Professional Documents
Culture Documents
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Important Changes
Cents-per-mile rule. The standard mileage rate you can
use under the cents-per-mile rule to value the personal use
of a vehicle you provide to an employee in 2004 is in-
creased to 37.5 cents a mile. See Cents-Per-Mile Rule in
section 3.
Increase in qualified parking exclusion. Beginning Jan-
uary 1, 2004, employers can exclude up to $195 per month
Get forms and other information from an employee’s wages for qualified parking. See Qual-
faster and easier by ified Transportation Benefits in section 2.
Internet • www.irs.gov or FTP • ftp.irs.gov
FAX • 703–368–9694 (from your fax machine) Introduction
This publication supplements Circular E (Pub. 15),
Employer’s Tax Guide, and Publication 15-A, Employer’s
Supplemental Tax Guide. It contains specialized and de-
www.irs.gov/efile tailed information on the employment tax treatment of
fringe benefits.
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Comments and suggestions. We welcome your com- and report the employment taxes. These rules are dis-
ments about this publication and your suggestions for cussed in section 4.
future editions. You can email us while visiting our website If the recipient of a taxable fringe benefit is not your
at www.irs.gov. You can write to us at the following employee, the benefit is not subject to employment taxes.
address: However, you may have to report the benefit on one of the
Internal Revenue Service following information returns.
TE/GE and Specialty Forms and Publications Branch
SE:W:CAR:MP:T:T If the recipient
1111 Constitution Ave. NW receives the benefit as: Use:
Washington, DC 20224 An independent contractor Form 1099-MISC
We respond to many letters by telephone. It would be A partner Schedule K-1 (Form
helpful if you would include your daytime phone number, 1065)
including the area code, in your correspondence.
An S corporation shareholder Schedule K-1 (Form
1120S)
1. Fringe Benefit Overview For more information, see the instructions for the forms
listed above.
A fringe benefit is a form of pay for the performance of
services. For example, you provide an employee with a
fringe benefit when you allow the employee to use a Cafeteria Plans
business vehicle to commute to and from work.
A cafeteria plan, including a flexible spending arrange-
Performance of services. A person who performs serv- ment, is a written plan that allows your employees to
ices for you does not have to be your employee. A person choose between receiving cash or taxable benefits instead
may perform services for you as an independent contrac- of certain qualified benefits for which the law provides an
tor, partner, or director. Also, for fringe benefit purposes, exclusion from wages. If an employee chooses to receive a
treat a person who agrees not to perform services (such as qualified benefit under the plan, the fact that the employee
under a covenant not to compete) as performing services. could have received cash or a taxable benefit instead will
not make the qualified benefit taxable.
Provider of benefit. You are the provider of a fringe Generally, a cafeteria plan does not include any plan
benefit if it is provided for services performed for you. You that offers a benefit that defers pay. However, a cafeteria
may be the provider of the benefit even if it was actually plan can include a qualified 401(k) plan as a benefit. Also,
furnished by another person. You are the provider of a certain life insurance plans maintained by educational in-
fringe benefit your client or customer provides to your stitutions can be offered as a benefit even though they
employee for services the employee performs for you. defer pay.
Recipient of benefit. The person who performs services
for you is the recipient of a fringe benefit provided for those Qualified benefits. Qualified benefits include the follow-
services. That person may be the recipient even if the ing benefits discussed in section 2.
benefit is provided to someone who did not perform serv- • Accident and health benefits (but not medical sav-
ices for you. For example, your employee may be the ings accounts or long-term care insurance).
recipient of a fringe benefit you provide to a member of the
employee’s family. • Adoption assistance.
• Dependent care assistance.
Are Fringe Benefits Taxable? • Group-term life insurance coverage (including costs
that cannot be excluded from wages).
Any fringe benefit you provide is taxable and must be
included in the recipient’s pay unless the law specifically
excludes it. Section 2 discusses the exclusions that apply Benefits not allowed. A cafeteria plan cannot include
to certain fringe benefits. Any benefit not excluded under the following benefits discussed in section 2.
the rules discussed in section 2 is taxable.
• Archer medical savings accounts. (See Accident
Including taxable benefits in pay. You must include in a and Health Benefits.)
recipient’s pay the amount by which the value of a fringe
benefit is more than the sum of the following amounts.
• Athletic facilities.
• Any amount the law excludes from pay. • De minimis (minimal) benefits.
• Any amount the recipient paid for the benefit. • Educational assistance.
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• Transportation (commuting) benefits. 2) An employee who for 2004 was either of the follow-
ing:
• Tuition reduction.
• Working condition benefits. a) A 5% owner of your business.
b) A 1% owner of your business whose annual pay
It also cannot include scholarships or fellowships (dis- was more than $150,000.
cussed in Publication 970, Tax Benefits for Education).
Employee. For these plans, treat the following individuals
as employees. More information. For more information about cafeteria
• A current common-law employee (see section 2 in plans, see section 125 of the Internal Revenue Code and
Circular E (Pub 15) for more information). its regulations.
• A full-time life insurance agent who is a current stat-
utory employee.
• A leased employee who has provided services to 2. Fringe Benefit Exclusion
you on a substantially full-time basis for at least a
year if the services are performed under your pri- Rules
mary direction or control.
This section discusses the exclusion rules that apply to
Exception for S corporation shareholders. Do not fringe benefits. These rules exclude all or part of the value
treat a 2% shareholder of an S corporation as an employee of certain benefits from the recipient’s pay.
of the corporation. A 2% shareholder for this purpose is The excluded benefits are not subject to Federal income
someone who directly or indirectly owns (at any time dur- tax withholding. Also, in most cases, they are not subject to
ing the year) more than 2% of the corporation’s stock or social security, Medicare, or Federal unemployment
stock with more than 2% of the voting power. (FUTA) tax and are not reported on Form W-2.
Plans that favor highly compensated employees. If This section discusses the exclusion rules for the follow-
your plan favors highly compensated employees as to ing fringe benefits.
eligibility to participate, contributions, or benefits, you must
include in their wages the value of taxable benefits they • Accident and health benefits.
could have selected. A plan you maintain under a collec-
tive bargaining agreement does not favor highly compen-
• Achievement awards.
sated employees. • Archer medical savings accounts.
A highly compensated employee for this purpose is
any of the following employees.
• Athletic facilities.
• De minimis (minimal) benefits.
1) An officer.
• Dependent care assistance.
2) A shareholder who owns more than 5% of the voting
power or value of all classes of the employer’s stock. • Educational assistance.
3) An employee who is highly compensated based on • Employee discounts.
the facts and circumstances. • Employee stock options.
4) A spouse or dependent of a person described in (1), • Group-term life insurance coverage.
(2), or (3).
• Lodging on your business premises.
Plans that favor key employees. If your plan favors key • Meals.
employees, you must include in their wages the value of
taxable benefits they could have selected. A plan favors • Moving expense reimbursements.
key employees if more than 25% of the total of the nontax- • No-additional-cost services.
able benefits you provide for all employees under the plan
go to key employees. However, a plan you maintain under • Transportation (commuting) benefits.
a collective bargaining agreement does not favor key em- • Tuition reduction.
ployees.
A key employee during 2004 is generally an employee • Working condition benefits.
who is either of the following:
See Table 2 –1 for an overview of the employment tax
1) An officer having annual pay of more than $130,000. treatment of these benefits.
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Type of Fringe Benefit Income Tax Withholding Social Security and Medicare Federal Unemployment (FUTA)
Exempt if substantially all use during the calendar year is by employees, their spouses, and their
Athletic facilities
dependent children.
Dependent care assistance Exempt3 up to certain limits, $5,000 ($2,500 for married employee filing separate return).
Educational assistance Exempt up to $5,250 of benefits each year. (See Educational Assistance on page 7.)
Employee discounts Exempt4 up to certain limits. (See Employee Discounts on page 8.)
Lodging on your business Exempt1 if furnished for your convenience as a condition of employment.
premises
Moving expense reimbursements Exempt1 if expenses would be deductible if the employee had paid them.
