Turning Summer Business Travel into Tax Deductions
Posted by John Anderson on June 02, 2025
If you're planning a business trip this summer, whether for yourself or your employees, understanding which travel expenses are tax-deductible is essential. Under current IRS rules, travel must be business-related, necessary, and involve an overnight stay within the United States to qualify for deductions.
Important Note for Employees
Due to the Tax Cuts and Jobs Act (TCJA), employees cannot deduct unreimbursed business travel expenses on their personal tax returns through 2025. These expenses fall under miscellaneous itemized deductions, which are currently suspended. Proposed legislation, such as the “One, Big, Beautiful Bill,” could make this suspension permanent. However, self-employed individuals and businesses can still deduct qualifying travel expenses.
What Travel Expenses Are Deductible?
For business-related travel, the following expenses are generally deductible.
- Transportation: Airfare, train tickets, car rentals, taxis, and ride shares.
- Lodging: Hotel stays during business days.
- Meals: Deductible at 50% of the cost in 2025, even if not tied to a specific business meeting.
- Incidental Costs: Dry cleaning, business calls, internet access, and equipment rentals.
However, personal expenses such as sightseeing, entertainment, or pet boarding are not deductible.
The IRS emphasizes that expenses must be ordinary and necessary, not lavish or extravagant. That said, dining at upscale restaurants is not automatically disqualified, if the cost is reasonable under the circumstances.
Mixing Business with Leisure
If your trip includes both business and personal activities, you must allocate expenses accordingly.
- Business Days: Only meals and lodging on days primarily spent on business are deductible.
- Travel Costs: If the primary purpose of the trip is business, the full cost of round-trip travel is deductible. If the trip is mainly personal, travel costs are not deductible.
- Time Allocation: The IRS may assess how much of the trip was spent on business versus leisure to determine deductibility.
Note: These rules are even stricter for international travel.
Special Situations to Consider
- Conferences and Seminars: You must be able to prove the event is directly related to your business. Keep registration details and agendas as documentation.
- Spouse or Family Travel: Expenses for a spouse or family member are not deductible unless they are a bona fide employee and their presence serves a legitimate business purpose.
Best Practices for Maximizing Deductions
To ensure your deductions hold up under scrutiny:
- Maintain detailed records: Include receipts, dates, locations, business purposes, and names of attendees for meals.
- Use an accountable plan if reimbursing employees to avoid tax implications.
- Consult a tax professional to tailor deductions to your specific situation.
Conclusion
As summer travel plans take shape, incorporating sound tax planning into your business trips can lead to tax savings. By understanding what qualifies as a deductible expense and maintaining thorough documentation, you can ensure compliance with IRS rules while maximizing your tax benefits. Whether you're self-employed or a business with hundreds of employees, staying informed and organized is key. For personalized advice tailored to your specific travel and business circumstances, consult with your Lumsden McCormick tax professional.
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As a tax manager, John provides tax compliance and planning services to a variety of commercial businesses and individuals. His primary focus is servicing clients in the real estate industry, both commercial and residential.