a day for travel to San Diego, so Ari doesn’t give the employer the records that prove that the amount actually spent was $380. However, Ari does account for the time (dates), place, and business purpose of the trip. This is Ari’s only business trip this year.

Ari was reimbursed $300 ($75 × 4 days), which is $4 more than the federal rate of $296 ($74 × 4 days). The employer includes the $4 as income on the employee’s Form W-2 in box 1. The employer also enters $296 under code L in box 12 of the employee’s Form W-2.

Ari completes Form 2106 to figure deductible expenses and enters the total of actual expenses for the year ($380) on Form 2106. Ari also enters the reimbursements that weren’t included in income ($296). Ari’s total deductible meals and beverages expense, before the 50% limit, is $96. Ari will include $48 as an itemized deduction.

Palmer, a fee-basis state government official, drives 10,000 miles during 2023 for business. Under the employer's accountable plan, Palmer gets reimbursed 70 cents ($0.70) a mile, which is more than the standard mileage rate. The total reimbursement is $7,000.

The employer must include the reimbursement amount up to the standard mileage rate, $6,550 (10,000 miles x 65.5 cents ($0.655) per mile), under code L in box 12 of the employee’s Form W-2. That amount isn’t taxable. The employer must also include $450 ($7,000 − $6,550) in box 1 of the employee's Form W-2. This is the reimbursement that is more than the standard mileage rate.

If the expenses are equal to or less than the standard mileage rate, Palmer wouldn’t complete Form 2106. If the expenses are more than the standard mileage rate, Palmer would complete Form 2106 and report total expenses and reimbursement (shown under code L in box 12 of their Form W-2). Palmer would then claim the excess expenses as an itemized deduction.

Returning Excess Reimbursements

Under an accountable plan, you are required to return any excess reimbursement or other expense allowances for your business expenses to the person paying the reimbursement or allowance. Excess reimbursement means any amount for which you didn’t adequately account within a reasonable period of time. For example, if you received a travel advance and you didn’t spend all the money on business-related expenses or you don’t have proof of all your expenses, you have an excess reimbursement.

Adequate accounting and reasonable period of time were discussed earlier in this chapter.

You receive a travel advance if your employer provides you with an expense allowance before you actually have the expense, and the allowance is reasonably expected to be no more than your expense. Under an accountable plan, you are required to adequately account to your employer for this advance and to return any excess within a reasonable period of time.

If you don’t adequately account for or don't return any excess advance within a reasonable period of time, the amount you don’t account for or return will be treated as having been paid under a nonaccountable plan (discussed later).

If you don’t prove that you actually traveled on each day for which you received a per diem or car allowance (proving the elements described in Table 5-1 ), you must return this unproven amount of the travel advance within a reasonable period of time. If you don’t do this, the unproven amount will be considered paid under a nonaccountable plan (discussed later).

If your employer's accountable plan pays you an allowance that is higher than the federal rate, you don’t have to return the difference between the two rates for the period you can prove business-related travel expenses. However, the difference will be reported as wages on your Form W-2. This excess amount is considered paid under a nonaccountable plan (discussed later).

Your employer sends you on a 5-day business trip to Phoenix in March 2023 and gives you a $400 ($80 × 5 days) advance to cover your M&IE. The federal per diem for M&IE for Phoenix is $69. Your trip lasts only 3 days. Under your employer's accountable plan, you must return the $160 ($80 × 2 days) advance for the 2 days you didn’t travel. For the 3 days you did travel, you don’t have to return the $33 difference between the allowance you received and the federal rate for Phoenix (($80 − $69) × 3 days). However, the $33 will be reported on your Form W-2 as wages.

Nonaccountable Plans

A nonaccountable plan is a reimbursement or expense allowance arrangement that doesn’t meet one or more of the three rules listed earlier under Accountable Plans .

In addition, even if your employer has an accountable plan, the following payments will be treated as being paid under a nonaccountable plan.

Excess reimbursements you fail to return to your employer.

Reimbursement of nondeductible expenses related to your employer's business. See Reimbursement of nondeductible expenses , earlier, under Accountable Plans.

If you aren’t sure if the reimbursement or expense allowance arrangement is an accountable or nonaccountable plan, ask your employer.

Your employer will combine the amount of any reimbursement or other expense allowance paid to you under a nonaccountable plan with your wages, salary, or other pay. Your employer will report the total in box 1 of your Form W-2.

You must complete Form 2106 and itemize your deductions to deduct your expenses for travel, transportation, or non-entertainment-related meals. Your meal and entertainment expenses will be subject to the 50% Limit discussed in chapter 2.

Your employer gives you $1,000 a month ($12,000 total for the year) for your business expenses. You don’t have to provide any proof of your expenses to your employer, and you can keep any funds that you don’t spend.

You are a performing artist and are being reimbursed under a nonaccountable plan. Your employer will include the $12,000 on your Form W-2 as if it were wages. If you want to deduct your business expenses, you must complete Form 2106 and itemize your deductions.

You are paid $2,000 a month by your employer. On days that you travel away from home on business, your employer designates $50 a day of your salary as paid to reimburse your travel expenses. Because your employer would pay your monthly salary whether or not you were traveling away from home, the arrangement is a nonaccountable plan. No part of the $50 a day designated by your employer is treated as paid under an accountable plan.

Rules for Independent Contractors and Clients

This section provides rules for independent contractors who incur expenses on behalf of a client or customer. The rules cover the reporting and substantiation of certain expenses discussed in this publication, and they affect both independent contractors and their clients or customers.

You are considered an independent contractor if you are self-employed and you perform services for a customer or client.

Accounting to Your Client

If you received a reimbursement or an allowance for travel, or gift expenses that you incurred on behalf of a client, you should provide an adequate accounting of these expenses to your client. If you don’t account to your client for these expenses, you must include any reimbursements or allowances in income. You must keep adequate records of these expenses whether or not you account to your client for these expenses.

If you don’t separately account for and seek reimbursement for meal and entertainment expenses in connection with providing services for a client, you are subject to the 50% limit on those expenses. See 50% Limit in chapter 2.

As a self-employed person, you adequately account by reporting your actual expenses. You should follow the recordkeeping rules in chapter 5 .

For information on how to report expenses on your tax return, see Self-employed at the beginning of this chapter.

Required Records for Clients or Customers

If you are a client or customer, you generally don’t have to keep records to prove the reimbursements or allowances you give, in the course of your business, to an independent contractor for travel or gift expenses incurred on your behalf. However, you must keep records if:

You reimburse the contractor for entertainment expenses incurred on your behalf, and

The contractor adequately accounts to you for these expenses.