Exempt1 up to certain limits if for rides in a commuter highway vehicle ($100), transit passes ($100), or
Transportation (commuting) qualified parking ($195). (See Transportation (Commuting Benefits) on page 14.)
benefits
Exempt if de minimis.
Tuition reduction Exempt4 if for undergraduate education (or graduate education if the employee performs teaching or
research activities).
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must be figured without regard to any period of ab- clude all or part of the amounts you pay to these employ-
sence from work. ees in their wages subject to Federal income tax
withholding. However, you can exclude these amounts
(other than payments for specific injuries or illnesses) from
Accident or health plan. This is an arrangement that
the employee’s wages subject to social security, Medicare,
provides benefits for your employees, their spouses, and
and FUTA taxes.
their dependents in the event of personal injury or sick-
ness. The plan may be insured or noninsured and does not A self-insured plan is a plan that reimburses your em-
need to be in writing. ployees for medical expenses not covered by an accident
or health insurance policy.
Employee. For this exclusion, treat the following individu- A highly compensated employee for this exception is
als as employees. any of the following individuals.
• A current common-law employee. • One of the five highest paid officers.
• A full-time life insurance agent who is a current stat- • An employee who owns (directly or indirectly) more
utory employee. than 10% in value of the employer’s stock.
• A retired employee. • An employee who is among the highest paid 25% of
• A former employee you maintain coverage for based all employees (other than those who can be ex-
on the employment relationship. cluded from the plan).
• A widow or widower of an individual who died while For more information on this exception, see section
an employee. 105(h) of the Internal Revenue Code and its regulations.
• A widow or widower of a retired employee. COBRA premiums. The exclusion for accident and
• For the exclusion of contributions to an accident or health benefits applies to amounts you pay to maintain
health plan, a leased employee who has provided medical coverage for a former employee under the Com-
services to you on a substantially full-time basis for bined Omnibus Budget Reconciliation Act of 1986
at least a year if the services are performed under (COBRA). The exclusion applies regardless of the length
your primary direction or control. of employment, whether you pay the premiums directly or
reimburse the former employee for premiums paid, and
Exception for S corporation shareholders. Do not whether the employee’s separation is permanent or tem-
treat a 2% shareholder of an S corporation as an employee porary.
of the corporation for this purpose. A 2% shareholder is
someone who directly or indirectly owns (at any time dur- Achievement Awards
ing the year) more than 2% of the corporation’s stock or
stock with more than 2% of the voting power. This exclusion applies to the value of any tangible personal
property you give to an employee as an award for either
Exclusion from wages. You can generally exclude the length of service or safety achievement. The exclusion
value of accident or health benefits you provide to an does not apply to awards of cash, cash equivalents, gift
employee from the employee’s wages. certificates, or other intangible property such as vacations,
meals, lodging, tickets to theater or sporting events,
Exception for certain long-term care benefits. You stocks, bonds, and other securities. The award must meet
cannot exclude contributions to the cost of long-term care the requirements for employee achievement awards dis-
insurance from an employee’s wages subject to Federal cussed in chapter 2 of Publication 535, Business Ex-
income tax withholding if the coverage is provided through penses.
a flexible spending or similar arrangement. This is a benefit
program that reimburses specified expenses up to a maxi- Employee. For this exclusion, treat the following individu-
mum amount that is reasonably available to the employee als as employees.
and is less than 5 times the total cost of the insurance.
However, you can exclude these contributions from the • A current employee.
employee’s wages subject to social security, Medicare,
and Federal unemployment (FUTA) taxes.
• A former common-law employee you maintain cover-
age for in consideration of or based on an agree-
S corporation shareholders. Because you cannot ment relating to prior service as an employee.
treat a 2% shareholder of an S corporation as an employee
for this exclusion, you must include the value of accident or
• A leased employee who has provided services to
you on a substantially full-time basis for at least a
health benefits you provide to the employee in the
year if the services are performed under your pri-
employee’s wages subject to Federal income tax withhold-
mary direction or control.
ing. However, you can exclude the value of these benefits
(other than payments for specific injuries or illnesses) from
Exception for S corporation shareholders. Do not
the employee’s wages subject to social security, Medicare,
treat a 2% shareholder of an S corporation as an employee
and FUTA taxes.
of the corporation. A 2% shareholder is someone who
Exception for highly compensated employees. If directly or indirectly owns (at any time during the year)
your plan is a self-insured medical reimbursement plan more than 2% of the corporation’s stock or stock with more
that favors highly compensated employees, you must in- than 2% of the voting power.
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Exclusion from wages. You can generally exclude the Employee. For this exclusion, treat the following individu-
value of achievement awards you give to an employee als as employees.
from the employee’s wages if their cost is not more than
the amount you can deduct as a business expense for the • A current employee.
year. The excludable annual amount is $1,600 ($400 for • A former employee who retired or left on disability.
awards that are not “qualified plan awards”). See chapter 2
of Pub. 535 for more information on the limit on deductions • A widow or widower of an individual who died while
for employee achievement awards. an employee.
To determine for 2004 whether an achievement • A widow or widower of a former employee who re-
! award is a “qualified plan award” under the de- tired or left on disability.
CAUTION duction rules described in Pub. 535, treat any • A leased employee who has provided services to
employee who received more than $90,000 in pay for 2003 you on a substantially full-time basis for at least a
as a highly compensated employee. year if the services are performed under your pri-
If the cost of awards given to an employee is more than mary direction or control.
your allowable deduction, include in the employee’s wages • A partner who performs services for a partnership.
the larger of the following amounts.
• The part of the cost that is more than your allowable
deduction (up to the value of the awards). De Minimis (Minimal) Benefits
• The amount by which the value of the awards ex-
ceeds your allowable deduction. You can exclude the value of a de minimis benefit you
provide to an employee from the employee’s wages. A de
Exclude the remaining value of the awards from the minimis benefit is any property or service that you provide
employee’s wages. to an employee and has so little value (taking into account
how frequently you provide similar benefits to your employ-
ees) that accounting for it would be unreasonable or ad-
Adoption Assistance ministratively impracticable. Cash, no matter how little, is
never excludable as a de minimis benefit, except for occa-
You must exclude all payments or reimbursements you
sional meal money or transportation fare.
make under an adoption assistance program for an
employee’s qualified adoption expenses from the Examples of de minimis benefits include the following:
employee’s wages subject to Federal income tax withhold- • Occasional personal use of a company copying ma-
ing. However, you cannot exclude these payments from chine if you sufficiently control its use so that at least
wages subject to social security, Medicare, and Federal 85% of its use is for business purposes.
unemployment (FUTA) taxes. For more information, see
Publication 968, Tax Benefits for Adoption. • Holiday gifts, other than cash, with a low fair market
You must report all qualifying adoption expenses you value.
paid or reimbursed under your adoption assistance pro- • Group-term life insurance payable on the death of an
gram for each employee for the year in box 12 of the employee’s spouse or dependent if the face amount
employee’s Form W-2. Use Code “T” to identify this is not more than $2,000.
amount.
• Meals. See Meals on page 11.
Employee. For this exclusion, do not treat a 2% share-
holder of an S corporation as an employee of the corpora- • Occasional parties or picnics for employees and
tion. A 2% shareholder is someone who directly or their guests.
indirectly owns (at any time during the year) more than 2% • Occasional tickets for entertainment or sporting
of the corporation’s stock or stock with more than 2% of the events.
voting power.
• Transportation fare. See Transportation (Commut-
ing) Benefits on page 14.
Athletic Facilities
• Occasional typing of personal letters by a company
You can exclude the value of an employee’s use of an secretary.
on-premises gym or other athletic facility you operate from
an employee’s wages if substantially all use of the facility Employee. For this exclusion, treat any recipient of a de
during the calendar year is by your employees, their
minimis benefit as an employee.
spouses, and their dependent children. For this purpose,
an employee’s dependent child is a child or stepchild who
is the employee’s dependent or who, if both parents are Dependent Care Assistance
deceased, is age 24 or younger.
