Bob Parrish C PA. P.C.

 

Recordkeeping: "MUST I Do This?"

    Return to previous page

 

Telephone — 
FL 941/387-0926
TX 915/367-3465

Fax— 
FL 941/387-0823
TX 915/367-3465

Email: pro1040@home.com On the Web: www.pro1040.com

Consultant & CPA For
Taxpayer Advocate Individuals
Shareholders
Partners
LLC Members
Beneficiaries
Trustees & Estate
Administrators
Sole Proprietors
Mgt. Consulting
Accounting


Simply to Help —Helping You
To Keep More Of What You
Earn and Helping You To
Protect What You Keep

  - Help To Keep Your Life In Balance



 

Warning   

CLICK AN IMAGE OR READ

       

 

Question or Topic

Is it really that important to keep those stupid logbooks on my car use, my computer use, meals, entertainment, travel and other events?  I already have too much paperwork to make and store and this is not what my customers  pay me to do.

 

The Answer

Yes it Is !

There will be some relief from the paperwork as you may be able to use some of the records you are already producing.  The absolute worst omission is to completely ignore the rules and not make any attempt.  The following is a Tax Court Memorandum that explains the authority of the Executive Branch and Judicial Branch over you.  If you want to control your own destiny, then I can assist you and you can look at the suggestions in the "Solutions Section" of this page.

Bishop v. Commissioner, T.C. Memo. 2001-82


                          UNITED STATES TAX COURT
 
   RANDALL AND LYNN BISHOP, Petitioners v. COMMISSIONER OF INTERNAL
     REVENUE, Respondent
 
   Docket No. 14129-98.                            Filed April 4, 2001.
 
 
   P husband (H) carried on a financial planning business on behalf of
individual clients. R disallowed various deductions claimed by H during
1994 on Schedule C filed with Ps' 1994 return and also determined that Ps
were subject to the sec. 6662, I.R.C., accuracy-related penalty.
 
   1. Held: R's disallowance of various Schedule C deductions is sustained
in substantial part.
 
   2. Held, further, no portion of R's deduction disallowance may be
treated as a disallowance of Schedule A itemized deductions rather than of
Schedule C deductions.
 
   3. Held, further, R's penalty against Ps for the whole of petitioners'
underpayment of tax for the taxable year is sustained under sec. 6662,
I.R.C.
 
 
   Michael G. Moore, for petitioners.
 
   Nancy L. Spitz, for respondent.
 
 
MEMORANDUM OPINION
 
   HALPERN, Judge: By notice of deficiency dated May 13, 1998 (the
notice), respondent determined a deficiency in petitioners' Federal income
tax for 1994 in the amount of $58,632 and an accuracy-related penalty in
the amount of $11,726.40. Petitioners have conceded certain of
respondent's adjustments giving rise to that deficiency. The issues
remaining for decision are (1) certain adjustments by respondent to
deductions claimed by petitioners for depreciation, office expenses,
rental expenses, and expenses for meals and entertainment, (2) certain
ancillary consequences of respondent's adjustments, and (3) petitioners'
liability for the accuracy-related penalty. <<ENDNOTE 1>>
 
   Some facts have been stipulated and are so found. The stipulation of
facts, with accompanying exhibits, is incorporated herein by this
reference. We need find few facts in addition to those stipulated and
shall not, therefore, separately set forth our findings of fact. We shall
make additional findings of fact as we proceed. Petitioners bear the
burden of proof. See Rule 142(a).
 
   Unless otherwise indicated, all section references are to the Internal
Revenue Code in effect for the year at issue, and all Rule references are
to the Tax Court Rules of Practice and Procedure.
 
 
BACKGROUND
 
   Hereinafter, petitioners Randall and Lynn Bishop will be referred to as
the Bishops or, individually, as Randall and Lynn.
 
   At the time of the petition, the Bishops resided in Bonita Springs,
Florida.
 