If the contractor adequately accounts to you for non-entertainment-related meal expenses, you (the client or customer) must keep records documenting each element of the expense, as explained in chapter 5 . Use your records as proof for a deduction on your tax return. If non-entertainment-related meal expenses are accounted for separately, you are subject to the 50% limit on meals. If the contractor adequately accounts to you for reimbursed amounts, you don’t have to report the amounts on an information return.

If the contractor doesn’t adequately account to you for allowances or reimbursements of non-entertainment-related meal expenses, you don’t have to keep records of these items. You aren’t subject to the 50% limit on meals in this case. You can deduct the reimbursements or allowances as payment for services if they are ordinary and necessary business expenses. However, you must file Form 1099-MISC to report amounts paid to the independent contractor if the total of the reimbursements and any other fees is $600 or more during the calendar year.

How To Use Per Diem Rate Tables

This section contains information about the per diem rate substantiation methods available and the choice of rates you must make for the last 3 months of the year.

The Two Substantiation Methods

IRS Notices list the localities that are treated under the high-low substantiation method as high-cost localities for all or part of the year. Notice 2022-44, available at IRS.gov/irb/2022-41_IRB#NOT-2022-44 , lists the high-cost localities that are eligible for $297 (which includes $74 for meals and incidental expenses (M&IE)) per diem, effective October 1, 2022. For travel on or after October 1, 2022, all other localities within the continental United States (CONUS) are eligible for $204 (which includes $64 for M&IE) per diem under the high-low method.

Notice 2023-68, available at IRS.gov/irb/2023-41_IRB#NOT-2023-68 , lists the high-cost localities that are eligible for $309 (which includes $74 for M&IE) per diem, effective October 1, 2023. For travel on or after October 1, 2023, the per diem for all other localities increased to $214 (which includes $64 for M&IE).

Regular federal per diem rates are published by the General Services Administration (GSA). Both tables include the separate rate for M&IE for each locality. The rates listed for FY2023 at GSA.gov/travel/plan-book/per-diem-rates are effective October 1, 2022, and those listed for FY2024 are effective October 1, 2023. The standard rate for all locations within CONUS not specifically listed for FY2023 is $157 ($98 for lodging and $59 for M&IE). For FY2024, this rate increases to $166 ($107 for lodging and $59 for M&IE).

Transition Rules

The transition period covers the last 3 months of the calendar year, from the time that new rates are effective (generally, October 1) through December 31. During this period, you may generally change to the new rates or finish out the year with the rates you had been using.

If you use the high-low substantiation method, when new rates become effective (generally, October 1), you can either continue with the rates you used for the first part of the year or change to the new rates. However, you must continue using the high-low method for the rest of the calendar year (through December 31). If you are an employer, you must use the same rates for all employees reimbursed under the high-low method during that calendar year.

The new rates and localities for the high-low method are included each year in a notice that is generally published in mid to late September. You can find the notice in the weekly Internal Revenue Bulletin (IRB) at IRS.gov/IRB , or visit IRS.gov and enter “Special Per Diem Rates” in the search box.

New CONUS per diem rates become effective on October 1 of each year and remain in effect through September 30 of the following year. Employees being reimbursed under the per diem rate method during the first 9 months of a year (January 1–September 30) must continue under the same method through the end of that calendar year (December 31). However, for travel by these employees from October 1 through December 31, you can choose to continue using the same per diem rates or use the new rates.

The new federal CONUS per diem rates are published each year, generally early in September. Go to GSA.gov/travel/plan-book/per-diem-rates .

Completing Form 2106

For tax years beginning after 2017, the Form 2106 will be used by Armed Forces reservists, qualified performing artists, fee-basis state or local government officials, and employees with impairment-related work expenses. Due to the suspension of miscellaneous itemized deductions subject to the 2% floor under section 67(a), employees who do not fit into one of the listed categories may not use Form 2106.

This section briefly describes how employees complete Forms 2106. Table 6-1 explains what the employer reports on Form W-2 and what the employee reports on Form 2106. The instructions for the forms have more information on completing them.

Table 6-1. Reporting Travel, Nonentertainment Meal, Gift, and Car Expenses and Reimbursements

If you used a car to perform your job as an employee, you may be able to deduct certain car expenses. These are generally figured on Form 2106, Part II, and then claimed on Form 2106, Part I, line 1, column A.

If you claim any deduction for the business use of a car, you must answer certain questions and provide information about the use of the car. The information relates to the following items.

Date placed in service.

Mileage (total, business, commuting, and other personal mileage).

Percentage of business use.

After-work use.

Use of other vehicles.

Whether you have evidence to support the deduction.

Whether or not the evidence is written.

If you claim a deduction based on the standard mileage rate instead of your actual expenses, you must complete Form 2106, Part II, Section B. The amount on line 22 (Section B) is carried to Form 2106, Part I, line 1. In addition, on Part I, line 2, you can deduct parking fees and tolls that apply to the business use of the car. See Standard Mileage Rate in chapter 4 for information on using this rate.

If you claim a deduction based on actual car expenses, you must complete Form 2106, Part II, Section C. In addition, unless you lease your car, you must complete Section D to show your depreciation deduction and any section 179 deduction you claim.

If you are still using a car that is fully depreciated, continue to complete Section C. Since you have no depreciation deduction, enter zero on line 28. In this case, don’t complete Section D.

If you claim car rental expenses on Form 2106, line 24a, you may have to reduce that expense by an inclusion amount , as described in chapter 4. If so, you can show your car expenses and any inclusion amount as follows.

Figure the inclusion amount without taking into account your business-use percentage for the tax year.

Report the inclusion amount from (1) on Form 2106, Part II, line 24b.

Report on line 24c the net amount of car rental expenses (total car rental expenses minus the inclusion amount figured in (1)).

Show your transportation expenses that didn’t involve overnight travel on Form 2106, line 2, column A. Also include on this line business expenses you have for parking fees and tolls. Don’t include expenses of operating your car or expenses of commuting between your home and work.

Show your other employee business expenses on Form 2106, lines 3 and 4, column A. Don’t include expenses for nonentertainment meals on those lines. Line 4 is for expenses such as gifts, educational expenses (tuition and books), office-in-the-home expenses, and trade and professional publications.

Show the full amount of your expenses for nonentertainment business-related meals on Form 2106, line 5, column B. Include meals while away from your tax home overnight and other business meals. Enter 50% of the line 8, column B, meal expenses on line 9, column B.

If you are subject to the Department of Transportation's “hours of service” limits (as explained earlier under Individuals subject to hours of service limits in chapter 2), use 80% instead of 50% for meals while away from your tax home.

Enter on Form 2106, line 7, the amounts your employer (or third party) reimbursed you that weren’t reported to you in box 1 of your Form W-2. This includes any amount reported under code L in box 12 of Form W-2.

