OFFICE (CONTINUED)
• Ink cartridges
• Software
• Office machines
• Online subscriptions
• Education: Seminars
• Business related books
(audiobooks, DVD’s)
• Postage
• Shipping charges
• PO Box
• Printing
(business cards, invoices. Letterhead etc.)
PHYSICALS
USE THIS CATEGORY FOR ANY BUSINESS MEDICAL COSTS
NOTE = Do not put personal medical costs here they
are not deductible as a business expense
• DOT Physicals
• Drug tests
• Sleep apnea testing or related costs
• Drug consortium costs
RENT / LEASE
USE THIS CATEGORY FOR ANY RENTAL FEES
Truck rent
Trailer rent
Storage costs
Tool and equipment rental
Office rental
Garage rental
SCALES
USE THIS CATEGORY FOR ANY SCALE FEES
• Scale tickets
• PrePass fees
SUPPLIES
USE THIS CATEGORY FOR ANY MISC STUFF
• Hardware, nuts, bolts, etc
• Building materials
SUPPLIES (CONTINUED)
• Cleaning supplies
• Small tools
• Expendables
TAX / LICENSE
USE THIS CATEGORY FOR ALL BUSINESS TAXES.
NOTE = Do not put in quarterly estimated tax
payments or any other federal income tax payments
(they are not tax deductible)
• Base plate
• HVUT (2290)
• Permits
• Fuel Tax
• CDL fees
• Mileage tax
• Business related Ad Valorem tax
• Oversize/Overweight Permits
TOLLS / PARKING
USE THIS CATEGORY FOR ANY TOLLS
• Toll tickets
• EzPass, PikePass, etc (any toll related services)
• Parking fees
TRAVEL
USE THIS CATEGORY FOR ANY TRAVEL RELATED COSTS
• Hotel / Lodging
• Rental car
• Showers
• Airfare (business related)
• Ferry
• Idleaire / Shorepower
No receipts are required for travel expenses under
$75 each with one exception: lodging. You must
have a receipt for all lodging expenses. This means
that you can keep a written or computer log instead
of receipts for travel expenses under $75, showers,
laundry, coin operate truck washes etc.
UNIFORMS
USE THIS CATEGORY FOR ANY UNIFORM COSTS
• Monogram or logo shirts
• Gloves
• Work boots
• Coveralls
• Rain Gear
• Safety Vest, goggles, hard hat
• Laundry
WAGES
USE THIS CATEGORY FOR PAYROLL
NOTE = This is not for your personal wages, only
wages you pay to someone else
• Drivers
• Office personnel
• Sales people
OTHER NOTES / CLARIFICATION
When Are Entertainment Expenses Deductible?
(you cannot deduct costs of entertaining yourself)
There must be a customer or potential customer
involved.
GENERAL RULE
• You can deduct ordinary and necessary expens-
es to entertain a client, customer, or employee if
the expenses meet the directly-related test or
the associated test.
DEFINITIONS
• Entertainment includes any activity generally
considered to provide entertainment, amuse-
ment, or recreation, and includes meals provid-
ed to a customer or client.
• An ordinary expense is one that is common and
accepted in your trade or business. A necessary
expense is one that is helpful and appropriate.
TESTS TO BE MET
DIRECTLY-RELATED TEST
Entertainment took place in a clear business
setting, or
Main purpose of entertainment was the active
conduct of business, and
You did engage in business with the person
during the entertainment period, and
You had more than a general expectation of
getting income or some other specific business
benefit.
ASSOCIATED TEST
Entertainment is associated with your trade or
business, and
Entertainment is directly before or after a
substantial business discussion.
EXPENSE CHEAT SHEET
ACCOUNTING
USE THIS CATEGORY FOR ANY ACCOUNTING OR
LEGAL EXPENSES
• Tax Prep fees
• Monthly accounting fees
• Accounting or tax software costs
• Payroll processing
• Legal fees related to the business
(not citations or
fines, they are not deductible)
• Attorney fees
• Pre-paid legal
• Contract fees
COMMUNICATION
USE THIS CATEGORY FOR ANY COMMUNICATION COSTS
• Cell Phone
• Office phone
• Satellite radio
• Internet fees
(air card charges, wifi subscriptions)
• Fax charges
• Phone cards
FEES
USE THIS CATEGORY FOR ANY FEES
• ATM fees
• Comcheck fees
• Bank fees
• Money order fees
• Broker fees or commissions
FUEL
USE THIS CATEGORY FOR ANY FUEL RELATED COSTS
• Fuel
• Fuel Additives
INSURANCE
USE THIS CATEGORY FOR ANY INSURANCE COSTS
• Primary liability
• Cargo insurance
• Physical damage insurance
INSURANCE (CONTINUED)
• NTL (non-trucking liability)
• Bobtail insurance.