   During 1994, the Bishops resided in Burlingame, California. Until July
8, 1994, Randall was employed as a financial planner by Wells Fargo Bank
in San Francisco, California, and, during 1994, Lynn was employed as a
flight attendant. During 1994, Randall also carried on a financial
planning business (the financial planning business) separate from his
employment by Wells Fargo Bank. Customers of the financial planning
business came from referrals to Randall or from seminars conducted by
Randall.  The Bishops made a joint return of income for 1994, filing a
U.S. Individual Income Tax Return, Form 1040 (the Form 1040), which
included, among other schedules, a Schedule A, Itemized Deductions (the
Schedule A), and a Schedule C, Profit or Loss From Business (Sole
Proprietorship) (the Schedule C). Petitioners reported the results of the
financial planning business on the Schedule C. Petitioners computed the
taxable income of the financial planning business under the cash receipts
and disbursements method of accounting. The Schedule C reports gross
receipts of $424,497 and net profit of $203,020.
 
   In part, respondent's determination of a deficiency in tax results from
the following adjustments (disallowances) of deductions claimed on the
Schedule C:
 
   Depreciation            $34,726
   Meals & entertainment    40,000
   Office expenses          24,091
   Rental expenses          18,247
   Travel                   17,584
   Seminars                 15,260
   Presentations            12,675
 
 
   On brief, petitioners concede the following: (1) the correctness of
respondent's disallowance of any deduction for travel, (2) the correctness
of a portion of respondent's disallowance of a deduction for depreciation,
(3) the correctness of a portion of respondent's disallowance of a
deduction for office expenses, (4) that the amounts claimed for "seminars"
and "presentations" are amounts paid for meals and entertainment, which
are subject to the 50-percent disallowance rule of section 274(n), and (5)
the correctness of a portion of respondent's disallowance of a deduction
for meals and entertainment (including the amounts claimed for "seminars"
and "presentations").
 
   We accept all of petitioners' concessions. After concessions, the
deductions still in issue are as follows:
 
   Depreciation              $13,232
   Office expenses             8,762
   Rental expenses            23,170
   Meals and entertainment     8,719
 
 
DISCUSSION
 
   I. DEDUCTIONS
 
   A. Introduction
 
   We must determine petitioners' entitlement to the deductions still in
issue for depreciation, office expenses, rental expenses, and meals and
entertainment. Because petitioners' principal challenge is substantiating
their entitlement to those deductions, we first set forth the pertinent
parts of section 274(d), which sets forth requirements for substantiating
certain deductions:
 
        SEC. 274(d) Substantiation Required.--No deduction or credit shall
     be allowed--
 
             (1) under section 162 or 212 for any traveling expense
          (including meals and lodging while away from home),
 
             (2) for any item with respect to an activity which is of a
          type generally considered to constitute entertainment,
          amusement, or recreation, or with respect to a facility used in
          connection with such an activity,
 
          *   *   *
 
             (4) with respect to any listed property (as defined in
          section 280F(d)(4)),
 
     unless the taxpayer substantiates by adequate records or by
     sufficient evidence corroborating the taxpayer's own statement (A)
     the amount of such expense or other item, (B) the time and place of
     the travel, entertainment, amusement, recreation, or use of the
     facility or property, or the date and description of the gift, (C)
     the business purpose of the expense or other item, and (D) the
     business relationship to the taxpayer of persons entertained, using
     the facility or property, or receiving the gift. * * *
 
   Section 280F(d)(4) includes, among the definitions of "listed
property", "any computer or peripheral equipment".
 
   At the conclusion of the trial in this case, the Court, recognizing
that substantiation was petitioners' principal challenge, ordered the
parties to develop a form of schedule, to be filled in by petitioners,
which would set forth each item still in issue, with appropriate
references to evidence in the record for each element necessary to sustain
a deduction. The parties have complied with that order, and the Court
relies on that schedule (petitioners' substantiation schedule) for
direction to evidence in support of petitioners' claims.
 