If you were reimbursed under an accountable plan and want to deduct excess expenses that weren’t reimbursed, you may have to allocate your reimbursement. This is necessary when your employer pays your reimbursement in the following manner.

Pays you a single amount that covers non-entertainment-related meals and/or entertainment, as well as other business expenses.

Doesn’t clearly identify how much is for deductible non-entertainment-related meals.

Your employer paid you an expense allowance of $12,000 this year under an accountable plan. The $12,000 payment consisted of $5,000 for airfare and $7,000 for non-entertainment-related meals, and car expenses. Your employer didn’t clearly show how much of the $7,000 was for the cost of deductible non-entertainment-related meals. You actually spent $14,000 during the year ($5,500 for airfare, $4,500 for non-entertainment-related meals, and $4,000 for car expenses).

Since the airfare allowance was clearly identified, you know that $5,000 of the payment goes in column A, line 7, of Form 2106. To allocate the remaining $7,000, you use the worksheet from the Instructions for Form 2106. Your completed worksheet follows.

Reimbursement Allocation Worksheet (Keep for your records.)

If you are a government official paid on a fee basis, a performing artist, an Armed Forces reservist, or a disabled employee with impairment-related work expenses, see Special Rules , later.

Your employee business expenses may be subject to either of the limits described next. They are figured in the following order on the specified form.

Certain non-entertainment-related meal expenses are subject to a 50% limit. Generally, entertainment expenses are nondeductible if paid or incurred after December 2017. If you are an employee, you figure this limit on line 9 of Form 2106. (See 50% Limit in chapter 2.)

Limitations on itemized deductions are suspended for tax years beginning after 2017 and before tax year January 2026, per section 68(g).

Special Rules

This section discusses special rules that apply only to Armed Forces reservists, government officials who are paid on a fee basis, performing artists, and disabled employees with impairment-related work expenses. For tax years beginning after 2017, they are the only taxpayers who can use Form 2106.

Armed Forces Reservists Traveling More Than 100 Miles From Home

If you are a member of a reserve component of the Armed Forces of the United States and you travel more than 100 miles away from home in connection with your performance of services as a member of the reserves, you can deduct your travel expenses as an adjustment to gross income rather than as a miscellaneous itemized deduction. The amount of expenses you can deduct as an adjustment to gross income is limited to the regular federal per diem rate (for lodging and M&IE) and the standard mileage rate (for car expenses) plus any parking fees, ferry fees, and tolls. See Per Diem and Car Allowances , earlier, for more information.

You are a member of a reserve component of the Armed Forces of the United States if you are in the Army, Navy, Marine Corps, Air Force, or Coast Guard Reserve; the Army National Guard of the United States; the Air National Guard of the United States; or the Reserve Corps of the Public Health Service.

If you have reserve-related travel that takes you more than 100 miles from home, you should first complete Form 2106. Then include your expenses for reserve travel over 100 miles from home, up to the federal rate, from Form 2106, line 10, in the total on Schedule 1 (Form 1040), line 12.

You can’t deduct expenses of travel that doesn’t take you more than 100 miles from home as an adjustment to gross income.

Certain fee-basis officials can claim their employee business expenses on Form 2106.

Fee-basis officials are persons who are employed by a state or local government and who are paid in whole or in part on a fee basis. They can deduct their business expenses in performing services in that job as an adjustment to gross income rather than as a miscellaneous itemized deduction.

If you are a fee-basis official, include your employee business expenses from Form 2106, line 10, in the total on Schedule 1 (Form 1040), line 12.

Expenses of Certain Performing Artists

If you are a performing artist, you may qualify to deduct your employee business expenses as an adjustment to gross income. To qualify, you must meet all of the following requirements.

During the tax year, you perform services in the performing arts as an employee for at least two employers.

You receive at least $200 each from any two of these employers.

Your related performing-arts business expenses are more than 10% of your gross income from the performance of those services.

Your adjusted gross income isn’t more than $16,000 before deducting these business expenses.

If you are married, you must file a joint return unless you lived apart from your spouse at all times during the tax year. If you file a joint return, you must figure requirements (1), (2), and (3) separately for both you and your spouse. However, requirement (4) applies to your and your spouse's combined adjusted gross income.

If you meet all of the above requirements, you should first complete Form 2106. Then you include your performing-arts-related expenses from Form 2106, line 10, in the total on Schedule 1 (Form 1040), line 12.

If you don’t meet all of the above requirements, you don’t qualify to deduct your expenses as an adjustment to gross income.

If you are an employee with a physical or mental disability, your impairment-related work expenses aren’t subject to the 2%-of-adjusted-gross-income limit that applies to most other employee business expenses. After you complete Form 2106, enter your impairment-related work expenses from Form 2106, line 10, on Schedule A (Form 1040), line 16, and identify the type and amount of this expense on the line next to line 16.

Impairment-related work expenses are your allowable expenses for attendant care at your workplace and other expenses in connection with your workplace that are necessary for you to be able to work.

You are disabled if you have:

A physical or mental disability (for example, blindness or deafness) that functionally limits your being employed; or

A physical or mental impairment (for example, a sight or hearing impairment) that substantially limits one or more of your major life activities, such as performing manual tasks, walking, speaking, breathing, learning, or working.

You can deduct impairment-related expenses as business expenses if they are:

Necessary for you to do your work satisfactorily;

For goods and services not required or used, other than incidentally, in your personal activities; and

Not specifically covered under other income tax laws.

You are blind. You must use a reader to do your work. You use the reader both during your regular working hours at your place of work and outside your regular working hours away from your place of work. The reader's services are only for your work. You can deduct your expenses for the reader as business expenses.

You are deaf. You must use a sign language interpreter during meetings while you are at work. The interpreter's services are used only for your work. You can deduct your expenses for the interpreter as business expenses.

How To Get Tax Help

If you have questions about a tax issue; need help preparing your tax return; or want to download free publications, forms, or instructions, go to IRS.gov to find resources that can help you right away.

After receiving all your wage and earnings statements (Forms W-2, W-2G, 1099-R, 1099-MISC, 1099-NEC, etc.); unemployment compensation statements (by mail or in a digital format) or other government payment statements (Form 1099-G); and interest, dividend, and retirement statements from banks and investment firms (Forms 1099), you have several options to choose from to prepare and file your tax return. You can prepare the tax return yourself, see if you qualify for free tax preparation, or hire a tax professional to prepare your return.

Your options for preparing and filing your return online or in your local community, if you qualify, include the following.

Free File. This program lets you prepare and file your federal individual income tax return for free using software or Free File Fillable Forms. However, state tax preparation may not be available through Free File. Go to IRS.gov/FreeFile to see if you qualify for free online federal tax preparation, e-filing, and direct deposit or payment options.