This exclusion applies to household and dependent care
On-premises facility. The athletic facility must be located services you pay for (directly or indirectly) or provide to an
on premises you own or lease. It does not have to be employee under a dependent care assistance program
located on your business premises. However, the exclu- that covers only your employees. The services must be for
sion does not apply to an athletic facility for residential use, a qualifying person’s care and must allow the employee to
such as athletic facilities that are part of a resort. work. These requirements are basically the same as the
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tests the employee would have to meet to claim the depen- Educational Assistance
dent care credit if the employee paid for the services. For
more information, see Qualifying Person Test and This exclusion applies to educational assistance you pro-
Work-Related Expense Test in Publication 503, Child vide to employees under an educational assistance pro-
and Dependent Care Expenses. gram. The exclusion also applies to graduate level
courses.
Employee. For this exclusion, treat the following individu- Educational assistance means amounts you pay or in-
als as employees. cur for your employees’ education expenses. These ex-
penses generally include the cost of books, equipment,
• A current employee. fees, supplies, and tuition. However, these expenses do
• A leased employee who has provided services to not include the cost of a course or other education involv-
you on a substantially full-time basis for at least a ing sports, games, or hobbies, unless the education:
year if the services are performed under your pri- • Has a reasonable relationship to your business, or
mary direction or control.
• Is required as part of a degree program.
• Yourself (if you are a sole proprietor).
• A partner who performs services for a partnership. Education expenses do not include the cost of tools or
supplies (other than textbooks) your employee is allowed
to keep at the end of the course. Nor do they include the
Exclusion from wages. You can exclude the value of cost of lodging, meals, or transportation.
benefits you provide to an employee under a dependent
care assistance program from the employee’s wages if you Educational assistance program. An educational assis-
reasonably believe that the employee can exclude the tance program is a separate written plan that provides
benefits from gross income. educational assistance only to your employees. The pro-
An employee can generally exclude from gross income gram qualifies only if all of the following tests are met.
up to $5,000 of benefits received under a dependent care • The program benefits employees who qualify under
assistance program each year. This limit is reduced to rules set up by you that do not favor highly compen-
$2,500 for married employees filing separate returns. sated employees. To determine whether your pro-
However, the exclusion cannot be more than the earned gram meets this test, do not consider employees
income of either: excluded from your program who are covered by a
collective bargaining agreement if there is evidence
• The employee, or that educational assistance was a subject of
• The employee’s spouse. good-faith bargaining.
Special rules apply to determine the earned income of a • The program does not provide more than 5% of its
spouse who is either a student or not able to care for benefits during the year for shareholders or owners.
himself or herself. For more information on the earned A shareholder or owner is someone who owns (on
income limit, see Pub. 503. any day of the year) more than 5% of the stock or of
the capital or profits interest of your business.
Exception for highly compensated employees. You
cannot exclude dependent care assistance from the • The program does not allow employees to choose to
wages of a highly compensated employee unless the ben- receive cash or other benefits that must be included
efits provided under the program do not favor highly com- in gross income instead of educational assistance.
pensated employees and the program meets the • You give reasonable notice of the program to eligible
requirements described in section 129(d) of the Internal employees.
Revenue Code.
Your program can cover former employees if their employ-
For this exclusion, a highly compensated employee
ment is the reason for the coverage.
for 2004 is an employee who meets either of the following
tests. For this exclusion, a highly compensated employee for
2004 is an employee who meets either of the following
1) The employee was a 5% owner at any time during tests.
the year or the preceding year.
1) The employee was a 5% owner at any time during
2) The employee received more than $90,000 in pay for the year or the preceding year.
the preceding year.
2) The employee received more than $90,000 in pay for
You can choose to ignore test (2) if the employee was not the preceding year.
also in the top 20% of employees when ranked by pay for
the preceding year. You can choose to ignore test (2) if the employee was not
also in the top 20% of employees when ranked by pay for
Form W-2. Report the value of all dependent care assis- the preceding year.
tance you provide to an employee under a dependent care
Employee. For this exclusion, treat the following individu-
assistance program in box 10 of the employee’s Form W-2.
als as employees.
Include any amounts you cannot exclude from the
employee’s wages in boxes 1, 3, and 5. • A current employee.
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• A former employee who retired, left on disability, or Determine your gross profit percentage based on all
was laid off. property you offer to customers (including employee cus-
tomers) and your experience during the tax year immedi-
• A leased employee who has provided services to ately before the tax year in which the discount is available.
you on a substantially full-time basis for at least a
To figure your gross profit percentage, subtract the total
year if the services are performed under your pri-
cost of the property from the total sales price of the prop-
mary direction or control.
erty and divide the result by the total sales price of the
• Yourself (if you are a sole proprietor). property.
• A partner who performs services for a partnership. Exception for highly compensated employees. You
cannot exclude from the wages of a highly compensated
employee any part of the value of a discount that is not
Exclusion from wages. You can exclude up to $5,250 of
available on the same terms to one of the following groups.
educational assistance you provide to an employee under
an educational assistance program from the employee’s • All of your employees, or
wages each year.
• A group of employees defined under a reasonable
Assistance over $5,250. If you do not have an educa- classification you set up that does not favor highly
tional assistance plan, or you provide an employee with compensated employees.
assistance exceeding $5,250, you can exclude the value
of these benefits from wages if they are working condition For this exclusion, a highly compensated employee
benefits. Property or a service provided is a working condi- for 2004 is an employee who meets either of the following
tion benefit to the extent that if the employee paid for it, the tests.
amount paid would have been deductible as a business or
depreciation expense. See Working Condition Benefits, 1) The employee was a 5% owner at any time during
on page 15. the year or the preceding year.
2) The employee received more than $90,000 in pay for
the preceding year.
Employee Discounts You can choose to ignore test (2) if the employee was not
also in the top 20% of employees when ranked by pay for
This exclusion applies to a price reduction you give an the preceding year.
employee on property or services you offer to customers in
the ordinary course of the line of business in which the
employee performs substantial services. However, it does
Employee Stock Options
not apply to discounts on real property or discounts on There are three classes of stock options —incentive stock
personal property of a kind commonly held for investment options, employee stock purchase plan options, and non-
(such as stocks or bonds). statutory (nonqualified) stock options.
Generally, for income tax purposes, incentive stock
Employee. For this exclusion, treat the following individu- options and employee stock purchase plan options are
als as employees. excluded from wages both when the options are granted
• A current employee. and when they are exercised (unless the stock is disposed
of in a disqualifying disposition). However, the spread
• A former employee who retired or left on disability. (between the exercise price and fair market value of the
• A widow or widower of an individual who died while stock at the time of exercise) is included in wages subject
an employee. to social security, Medicare, and Federal unemployment
(FUTA) taxes when the options are exercised. Income tax
• A widow or widower of an employee who retired or withholding is not required at the time of exercise.
left on disability. The spread on nonstatutory options normally is included
• A leased employee who has provided services to in wages for income tax purposes when the options are
you on a substantially full-time basis for at least a exercised. (See Regulations section 1.83-7.) The spread
year if the services are performed under your pri- on nonstatutory options is also subject to social security,
mary direction or control. Medicare, and FUTA taxes, and income tax withholding at
the time of exercise.
• A partner who performs services for a partnership.
The IRS will not enforce the application of social secur-
ity, Medicare, and FUTA taxes at the time of exercise on
Exclusion from wages. You can generally exclude the the spread on incentive stock options and employee stock
value of an employee discount you provide an employee purchase plan options until further guidance is issued. In
from the employee’s wages, up to the following limits. addition, if stock acquired pursuant to the exercise of an
incentive stock option or employee stock purchase plan
• For a discount on services, 20% of the price you option is subsequently sold in a disqualifying disposition,
charge nonemployee customers for the service.
the income is not subject to income tax withholding. (How-
• For a discount on merchandise or other property, ever, the income should be reported to the employee or
your gross profit percentage times the price you former employee, generally in box 1 of Form W-2.) See
charge nonemployee customers for the property. Notice 2002-47 for more information. You can find Notice
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2002-47 on page 97 of Internal Revenue Bulletin 2002-28 3) An individual who was formerly your employee under
at www.irs.gov/pub/irs-irbs/irb02-28.pdf. (1) or (2), above.
