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To begin this guide we ask five questions about car allowances. You may not know the answers unless you are well read on company car allowances or follow our blog. That's okay. As you read this guide keep the quiz questions in mind because the answers are interwoven throughout.

Does your organization employ anyone who travels for work using a personal vehicle? We call them mobile employees. Mobile employees make sales calls, manage accounts, provide training, attend conferences—and more.

These employees should be compensated for the business use of their personal vehicle. Most employers use a set monthly car allowance, a cents-per-mile reimbursement, or some variation on these standard approaches. If your organization pays a cents-per-mile reimbursement or is considering switching to one, check out our definitive guide: Everything You Need to Know about Mileage Reimbursements.

If your organization provides a car allowance, and your priority is to find the optimal rate for your employees, then click the box below to start the process. Otherwise, read on to discover everything employers and managers need to know about car allowances in But the situation is more complicated.

In fact, your car allowance may be costing the company in a variety of ways that are easy to overlook. This guide will help you pinpoint the strengths and weaknesses of different vehicle compensation policies, including your own. A finely-tuned policy can accomplish a range of company goals:.

Fuel is the obvious one, but there are others as well. Several states California, Illinois, Massachusetts, Rhode Island, North Dakota, and South Dakota to name a few have laws governing the reimbursement of mobile employees for work-related expenses.

First, the operational costs. Adding business use to a personal vehicle means both increased fuel consumption and increased wear and tear, with more frequent changes of oil, tires, brake pads, etc. Second, the ownership costs. If the job requires a vehicle, the employer should reimburse property taxes, registration, depreciation, and car insurance.

Complicating the matter, not all employees experience the same costs. Auto insurance premiums are higher in Michigan than in Oklahoma. Gas prices are higher in California than in South Carolina. Some employees travel 1, miles every month while others travel 2, miles. To calculate an appropriate car allowance amount, you need more specific data on geographic variations in driving costs.

First, you need to know whether your car allowance is taxable and whether your company is complying with IRS guidelines. Standard car allowance. A fixed monthly car allowance is considered compensation, and therefore taxable income at both federal and state levels. Before , employees could write off business mileage to offset these taxes, but the recent tax reform has eliminated that deduction until Car allowance with mileage substantiation. A company can avoid taxation by tracking the business mileage of its employees.

The employee then receives the lesser of the car allowance amount and the mileage rate multiplied by the mileage. Car allowance plus fuel card or fuel reimbursement. In addition to a fixed allowance, the company can supply a credit card used only to purchase gas or reimburses receipts for gas expenditures.

Not only is the car allowance a taxable benefit, but so is any portion of the fuel expenditure that cannot be demonstrated as business use. The company must charge back the employee for any personal gas use to avoid taxation. Mileage reimbursement. As long as this business mileage rate does not exceed the IRS standard business mileage rate, the reimbursement remains non-taxable.

Car allowance with mileage reimbursement. In this case the company pays a fixed monthly amount plus a mileage reimbursement. The monthly car allowance is taxable but not the mileage reimbursement, as long as the mileage rate does not exceed the IRS rate. Fixed and variable rate car allowance FAVR. This non-taxable approach combines a fix monthly allowance with a variable mileage rate. FAVR was designed as a corporate tax tool to reimburse employees both tax free and more accurately than a standard car allowance or mileage rate.

Originally, car allowances served as a catch-all to cover car expenses and a way to increase compensation without actually negotiating the salary. When fewer jobs involved travel using a personal vehicle, this system worked fine. But with cars increasingly becoming a de facto "office," the standard car allowance has not kept up with expense needs.

Under-reimbursement has become a problem, intensified by the elimination of the tax deduction for business mileage. That approach could get prohibitively expensive, and an increase might not even be necessary for a low-mileage driver operating in an inexpensive part of the country. Switching to the IRS business rate can also create challenges.

Mileage reimbursement introduces problems with cost control — employees now can drive more to earn more. At 56 cents per mile for , the IRS rate gets expensive fast. Both a standard car allowance and a mileage rate share one fundamental problem: applying an equal amount or rate to widely unequal expense needs. A company with a variety of employees driving for work cannot address that variety using a standard rate or amount.

Disparities will emerge due to varying territory sizes and costs:. Adding variations to these common policy types, such as fuel reimbursement or mileage substantiation, sometimes can help, but they often create new problems. Tax Waste. That amount will decrease further if the car is garaged in a state that levies an income tax. Given the vehicle expenses an allowance should cover — gas, maintenance, depreciation, insurance, etc.

Because the IRS considers a car allowance a taxable benefit and not an expense reimbursement, employees are left playing catch up with their income. Variations in expenses. Two different employees in the same company can have widely different expenses. Gas prices rise and fall, territory sizes differ, and geographically-sensitive expenses can vary widely.

Paying everyone the same amount can create fairness problems, shortchange some employees, and lead to undesirable employee behavior, such as curtailing business trips to save money.

Lack of precision. The mBurse Auto Allowance Survey revealed that only a quarter of companies calculated their car allowance using vehicle expense data. Until at the earliest, employees cannot deduct unreimbursed business expenses. Previously, employees could track business mileage and deduct the equivalent of the IRS mileage rate, offsetting tax withholding and recouping any gaps between their allowance and their expenses. But the Tax Cut and Jobs Act removed that deduction for tax years As you can see, taking any step to address the shortcomings of car allowances will cost time or money or both.

Most solutions require adding a mileage log as well. Simply switching to a mileage reimbursement like the IRS mileage rate cannot solve the problems of expense variations and lack of precision and adds a new challenge: cost control.

Only a fixed and variable rate car allowance can eliminate tax waste while solving these problems. If you fail to sufficiently reimburse all employees, you open the door to labor code lawsuits and to employees taking risky measures to cut costs.

For example, an employee might reduce insurance coverage. Under-reimbursed employees may also recoup lost income by reducing the amount of driving they do.

Reduced travel can mean fewer face-to-face meetings with clients and potential clients. Over time, less driving may compromise sales productivity and client relations. Some employees will simply leave the company if they cannot obtain equitable reimbursement. Check your attrition rates. Similarly, if prospective employees project insufficient reimbursement, they may not seek or accept a job at your company.

The tax reform has made paying a fair car allowance in a necessity. The changes in tax deduction rules place pressure on states to tighten vehicle reimbursement rules, and company car allowances face higher levels of scrutiny. As we've already established, under the Tax Cut and Jobs Act TCJA , employees cannot write off unreimbursed business expenses during the tax years.

This change poses a problem for companies with employees in employee-friendly states like California and Massachusetts that have reimbursement indemnification labor codes. These laws prohibit companies from passing business expenses to employees. Illinois just passed a similar law effective January , and other states may follow suit in the wake of the tax reform. Moderate-to-high-mileage drivers who receive a standard car allowance have been particularly impacted.

A comparison of and tax deductions shows why:. Driver 1 received an enormous benefit under the old tax code. Driver 2 received a lesser benefit under the old tax code with fewer miles driven and an allowance that came closer to actual expenses. But it was a significant benefit nonetheless that will not exist until at least In the wake of the lost tax deduction, mobile employees are seeking recourse.

While some may drive less or look for new employment, others may take legal action under state labor laws. Class action lawsuits in employee-friendly states are now more likely. Increased numbers of employees seeking full reimbursement from their employers may increase the number of states that indemnify employees from company expenses. Illinois is just the beginning.


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  1. Mogue

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  2. JoJogore

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  3. Holmes

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