VITA. The Volunteer Income Tax Assistance (VITA) program offers free tax help to people with low-to-moderate incomes, persons with disabilities, and limited-English-speaking taxpayers who need help preparing their own tax returns. Go to IRS.gov/VITA , download the free IRS2Go app, or call 800-906-9887 for information on free tax return preparation.

TCE. The Tax Counseling for the Elderly (TCE) program offers free tax help for all taxpayers, particularly those who are 60 years of age and older. TCE volunteers specialize in answering questions about pensions and retirement-related issues unique to seniors. Go to IRS.gov/TCE or download the free IRS2Go app for information on free tax return preparation.

MilTax. Members of the U.S. Armed Forces and qualified veterans may use MilTax, a free tax service offered by the Department of Defense through Military OneSource. For more information, go to MilitaryOneSource ( MilitaryOneSource.mil/MilTax ).

Also, the IRS offers Free Fillable Forms, which can be completed online and then e-filed regardless of income.

Go to IRS.gov/Tools for the following.

The Earned Income Tax Credit Assistant ( IRS.gov/EITCAssistant ) determines if you’re eligible for the earned income credit (EIC).

The Online EIN Application ( IRS.gov/EIN ) helps you get an employer identification number (EIN) at no cost.

The Tax Withholding Estimator ( IRS.gov/W4App ) makes it easier for you to estimate the federal income tax you want your employer to withhold from your paycheck. This is tax withholding. See how your withholding affects your refund, take-home pay, or tax due.

The First Time Homebuyer Credit Account Look-up ( IRS.gov/HomeBuyer ) tool provides information on your repayments and account balance.

The Sales Tax Deduction Calculator ( IRS.gov/SalesTax ) figures the amount you can claim if you itemize deductions on Schedule A (Form 1040).

Go to IRS.gov/Help : A variety of tools to help you get answers to some of the most common tax questions.

Go to IRS.gov/ITA : The Interactive Tax Assistant, a tool that will ask you questions and, based on your input, provide answers on a number of tax topics.

Go to IRS.gov/Forms : Find forms, instructions, and publications. You will find details on the most recent tax changes and interactive links to help you find answers to your questions.

You may also be able to access tax information in your e-filing software.

There are various types of tax return preparers, including enrolled agents, certified public accountants (CPAs), accountants, and many others who don’t have professional credentials. If you choose to have someone prepare your tax return, choose that preparer wisely. A paid tax preparer is:

Primarily responsible for the overall substantive accuracy of your return,

Required to sign the return, and

Required to include their preparer tax identification number (PTIN).

The Social Security Administration (SSA) offers online service at SSA.gov/employer for fast, free, and secure W-2 filing options to CPAs, accountants, enrolled agents, and individuals who process Form W-2, Wage and Tax Statement, and Form W-2c, Corrected Wage and Tax Statement.

Go to IRS.gov/SocialMedia to see the various social media tools the IRS uses to share the latest information on tax changes, scam alerts, initiatives, products, and services. At the IRS, privacy and security are our highest priority. We use these tools to share public information with you. Don’t post your social security number (SSN) or other confidential information on social media sites. Always protect your identity when using any social networking site.

The following IRS YouTube channels provide short, informative videos on various tax-related topics in English, Spanish, and ASL.

Youtube.com/irsvideos .

Youtube.com/irsvideosmultilingua .

Youtube.com/irsvideosASL .

The IRS Video portal ( IRSVideos.gov ) contains video and audio presentations for individuals, small businesses, and tax professionals.

You can find information on IRS.gov/MyLanguage if English isn’t your native language.

The IRS is committed to serving taxpayers with limited-English proficiency (LEP) by offering OPI services. The OPI Service is a federally funded program and is available at Taxpayer Assistance Centers (TACs), most IRS offices, and every VITA/TCE tax return site. The OPI Service is accessible in more than 350 languages.

Taxpayers who need information about accessibility services can call 833-690-0598. The Accessibility Helpline can answer questions related to current and future accessibility products and services available in alternative media formats (for example, braille, large print, audio, etc.). The Accessibility Helpline does not have access to your IRS account. For help with tax law, refunds, or account-related issues, go to IRS.gov/LetUsHelp .

Form 9000, Alternative Media Preference, or Form 9000(SP) allows you to elect to receive certain types of written correspondence in the following formats.

Standard Print.

Large Print.

Audio (MP3).

Plain Text File (TXT).

Braille Ready File (BRF).

Go to IRS.gov/DisasterRelief to review the available disaster tax relief.

Go to IRS.gov/Forms to view, download, or print all the forms, instructions, and publications you may need. Or, you can go to IRS.gov/OrderForms to place an order.

Download and view most tax publications and instructions (including the Instructions for Form 1040) on mobile devices as eBooks at IRS.gov/eBooks .

IRS eBooks have been tested using Apple's iBooks for iPad. Our eBooks haven’t been tested on other dedicated eBook readers, and eBook functionality may not operate as intended.

Go to IRS.gov/Account to securely access information about your federal tax account.

View the amount you owe and a breakdown by tax year.

See payment plan details or apply for a new payment plan.

Make a payment or view 5 years of payment history and any pending or scheduled payments.

Access your tax records, including key data from your most recent tax return, and transcripts.

View digital copies of select notices from the IRS.

Approve or reject authorization requests from tax professionals.

View your address on file or manage your communication preferences.

With an online account, you can access a variety of information to help you during the filing season. You can get a transcript, review your most recently filed tax return, and get your adjusted gross income. Create or access your online account at IRS.gov/Account .

This tool lets your tax professional submit an authorization request to access your individual taxpayer IRS online account. For more information, go to IRS.gov/TaxProAccount .

The safest and easiest way to receive a tax refund is to e-file and choose direct deposit, which securely and electronically transfers your refund directly into your financial account. Direct deposit also avoids the possibility that your check could be lost, stolen, destroyed, or returned undeliverable to the IRS. Eight in 10 taxpayers use direct deposit to receive their refunds. If you don’t have a bank account, go to IRS.gov/DirectDeposit for more information on where to find a bank or credit union that can open an account online.

Tax-related identity theft happens when someone steals your personal information to commit tax fraud. Your taxes can be affected if your SSN is used to file a fraudulent return or to claim a refund or credit.

The IRS doesn’t initiate contact with taxpayers by email, text messages (including shortened links), telephone calls, or social media channels to request or verify personal or financial information. This includes requests for personal identification numbers (PINs), passwords, or similar information for credit cards, banks, or other financial accounts.

Go to IRS.gov/IdentityTheft , the IRS Identity Theft Central webpage, for information on identity theft and data security protection for taxpayers, tax professionals, and businesses. If your SSN has been lost or stolen or you suspect you’re a victim of tax-related identity theft, you can learn what steps you should take.