An employee who transfers his or her interest in non-
4) A leased employee who has provided services to
statutory stock options to the employee’s former spouse
you on a substantially full-time basis for at least a
incident to a divorce is not required to include an amount in
year if the services are performed under your pri-
gross income upon the transfer. The former spouse, rather
mary direction and control.
than the employee, is required to include an amount in
gross income when the former spouse exercises the stock Exception for S corporation shareholders. Do not
options. See Revenue Ruling 2002-22 for details. You can treat a 2% shareholder of an S corporation as an employee
find Revenue Ruling 2002-22 on page 849 of Internal of the corporation. A 2% shareholder is someone who
Revenue Bulletin 2002-19 at www.irs.gov/pub/irs-irbs/ directly or indirectly owns (at any time during the year)
irb02-19.pdf. more than 2% of the corporation’s stock or stock with more
For more information about employee stock options, than 2% of the voting power.
see sections 421, 422, and 423 of the Internal Revenue
Code and their related regulations. The 10-employee rule. Generally, life insurance is not
group-term life insurance unless you provide it to at least
Group-Term Life Insurance Coverage 10 full-time employees at some time during the year.
For this rule, count employees who choose not to re-
This exclusion applies to life insurance coverage that ceive the insurance unless, to receive it, they must contrib-
meets all the following conditions. ute to the cost of benefits other than the group-term life
• It provides a general death benefit that is not in- insurance. For example, count an employee who could
cluded in income. receive insurance by paying part of the cost, even if that
employee chooses not to receive it. However, do not count
• You provide it to a group of employees. See The an employee who must pay part or all of the cost of
10-employee rule below. permanent benefits to get insurance, unless that employee
• It provides an amount of insurance to each em- chooses to receive it.
ployee based on a formula that prevents individual Exceptions. Even if you do not meet the 10-employee
selection. This formula must use factors such as the rule, two exceptions allow you to treat insurance as
employee’s age, years of service, pay, or position. group-term life insurance.
• You provide it under a policy you carry directly or Under the first exception, you do not have to meet the
indirectly. Even if you do not pay any of the policy’s 10-employee rule if all the following conditions are met.
cost, you are considered to carry it if you arrange for
payment of its cost by your employees and charge at 1) If evidence that the employee is insurable is re-
least one employee less than, and at least one other quired, it is limited to a medical questionnaire (com-
employee more than, the cost of his or her insur- pleted by the employee) that does not require a
ance. Determine the cost of the insurance, for this physical.
purpose, as explained under Coverage over the 2) You provide the insurance to all your full-time em-
limit on page 10. ployees or, if the insurer requires the evidence men-
tioned in (1), to all full-time employees who provide
Group-term life insurance does not include the following evidence the insurer accepts.
insurance.
3) You figure the coverage based on either a uniform
• Insurance that does not provide general death bene- percentage of pay or the insurer’s coverage brack-
fits, such as travel insurance or a policy providing ets.
only accidental death benefits.
Under the second exception, you do not have to meet
• Life insurance on the life of your employee’s spouse the 10-employee rule if all the following conditions are met.
or dependent. However, you may be able to exclude
the cost of this insurance from the employee’s • You provide the insurance under a common plan
wages as a de minimis benefit. See De Minimis covering your employees and the employees of at
(Minimal) Benefits on page 6. least one other employer who is not related to you.
• Insurance provided under a policy that provides a • The insurance is restricted to, but mandatory for, all
permanent benefit (an economic value that extends your employees who belong to, or are represented
beyond 1 policy year, such as paid-up or cash sur- by, an organization (such as a union) that carries on
render value), unless certain requirements are met. substantial activities besides obtaining insurance.
See Regulations section 1.79-1 for details. • Evidence of whether an employee is insurable does
not affect an employee’s eligibility for insurance or
Employee. For this exclusion, treat the following individu- the amount of insurance that employee gets.
als as employees.
To apply either exception, do not consider employees
1) A current common-law employee. who were denied insurance for any of the following rea-
sons.
2) A full-time life insurance agent who is a current statu-
tory employee. • They were 65 or older.
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• They customarily work 20 hours or less a week or 5 • Have not completed 3 years of service.
months or less in a calendar year.
• They have not been employed for the waiting period • Are part-time or seasonal.
given in the policy. (This waiting period cannot be • Are nonresident aliens who receive no U.S. source
more than 6 months.) earned income from you.
• Are not included in the plan but are in a unit of
Exclusion from wages. You can generally exclude the employees covered by a collective bargaining agree-
cost of up to $50,000 of group-term life insurance from the ment, if the benefits provided under the plan were
wages of an insured employee. You can exclude the same the subject of good-faith bargaining between you
amount from the employee’s wages when figuring social and employee representatives.
security and Medicare taxes. In addition, you do not have
to withhold Federal income tax or pay FUTA tax on any Your plan does not favor key employees as to benefits if
group-term life insurance you provide to an employee. all benefits available to participating key employees are
also available to all other participating employees. Your
Exception for key employees. Generally, if your
plan does not favor key employees just because the
group-term life insurance plan favors key employees as to
amount of insurance you provide to your employees is
participation or benefits, you must include the entire cost of
uniformly related to their pay.
the insurance in your key employees’ wages. (This excep-
tion generally does not apply to church plans.) When S corporation shareholders. Because you cannot
figuring social security and Medicare taxes, you must also treat a 2% shareholder of an S corporation as an employee
include the entire cost in the employees’ wages. Include for this exclusion, you must include the cost of all
the cost in boxes 1, 3, and 5 of Form W-2. However, you do group-term life insurance coverage you provide the 2%
not have to withhold Federal income tax or pay FUTA tax shareholder in his or her wages. When figuring social
on the cost of any group-term life insurance you provide to security and Medicare taxes, you must also include the
an employee. cost of this coverage in the 2% shareholder’s wages.
For this purpose, the cost of the insurance is the greater Include the cost in boxes 1, 3, and 5 of Form W-2. How-
of the following amounts. ever, you do not have to withhold Federal income tax or
pay Federal unemployment tax on the cost of any
• The premiums you pay for the employee’s insur- group-term life insurance coverage you provide to the 2%
ance. shareholder.
• The cost you figure using the table shown later Coverage over the limit. You must include in your
under Coverage over the limit. employee’s wages subject to social security and Medicare
taxes the cost of group-term life insurance that is more
For this exclusion, a key employee during 2004 is an than the cost of $50,000 of coverage, reduced by the
employee or former employee who is one of the following amount the employee paid toward the insurance. Report it
individuals. See section 416(i) for more information. as wages in boxes 1, 3, and 5 of the employee’s Form W-2.
Also, show it in box 12 with code C.
1) An officer having annual pay of more than $130,000.
Figure the monthly cost of the insurance to include in the
2) An individual who for 2004 was either of the follow- employee’s wages by multiplying the number of thousands
ing: of dollars of insurance coverage over $50,000 (figured to
a) A 5% owner of your business. the nearest $100) by the cost shown in the following table.
Use the employee’s age on the last day of the tax year.
b) A 1% owner of your business whose annual pay You must prorate the cost from the table if less than a full
was more than $150,000. month of coverage is involved.
Cost Per $1,000 of Protection
A former employee who was a key employee upon
For 1 Month
retirement or separation from service is also a key em-
ployee. Age Cost
Your plan does not favor key employees as to partici- Under 25 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ .05
pation if at least one of the following is true. 25 through 29 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .06
30 through 34 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .08
• It benefits at least 70% of your employees. 35 through 39 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .09
• At least 85% of the participating employees are not 40 through 44 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
key employees. 45 through 49 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
50 through 54 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
• It benefits employees who qualify under a set of 55 through 59 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
rules you set up that do not favor key employees. 60 through 64 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
65 through 69 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.27
Your plan meets this participation test if it is part of a 70 and older . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.06
cafeteria plan (discussed in section 1) and it meets the
participation test for those plans. You figure the total cost to include in the employee’s
When applying this test, do not consider employees wages by multiplying the monthly cost by the number of full
who: months’ coverage at that cost.
