What are Unreimbursed Employee Expenses?

Are you thinking to start your own company or owning a startup is your dream? Are you ready with a list of all the taxes and costs you'll have to deal with right away, such as reimbursed or unreimbursed employee expenses? No? Don’t worry, keep going!

When you start a new company or a startup, you rapidly begin to incur expenses. These expenses may quickly escalate for most rising companies and startups before they can attract investors, especially as they scale.

Many expenses related to the company, such as payroll, office rent, commercial insurance, and marketing expenses, are fortunately tax-deductible. The ability to deduct these expenses helps to offset the costs of beginning and maintaining a business, which improves your cash flow and bottom line.

Anyhow, what do you think about reimbursing employee expenditures? Employees sometimes pay for certain business expenditures out of their own wallets, especially in the early stages of a startup, in the hopes of being reimbursed by the organization.

Even if you're just getting started, it's a good idea to establish a policy on which costs are reimbursable and how to get reimbursement. Also, keep track of these reimbursements since the startup can withdraw these payments from its taxes at the end of the year, amplifying your cash flow still again.

Not every employee expenses, however, are reimbursable. It's important to understand what unreimbursed employee expenses are and how to manage them before deciding how to effectively address these concerns.

What are Unreimbursed Employee Expenses?

Unreimbursed employee expenses are those for which your company has not compensated you or provided you with an allowance.

Employee expenses are classified as usual and essential by the Internal Revenue Service (IRS). Ordinary expenses are those that are usual in your trade, organization, or profession, whereas necessary expenses are those that are important and beneficial to your business. To be considered necessary, an expense does not have to be needed.

A few examples of such expenses are instructors expenses, employment-related legal fees, licences and regulatory fees, professional society dues, private offices used by employers, passport feed for business trips, medical assessments required by employers, toolkits and supplies used at work, work clothes, work-related training, and so on.

Are Unreimbursed Employee Expenses Deductible In 2018?

The Tax Cuts and Job Act (TCJA) removed all additional itemised deductions subject to the 2% of Adjusted Gross Income (AGI) limit between 2018 and 2025, including the exemption for unreimbursed employee expenses. Individual contractors and non-wage earning self-employed persons, such as those filing Schedule C or Schedule F, are not covered by this provision. There are additional exclusions for specific types of work, such as reservists in the Armed Forces, as well as educator fees for a certified educator.

Unreimbursed employee expenses were deductible on Schedule A (Form 1040), line 21, or Schedule A (Form 1040NR), line 7 prior to the changes in tax regulations.

The loss of these exemptions can have a significant financial effect on certain individuals, such as construction labours who write off expensive equipment or salesmen who have to go to customers on a frequent basis without receiving compensation from their employers.

To minimise such losses, it is more crucial than ever for employees to request compensation from their employers for such expenses.

What About The Unreimbursed Employee Expenses in 2020? Are They Deductible?

In 2020, the vast majority of W-2 employees will be unable to deduct unreimbursed employee expenses. With the exception of a few protected categories, the Tax Cut and Jobs Act (TCJA) eliminates unreimbursed employee expenditure deductions.

The TCJA ban lasts until 2026 when all workers will be able to take advantage of various itemised deductions again.

Employee costs that are not repaid do not apply to persons who are not categorised as workers. As a result, independent contractors and other company owners are able to deduct reasonable and necessary business costs.

If you belong to one of the following categories, you can continue to deduct unreimbursed employee expenses:

Reservists in the Armed Forces: People of the reserve component of the military can continue to eliminate unreimbursed expenses.
Eligible performing artists: This is a very specific criterion. A performing artist, such as a musician or actress, must work for at least two companies in a year, earn a certain amount per employer, and have an adjusted gross income that has been stated. Earnings from other sources cannot exceed 10% of a person's total earnings.
State or local government officials who are paid on a fee basis: This is an uncommon occurrence. Those who work for a state government and are compensated in part by fees come into this group. A salaried government employee is unlikely to qualify.
Employees with impairment-related work expenditures: Employees with physical or mental disabilities can deduct work-related expenses. Expenses might include the fee of attendants as well as the equipment required to perform their duties.

Unreimbursed Employee Expenses for Mileage

The mileage deduction is one of the most common tax exemptions. However, in recent years, the IRS has limited the amount of money that may be deducted. As a result, knowing the regulations is beneficial.

The Tax Cuts and Jobs Act (TCJA), which was signed into law in December 2017, changed how Americans can claim deductions on their taxes. Numerous unreimbursed expenses, such as mileage charges, were no longer eligible for itemised deductions, and mileage deductions were further restricted.

For example, workers who are self-employed (not W-2 employees), may claim corporate mileage, mileage linked to commuting to a doctor's visit, and miles incurred while working for a non-profit organisation under the TCJA.

For their 2020 tax returns, self-employed people can receive a 57.5 cent per mile exemption. The amount of the exemption, however, will be reduced to 56 cents per mile for the 2021 tax year. For the 2020 financial year, the deduction for mileage linked to volunteering for a charity is 14 cents per mile; this deduction value remains the same for the 2021 financial year. Finally, for the 2020 financial year, the deduction for travelling to doctor's appointments is 17 cents per mile and 16 cents per mile for the 2021 tax year.

