Record keeping• Tax records should be kept year-round, not hastily assembled just for your annual tax appointment. But which records are important, and how and why do you keep them?
• Without tax records, you could lose valuable deductions by forgetting to list expenses on your return or having unsubstantiated items disallowed if you are audited.
• Generally, returns can be audited up to three years after filing. However, if income is under reported by 25% or more, the Internal Revenue Service can collect underpaid taxes up to six years later. In other words, you need good records to verify what you report on your tax returns.
• Another money-saver; If your records are organized, we will need less time to review your records. This may translate to lower tax preparation fees.
Which records are important?
• Records of income received
• Expense items, especially work-related expenses
• Home improvements, sales, and refinances
• Investment purchases and sales information
• The estate value of inherited property
• Specific uses of loan proceeds
• Medical Expenses
• Charitable contributions
• Interest and taxes paid
• Records on nondeductible IRA contributions
How should you keep your tax records?
Any way that is convenient for you that will allow you to give complete information on each item:
• Who?
• What for?
• When?
• Where?
• Why?
• How much?
Record keeping for Businesses
Any way that is convenient for you that will allow you to give complete information on each item:
• Who?
• What for?
• When?
• Where?
• Why?
• How much?
Record keeping for Businesses
• The tax law requires all businesses to keep records to support the gross income, deductions, and credits claimed on their income tax returns.
• What records? All businesses should have a permanent set of books, which summarize individual deposits, disbursements, and items of adjustment. These records should be retained indefinitely. Permanent records also include those needed to prove the basis (cost) of depreciable assets.
• Supporting documents may be needed to validate the journal entries if your returns are examined by the IRS. The general rule is that supporting documents should be retained at least until the statute of limitations for a tax has passed.
• The supporting documents the IRS reviews include bank statements, cancelled checks, payroll records, invoices, and the like. You should also retain documents supporting deposits that do not reflect income, such as loan documents. If storage is a problem, consider microfilming these documents.
• What happens if your records are inadequate? If you fail to retain adequate records to support the items claimed on you returns, the IRS has authority to reconstruct your income using one of several methods, including estimating increased net worth, looking at bank records, or estimating the raw materials used in manufacture. Whatever method the IRS uses, you have the burden of proof if you dispute their estimate. Without adequate records, proving the IRS estimates wrong is difficult, at best. You could end up with an assessment for additional taxes, plus penalties and interest.
How long should records be kept?
• Just how long you should keep records is partly a matter of judgment and a combination of state and federal statutes of limitations. Federal returns can be audited for up to three years after filing (six yours if underreported income is involved), so all records substantiating tax deductions should be kept at least that long.
• What records? All businesses should have a permanent set of books, which summarize individual deposits, disbursements, and items of adjustment. These records should be retained indefinitely. Permanent records also include those needed to prove the basis (cost) of depreciable assets.
• Supporting documents may be needed to validate the journal entries if your returns are examined by the IRS. The general rule is that supporting documents should be retained at least until the statute of limitations for a tax has passed.
• The supporting documents the IRS reviews include bank statements, cancelled checks, payroll records, invoices, and the like. You should also retain documents supporting deposits that do not reflect income, such as loan documents. If storage is a problem, consider microfilming these documents.
• What happens if your records are inadequate? If you fail to retain adequate records to support the items claimed on you returns, the IRS has authority to reconstruct your income using one of several methods, including estimating increased net worth, looking at bank records, or estimating the raw materials used in manufacture. Whatever method the IRS uses, you have the burden of proof if you dispute their estimate. Without adequate records, proving the IRS estimates wrong is difficult, at best. You could end up with an assessment for additional taxes, plus penalties and interest.
How long should records be kept?
• Just how long you should keep records is partly a matter of judgment and a combination of state and federal statutes of limitations. Federal returns can be audited for up to three years after filing (six yours if underreported income is involved), so all records substantiating tax deductions should be kept at least that long.
Here are recommended retention periods for various records:
| Records | Retention Period |
|---|---|
| Cancelled Checks | 7 years |
| Credit card receipts | 7 years |
| Paid invoices | 7 years |
| Bank deposit slips | 7 years |
| Bank statements | 7 years |
| Tax returns (uncomplicated) | 7 years |
| Tax returns (all others) | Permanent |
| Employment tax returns | 7 years |
| Expense records | 7 years |
| Financial statements | Permanent |
| Contracts | Permanent |
| Minutes of meetings | Life of company plus 7 years |
| Corporate stock records | Permanent |
| Employee records | Period of employment plus 7 years |
| Depreciation schedules | Life of assets plus 7 years |
| Real estate records | Ownership period plus 7 years |
| Journal and general ledger | Life of business plus 7 years |
| Insurance policies | Life plus 3 years |
| Inventory records | 7 years |
| Home improvement records | Ownership period plus 7 years |
| Investment records | Ownership period plus 7 years |
Note: Requirements for computer-maintained records are generally the same as for manually kept records.
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