 
   B. Depreciation
 
   The depreciation deductions here in question are, in actuality,
deductions under section 179, which allows certain taxpayers to treat as
an expense that is not chargeable to capital account the cost of certain
depreciable property. The deduction under section 179 is allowed for the
taxable year in which the depreciable property is placed in service. The
property here in question consists of a computer, certain elements of
computer memory for that computer and for other computers, and a flatbed
computer scanner (the computer equipment) described by petitioners on a
Form 4562, Depreciation and Amortization (Including Information on Listed
Property), appurtenant to the Schedule C. The computer equipment is listed
property, within the meaning of section 274(d)(4). See, e.g., Dugan v.
Commissioner, T.C. Memo. 1996-155. <<ENDNOTE 2>> Therefore, petitioners
must satisfy the substantiation requirements of section 274(d). The
elements to be proved with respect to listed property are set forth in
sec. 1.274-5T(b)(6), Temporary Income Tax Regs., 50 Fed. Reg. 46016 (Nov.
6, 1985). Those elements include the amount of "business/investment" use
based on an allocation of the time the computer equipment is used.
Petitioners have failed to offer either adequate records or any evidence
substantiating Randall's own statements with respect to such use. See sec.
1.274-5T(c), Temporary Income Tax Regs., 50 Fed. Reg. 46016 (Nov. 6,
1985). Petitioners have, therefore, failed to satisfy section 274(d) and,
as a result, may claim no deduction under section 179 for the computer
equipment. See Dugan v. Commissioner, supra ("Given that petitioner has
failed to demonstrate the business purpose for the computer expense in
accordance with section 274(d), the [section 179] deduction is
disallowed.").
 
 
   C. Office Expenses
 
   Petitioners claim a deduction for office expenses in the amount of
$8,762.
 
   Section 162(a) allows as a deduction "all the ordinary and necessary
expenses paid or incurred during the taxable year in carrying on any trade
or business". Office expenses of the type claimed by petitioner, e.g.,
postage, if paid or incurred during the taxable year in carrying on any
trade or business, can qualify as deductible section 162(a) expenses. See
sec. 1.162-1(a), Income Tax Regs. The adequate-records-or-sufficient-
corroborating-evidence standard of section 274(d) is not specifically
applicable to such expenses. Nevertheless, a taxpayer is required by
section 6001 to keep records and to substantiate the amounts giving rise
to claimed deductions, and, if he does not, respondent cannot be
considered arbitrary or unreasonable in denying the deductions. Roberts v.
Commissioner, 62 T.C. 834, 836-837 (1974); Cook v. Commissioner, T.C.
Memo. 1991-590 (citing Hradesky v. Commissioner, 65 T.C. 87, 90 (1975),
affd. per curiam 540 F.2d 821 (5th Cir. 1976)); see sec. 1.6001-1(a),
Income Tax Regs.
 
   Randall did not keep a regular set of books reflecting the income and
expenses associated with his financial planning business. To substantiate
the office expenses and meals and entertainment here in issue, petitioners
refer us to (1) various entries in a diary, Randall's "daily planner", (2)
his NationsBank VISA card summary statement for 1994, and (3) various
receipts relating to meals and entertainment expenses and office expenses.
We must decide whether and to what extent that evidence is adequate to
substantiate the business expense deductions that remain in issue.
 
   With respect to the items of office expense set out on petitioners'
substantiation schedule, with four exceptions, petitioners' evidence fails
to satisfy one or more of the elements necessary to establish
deductibility as ordinary and necessary business expenses under section
162. For example, a number of items are listed in Randall's daily planner,
indicating a business purpose, but do not appear in the NationsBank VISA
card summary or relate to one of the receipts in evidence. In other words,
there is no proof of payment. For other items, there is proof of payment,
but the items are not listed in the daily planner resulting in a failure
to establish a relationship to Randall's business.
 
   Based on petitioners' substantiation schedule, we find that petitioners
are entitled to a deduction for office expenses in the sum of $2,429.05.
 
 
   D. Rental Expenses
 
   Section 162(a)(3) allows a deduction for rentals paid for the use of
property in a trade or business.
 
   On the Schedule C, petitioners claimed a deduction for rentals in the
amount of $18,247. In the petition, they assigned error to respondent's
disallowance of that amount. On brief, petitioners claim a deduction for
rentals in the amount of $23,170. Petitioners have not moved to amend the
petition to assert an overpayment in tax. Nonetheless, since respondent
has not objected to the increased claim for a rental deduction on the
ground that petitioners failed to plead an overpayment, we assume that
such overpayment issue was tried by consent of the parties. See Rule
41(b)(1). In any event, we allow no deduction for rental payments. The
rental expense in question is claimed by petitioners to represent the
rental costs of rooms in which Randall held financial planning seminars to
educate and attract new clients.
 