Get an Identity Protection PIN (IP PIN). IP PINs are six-digit numbers assigned to taxpayers to help prevent the misuse of their SSNs on fraudulent federal income tax returns. When you have an IP PIN, it prevents someone else from filing a tax return with your SSN. To learn more, go to IRS.gov/IPPIN .

Go to IRS.gov/Refunds .

Download the official IRS2Go app to your mobile device to check your refund status.

Call the automated refund hotline at 800-829-1954.

Payments of U.S. tax must be remitted to the IRS in U.S. dollars. Digital assets are not accepted. Go to IRS.gov/Payments for information on how to make a payment using any of the following options.

IRS Direct Pay : Pay your individual tax bill or estimated tax payment directly from your checking or savings account at no cost to you.

Debit Card, Credit Card, or Digital Wallet : Choose an approved payment processor to pay online or by phone.

Electronic Funds Withdrawal : Schedule a payment when filing your federal taxes using tax return preparation software or through a tax professional.

Electronic Federal Tax Payment System : Best option for businesses. Enrollment is required.

Check or Money Order : Mail your payment to the address listed on the notice or instructions.

Cash : You may be able to pay your taxes with cash at a participating retail store.

Same-Day Wire : You may be able to do same-day wire from your financial institution. Contact your financial institution for availability, cost, and time frames.

Note. The IRS uses the latest encryption technology to ensure that the electronic payments you make online, by phone, or from a mobile device using the IRS2Go app are safe and secure. Paying electronically is quick, easy, and faster than mailing in a check or money order.

Go to IRS.gov/Payments for more information about your options.

Apply for an online payment agreement ( IRS.gov/OPA ) to meet your tax obligation in monthly installments if you can’t pay your taxes in full today. Once you complete the online process, you will receive immediate notification of whether your agreement has been approved.

Use the Offer in Compromise Pre-Qualifier to see if you can settle your tax debt for less than the full amount you owe. For more information on the Offer in Compromise program, go to IRS.gov/OIC .

Go to IRS.gov/Form1040X for information and updates.

Go to IRS.gov/WMAR to track the status of Form 1040-X amended returns.

Go to IRS.gov/Notices to find additional information about responding to an IRS notice or letter.

You can now upload responses to all notices and letters using the Document Upload Tool. For notices that require additional action, taxpayers will be redirected appropriately on IRS.gov to take further action. To learn more about the tool, go to IRS.gov/Upload .

You can use Schedule LEP (Form 1040), Request for Change in Language Preference, to state a preference to receive notices, letters, or other written communications from the IRS in an alternative language. You may not immediately receive written communications in the requested language. The IRS’s commitment to LEP taxpayers is part of a multi-year timeline that began providing translations in 2023. You will continue to receive communications, including notices and letters, in English until they are translated to your preferred language.

Keep in mind, many questions can be answered on IRS.gov without visiting a TAC. Go to IRS.gov/LetUsHelp for the topics people ask about most. If you still need help, TACs provide tax help when a tax issue can’t be handled online or by phone. All TACs now provide service by appointment, so you’ll know in advance that you can get the service you need without long wait times. Before you visit, go to IRS.gov/TACLocator to find the nearest TAC and to check hours, available services, and appointment options. Or, on the IRS2Go app, under the Stay Connected tab, choose the Contact Us option and click on “Local Offices.”

The Taxpayer Advocate Service (TAS) Is Here To Help You

TAS is an independent organization within the IRS that helps taxpayers and protects taxpayer rights. TAS strives to ensure that every taxpayer is treated fairly and that you know and understand your rights under the Taxpayer Bill of Rights .

The Taxpayer Bill of Rights describes 10 basic rights that all taxpayers have when dealing with the IRS. Go to TaxpayerAdvocate.IRS.gov to help you understand what these rights mean to you and how they apply. These are your rights. Know them. Use them.

TAS can help you resolve problems that you can’t resolve with the IRS. And their service is free. If you qualify for their assistance, you will be assigned to one advocate who will work with you throughout the process and will do everything possible to resolve your issue. TAS can help you if:

Your problem is causing financial difficulty for you, your family, or your business;

You face (or your business is facing) an immediate threat of adverse action; or

You’ve tried repeatedly to contact the IRS but no one has responded, or the IRS hasn’t responded by the date promised.

TAS has offices in every state, the District of Columbia, and Puerto Rico . To find your advocate’s number:

Go to TaxpayerAdvocate.IRS.gov/Contact-Us ;

Download Pub. 1546, The Taxpayer Advocate Service Is Your Voice at the IRS, available at IRS.gov/pub/irs-pdf/p1546.pdf ;

Call the IRS toll free at 800-TAX-FORM (800-829-3676) to order a copy of Pub. 1546;

Check your local directory; or

Call TAS toll free at 877-777-4778.

TAS works to resolve large-scale problems that affect many taxpayers. If you know of one of these broad issues, report it to TAS at IRS.gov/SAMS . Be sure to not include any personal taxpayer information.

LITCs are independent from the IRS and TAS. LITCs represent individuals whose income is below a certain level and who need to resolve tax problems with the IRS. LITCs can represent taxpayers in audits, appeals, and tax collection disputes before the IRS and in court. In addition, LITCs can provide information about taxpayer rights and responsibilities in different languages for individuals who speak English as a second language. Services are offered for free or a small fee. For more information or to find an LITC near you, go to the LITC page at TaxpayerAdvocate.IRS.gov/LITC or see IRS Pub. 4134, Low Income Taxpayer Clinic List , at IRS.gov/pub/irs-pdf/p4134.pdf .

Appendices A-1 through A-6 show the lease inclusion amounts that you may need to report if you first leased a passenger automobile (including a truck and van) in 2018 through 2023 for 30 days or more.

If any of these apply to you, use the appendix for the year you first leased the car. (See Leasing a Car in chapter 4.)

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The travel loan is an interest-free loan made to refugees to pay for the cost of travel for refugees.

What is a travel loan.

The International Organization for Migration (IOM) provides refugees with a travel loan for transportation cost to the U.S. The travel loan is an interest-free loan made to refugees to pay for the cost of travel. Refugees are required to sign a promissory note to repay it before traveling to the U.S.

Per agreement with The International Organization for Migration (IOM), World Relief has a period of five years to collect on a loan. Once this time period has lapsed, the loan is transferred to IOM for further collections.

All World Relief clients will receive their first billing statement in the fifth month after arrival. If the client has relocated to a new address prior to this date, it is imperative that the travel loan department is supplied with the new address before the billing period.

Due to new updates with our online payments system, we can NO LONGER ACCEPT CREDIT CARDS as a form of payment. This will affect all payments via Mastercard, Discover, American Express and Visa Credit.