• Deadhead insurance
• Workers comp
• Work accident
• Health insurance
• Disability insurance
INTEREST
USE THIS CATEGORY FOR ANY BUSINESS RELATED
INTEREST COSTS
• Credit card interest (used for business)
• Equipment loan interest (truck, trailer, apu, etc.)
• Business loan interest
LOADING
USE THIS CATEGORY FOR ANY LUMPER FEES
• Loading
• Unloading
• Dock fees
MAINTENANCE
USE THIS CATEGORY FOR ANY MAINTENANCE OR
REPAIR COSTS
• Repairs
• Maintenance
• Truck washes
• Towing
• Tires
• Oil changes
• Oil analysis
• Parts
• Cost of maintaining guard dog
OFFICE
USE THIS CATEGORY FOR ANY OFFICE EXPENSES
• Office supplies
• Paper
1
OFFICE (CONTINUED)
• Ink cartridges
• Software
• Office machines
• Online subscriptions
• Education: Seminars
• Business related books
(audiobooks, DVD’s)
• Postage
• Shipping charges
• PO Box
• Printing
(business cards, invoices. Letterhead etc.)
PHYSICALS
USE THIS CATEGORY FOR ANY BUSINESS MEDICAL COSTS
NOTE = Do not put personal medical costs here they
are not deductible as a business expense
• DOT Physicals
• Drug tests
• Sleep apnea testing or related costs
• Drug consortium costs
RENT / LEASE
USE THIS CATEGORY FOR ANY RENTAL FEES
Truck rent
Trailer rent
Storage costs
Tool and equipment rental
Office rental
Garage rental
SCALES
USE THIS CATEGORY FOR ANY SCALE FEES
• Scale tickets
• PrePass fees
SUPPLIES
USE THIS CATEGORY FOR ANY MISC STUFF
• Hardware, nuts, bolts, etc
• Building materials
SUPPLIES (CONTINUED)
• Cleaning supplies
• Small tools
• Expendables
TAX / LICENSE
USE THIS CATEGORY FOR ALL BUSINESS TAXES.
NOTE = Do not put in quarterly estimated tax
payments or any other federal income tax payments
(they are not tax deductible)
• Base plate
• HVUT (2290)
• Permits
• Fuel Tax
• CDL fees
• Mileage tax
• Business related Ad Valorem tax
• Oversize/Overweight Permits
TOLLS / PARKING
USE THIS CATEGORY FOR ANY TOLLS
• Toll tickets
• EzPass, PikePass, etc (any toll related services)
• Parking fees
TRAVEL
USE THIS CATEGORY FOR ANY TRAVEL RELATED COSTS
• Hotel / Lodging
• Rental car
• Showers
• Airfare (business related)
• Ferry
• Idleaire / Shorepower
No receipts are required for travel expenses under
$75 each with one exception: lodging. You must
have a receipt for all lodging expenses. This means
that you can keep a written or computer log instead
of receipts for travel expenses under $75, showers,
laundry, coin operate truck washes etc.
UNIFORMS
USE THIS CATEGORY FOR ANY UNIFORM COSTS
• Monogram or logo shirts
• Gloves
• Work boots
• Coveralls
• Rain Gear
• Safety Vest, goggles, hard hat
• Laundry
WAGES
USE THIS CATEGORY FOR PAYROLL
NOTE = This is not for your personal wages, only
wages you pay to someone else
• Drivers
• Office personnel
• Sales people
OTHER NOTES / CLARIFICATION
When Are Entertainment Expenses Deductible?
(you cannot deduct costs of entertaining yourself)
There must be a customer or potential customer
involved.