   Petitioners' substantiation schedule directs us to entries in Randall's
daily planner as substantiation for the entire $23,170 of alleged rental
expense. Randall testified that he conducted seminars as a way of
attracting new clients. Typically, the daily planner entry includes a
dollar amount allegedly representing the cost of renting the room in which
the seminar was held. Petitioners have furnished no evidence that any of
those alleged rental costs were in fact incurred: No canceled checks, no
receipts, no inclusion in the NationsBank VISA card summary. We find that,
having offered no evidence of actual payment, petitioners have failed to
sustain their burden of establishing that they are entitled to a rental
expense deduction. See Hyde v. Commissioner, T.C. Memo. 1992-419 ("This
Court is not bound to accept the unverified, undocumented testimony of
petitioner"), affd. without published opinion 9 F.3d 112 (7th Cir. 1993).
By not offering independent evidence that the seminars even took place
(e.g., brochures, attendance lists, or the testimony of one or more
attendees), petitioners have failed even to furnish a basis for the Court
to estimate, under the authority of Cohan v. Commissioner, 39 F.2d 540 (2d
Cir. 1930), the amount allowable as rental expense. As we stated in Hyde
v. Commissioner, supra:
 
     However, in order to make an estimation, 'there [must] be sufficient
     evidence to satisfy the trier that at least the amount allowed in the
     estimate was in fact spent or incurred for the stated purpose'.
     Williams v. United States, 245 F.2d 559, 560 (5th Cir. 1957). Until
     the trier has that assurance from the record, relief to the taxpayer
     would be "unguided largesse". Id.
 
   Petitioners have failed to establish that they are entitled to any
deduction for rental expense.
 
 
   E. Meals and Entertainment
 
   Petitioners claim a deduction under section 162(a) for meals and
entertainment in the amount of $8,719 ($17,438 before taking into account
the 50-percent reduction in the deductibility of such expenses provided
for by section 274(n)(1)). <<ENDNOTE 3>>
 
   The substantiation requirements of section 274(d) apply to
entertainment activities. Section 274(a)(1)(A) places additional
restrictions on the deduction of expenses with respect to entertainment
activities. Section 1.274-5T, Temporary Income Tax Regs., 50 Fed. Reg.
46014 (Nov. 6, 1985), contains the substantiation requirements for
deductible, business-related entertainment, including meals with customers
or clients. <<ENDNOTE 4>> The applicable requirements, contained in
paragraph (b) of section 1.274-5T, Temporary Income Tax Regs.
(substantiation of amount, time, place, business purpose, and business
relationship), are satisfied by the Exhibit B1 and B2 formats.
 
   Petitioners' substantiation schedule separately lists  (1) expenditures
totaling $13,051.56, for restaurant meals with clients, potential clients,
and persons referring potential clients (restaurant meal expenses), and
(2) expenditures totaling $4,386.66 for meals and entertainment where, in
petitioners' words, "there may have been 'major distractions not conducive
to business discussion', i.e., sporting events, shows, etc." (other
entertainment expenses).
 
   For most, but not all, of the restaurant meal expenses, petitioners
have set forth the business purpose of the meal, and they have attempted
to substantiate the claimed business purpose by referring to the
appropriate entry in Randall's daily planner. In most, but not all, cases,
the actual expenditure of funds has been substantiated by reference either
or both to Randall's NationsBank VISA card summary for 1994 or his
restaurant receipts for that year. Unless there is (1) a clearly stated
business purpose for a restaurant meal expense, (2) the item is included
in Randall's daily planner, thereby supporting the claimed business
purpose, and (3) the expenditure is verified by the NationsBank summary or
by a restaurant receipt, an essential element of substantiation is
lacking, and we sustain respondent's disallowance of a deduction for that
item.
 
   In reviewing petitioners' substantiation schedule to determine the
adequacy of the alleged substantiation, we note that "business purpose" is
often referred to in cryptic terms, e.g., "open", "close", "partial",
"A.L. T.D.A.", "LNL", "RLTY", etc. In some cases, we have been able to
decipher the meaning of the term from Randall's testimony, and, in some
cases, we have not. We are not required to speculate as to the nature of
the business purpose of any expenditure. See Lingham v. Commissioner, T.C.
Memo. 1977-152. The fact that Randall may have been dining with a client
"is not conclusive of the business character of the meals, for at least
some of these people may also have been personal friends of * * *
[Randall]". Sanford v. Commissioner, 50 T.C. 823, 827 (1968), affd. per
curiam 412 F.2d 201 (2d Cir. 1969). Therefore, where the business purpose
of a meal with a client is not readily discernable from the record, we
find the expense to be nondeductible.
 