We will continue to accept the following: • Visa Debit Cards • Bank checking account and routing number (ACH) • Check • Money order

Connect With Us

Call toll free:

800-901-1908; 800-903-1924 or 800-901-1951

Travel Loans FAQ

Your case number is the number which has been assigned to your Travel Loan. This number is located on the left side of your monthly billing statement. You must refer to your case number every time you contact World Relief.

You must pay your travel loan by mail with a check or money order made out to World Relief. Our mailing address is: World Relief 7 East Baltimore Street. Baltimore, MD 21202. Be sure to write your name and case number on the check or money order.

Payments are due on the 15th of each month. Your first statement will be sent five months after you arrive in the United States.

If you cannot pay your Travel Loan, please call or write to us immediately. There are several assistance options available, but we must first be made aware of your situation.

If you move while you are still repaying your Travel Loan, be sure to inform our office in writing or by phone. Please be prepared to provide us with your name, case number, and new address. You can reach us by phone by calling 800-903-1924 or 800-901-1908.

If you do not repay your loan, you run the risk of impairing your credit history. This can cause you to be denied.

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4 of the best practices and 4 of the worst mistakes employees make when traveling for business

  • Employees traveling for work can make their time on the road more pleasant with a few practices. 
  • For a successful trip, business travelers should eat healthily, prioritize sleep, and pack wisely. 
  • This article is part of " Business Travel Playbook ," a series about making the most of work travel.

Insider Today

Business travel continues to rebound from the early stages of the pandemic as employees take more work trips.

A 2023 US Travel Association  survey of 2,379 business travelers  found that the average number of monthly trips the respondents expected to take was around three — a slight bump compared to two trips a month the previous year.

With professionals traveling more for work , Business Insider talked to three frequent business travelers about their successful habits and a few things they avoid when on the go.

4 habits of successful business travelers:

1. practicing good hygiene.

While this might seem obvious, Donzella Burton , the owner of a center for assisted-living healthcare and training, said that if you're going to be taking frequent business trips, it's important to prioritize your health by practicing good hygiene.

"I travel for business once or twice a month, depending on the season," she said. "I wash my hands frequently with soap and water for at least 20 seconds, especially before eating or touching my face. If soap and water are not available, I try to make sure I have alcohol-based hand sanitizer with at least 60% alcohol content."

2. Eating healthily and exercising

While business travel can disrupt your routines, eating healthier meals and drinking plenty of water can help you feel more energized . Michael Murray, the CEO of the electronics manufacturer Kopin Corp., travels at least twice a month for business and said that eating healthy meals could be tough, especially when his flights arrive late at night.

"By the time I arrive, many hotels have shut down room service at 9 p.m.," he said. "If it's late, I tend to order from a food-delivery app while I'm en route to my hotel and focus on ordering from places with great ratings, natural food, and decent salads."

Carving out time to exercise on the road is also important because exercise has the potential to boost immune responses and keep energy levels high .

"I invested in some lightweight running/workout shoes which are easy to pack and some workout gear that is light and breathable so I can use it often," Murray said. "When I travel, I choose hotels for their gym equipment, access to walking paths, or access to a nearby fitness chain that offers day passes. I've also downloaded several fitness apps if I need to work out in my hotel room."

3. Enrolling in airline security programs

If you know you'll be flying often, look into signing up for an airline security program to save time before your flight.

"I recommend utilizing TSA PreCheck or Clear," Anneleah Williams-Bridges, a hospital executive and healthcare consultant who travels weekly for her job, said. "These are options to help fast-track your security-check-in process during high travel times and are a valuable time saver that will help you bypass the heavier foot traffic of all the other business travelers."

Both TSA PreCheck and Clear are often great for domestic flyers and can reduce time spent in airport security lines. TSA PreCheck users get access to a separate, shorter security line, and Clear users can jump to the front of the security line after verifying their ID and boarding pass.

4. Prioritizing sleep

While it might be tempting to use all your downtime to tackle more tasks on your to-do list and work late into the night, getting sleep is essential for a successful work trip.

"Don't be brave. You don't get a medal for 'burning through the day' without sleeping," Murray said. "I used to fly to the UK and Ireland and go straight to the office from the overnight flight, which from the East Coast is just enough time to sleep for an hour or two, maybe. In the long run, running on a few hours of sleep wasn't effective for me, my team, and the business."

4 things successful business travelers avoid:

1. overpacking.

Wanting to be prepared for anything is understandable, but don't go overboard with stuffing your suitcase . Overpacking can result in a cluttered hotel room — and you'll likely have to check a bag, which can slow down your commute.

"Packing light is a great way to make it through the airport quicker," Williams-Bridges said. "Only using carry-on luggage for business travel ensures that you can board the plane, exit the plane, and go directly to your destination without waiting for a checked bag. This can save you about an hour and a half of time during your commute."

2. Overplanning

Another successful habit is to avoid overplanning. Burton said that while it's important to have a general idea of what you want to accomplish on a business trip, you should leave room in your schedule for downtime and avoid scheduling back-to-back meetings or events.

"Overplanning every minute of a business trip can lead to unnecessary stress and can hinder the potential for spontaneous discoveries or relaxation," Burton said. "Scheduling downtime allows me to decompress and can offer valuable opportunities for self-care and personal reflection."

3. Booking the cheapest flight

Burton said you should stick to one airline to take advantage of loyalty points if you travel at least once a month. The benefits of joining an airline loyalty program include upgraded seating, lounge access, and priority boarding.

To make things easier, business travelers should also try to book the best direct flights and not opt for the least expensive flight because "sometimes you get what you pay for," Williams-Bridges said, adding that cheaper flights could mean a travel experience riddled with complications like excessive delays.

"I also avoid traveling on holidays, which can be cost-effective," she said. "Lastly, I try to avoid connecting flights, which could add unnecessary flight time to your trip."

4. Consuming too much alcohol

While many business meetings and client dinners can include a glass or two of wine, excessive drinking could result in impaired judgment or a hangover.

"While it's OK to enjoy a drink or two with colleagues or clients, be mindful of alcohol consumption and its impact on your overall health and energy levels," Burton said. "Opt for lighter options like wine or spritzers, and alternate alcoholic beverages with water to stay hydrated."

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How a Travel Credit Card Can Be Your Ticket to Big Savings

Melissa Lambarena

Many or all of the products featured here are from our partners who compensate us. This influences which products we write about and where and how the product appears on a page. However, this does not influence our evaluations. Our opinions are our own. Here is a list of our partners and here's how we make money .

Next time you're planning a vacation, a travel credit card could defray some or all of the costs if it packs the right incentives. Typically, cards with higher annual fees provide the most value with perks like ongoing rewards, free checked bags, airport lounge access or other benefits. But even cards with low or no annual fees make it possible to earn some value toward travel, if you can qualify.