GENERAL RULE
• You can deduct ordinary and necessary expens-
es to entertain a client, customer, or employee if
the expenses meet the directly-related test or
the associated test.
DEFINITIONS
• Entertainment includes any activity generally
considered to provide entertainment, amuse-
ment, or recreation, and includes meals provid-
ed to a customer or client.
• An ordinary expense is one that is common and
accepted in your trade or business. A necessary
expense is one that is helpful and appropriate.
TESTS TO BE MET
DIRECTLY-RELATED TEST
Entertainment took place in a clear business
setting, or
Main purpose of entertainment was the active
conduct of business, and
You did engage in business with the person
during the entertainment period, and
You had more than a general expectation of
getting income or some other specific business
benefit.
ASSOCIATED TEST
Entertainment is associated with your trade or
business, and
Entertainment is directly before or after a
substantial business discussion.
EXPENSE CHEAT SHEET
ACCOUNTING
USE THIS CATEGORY FOR ANY ACCOUNTING OR
LEGAL EXPENSES
• Tax Prep fees
• Monthly accounting fees
• Accounting or tax software costs
• Payroll processing
• Legal fees related to the business
(not citations or
fines, they are not deductible)
• Attorney fees
• Pre-paid legal
• Contract fees
COMMUNICATION
USE THIS CATEGORY FOR ANY COMMUNICATION COSTS
• Cell Phone
• Office phone
• Satellite radio
• Internet fees
(air card charges, wifi subscriptions)
• Fax charges
• Phone cards
FEES
USE THIS CATEGORY FOR ANY FEES
• ATM fees
• Comcheck fees
• Bank fees
• Money order fees
• Broker fees or commissions
FUEL
USE THIS CATEGORY FOR ANY FUEL RELATED COSTS
• Fuel
• Fuel Additives
INSURANCE
USE THIS CATEGORY FOR ANY INSURANCE COSTS
• Primary liability
• Cargo insurance
• Physical damage insurance
INSURANCE (CONTINUED)
• NTL (non-trucking liability)
• Bobtail insurance.
• Deadhead insurance
• Workers comp
• Work accident
• Health insurance
• Disability insurance
INTEREST
USE THIS CATEGORY FOR ANY BUSINESS RELATED
INTEREST COSTS
• Credit card interest (used for business)
• Equipment loan interest (truck, trailer, apu, etc.)
• Business loan interest
LOADING
USE THIS CATEGORY FOR ANY LUMPER FEES
• Loading
• Unloading
• Dock fees
MAINTENANCE
USE THIS CATEGORY FOR ANY MAINTENANCE OR
REPAIR COSTS
• Repairs
• Maintenance
• Truck washes
• Towing
• Tires
• Oil changes
• Oil analysis
• Parts
• Cost of maintaining guard dog
OFFICE
USE THIS CATEGORY FOR ANY OFFICE EXPENSES
• Office supplies
• Paper
2
EXPENSE CHEAT SHEET
OFFICE (CONTINUED)
• Ink cartridges
• Software
• Office machines
• Online subscriptions
• Education: Seminars
• Business related books
(audiobooks, DVD’s)
• Postage
• Shipping charges
• PO Box
• Printing
(business cards, invoices. Letterhead etc.)
PHYSICALS
USE THIS CATEGORY FOR ANY BUSINESS MEDICAL COSTS
NOTE = Do not put personal medical costs here they
are not deductible as a business expense
• DOT Physicals
• Drug tests
• Sleep apnea testing or related costs
• Drug consortium costs
RENT / LEASE
USE THIS CATEGORY FOR ANY RENTAL FEES
Truck rent
Trailer rent
Storage costs
Tool and equipment rental
Office rental
Garage rental
SCALES
USE THIS CATEGORY FOR ANY SCALE FEES
• Scale tickets
• PrePass fees
SUPPLIES
USE THIS CATEGORY FOR ANY MISC STUFF
• Hardware, nuts, bolts, etc
• Building materials
SUPPLIES (CONTINUED)
• Cleaning supplies
• Small tools
• Expendables
TAX / LICENSE
USE THIS CATEGORY FOR ALL BUSINESS TAXES.