   Applying the foregoing criteria to the restaurant meal expenses, we
find that petitioners have provided adequate substantiation of restaurant
meals costing a total of $6,411.28.
 
   There are six items set forth as other entertainment expenses. Of the
six items, three are not referred to in Randall's daily planner. Thus,
there is no corroboration of the stated business purpose. Most
importantly, for none of the items is there any indication that some
"business discussion or activity" was associated with the entertainment.
See sec. 274(a)(1)(A), (d); and sec. 1.274-5T(b)(3)(iv) and (b)(4)(iii),
Temporary Income Tax Regs., supra. Therefore, we find that petitioners are
entitled to no deduction for any of the other entertainment expenses.
 
 
   II. SCHEDULE A VERSUS SCHEDULE C DEDUCTION DISALLOWANCE
 
   All of respondent's proposed adjustments decrease expenses claimed on
the Schedule C and, correspondingly, increase petitioners' adjusted gross
income for 1994. Petitioners claim that, based upon "guidelines set out in
audits of prior years", they treated a portion of the expenses listed on
the Schedule C as Schedule A itemized deductions on the premise that the
expenses were associated with Randall's wages from Wells Fargo Bank rather
than with his own financial planning business. In fact, an attachment to
line 46 of the Schedule C lists "other expenses", totaling $76,180, and
reduces the total by $39,084 which, instead, is deducted on line 20 of the
Schedule A as unreimbursed employee expenses. Petitioners argue that,
because a portion of the expenses listed on the Schedule C was, in effect,
not taken on the Schedule C but taken, instead, on the Schedule A, a
portion of the disallowance of those deductions should, likewise, be a
disallowance of the itemized deductions reflected on line 20 of the
Schedule A. <<ENDNOTE 5>> Respondent argues that there is nothing in the
record to support petitioners' position and, moreover, there is no
authority that supports such treatment.
 
   We agree with respondent. There is no indication in the record as to
which of the "Other Expenses" listed on the attachment to line 46 of
Schedule C actually relate to Randall's wages from Wells Fargo Bank or
which expenses petitioners actually intended to transfer from the Schedule
C to the Schedule A. At a minimum, petitioners must show that the
deductions disallowed by respondent were among the expenses transferred to
the Schedule A, which they have not done. We, therefore, reject
petitioners' request to treat any portion of respondent's deduction
disallowance sustained herein as a reduction of petitioners' itemized
deductions on the Schedule A.
 
 
   III. ACCURACY-RELATED PENALTY
 
   Section 6662 provides for an accuracy-related penalty (the accuracy-
related penalty) in the amount of 20 percent of the portion of any
underpayment attributable to, among other things, negligence or
intentional disregard of rules or regulations (without distinction,
negligence), any substantial understatement of income tax, or any
substantial valuation misstatement. Respondent determined the accuracy-
related penalty against petitioner. Although the notice states that
respondent bases his imposition of the section 6662(a) accuracy-related
penalty upon "one or more" of the three grounds listed in section
6662(b)(1)-(3), the issue presented by this case and our resolution
thereof demonstrates that the only possible ground for imposition of the
penalty is section 6662(b)(1), which imposes a penalty in the amount of 20
percent of the portion of the underpayment that is attributable to
"negligence or disregard of rules or regulations". Negligence has been
defined as lack of due care or failure to do what a reasonable and prudent
person would do under like circumstances. See, e.g., Hofstetter v.
Commissioner, 98 T.C. 695, 704 (1992). Section 6664(c)(1) provides that
the accuracy-related penalty shall not be imposed with respect to any
portion of an underpayment if it is shown that the taxpayer acted in good
faith and that there was reasonable cause for the underpayment. The
determination of whether a taxpayer acted in good faith and with
reasonable cause is made on a case-by-case basis, taking into account all
pertinent facts and circumstances. "Circumstances that may indicate
reasonable cause and good faith include an honest misunderstanding of * *
* law that is reasonable in light of all of the facts and circumstances,
including the experience, knowledge, and education of the taxpayer." Sec.
1.6664-4(b)(1), Income Tax Regs.
 
