Accountable Plan Guide
Introduction
An accountable plan is an IRS-approved method for reimbursing employees for business expenses without the reimbursement being considered taxable income. It helps businesses manage expenses effectively while ensuring compliance with tax regulations. This guide provides an overview of accountable plans and includes a sample accountable plan document and expense report for practical implementation.
What is an Accountable Plan?
An accountable plan is a reimbursement or allowance arrangement that meets the following IRS requirements:
Business Connection: Expenses must have a business purpose and be allowable as deductions.
Substantiation: Employees must substantiate these expenses with receipts, invoices, or other documentation within a reasonable period.
Return of Excess: Employees must return any amounts reimbursed in excess of substantiated expenses within a reasonable period.
Benefits of an Accountable Plan
Tax Efficiency: Reimbursements are not considered taxable income for employees, and the business can deduct the expenses.
Compliance: Helps businesses comply with IRS regulations and avoid penalties.
Transparency: Promotes clear documentation and substantiation of business expenses.
Setting Up an Accountable Plan
To set up an accountable plan, follow these steps:
Create a Written Plan: Draft a document that outlines the terms and conditions of the plan.
Specify Eligible Expenses: Clearly define which expenses are covered, such as travel, meals, lodging, and home office expenses.
Establish Substantiation Procedures: Require employees to submit detailed expense reports with appropriate documentation.
Define a Reasonable Period: Set timeframes for submitting expense reports and returning excess reimbursements.
Communicate the Plan: Ensure all employees are aware of the plan's requirements and procedures.
Sample Accountable Plan Document
Below is a sample accountable plan document that can be customized for your business:
ABC Company Inc. Accountable Plan
Purpose: This accountable plan is established to reimburse employees for business expenses incurred in the performance of their duties.
Scope: This plan applies to all employees of ABC Company Inc.
Requirements:
Business Connection: Expenses must be related to the company's business activities.
Substantiation: Employees must provide receipts, invoices, or other documentation within 60 days of incurring the expense.
Return of Excess: Employees must return any reimbursements exceeding substantiated expenses within 120 days.
Eligible Expenses:
Travel expenses (airfare, lodging, meals, ground transportation)
Business meals and entertainment
Office supplies and equipment
Home office expenses (for eligible employees)
Substantiation Procedures:
Complete the expense report form provided by the company.
Attach original receipts or invoices for each expense.
Provide a detailed description of the business purpose for each expense.
Approval:
Expense reports must be approved by the employee's supervisor and the accounting department.
The CEO or designated officer has the discretion to deny any reimbursement that does not meet the plan's requirements.
Effective Date: This plan is effective as of [Date].
Signatures:
[Chief Executive Officer]
Date
Conclusion
Implementing an accountable plan is a strategic way to manage employee reimbursements while maintaining compliance with IRS regulations. By following the guidelines outlined in this blog, businesses can ensure efficient, tax-compliant reimbursement processes. Customize the provided samples to fit your company's specific needs and communicate the plan effectively to all employees.
Feel free to adjust the sample plan and expense report to better match your company's specific policies and needs.