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Example. Tom’s employer provides him with they need to live on your business premises to be able to
group-term life insurance coverage of $200,000. Tom is 45 properly perform their duties. Examples include employ-
years old, is not a key employee, and pays $100 per year ees who must be available at all times and employees who
toward the cost of the insurance. Tom’s employer must could not perform their required duties without being fur-
include $170 in his wages. The total cost of the insurance, nished the lodging.
$360 ($.15 × 200 × 12), is reduced by the cost of $50,000 of It does not matter whether you must furnish the lodging
coverage, $90 ($.15 × 50 × 12), and by the $100 Tom pays as pay under the terms of an employment contract or a law
for the insurance. The employer includes $170 in boxes 1, fixing the terms of employment.
3, and 5 of Tom’s Form W-2. The employer also enters
$170 in box 12 with code C. Example. A hospital gives Joan, an employee of the
Coverage for dependents. Group-term life insurance hospital, the choice of living at the hospital free of charge or
coverage paid by the employer for the spouse or depen- living elsewhere and receiving a cash allowance in addition
dents of an employee may be excludable from income as a to her regular salary. If Joan chooses to live at the hospital,
de minimis fringe benefit (see page 6). The part of this the hospital cannot exclude the value of the lodging from
coverage that the employee paid on an after-tax basis is her wages because she is not required to live at the
also excludable from income. For this purpose, the cost is hospital to properly perform the duties of her employment.
figured using the monthly cost table above.
S corporation shareholder-employee. For this exclu-
Former employees. For group-term life insurance over sion, do not treat a 2% shareholder of an S corporation as
$50,000 provided to former employees (including retirees), an employee of the corporation. A 2% shareholder is
the former employees must pay the employee’s share of someone who directly or indirectly owns (at any time dur-
social security and Medicare taxes with their income tax ing the year) more than 2% of the corporation’s stock or
returns. You are not required to collect those taxes. Use stock with more than 2% of the voting power.
the table above to determine the amount of social security
and Medicare taxes owed by the former employee for
coverage provided after separation from service. Report Meals
those uncollected amounts separately in box 12 on Form
This section discusses the exclusion rules that apply to de
W-2 using codes M and N. See the Instructions for
minimis meals and meals on your business premises.
Forms W-2 and W-3.
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Employer-operated eating facility for employees. An However, a written statement that the meals are furnished
employer-operated eating facility for employees is an eat- for your convenience is not sufficient.
ing facility that meets all the following conditions.
Meals excluded for all employees if excluded for
• You own or lease the facility. more than half. If more than half of your employees who
are furnished meals on your business premises are fur-
• You operate the facility. (You are considered to op- nished the meals for your convenience, you can treat all
erate the eating facility if you have a contract with
another to operate it.) meals you furnish to employees on your business prem-
ises as furnished for your convenience.
• The facility is on or near your business premises.
Food service employees. Meals you furnish to a res-
• You provide meals (food, drinks, and related serv- taurant or other food service employee during, or immedi-
ices) at the facility during, or immediately before or ately before or after, the employee’s working hours are
after, the employee’s workday. furnished for your convenience. For example, if a waitress
works through the breakfast and lunch periods, you can
Exclusion from wages. You can generally exclude the exclude from her wages the value of the breakfast and
value of de minimis meals you provide to an employee lunch you furnish in your restaurant for each day she
from the employee’s wages. works.
Exception for highly compensated employees. You Example. You operate a restaurant business. You fur-
cannot exclude from the wages of a highly compensated nish your employee, Carol, who is a waitress working 7
employee the value of a meal provided at an employer- a.m. to 4 p.m., two meals during each workday. You
operated eating facility that is not available on the same encourage but do not require Carol to have her breakfast
terms to one of the following groups. on the business premises before starting work. She must
• All of your employees. have her lunch on the premises. Since Carol is a food
service employee and works during the normal breakfast
• A group of employees defined under a reasonable and lunch periods, you can exclude from her wages the
classification you set up that does not favor highly value of her breakfast and lunch.
compensated employees. If you also allow Carol to have meals on your business
premises without charge on her days off, you cannot ex-
For this exclusion, a highly compensated employee for clude the value of those meals from her wages.
2004 is an employee who meets either of the following
tests. Employees available for emergency calls. Meals you
furnish during working hours so an employee will be avail-
1) The employee was a 5% owner at any time during able for emergency calls during the meal period are fur-
the year or the preceding year. nished for your convenience. You must be able to show
2) The employee received more than $90,000 in pay for that these emergency calls have occurred or can reasona-
the preceding year. bly be expected to occur.
You can choose to ignore test (2) if the employee was not Example. A hospital maintains a cafeteria on its prem-
also in the top 20% of employees when ranked by pay for ises where all of its 230 employees may get meals at no
the preceding year. charge during their working hours. The hospital furnishes
meals to have 120 employees available for emergencies.
Each of these employees is, at times, called upon to
Meals on Your Business Premises perform services during the meal period. Although the
You can exclude the value of meals you furnish to an hospital does not require these employees to remain on
employee from the employee’s wages if they meet the the premises, they rarely leave the hospital during their
following tests. meal period. Since the hospital furnishes meals on its
premises to its employees so that more than half of them
• They are furnished on your business premises. are available for emergency calls during meal periods, the
• They are furnished for your convenience. hospital can exclude the value of these meals from the
wages of all of its employees.
This exclusion does not apply if you allow your employee Short meal periods. Meals you furnish during working
to choose to receive additional pay instead of meals. hours are furnished for your convenience if the nature of
On your business premises. Generally, for this exclu- your business restricts an employee to a short meal period
sion, the employee’s place of work is your business prem- (such as 30 or 45 minutes) and the employee cannot be
ises. expected to eat elsewhere in such a short time. For exam-
ple, meals can qualify for this treatment if your peak wor-
For your convenience. Whether you furnish meals for kload occurs during the normal lunch hour. However, they
your convenience as an employer depends on all the facts do not qualify if the reason for the short meal period is to
and circumstances. You furnish the meals to your em- allow the employee to leave earlier in the day.
ployee for your convenience if you do this for a substantial
business reason other than to provide the employee with Example. Frank is a bank teller who works from 9 a.m.
additional pay. This is true even if a law or an employment to 5 p.m. The bank furnishes his lunch without charge in a
contract provides that the meals are furnished as pay. cafeteria the bank maintains on its premises. The bank
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Reciprocal agreements. A no-additional-cost service For this exclusion, a highly compensated employee for
provided to your employee by an unrelated employer may 2004 is an employee who meets either of the following
qualify as a no-additional-cost service if all the following tests.
tests are met:
1) The employee was a 5% owner at any time during
• The service is the same type of service generally the year or the preceding year.
provided to customers in both the line of business in
which the employee works and the line of business 2) The employee received more than $90,000 in pay for
in which the service is provided. the preceding year.
• You and the employer providing the service have a You can choose to ignore test (2) if the employee was not
written reciprocal agreement under which a group of also in the top 20% of employees when ranked by pay for
the preceding year.
employees of each employer, all of whom perform
substantial services in the same line of business,
may receive no-additional-cost services from the Retirement Planning Services
other employer.
You may exclude from an employee’s wages the value of
• Neither you nor the other employer incurs any sub- any retirement planning advice or information you provide
stantial additional cost either in providing the service to your employee or his or her spouse if you maintain a
or because of the written agreement. qualified retirement plan. In addition to employer plan ad-
vice and information, the services provided may include
Employee. For this exclusion, treat the following individu- general advice and information on retirement. However,
als as employees. the exclusion does not apply to services for tax prepara-
tion, accounting, legal, or brokerage services.
