01/01/2022
Happy New Year!
We hope you, your family, and friends enjoyed a joyous holiday season and that all are healthy and happy.
Important Step for January 1st
Business Mileage Documentation Requirement
The law requires that you substantiate your expenses by adequate records or by sufficient evidence to support your own statement.
The first thing you must do to be compliant in substantiating your business miles is to document your starting odometer reading on each of your business vehicles, up to 5 vehicles, on January 1st.
What Constitutes "Documentation"?
Your Mileage Log, i.e. documentation, must be in writing. It can be on paper, an app that runs in the back ground while you driving, or other recording such as a spreadsheet.
However, the mere existence of a Mileage Log is not sufficient if the entries are too generalized or not supported by other corroborating evidence. Other corroborating evidence would be receipts, client details, meeting details, and business purpose.
Contents of a Mileage Log
1. Document the beginning and ending odometer reading of business vehicles used more than 50% for business for up to 5 vehicles.
2. At the start of each trip, write the odometer reading if manually documenting business miles. If using an app, follow the directions provided in the app. Include the business purpose, starting location, and date of trip.
3. At the end of each trip, write the odometer reading if manually documenting business miles. If using an app, follow the directions provided in the app. Include the ending location and name of location or name of clients met with during trip. Subtract the starting odometer reading and ending odometer reading documenting total business miles driven.
Keep any receipts or other supporting documentation in support of business purpose for travel.
Remember - business mileage is a highly audited item. And an item that is often not properly documented and often a denied expense deduction resulting in owing the IRS additional taxes, penalties and interest.
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