These cards generally require good credit (scores of 690 or higher), and even if you're eligible, it's not worth pursuing one if you can't pay off the credit card bill in full every month to avoid steep interest charges. And if you're working toward paying down existing debt, it might not be worth chasing points and miles until you've made progress on that front.

But as long as travel credit cards align with your financial goals, their potential savings merit consideration — even if you travel just once or twice per year. Explore the flexibility of a general-purpose travel credit card to book travel anywhere, or a branded credit card to book travel with a favorite hotel or airline. Either option may offer money-saving benefits toward your next trip.

Valuable features can lower costs

Offers will vary among general-purpose travel credit cards and airline- or hotel-branded credit cards, but some savings opportunities may include:

If a credit card offers a lengthy list of perks, the value can quickly add up. Here are some features to look out for:

A sign-up offer: Travel credit cards generally come with lucrative sign-up offers that let new cardholders earn a pile of points or miles by meeting a minimum spending requirement. It’s easier to snag if you can strategically time a credit card application around planned purchases during a heavy-spend month or season.

Free checked bags: Some airline credit cards offer free checked bags , which can add up to real savings when applied per person on a round trip. This is one way that Doug Figueroa, a content creator at the YouTube channel Zorito y Doug, makes up the cost of the $150 annual fee on an airline credit card. “The savings are $70 round trip per passenger listed in the same reservation,” he says. 

TSA or Global Entry credit : Some travel cards issue a credit (up to $100) when you use them to pay for a TSA or Global Entry application fee. These expedited airport security screening programs can save time while traveling.

Travel credits: Depending on the card’s terms, travel credits may be used to save money on a variety of travel expenses like rideshare services, airfare or accommodations. 

Airport lounge access: You can skip the pricey airport food with some travel credit cards that offer complimentary airport lounge access . Austin Maxwell, a South Carolina-based content creator at the blog The Maxwells Travel, uses a travel credit card to avoid those costs. “I’m saving $20 to $30 every time I go to the airport because I don’t have to buy food or drinks during a layover or preflight,” he says.

A companion ticket: Some airline credit cards cover the cost of a ticket for a friend or family member. Depending on the card's terms, you may have to pay taxes and fees on the fare, the companion ticket may have an expiration date and/or a spending requirement may apply.

Automatic elite status: You may earn elite status without much effort on some hotel-branded credit cards. Elite status can add up to valuable savings if the program offers free food, bonus points or suite upgrades.  

Free nights: If your favorite hotel has a branded credit card that offers annual free night awards, it can stretch your vacation budget. 

Protections and other benefits

A travel credit card that offers trip delay or cancellation insurance, lost baggage insurance, rental car coverage or other protections may also be of value to you. To qualify for these benefits you typically need to pay for the trip or covered purchase with the eligible credit card. Read the terms carefully to understand the extent of your coverage.

Figueroa says he saved $90 over three days with his card’s primary rental car coverage on a trip to Miami.

“Once you make the online reservation, you must decline all insurance offered by the rental company and pay for everything with your [card],” he says.

High-value reward redemptions

Points or miles on some travel credit cards might lose value if they are used for non-travel redemptions like cash back, gift cards or other options. Travel redemptions typically offer the best value, and you might squeeze out even more value with a general-purpose travel card that allows points to transfer to airline or hotel partners. It’s a strategy that Maxwell uses often to his advantage.

“It’s even better if there’s a transfer bonus associated with that," he says. "Credit card companies offer transfer bonuses — 15%, 20%, 30% bonus — if you are to transfer points to a specific airline.”

He says he has also transferred points to hotel partners to book hotel rooms with them. “It would be the equivalent of getting a hotel room at $120 that’s actually valued at $500,” he adds.

To determine whether to redeem rewards for travel or transfer them to a partner, compare costs by checking the credit card’s booking platform and the partner’s website. Also factor in whether rewards transfer on at least a 1:1 ratio, meaning that you'll get the equivalent value in points or miles transferred.

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travel loan for employees

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travel loan for employees

  • Business and self-employed
  • Expenses and employee benefits

Expenses and benefits: loans provided to employees

As an employer providing loans to your employees or their relatives, you have certain National Insurance and reporting obligations.

What’s included

There are different rules for:

  • providing ‘beneficial loans’, which are interest-free, or at a rate below HMRC ’s official interest rate
  • providing loans you write off
  • charging a director’s personal bills to their loan account within the company

Beneficial loans

The rules cover beneficial loans advanced, arranged, facilitated, guaranteed or taken over from someone else by:

  • you (the employer)
  • a company or partnership you control
  • a company or partnership that controls your business
  • a person with a material interest in your business

See the technical guidance for what to do in more complicated situations, eg if you use third-party arrangements to make a loan to your employee.

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travel loan for employees

Small Business Trends

10 tax deductions for travel expenses (2023 tax year).

deductions for travel expenses

Tax season can be stressful, especially if you’re unaware of the tax deductions available to you. If you’ve traveled for work throughout the year, there are a number of deductions for travel expenses that can help reduce your taxable income in 2024 and save you money.

Read on for 10 tax deductions for travel expenses in the 2023 tax year.

Are business travel expenses tax deductible?

Business travel expenses incurred while away from your home and principal place of business are tax deductible. These expenses may include transportation costs, baggage fees, car rentals, taxis, shuttles, lodging, tips, and fees.

It is important to keep receipts and records of the actual expenses for tax purposes and deduct the actual cost.

What kinds of travel expenses are tax deductible?

To deduct business travel expenses, they must meet certain criteria set by the IRS.

The following are the primary requirements that a travel expense must meet in order to be eligible for a tax deduction:

  • Ordinary and necessary expenses: The expense must be common and accepted in the trade or business and be helpful and appropriate for the business.
  • Directly related to trade or business: The expense must be directly related to the trade or business and not of a personal nature.
  • Away from home overnight: The expense must have been incurred while away from both the taxpayer’s home and the location of their main place of business (tax home) overnight.
  • Proper documentation: The taxpayer must keep proper documentation, such as receipts and records, of the expenses incurred.

Eligible Business Travel Tax Deductions

Business travel expenses can quickly add up. Fortunately, many of these expenses are tax deductible for businesses and business owners.

Here is an overview of the types of business travel expenses that are eligible for tax deductions in the United States:

Accommodation Expenses

Accommodation expenses can be claimed as tax deductions on business trips. This includes lodging at hotels, rental costs of vacation homes, and other lodgings while traveling.

Meal Expenses

Food and beverage expenses incurred on a business trip may be deducted from taxes. This includes meals while traveling and meals during meetings with clients or contractors.

Transportation Expenses

Deducting business travel expenses incurred while on a business trip may also be claimed.

This includes flights, train tickets, car rentals, gas for personal vehicles used for the business trip, toll fees, parking fees, taxi rides to and from the airport or train station, and more.