1) A current employee.
2) A former employee who retired or left on disability.
Transportation (Commuting) Benefits
3) A widow or widower of an individual who died while This section discusses exclusion rules that apply to bene-
an employee. fits you provide to your employees for their personal trans-
portation, such as commuting to and from work. These
4) A widow or widower of a former employee who re- rules apply to the following transportation benefits.
tired or left on disability.
5) A leased employee who has provided services to
• De minimis transportation benefits.
you on a substantially full-time basis for at least a • Qualified transportation benefits.
year if the services are performed under your pri- Special rules that apply to demonstrator cars and qualified
mary direction or control. nonpersonal-use vehicles are discussed under Working
6) A partner who performs services for a partnership. Condition Benefits on page 15.
Treat services you provide to the spouse or dependent
child of an employee as provided to the employee. For this De Minimis Transportation Benefits
fringe benefit, “dependent child” means any son, stepson, You can exclude the value of any de minimis transportation
daughter, or stepdaughter who is a dependent of the em- benefit you provide to an employee from the employee’s
ployee, or both of whose parents have died and who has wages. A de minimis transportation benefit is any transpor-
not reached age 25. Treat a child of divorced parents as a tation benefit you provide to an employee if it has so little
dependent of both parents. value (taking into account how frequently you provide
Treat any use of air transportation by the parent of an transportation to your employees) that accounting for it
employee as use by the employee. This rule does not would be unreasonable or administratively impracticable.
apply to use by the parent of a person considered an For example, it applies to occasional transportation fare
employee because of item (3) above. you give an employee because the employee is working
overtime if the benefit is reasonable and is not based on
Exclusion from wages. You can generally exclude the hours worked.
value of a no-additional-cost service you provide to an
employee from the employee’s wages. Employee. For this exclusion, treat any recipient of a de
minimis transportation benefit as an employee.
Exception for highly compensated employees. You
cannot exclude from the wages of a highly compensated
employee the value of a no-additional-cost service that is Qualified Transportation Benefits
not available on the same terms to one of the following
groups. This exclusion applies to the following benefits.
The type and rule above prints on all proofs including departmental reproduction proofs. MUST be removed before printing.
The exclusion applies whether you provide only one or a However, if you provide a local transportation benefit other
combination of these benefits to your employees. than by transit pass or commuter highway vehicle, or to a
person other than an employee, you may be able to ex-
Qualified transportation benefits can be provided directly
clude all or part of the benefit under other fringe benefit
by you or through a bona fide reimbursement arrange-
rules (de minimis, working condition, etc.).
ment. However, cash reimbursements for transit passes
qualify only if a voucher or a similar item that the employee
can exchange only for a transit pass is not readily available Exclusion from wages. You can generally exclude the
for direct distribution by you to your employee. A voucher is value of transportation benefits that you provide to an
readily available for direct distribution only if an employee employee during 2004 from the employee’s wages up to
can obtain it from a voucher provider that does not impose the following limits.
fare media charges or other restrictions that effectively • $100 per month for combined commuter highway
prevent the employer from obtaining vouchers. See Regu- vehicle transportation and transit passes.
lations section 1.132-9 for more information.
You can exclude qualified transportation fringe benefits • $195 per month for qualified parking.
from an employee’s wages even if you provide them in
place of pay. For information about providing qualified Benefits more than the limit. If the value of a benefit
transportation fringe benefits under a compensation reduc- for any month is more than its limit, include in the
tion agreement, see Regulations section employee’s wages the amount over the limit minus any
1.132-9(b)(Q-11). amount the employee paid for the benefit. You cannot
exclude the excess from the employee’s wages as a de
Commuter highway vehicle. A commuter highway vehi- minimis transportation benefit.
cle is any highway vehicle that seats at least 6 adults (not
including the driver). In addition, you must reasonably More information. For more information on qualified
expect that at least 80% of the vehicle mileage will be for transportation benefits, including van pools, and how to
transporting employees between their homes and work determine the value of parking, see Regulations section
place with employees occupying at least one-half of the 1.132-9.
vehicle’s seats (not including the driver’s).
Transit pass. A transit pass is any pass, token, farecard, Tuition Reduction
voucher, or similar item entitling a person to ride, free of
charge or at a reduced rate, one of the following: An educational organization can exclude the value of a
qualified tuition reduction it provides to an employee from
• On mass transit. the employee’s wages.
• In a vehicle that seats at least 6 adults (not including A tuition reduction for undergraduate education gener-
the driver) if a person in the business of transporting ally qualifies for this exclusion if it is for the education of
persons for pay or hire operates it. one of the following individuals.
Mass transit may be publicly or privately operated and 1) A current employee.
includes bus, rail, or ferry.
2) A former employee who retired or left on disability.
Qualified parking. Qualified parking is parking you pro- 3) A widow or widower of an individual who died while
vide to your employees on or near your business premises. an employee.
It includes parking on or near the location from which your
employees commute to work using mass transit, com- 4) A widow or widower of a former employee who re-
muter highway vehicles, or carpools. It does not include tired or left on disability.
parking at or near your employee’s home. 5) A dependent child or spouse of any individual listed
Employee. For this exclusion, treat the following individu- in (1) through (4) above.
als as employees. A tuition reduction for graduate education qualifies for
• A current employee. this exclusion only if it is for the education of a graduate
student who performs teaching or research activities for
• A leased employee who has provided services to the educational organization.
you on a substantially full-time basis for at least a For more information on this exclusion, see Pub. 970,
year if the services are performed under your pri- Tax Benefits for Education.
mary direction or control.
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car for business and job-related education provided to an hicle is any vehicle the employee is not likely to use more
employee. than minimally for personal purposes because of its de-
This exclusion also applies to a cash payment you sign. Qualified nonpersonal-use vehicles generally include
provide for an employee’s expenses for a specific or prear- all of the following vehicles.
ranged business activity for which a deduction is allowable
to the employee. You must require the employee to verify • Clearly marked police and fire vehicles.
that the payment is actually used for those expenses and • Unmarked vehicles used by law enforcement officers
to return any unused part of the payment. if the use is officially authorized.
For information on deductible employee business ex-
penses, see Unreimbursed Employee Expenses in Pub. • An ambulance or hearse used for its specific pur-
529, Miscellaneous Deductions. pose.
The exclusion does not apply to the following items. • Any vehicle designed to carry cargo with a loaded
• A service or property provided under a flexible gross vehicle weight over 14,000 pounds.
spending account in which you agree to provide the • Delivery trucks with seating for the driver only, or the
employee, over a time period, a certain level of un- driver plus a folding jump seat.
specified noncash benefits with a predetermined
cash value. • A passenger bus with a capacity of at least 20 pas-
sengers used for its specific purpose.
• A physical examination program you provide, even if
mandatory. • School buses.
• Any item to the extent the employee could deduct its • Tractors and other special-purpose farm vehicles.
cost as an expense for a trade or business other
than your trade or business. Pickup trucks. A pickup truck with a loaded gross vehi-
cle weight of 14,000 pounds or less is a qualified
nonpersonal-use vehicle if it has been specially modified
Employee. For this exclusion, treat the following individu- so it is not likely to be used more than minimally for
als as employees. personal purposes. For example, a pickup truck qualifies if
• A current employee. it is clearly marked with permanently affixed decals, spe-
cial painting, or other advertising associated with your
• A partner who performs services for a partnership. trade, business, or function and meets either of the follow-
• A director of your company. ing requirements.
• An independent contractor who performs services 1) It is equipped with at least one of the following items.
for you.
a) A hydraulic lift gate.