NOTE = Do not put in quarterly estimated tax
payments or any other federal income tax payments
(they are not tax deductible)
• Base plate
• HVUT (2290)
• Permits
• Fuel Tax
• CDL fees
• Mileage tax
• Business related Ad Valorem tax
• Oversize/Overweight Permits
TOLLS / PARKING
USE THIS CATEGORY FOR ANY TOLLS
• Toll tickets
• EzPass, PikePass, etc (any toll related services)
• Parking fees
TRAVEL
USE THIS CATEGORY FOR ANY TRAVEL RELATED COSTS
• Hotel / Lodging
• Rental car
• Showers
• Airfare (business related)
• Ferry
• Idleaire / Shorepower
No receipts are required for travel expenses under
$75 each with one exception: lodging. You must
have a receipt for all lodging expenses. This means
that you can keep a written or computer log instead
of receipts for travel expenses under $75, showers,
laundry, coin operate truck washes etc.
UNIFORMS
USE THIS CATEGORY FOR ANY UNIFORM COSTS
• Monogram or logo shirts
• Gloves
• Work boots
• Coveralls
• Rain Gear
• Safety Vest, goggles, hard hat
• Laundry
WAGES
USE THIS CATEGORY FOR PAYROLL
NOTE = This is not for your personal wages, only
wages you pay to someone else
• Drivers
• Office personnel
• Sales people
OTHER NOTES / CLARIFICATION
When Are Entertainment Expenses Deductible?
(you cannot deduct costs of entertaining yourself)
There must be a customer or potential customer
involved.
GENERAL RULE
• You can deduct ordinary and necessary expens-
es to entertain a client, customer, or employee if
the expenses meet the directly-related test or
the associated test.
DEFINITIONS
• Entertainment includes any activity generally
considered to provide entertainment, amuse-
ment, or recreation, and includes meals provid-
ed to a customer or client.
• An ordinary expense is one that is common and
accepted in your trade or business. A necessary
expense is one that is helpful and appropriate.
TESTS TO BE MET
DIRECTLY-RELATED TEST
Entertainment took place in a clear business
setting, or
Main purpose of entertainment was the active
conduct of business, and
You did engage in business with the person
during the entertainment period, and
You had more than a general expectation of
getting income or some other specific business
benefit.
ASSOCIATED TEST
Entertainment is associated with your trade or
business, and
Entertainment is directly before or after a
substantial business discussion.
ACCOUNTING
USE THIS CATEGORY FOR ANY ACCOUNTING OR
LEGAL EXPENSES
• Tax Prep fees
• Monthly accounting fees
• Accounting or tax software costs
• Payroll processing
• Legal fees related to the business
(not citations or
fines, they are not deductible)
• Attorney fees
• Pre-paid legal
• Contract fees
COMMUNICATION
USE THIS CATEGORY FOR ANY COMMUNICATION COSTS
• Cell Phone
• Office phone
• Satellite radio
• Internet fees
(air card charges, wifi subscriptions)
• Fax charges
• Phone cards
FEES
USE THIS CATEGORY FOR ANY FEES
• ATM fees
• Comcheck fees
• Bank fees
• Money order fees
• Broker fees or commissions
FUEL
USE THIS CATEGORY FOR ANY FUEL RELATED COSTS
• Fuel
• Fuel Additives
INSURANCE
USE THIS CATEGORY FOR ANY INSURANCE COSTS
• Primary liability
• Cargo insurance
• Physical damage insurance
INSURANCE (CONTINUED)
• NTL (non-trucking liability)
• Bobtail insurance.
• Deadhead insurance
• Workers comp
• Work accident
• Health insurance
• Disability insurance
INTEREST
USE THIS CATEGORY FOR ANY BUSINESS RELATED
INTEREST COSTS
• Credit card interest (used for business)
• Equipment loan interest (truck, trailer, apu, etc.)
• Business loan interest
LOADING
USE THIS CATEGORY FOR ANY LUMPER FEES
• Loading
• Unloading
• Dock fees
MAINTENANCE
USE THIS CATEGORY FOR ANY MAINTENANCE OR
REPAIR COSTS
• Repairs
• Maintenance
• Truck washes
• Towing
• Tires
• Oil changes
• Oil analysis
• Parts
• Cost of maintaining guard dog
OFFICE
USE THIS CATEGORY FOR ANY OFFICE EXPENSES
• Office supplies
• Paper
3