Note that the mileage deduction for miles associated with doctor's appointments and treatments is only available if both your relevant mileage and hospital bills total more than 7.5 per cent of your adjusted gross income. If you don't meet this criterion, you won't be able to claim the mileage deduction for medical expenses. There is no limit for charitable work or corporate miles.

How Unreimbursed Employee Expenses Deductions were Treated Before and After TCJA?

Beginning January 1, 2018, the TCJA changed the tax deductions of all unreimbursed employee expenses, similar to the mileage deduction. Following are the details of how the unreimbursed employee expense deductions were treated before and after TCJA.

Deduction Taken Before TCJA

Workers and self-employed persons may deduct any unreimbursed work-related costs that comprised more than 2% of their adjusted gross income prior to the 2018 tax year and the adoption of the TCJA. If a worker or self-employed person matched this criterion, they may itemise these deductions on their tax returns.

These unreimbursed employee expenses did not seem to be mandated by the employer prior to 2018, but they had to be customary and acceptable for the job or business.

Before the 2018 tax year, workers and self-employed persons had to file Form 2106 with their tax returns to account for these unreimbursed costs, which identified each unreimbursed work-related item eligible for a deduction.

Deduction Taken After TCJA

Between the fiscal years 2018 and 2025, any unreimbursed employee expenses totalling at least 2% of a taxpayer's adjusted gross income are no longer be allowed, according to the enactment of the Tax Cuts and Jobs Act (TCJA) in December 2017.

As a result, most W-2 workers may no longer claim unreimbursed employee expenses on their tax filings as a result of the TCJA. Armed Forces reservists, certified performing artists (notice that this group is tightly defined), service charge state or local government authorities, and workers with impairment-related job expenditures are among the few protected categories that can still make use of this deduction. IRS Publication 529 delves into each of these topics in depth.

These individuals will still be required to file a Form 2106 with their tax returns, detailing each unreimbursed work-related expense that qualifies for a deduction.

Self-employed people should keep in mind that they can continue to deduct reasonable and necessary business costs to balance their self-employment earnings. These deductible costs must be reported on Schedule C (Profit or Loss from Sole Proprietorship Business) or Schedule F (Profit or Loss from Farming) of Form 1040 for these taxpayers.

Unless the government agrees to prolong the tax law's application, all miscellaneous itemised deductions, including unreimbursed employee expense, will be reinstated for all workers for the 2026 tax year.

Finally, you should have contact with an expert accountant in your state before filing your taxes, since you may be eligible to deduct some work-related costs on your state income tax return.

What Comes Under Unreimbursed Employee Expenses?

Unreimbursed employee expenses are those that an employee pays for on the job. Daily travelling expenditures are specifically excluded by the IRS, while most other expenses are included.

Instructor/ Educator Expenses

Among the few unreimbursed employee expenses that businesses may still deduct from their taxes is educator expenses. A valid unreimbursed expense can be deducted by a teacher, instructor, counsellor, administrator, or assistant who teaches any level from kindergarten through 12th grade.

Books, materials, computer equipment, software, and training programmes are all eligible costs.

Business Tours

Prolonged work trips do qualify as an unreimbursed employee expense, although daily transportation expenses do not.

When your company doesn't give mileage reimbursement, a per-diem fee, or reimbursement of exact expenditures, client site visits and accommodation stays for extended business trips qualify as unreimbursed employee expenses. Parking costs, tolls, and bus and rail trips are all considered business travel expenses.

Meals that were part of a business trip or required for a business function, such as a client meeting, qualify. Unreimbursed meal expenditures, on the other hand, can only be deducted 50%.

Equipment and Supplies

Your equipment and supplies may be considered unreimbursed employee expenses if they are utilised for crucial work.

Professional Institution Dues

Many companies provide reimbursement to employees who join professional groups or unions. Your dues constitute the unreimbursed employee expense if your employer does not pay or reimburse you for being a member of the local society for your industry.

Uniforms & Work Attires

Unreimbursed employee expenses include protective gear and uniforms required for work. Steel-toe shoes and safety glasses are not considered unreimbursed employee costs, although beautiful suits and exquisite leather shoes are.

According to the IRS, performing artists can deduct the expense of their self-funded outfits if the attire is "not fit for everyday use." It's unclear where the line between appropriate and inappropriate for everyday wear is drawn, but you could always add a few more sparkles to that jacket just in case.

How to Get Deduction on Unreimbursed Employee Expenses?

Members of the qualifying groups should submit Form 2106 with their personal tax returns to claim unreimbursed business expenses. The extent to which you can deduct your expenses is determined on your employee category and the type of your expenses. Before submitting Form 2106 to the IRS, seek advice from a tax professional.

You must fill out the form with the entire amount of business costs you spent out of pocket, including any reimbursements from your company. Even if your company repaid you, it's crucial to maintain your receipts.

Can a Business Deduct Reimbursed Expense?

Employees in any size business should make sure they aren't using their personal money to keep the firm afloat. You can deduct reimbursements to staff for costs incurred on your behalf from your business taxes, decreasing your taxable income.

Final Thoughts

When a company is in its initial phase or whether it’s a startup, there are various expenses that are bored by the employees. They think they will get a reimbursement for all those expenses. Keeping this in mind, the government and the tax department have made certain provisions that have been discussed in this article.

There are some expenses that can be reimbursed and some may not. Unreimbursed employee expenses are those for which your company has not compensated you or provided you with an allowance. Before claiming these expenses, always consider talking to a tax professional for a better understanding.