Vehicle allocation rules. If you provide a car for an b) Permanent tanks or drums.
employee’s use, the amount you can exclude as a working c) Permanent side boards or panels that materially
condition benefit is the amount that would be allowable as raise the level of the sides of the truck bed.
a deductible business expense if the employee paid for its
use. That is, if the employee uses the car for both business d) Other heavy equipment (such as an electric gen-
and personal use, the value of the working condition bene- erator, welder, boom, or crane used to tow auto-
fit is the part determined to be for business use of the mobiles and other vehicles).
vehicle. See Business use of your car under Personal
Expenses in chapter 1 of Pub. 535. Also, see the special 2) It is used primarily to transport a particular type of
rules for certain demonstrator cars and qualified load (other than over the public highways) in a con-
nonpersonal-use vehicles discussed below. struction, manufacturing, processing, farming, min-
However, instead of excluding the value of the working ing, drilling, timbering, or other similar operation for
condition benefit, you can include the entire annual lease which it was specially designed or significantly modi-
value of the car in the employee’s wages. The employee fied.
can then claim any deductible business expense for the
car as an itemized deduction on his or her personal income Vans. A van with a loaded gross vehicle weight of
tax return. This option is available only if you use the lease 14,000 pounds or less is a qualified nonpersonal-use vehi-
value rule (discussed in section 3) to value the benefit. cle if it has been specially modified so it is not likely to be
used more than minimally for personal purposes. For ex-
Demonstrator cars. All of the use of a demonstrator car ample, a van qualifies if it is clearly marked with perma-
by your full-time auto salesperson generally qualifies as a nently affixed decals, special painting, or other advertising
working condition benefit if the use is primarily to facilitate associated with your trade, business, or function and has a
the services the salesperson provided for you and there seat for the driver only (or the driver and one other person)
are substantial restrictions on personal use. For more and either of the following items.
information and the definition of “full-time auto salesper-
son,” see Regulations section 1.132-5(o). • Permanent shelving that fills most of the cargo area.
Qualified nonpersonal-use vehicles. All of an • An open cargo area and the van always carries
employee’s use of a qualified nonpersonal-use vehicle is a merchandise, material, or equipment used in your
working condition benefit. A qualified nonpersonal-use ve- trade, business, or function.
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Education. Certain job-related education you provide to amount you can exclude is limited. See Including taxable
an employee may qualify for exclusion as a working condi- benefits in pay on page 2.
tion benefit. To qualify, the education must meet the same In most cases, you must use the general valuation rule
requirements that would apply for determining whether the to value a fringe benefit. However, you may be able to use
employee could deduct the expenses had the employee a special valuation rule to determine the value of certain
paid the expenses. The education must meet at least one benefits.
of the following tests. This section does not discuss the special valuation rule
used to value meals provided at an employer-operated
• The education is required by the employer or by law eating facility for employees. For that rule, see Regulations
for the employee to keep his or her present salary,
section 1.61-21(j). This section also does not discuss the
status, or job. The required education must serve a
special valuation rules used to value the use of aircraft. For
bona fide business purpose of the employer.
those rules, see Regulations sections 1.61-21(g) and (h).
• The education maintains or improves skills needed
in the job. General Valuation Rule
However, even if the education meets one or both of the You must use the general valuation rule to determine the
above tests, it is not qualifying education if it: value of most fringe benefits. Under this rule, the value of a
• Is needed to meet the minimum educational require- fringe benefit is its fair market value.
ments of the employee’s present trade or business,
Fair market value. The fair market value (FMV) of a fringe
or
benefit is the amount an employee would have to pay a
• Is part of a program of study that will qualify the third party in an arm’s-length transaction to buy or lease
employee for a new trade or business. the benefit. Determine this amount on the basis of all the
facts and circumstances.
Neither the amount the employee considers to be the
Outplacement services. An employee’s use of outplace-
value of the fringe benefit nor the cost you incur to provide
ment services qualifies as a working condition benefit if
the benefit determines its FMV.
you provide the services to the employee on the basis of
need and you get a substantial business benefit from the Employer-provided vehicles. In general, the FMV of an
services distinct from the benefit you would get from the employer-provided vehicle is the amount the employee
payment of additional wages. Substantial business bene- would have to pay a third party to lease the same or similar
fits include promoting a positive business image, maintain- vehicle on the same or comparable terms in the geo-
ing employee morale, and avoiding wrongful termination graphic area where the employee uses the vehicle. A
suits. comparable lease term would be the amount of time the
Outplacement services do not qualify as a working con- vehicle is available for the employee’s use, such as a
dition benefit if the employee can choose to receive cash 1-year period.
or taxable benefits in place of the services. If you maintain Do not determine the FMV by multiplying a
a severance plan and permit employees to get outplace- cents-per-mile rate times the number of miles driven un-
ment services with reduced severance pay, include in the less the employee can prove the vehicle could have been
employee’s wages the difference between the unreduced leased on a cents-per-mile basis.
severance and the reduced severance payments.
Exclusion from wages. You can generally exclude the Cents-Per-Mile Rule
value of a working condition benefit you provide to an
employee from the employee’s wages. Under this rule, you determine the value of a vehicle you
provide to an employee for personal use by multiplying the
Exception for independent contractors. You cannot standard mileage rate by the total miles the employee
exclude the value of parking or the use of consumer goods drives the vehicle for personal purposes. Personal use is
you provide in a product testing program from the compen- any use of the vehicle other than use in your trade or
sation you pay to an independent contractor who performs business. This amount must be included in the employee’s
services for you. wages or reimbursed by the employee. For 2004, the
Exception for company directors. You cannot ex- standard mileage rate is increased to 37.5 cents a mile.
clude the value of the use of consumer goods you provide You can use the cents-per-mile rule if either of the
in a product testing program from the compensation you following requirements is met.
pay to a director. • You reasonably expect the vehicle to be regularly
used in your trade or business throughout the calen-
dar year (or for a shorter period during which you
3. Fringe Benefit Valuation own or lease it).
• The vehicle meets the mileage test.
Rules
This section discusses the rules you must use to determine Maximum automobile value. You cannot use
the value of a fringe benefit you provide to an employee.
You must determine the value of any benefit you cannot
!
CAUTION
the cents-per-mile rule for an automobile (any
4-wheeled vehicle, such as a car, pickup truck, or
exclude under the rules in section 2 or for which the van) if its value when you first make it available to any
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employee for personal use is more than an amount deter- employee and the vehicle qualifies, except that you
mined by the IRS as the maximum automobile value for the can use the commuting rule for any year during
year. For example, you cannot use the cents-per-mile rule which use of the vehicle qualifies. However, if the
for an automobile that you first made available to an em- vehicle does not qualify for the cents-per-mile rule
ployee in 2003 if its value at that time was more than during a later year, you can use for that year and
$15,200. The maximum automobile value for 2004 will be thereafter any other rule for which the vehicle then
published in a revenue procedure in the Internal Revenue qualifies.
Bulletin early in 2004. If you and the employee own or
lease the automobile together, see Regulations section
• You must continue to use the cents-per-mile rule if
you provide a replacement vehicle to the employee
1.61-21(e)(1)(iii)(B).
and your primary reason for the replacement is to
reduce Federal taxes.
Vehicle. For the cents-per-mile rule, a vehicle is any mo-
torized wheeled vehicle, including an automobile, manu-
factured primarily for use on public streets, roads, and Items included in cents-per-mile rate. The
highways. cents-per-mile rate includes the value of maintenance and
insurance for the vehicle. Do not reduce the rate by the
Regular use in your trade or business. A vehicle is value of any service included in the rate that you did not
regularly used in your trade or business if at least one of provide. (You can take into account the services actually
the following conditions is met. provided for the vehicle by using the General Valuation
• At least 50% of the vehicle’s total annual mileage is Rule on page 17.)
for your trade or business. For miles driven in the United States, its territories and
possessions, Canada, and Mexico, the cents-per-mile rate
• You sponsor a commuting pool that generally uses includes the value of fuel you provide. If you do not provide
the vehicle each workday to drive at least 3 employ- fuel, you can reduce the rate by no more than 5.5 cents.
ees to and from work. For special rules that apply to fuel you provide for miles
• The vehicle is regularly used in your trade or busi- driven outside the United States, Canada, and Mexico, see
ness on the basis of all of the facts and circum- Regulations section 1.61-21(e)(3)(ii)(B).
stances. Infrequent business use of the vehicle, The value of any other service you provide for a vehicle
such as for occasional trips to the airport or between is not included in the cents-per-mile rate. Use the general
your multiple business premises, is not regular use valuation rule to value these services.
of the vehicle in your trade or business.
