Expense Reimbursement Plan

The Federal Government recognizes the costly expenses associated uniquely with travel work assignments, including a home away from home.

In accordance with these expenses, the government has established specific guidelines for non-taxable reimbursement. The amount of the reimbursements cannot exceed the established government rates, which they have developed through extensive research and estimating average food and housing costs for areas throughout the U.S.

Travel personnel must meet the following requirements to receive this special tax benefit:

  • You must have a permanent tax residence where you usually live and pay taxes.
  • Your permanent residence must be different from your temporary work residence and be a certain distance from your home. You must live near your temporary work assignment. If you return to your permanent home after your shifts, you will not qualify for the travel deductions.
  • Your temporary assignment must be less than one year in length. If you work more than one year on an assignment, your reimbursed travel expenses are then treated as taxable income.
  • You must complete and keep on file with American Healthcare Staffing the Permanent Tax Residence Notification form to ensure your file has the necessary information.

According to the IRS, you may be reimbursed for expenses such as:

  • Travel by airplane, train, bus, or car between your home and your business destination. (If your ticket is provided or you are riding free as a result of a frequent traveler or similar program, your cost is zero.)
  • Using your car while at your business destination. You can deduct actual expenses or the standard mileage rate, as well as business-related tolls and parking fees. If you rent a car, you can deduct only the business-use portion of the expenses.
  • Fares for taxis or other types of transportation between the airport or train station and your hotel, the hotel and the work location, and from one customer to another, or from one place of business to another.
  • Meals and lodging.
  • Tips you pay for services related to any of these expenses.
  • Dry cleaning and laundry.
  • Business calls while on your business trip (This includes business communications by fax machine or other communication devices).
  • Other similar ordinary and necessary expenses related to your business travel (These expenses might include transportation to and from a business meal, public stenographer’s fees, computer rental fees, and operating and maintaining a house trailer).
  • Shipping of baggage, and sample or display material between your regular and temporary work locations.

Find more helpful tax information and tax preparation solutions for travel nurses at:

IRS.gov
www.traveltax.com
www.kobaly.com

Contact your personal tax advisor for any specific tax-related questions