   Petitioners acknowledge their failure to keep adequate records in
support of their claimed deductions for expenditures subject to the
substantiation requirements of section 274(d), e.g., travel and
entertainment expenses (including meals with clients), and they concede
that the accuracy-related penalty applies to any underpayment attributable
to deduction disallowances with respect to such expenditures. They argue,
however, that they made "a good-faith attempt to maintain proper
documentation in accordance with applicable rules and regulations" as
regards the other section 162 expenses, and that the penalty should not
apply to any underpayment attributable to the disallowance of deductions
attributable to those expenses.
 
   We note that petitioners have conceded all or a portion of every
deduction challenged by respondent, not merely the deductions subject to
section 274(d). Moreover, we have found that petitioners' records fail to
sustain a large portion of the deductions remaining in issue. Under those
circumstances, we sustain the negligence penalty for the whole of
petitioners' underpayment of tax.
 
   To reflect the foregoing,
 
                                  Decision will be entered
                                  under Rule 155.
 
<<ENDNOTES>>
 
   1/ The deficiencies also reflect adjustments to petitioners' itemized
deductions, personal exemptions, the credit for self-employment taxes, and
the sec. 164(f) deduction for one-half of self-employment taxes, all of
which derive from the principal adjustment and are not directly disputed
by petitioners.
 
   2/ Petitioners offered no evidence that the computer equipment is
excepted from the definition of listed property because it was used
exclusively at a regular business establishment owned or leased by
Randall, which, with certain exceptions not here relevant, is not, also, a
dwelling unit. See sec. 280F(d)(4)(B). Indeed, confirmation documents with
respect to the purchase of the computer equipment show that it was shipped
to the address appearing on the Form 1040, which we assume to be
petitioners' residence.
 
   3/ The allegedly deductible expenditures are contained in Exhibits B1
and B2 accompanying petitioners' reply brief.
 
   4/ Mistakenly, petitioners cite sec. 1.274-2(f)(2)(i), Income Tax
Regs., which provides a quiet-business-meals exception but which applies
to "[b]usiness meals and similar expenditures paid or incurred before
January 1, 1987".
 
   5/ Although petitioners do not indicate the tax benefit to be derived
from their requested reattribution of a portion of respondent's proposed
deduction disallowances, we surmise that one such benefit is the resulting
reduction in the loss of petitioners' itemized deductions under sec.
68(a)(1) and (b), which, for 1994, equals 3 percent of petitioners'
adjusted gross income in excess of $111,800. By restoring deductions to
Schedule C, petitioners reduce adjusted gross income and, thereby, reduce
their loss of itemized deductions under sec. 68(a)(1) and (b). There is
also an increase in petitioners' total miscellaneous itemized deductions
in excess of 2 percent of adjusted gross income due to the reduction in
that number.

 

 

Solutions are dependent upon facts & circumstances, law and the objectives.  These elements vary from one time to another, from one circumstance to another and from from person or entity to another

Here is a list of documents you already prepare in your business that are useful in proving  the elements of the business activities or use of the equipment (think of the "5 w's" in relationship to the required information 1. What/Amount 2. When/Time-Date 3. Where/Place 4. Why/Business Purpose and Benefit Expected 5. Who/Business Relationship of People and/or business):

  • Delivery tickets

  • Appointment Calendars

  • Sales invoices

  • Lodging receipts

  • Internal Memoranda

  • Paid Bills

You can use a tape recorder to record other information and transcribe the tape(s) at a  later time.

 

 Engagement Status Letter ~ WARNING!

WARNINGS ABOUT THIS SITE'S CONTENT

WARNING!  Privacy Statement  Disclaimer and Warning - From Bob Parrish CPA, P.C.

 


 

 

Bob Parrish
Copyright © 1999,2000,2001  Bob Parrish. All rights reserved.
Revised: February 26, 2007 .

Consulting OnLine © and pro1040 © are the sole property of Bob Parrish.  All rights reserved.

records_necessity.htm