This is a very common question we receive, especially from business owners. They often want to know if their business should lease the car and what the tax effects will be.

First, get information on both scenarios to determine what the prices will be for both scenarios. Don’t forget to get the residual value on the lease. Then, you can determine the internal interest rate on the lease and determine which scenario is a better value for your dollar. You should also consider how many miles you will put on the vehicle. If you may go over the mileage allowance, you are probably better off purchasing the vehicle.

If you own a business and the business is the buyer or lessor of the vehicle, you will probably end up paying higher insurance rates for commercial vehicles and higher registration and property taxes. It usually works out better for the individual to purchase the vehicle and have the business reimburse the individual by the mile at the standard mileage rate. The only real exceptions to this is if you plan to purchase a Hummer or gas guzzling vehicle where actual expenses are preferable to the standard mileage rate. The rate for 2011 is 51 cents per mile.

If you still are not sure, we can perform a detailed analysis of lease vs. purchase based on the details of each deal that you provide to us. Let us know if we can help with this.

I hear this question very often when speaking with business owners. These receipts can be a hassle to keep up with and filing is never fun. If you had asked me a couple of years ago, I would have probably told you that credit card statements or bank statements showing the debit charges would have been enough to support your deduction for the IRS. This has changed a bit though as the IRS has become more detailed and seems to be questioning more when they do audit taxpayers now.

Our internal best practice has been filing this receipts in an accordion file by month. I don’t think It is necessary to spend too much time filing these receipts but just being able to locate them if asked by the IRS should be the goal. Another problem with our current technology has arisen though. Most receipts are now printed on thermal paper. If you have ever looked at one of these receipts a year or two later, they fade away and become a blank slip of paper. Therefore, I recommend that these receipts be periodically scanned to preserve the information. Otherwise, by the time the IRS gets around to asking for them, they may have turned into magical disappearing ink and the IRS may disallow the deduction.

I recommend all business owners invest in a sheet feed scanner and even consider going paperless to save time and have a reliable source of data for audit and record keeping. Fujitsu makes a great line of ScanSnap scanners and Neat Receipts has some great portable scanners also. Go ahead and bypass the flat bed scanners and move up to sheet feed scanners. You will thank me later!

We also have a new product for simplifying home and offices with paperless technology. Let us know if you would like more information on how we can protect your data in a paperless environment and help streamline your life!

Effective July 1, 2011, the North Carolina portion of the state sales and use tax rates are scheduled to decrease from 5.75% to 4.75%. The total rate for Mecklenburg County (including county and transit sales tax) is currently 7.25% and would decrease to 6.25%. Most other counties in North Carolina are currently at 6.75% and would decrease to 5.75%. Mark your calendars if you are collecting sales tax from your customers, but watch for proposed legislation that would affect this decrease in rates. We will keep you posted as we are updated on changes.

For more information, you can visit the NC Department of Revenue website.

One of the most daunting tasks for self-employed or small business owners is tracking mileage. It is painfully tedious, but the good news is there are some apps for your iPhone or iPad to help ease some of this pain. Try one out and let us know which one you like best.

Mileage Tracking Apps