Commuting Rule
Mileage test. A vehicle meets the mileage test for a calen-
dar year if both of the following requirements are met. Under this rule, you determine the value of a vehicle you
provide to an employee for commuting use by multiplying
• The vehicle is actually driven at least 10,000 miles each one-way commute (that is, from home to work or from
during the year. If you own or lease the vehicle only work to home) by $1.50. If more than one employee com-
part of the year, reduce the 10,000 mile requirement mutes in the vehicle, this value applies to each employee.
proportionately. This amount must be included in the employee’s wages or
• The vehicle is used during the year primarily by reimbursed by the employee.
employees. Consider the vehicle used primarily by You can use the commuting rule if all the following
employees if they use it consistently for commuting. requirements are met.
Do not treat the use of the vehicle by another individ- • You provide the vehicle to an employee for use in
ual whose use would be taxed to the employee as your trade or business and, for bona fide noncom-
use by the employee. pensatory business reasons, you require the em-
ployee to commute in the vehicle. You will be treated
For example, if only one employee uses a vehicle during as if you had met this requirement if the vehicle is
the calendar year and that employee drives the vehicle at generally used each workday to carry at least three
least 10,000 miles in that year, the vehicle meets the employees to and from work in an employer-spon-
mileage test even if all miles driven by the employee are sored commuting pool.
personal.
• You establish a written policy under which you do
Consistency requirements. If you use the not allow the employee to use the vehicle for per-
cents-per-mile rule, the following requirements apply: sonal purposes, other than for commuting or de
minimis personal use (such as a stop for a personal
• You must begin using the cents-per-mile rule on the errand on the way between a business delivery and
first day you make the vehicle available to any em-
the employee’s home). Personal use of a vehicle is
ployee for personal use. However, if you use the
all use that is not for your trade or business.
commuting rule below when you first make the vehi-
cle available to any employee for personal use, you • The employee does not use the vehicle for personal
can change to the cents-per-mile rule on the first day purposes, other than commuting and de minimis per-
for which you do not use the commuting rule. sonal use.
• You must use the cents-per-mile rule for all later • If this vehicle is an automobile (any 4-wheeled vehi-
years in which you make the vehicle available to any cle, such as a car, pickup truck, or van), the em-
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reduce Federal taxes, you can refigure the annual lease • You have a written policy under which you do not
value based on the FMV of the automobile on January 1 of provide the transportation for personal purposes
the calendar year of transfer. other than commuting because of unsafe conditions.
However, if you use the special accounting rule for • The employee does not use the transportation for
fringe benefits discussed in section 4, you can refigure the personal purposes other than commuting because of
annual lease value (based on the FMV of the automobile) unsafe conditions.
at the beginning of the special accounting period in which
the transfer occurs. These requirements must be met on a trip-by-trip basis.
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Choice of period for withholding, depositing, and re- Paying your employee’s share of social security and
porting. For employment tax and withholding purposes, Medicare taxes. If you choose to pay your employee’s
you can treat fringe benefits (including personal use of social security and Medicare taxes on fringe benefits with-
employer-provided highway motor vehicles) as paid on a out deducting them from his or her pay, you must include
pay period, quarter, semiannual, annual, or other basis. the amount of the payments in the employee’s income.
But the benefits must be treated as paid no less frequently Also, if your employee leaves your employment and you
than annually. You do not have to choose the same period have unpaid and uncollected taxes for noncash benefits,
for all employees. You can withhold more frequently for you are still liable for those taxes. You must add the
some employees than for others. uncollected employee share of social security and Medi-
You can change the period as often as you like as long care tax to the employee’s wages. Follow the procedure
as you treat all of the benefits provided in a calendar year discussed under Employee’s Portion of Taxes Paid By
as paid no later than December 31 of the calendar year. Employer in section 7 of Pub. 15-A. Do not use withheld
Federal income tax to pay the social security and Medicare
You can also treat the value of a single fringe benefit as
tax.
paid on one or more dates in the same calendar year, even
if the employee receives the entire benefit at one time. For Special accounting rule. You can treat the value of ben-
example, if your employee receives a fringe benefit valued efits provided during the last 2 months of the calendar
at $1,000 in one pay period during 2004, you can treat it as year, or any shorter period within the last 2 months, as paid
made in four payments of $250, each in a different pay in the next year. Thus, the value of benefits actually pro-
period of 2004. You do not have to notify the IRS of the use vided in the last 2 months of 2003 would be treated as
of the periods discussed above. provided in 2004 together with the value of benefits pro-
vided in the first 10 months of 2004. This does not mean
Transfer of property. The above choice for reporting
that all benefits treated as paid during the last 2 months of
and withholding does not apply to a fringe benefit that is a
a calendar year can be deferred until the next year. Only
transfer of tangible or intangible personal property of a kind
the value of benefits actually provided during the last 2
normally held for investment, or a transfer of real property.
months of the calendar year can be treated as paid in the
For this kind of fringe benefit, you must use the actual date next calendar year.
the property was transferred to the employee.
Limitation. The special accounting rule cannot be
Withholding and depositing taxes. You can add the used, however, for a fringe benefit that is a transfer of
value of fringe benefits to regular wages for a payroll tangible or intangible personal property of a kind normally
period and figure income tax withholding on the total. Or held for investment, or a transfer of real property.
you can withhold Federal income tax on the value of fringe Conformity rules. Use of the special accounting rule is
benefits at the flat 25% rate applicable to supplemental optional. You can use the rule for some fringe benefits but
wages. not others. The period of use need not be the same for
You must withhold the applicable income, social secur- each fringe benefit. However, if you use the rule for a
ity, and Medicare taxes on the date or dates you chose to particular fringe benefit, you must use it for all employees
treat the benefits as paid. Deposit the amounts withheld as who receive that benefit.
discussed in section 11 of Circular E (Pub. 15). If you use the special accounting rule, your employee
Amount of deposit. To estimate the amount of income also must use it for the same period you use it. But your
tax withholding and employment taxes and to deposit them employee cannot use the special accounting rule unless
on time, make a reasonable estimate of the value of the you do.
fringe benefits provided on the date or dates you chose to You do not have to notify the IRS if you use the special
treat the benefits as paid. Determine the estimated deposit accounting rule. You may also, for appropriate reasons,
by figuring the amount you would have had to deposit if you change the period for which you use the rule without
had paid cash wages equal to the estimated value of the notifying the IRS. But you must report the income and
fringe benefits and withheld taxes from those cash wages. deposit the withheld taxes as required for the changed
Even if you do not know which employee will receive the period.
fringe benefit on the date the deposit is due, you should Special rules for highway motor vehicles. If an em-
follow this procedure. ployee uses the employer’s vehicle for personal purposes,
If you underestimate the value of the fringe benefits and the value of that use must be determined by the employer
deposit less than the amount you would have had to and included in the employee’s wages. The value of the
deposit if the applicable taxes had been withheld, you may personal use must be based on fair market value or deter-
be subject to a penalty. mined by using one of three special valuation rules:
If you overestimate the value of the fringe benefit and • The automobile lease valuation rule.
overdeposit, you can either claim a refund or have the
overpayment applied to your next Form 941. • The vehicle cents-per-mile rule.
If you deposited the required amount of taxes but with- • The commuting valuation rule (for commuting use
held a lesser amount from the employee, you can recover only).
from the employee the social security, Medicare, or income
taxes you deposited on the employee’s behalf and in- Election not to withhold income tax. You can choose
cluded on the employee’s Form W-2. However, you must not to withhold income tax on the value of an employee’s
recover the income taxes before April 1 of the following personal use of a highway motor vehicle you provided. You
year. do not have to make this choice for all employees. You can
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To help us develop a more useful index, please let us know if you have ideas for index entries.
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