Expenses of operating and maintaining a car

Expenses of operating and maintaining a car used for business travel may also be claimed as tax deductions.

This includes fuel, insurance, registration costs, actual costs of repairs, and maintenance fees. Fees paid to hire a chauffeur or driver may also be deducted.

Operating and maintaining house-trailers

Operating and maintaining house trailers for business travel may be eligible for tax deductions, provided that the use of such trailers is considered “ordinary” and “necessary” for your business.

This includes any costs associated with renting or owning a trailer, such as fuel costs, repair and maintenance fees, insurance, and registration charges.

Internet and phone expenses

Internet and phone expenses associated with business travel can also be claimed as tax deductions. This includes the cost of any internet service, such as Wi-Fi or data plans, and phone services, such as roaming charges or international calls.

Any communication devices purchased for business use, such as smartphones and laptops, may also be eligible for tax deductions.

Computer rental fees

Rental fees for computers and other computing devices used during business travel may also be deducted from taxes. This includes any applicable charges for purchasing, leasing, or renting a computer, as well as the related costs of connecting to the Internet and other digital services.

All such expenses must be necessary for the success of the business trip in order to qualify for a tax deduction.

Travel supplies

Travel supplies, such as suitcases and other bags, are also eligible for tax deductions when used for business travel. Any costs associated with keeping the items protected, such as locks and tracking devices, can also be claimed as tax deductions.

Other necessary supplies, such as office equipment or reference materials, may also be eligible for deductions.

Conference fees and events

Conference fees and events related to business travel may also be eligible for tax deductions. This includes fees associated with attending a conference, such as registration, accommodation, and meals.

Any costs related to the organization of business events, such as venue hire and catering, may also be claimed as tax deductions.

Cleaning and laundry expenses

Business travel expenses associated with cleaning and laundry may also be claimed as tax deductions. This includes a portion of the cost of hotel and motel services, such as cleaning fees charged for laundering clothing, as well as any other reasonable expenses related to keeping clean clothes while traveling away from home.

Ineligible Travel Expenses Deductions

When it comes to business expenses and taxes, not all travel expenses are created equal. Some expenses are considered “Ineligible Travel Expenses Deductions” and cannot be claimed as deductions on your income taxes.

Here is a list of common travel expenses that cannot be deducted, with a brief explanation of each:

  • Personal Vacations: Expenses incurred during a personal vacation are not deductible, even if you conduct some business while on the trip. In addition, expenses related to personal pleasure or recreation activities are also not eligible for deductions.
  • Gifts: Gifts purchased for business reasons during travel are not deductible, even if the gifts are intended to benefit the business in some way.
  • Commuting: The cost of commuting between your home and regular place of business is not considered a deductible expense.
  • Meals: Meals consumed while traveling on business can only be partially deducted, with certain limits on the amount.
  • Lodging: The cost of lodging is a deductible expense, but only if it is deemed reasonable and necessary for the business trip.
  • Entertainment: Entertainment expenses, such as tickets to a show or sporting event, are not deductible, even if they are associated with a business trip.

How to Deduct Travel Expenses

To deduct travel expenses from income taxes, the expenses must be considered ordinary and necessary for the operation of the business. This means the expenses must be common and accepted business activities in your industry, and they must be helpful, appropriate, and for business purposes.

In order to claim travel expenses as a deduction, they must be itemized on Form 2106 for employees or Schedule C for self-employed individuals.

How much can you deduct for travel expenses?

While on a business trip, the full cost of transportation to your destination, whether it’s by plane, train, or bus, is eligible for deduction.

Similarly, if you rent a car for transportation to and around your destination, the cost of the rental is also deductible. For food expenses incurred during a business trip, only 50% of the cost is eligible for a write-off.

How do you prove your tax deductions for travel expenses?

To prove your tax deductions for travel expenses, you should maintain accurate records such as receipts, invoices, and any other supporting documentation that shows the amount and purpose of the expenses.

Some of the documentation you may need to provide include receipts for transportation, lodging, and meals, a detailed itinerary or schedule of the trip, an explanation of the bona fide business purpose of the trip, or proof of payment for all expenses.

What are the penalties for deducting a disallowed business expense?

Deducting a disallowed business expense can result in accuracy-related penalties of 20% of the underpayment, interest charges, re-assessment of the tax return, and in severe cases, fines and imprisonment for tax fraud. To avoid these penalties, it’s important to understand expense deduction rules and keep accurate records.

Can you deduct travel expenses when you bring family or friends on a business trip?

It is not usually possible to deduct the expenses of taking family or friends on a business trip. However, if these individuals provided value to the company, it may be possible. It’s advisable to speak with an accountant or financial expert before claiming any deductions related to bringing family and friends on a business trip.

Can you deduct business-related expenses incurred while on vacation?

Expenses incurred while on a personal vacation are not deductible, even if some business is conducted during the trip. To be eligible for a deduction, the primary purpose of the trip must be for business and the expenses must be directly related to conducting that business.

Can you claim a travel expenses tax deduction for employees?

Employers can deduct employee travel expenses if they are ordinary, necessary, and adequately documented. The expenses must also be reported as taxable income on the employee’s W-2.

What are the limits on deducting the cost of meals during business travel?

The IRS permits a 50% deduction of meal and hotel expenses for business travelers that are reasonable and not lavish. If no meal expenses are incurred, $5.00 daily can be deducted for incidental expenses. The federal meals and incidental expense per diem rate is what determines the standard meal allowance.

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COMMENTS

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    The season ticket loan is an interest free loan for employees to cover the cost of travelling to and from the workplace via modes such as tram, rail, bus or others. The commuting loan scheme we provide to employers can also be used to cover parking costs too. The loan repayments are paid monthly through the employee's net pay over a set period.

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    A. Give us a call at 866-582-9579 to get a quote or fill out an easy military travel loan application by clicking here. Tell one of our friendly travel account consultants about your trip and get a quote. We guarantee our prices are lower than any military travel loan company out there.

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    Step 2: Establish a written employee loan policy. If you offer a loan to one employee, it's unlikely they'll be the last to ask for one. Having a general policy will help employees understand their financial options and limitations. A formal policy is a good place to clearly designate who has the authority to authorize a loan.

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    the loan has been made on commercial terms by employers who lend to the general public; or. the total of all loans made to an employee does not exceed £10,000 at any time in the tax year. It is important to remember that this is an 'all or nothing' exception. If (however briefly) the loan balance rises above £10,000 at any time in the tax ...

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    The Personal Loan offering is available to employees of PSUs and select private companies. What is the tenure for a Personal Loan for travel? A Personal Loan for travel can be availed of for a tenure of anywhere between 12-60 months. What is the interest rate for a travel loan? An interest rate of 10.50% to 20.40% may be applicable on a travel ...

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