Things to consider when traveling for business

by | Oct 9, 2023 | Advice, Business, Taxes

In the world of business, travel is often an integral part of success. Whether you’re jet-setting across the globe for international meetings or simply hopping between states for client visits, understanding the intricacies of travel expenses and tax deductions can be a game-changer for your bottom line.

When traveling within the United States, if your trip is entirely business-related, you can deduct all of your travel expenses. If your trip was primarily was business but you extended your stay to include a vacation, or made a personal side trip, you can only deduct business-related expenses. You can include travel expenses to and from the destination and any business-related expenses at your destination.

If your trip is primarily for personal reasons, you can only deduct expenses incurred on the trip that may be business related. For example, say you went on vacation, but you also happened to meet with your business partner who lives in the city you are visiting. Any expenses related to meeting with the business partner are tax-deductible but the rest of the expenses on the trip you took for personal reasons are not.

Traveling outside of the United States requires a bit more analysis, along the lines of whether your travel was entirely for business or considered entirely for business.

If your trip is purely for business purposes, you’re in luck! You can deduct all your travel expenses related to getting to and from your destination. This applies both within and outside the United States. It’s a straightforward approach that rewards your dedication to your profession.

Even if your trip involves a mix of business and non-business activities, you can still qualify for deductions if you meet one of four exceptions:

Exception 1: No Substantial Control

Your trip is deemed entirely for business if you didn’t have substantial control over arranging it. Being an employee who was reimbursed or received a travel expense allowance, and not being related to your employer or a managing executive, falls under this exception. For self-employed individuals, arranging business trips typically falls under their control, so this exception may not apply.

Exception 2: Outside United States for a Week or Less

Your trip can be considered entirely for business if you were outside the United States for a week or less, blending both business and non-business activities. It’s important to note that a week, in this context, means seven consecutive days. The day you leave the United States doesn’t count, but the day you return does.

Exception 3: Less than 25% of Time on Personal Activities

If you spent more than a week outside the United States and less than 25% of your total time abroad was on non-business activities, your trip qualifies as entirely for business. Remember to count both the day your trip began and the day it ended when calculating this percentage.

Exception 4: Vacation Not a Major Consideration

Even if you have substantial control over arranging your trip, it can still be considered entirely for business if you can prove that personal vacation wasn’t a primary motive.

These exceptions empower business travelers to maximize their deductions and optimize their expenses. The key is to keep meticulous records and consult with tax professionals to ensure compliance with tax regulations.

Publication 463 also has examples to help apply these exceptions properly.

Do you travel a lot for business? Contact me with any questions or concerns and I can help you navigate some of the IRS exceptions which can help maximize your tax deductions!