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EMPLOYEE REPRESENTATION REGARDING USE OF COMPANY VEHICLE The IRS requires employers to provide certain information on their tax return with respect to the vehicles provided to employees. This information.
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Odometer FAQ
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Although it appears to be harmless, allowing company vehicles to be used for personal use opens up your business to a significant amount of legal risk. Your business could be on the hook financially and face damage to its reputation is certain actions occur, such as drinking and driving or a severe personal accident.
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Report the value of the personal use of the company vehicle on the employee's Form W-2. Include the amounts in Boxes 1, 3, and 5. Also, report the amounts you withheld in Boxes 2, 4, and 6. If you choose not to withhold federal income tax, you must still include the fair market value of the benefit in Box 1.
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However, there is no rule of thumb when it comes to the value of a car. It typically depends on what kind of car your company leases on your behalf. If the standard car for an employee is a mid-sized American car then the value of the car can range from $10K to $18K.
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Under IRS general rules, all use of a company car is considered personal use unless the employee documents the business use of the car. Personal use of a company vehicle generally results in taxable wages for the employee.
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Companies often provide vehicles for their employees. Company cars reap several benefits, including access to transportation and low-cost branding and advertising. But with those benefits come trade-offs, including regular maintenance costs, increased liability and high upfront investment.
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With the cents-per-mile method, fair market value of the employee's personal usage of the vehicle is determined simply by multiplying the number of personal miles driven by the IRS Standard Mileage Rate (65.5 cents for 2023). This rate includes the cost of maintenance, insurance, and fuel.
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To use the lease value rule, multiply the annual lease value of the car (via the IRS Annual Lease Value table) by the percentage of personal mileage driven. This will give you the Fair Market Value (FMV) of the employee's personal use of a company-provided vehicle.
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On average, a company car is worth $8,500 a year. This figure is with the assumption that the employee does not have to pay any expenses for any fuel, insurance, repair, or maintenance. If an employee is responsible for any of those expenses, they should deduct that cost from the original figure.
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