Employee Expense Reimbursements: IRS Rules, Accountable Plans, Per Diems & OBBB Updates

Employee expense reimbursements are subject to IRS guidelines and can be disallowed as expenses - and even considered compensation to those employees – if not handled correctly.

Further, if employee expense reimbursements do not meet IRS guidelines, they may be disallowed as expenses and considered compensation to those employees, leaving your organization responsible for the associated payroll taxes - plus any penalties.

This training session will help you to recognize – and accurately report – employee expense reimbursements.

Why Should You Attend?

Employee expense reimbursements that aren't handled accurately can wind up being disallowed as expenses, or even considered as compensation by the IRS. If this happens, your company is on the hook for paying the associated payroll taxes - costing you more money as well as any penalties! You need to make sure your reimbursements are truly considered nontaxable, and that's a real challenge for even seasoned payroll pros. This course covers the rules and requirements for expense reimbursements, as well as best practices for processing expense reimbursements either in payroll or accounts payable, and covers:

IRS expense reimbursement requirements
Your plan must be deemed an "Accountable Plan" by the IRS in order for ANY expense reimbursement to be excluded from payroll taxes. Do you know what makes a plan "accountable?"
So you have a taxable expense reimbursed to employees, what are your options for calculating and reporting those taxes
Are per diems good for your company?
General rules of thumb to keep in mind about all expense reimbursements
Detailed rules for specific types of reimbursement – high on the auditors review list!
Areas where state law can differ from federal law
Employee fraud: what to look for
Case studies: these companies have well thought out plans – did the IRS agree or disagree

Information covered in the presentation:

Accountable versus Non Accountable Plans

General guidelines about non-taxable expenses vs wages
3 elements of an accountable plan - business connection, substantiation and reconciling
Employment tax treatment

The Use of Per Diems

Amounts for Lodging, Meals and Incidentals
Recordkeeping
Sources

Rules of Thumb - General Guidelines from the IRS

Employer vs Employee benefit
In the course of trade or business
Reasonable vs Extravagant
Accounting and Documentation

Specific Types of Expense Reimbursements

Pre-Employment Expenses
Moving expenses
Meals and Entertainment
Uniforms
Automobile Travel
Employee Personal Property

The TC&JA and OBBB

Meals and Eating facility
Moving expenses
Transportation Fringe Benefits

Best Practices for Payroll Managers

A/P and Payroll coordination
Reimbursement policy
State regulations
Identification and Prevention of employee fraud

Case Studies

Who Will Benefit:

HR Managers
Payroll Managers
Budget Personnel
HR and Payroll Compliance Managers
Department Managers
Fringe Benefit and Travel Staff

Why Pioneer Educator Webinars Are Your Best Choice:

Specialized Focus: Our webinars are meticulously crafted to address the specific needs of Industry Professionals.
Interactive Learning: Engage in live discussions, scenario-based exercises, and direct access to industry experts.
Actionable Insights: Receive a toolkit of actionable strategies and resources for immediate implementation.
Community Support: Join a community of Industry Professionals dedicated to continuous improvement and success.

HRCI Credits | SHRM Credits

HRCI : 1.0 | SHRM : 1.0

HRCI Credits: 1.0

SHRM Credits: 1.0

Pioneer Educator is recognized by SHRM to offer Professional Development Credits (PDCs) for the SHRM-CPSM or SHRM-SCPSM. This program is valid for 1.0 PDCs for the SHRM-CPSM or SHRM-SCPSM. For more information about certification or recertification, please portal.shrm.org.

HR Certification Institute’s® (https://www.hrci.org) official seal confirms that Pioneer Educator meets the criteria for pre-approved recertification credit(s) for any of HRCI’s eight credentials, including SPHR® and PHR®.

This Program, has been approved for 1.0 HR (General) recertification credit hours toward aPHR®, aPHRi™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™recertification through HR Certification Institute® (HRCI®).

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