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Tips-Managing Reimbursable Business Expenses For Independent Consultants

By: RAJIV KUMAR SAINI

Working as an independent consultant provides a variety of challenges for even the most organized of individuals. Among these challenges is managing finances, especially in the area of reimbursable business expenses. When one works for a company, business related expenses such as travel are frequently covered. However, in many cases, independent consultants and independent contractors must pay close attention to business expenses in order to stay afloat.

Luckily, the IRS has guidelines as to what expenses count as reimbursable, and which ones do not. Properly managing reimbursable expenses so that you can declare them come tax day is crucial to financial success. Most expenses that are accepted as reimbursable fit into the categories of dependant care, computer equipment, entertainment and meals (assuming of course that you are entertaining and dining with clients), medical care, travel, training, lodging, office expenses and professional fees. There are a few other broad categories including a miscellaneous section that includes spending on items such as licensing, public relations expenses and conference room rentals. This list is not exhaustive, and each broad category has distinctions, but in it one can see the general view of the IRS when it comes to reimbursement. If the expense is money spent in direct relationship with the company as a necessity of production, then it is reimbursable.

Having this list is a good start but not the complete answer to solving the financial challenge that is managing company expenses. If you are working as an independent contractor you could receive help in taking care of finances by an umbrella company or an employer of record. These types of organizations can provide tax relief which can be absolutely vital. An umbrella company or an employer of record can help you manage your expenses and stay organized. This in turn will prevent overpaying and allow you to take full advantage of opportunities for reimbursement. These types of companies can also help you to maximize your deductions. Beyond that, an umbrella company or an employer of record can make it possible for you to receive your reimbursement shortly after you file, not just in one lump sum at the end of the year. If you choose to use an umbrella company or employer of record, be sure to investigate your many options for working with an electronic system to maximize communication and efficiency.

There are other ways to receive help in managing your funds for taxes. A simple solution is hiring a bookkeeper or back office service. This individual or individuals can take care of the day to day office paperwork and keep you organized. If having an employee working with you on your independent venture is too much of a time or money commitment you can always try taking advantage of an accountant or tax attorney. These two options, as well as the umbrella company can all provide solid help and management of your financial resources when it comes to taxes.

While taking advantage of a variety of services and resources can be extremely helpful for managing finances, there is no replacement for being organized and disciplined on your own. There are a few steps you can take, even if you are using an outside source, to make sure your finances stay well balanced. One such step is remembering to withhold your own taxes. When you are independent consultant you will not be getting a pay check with taxes taken out, unless you're working through an umbrella company or employer of record as suggested above. When you're on your own, it is crucial that you always take out the money required for taxes when you get a check, or else you will find an insurmountable lump sum due on tax day. Another tip is to keep up with your taxes on a quarterly basis. It can be overwhelming to do it all at once, but if you split the year up into quarters and manage it bit by bit the whole process can become much simpler. It is worthwhile to deal with those quarterly tax estimates, even if it is a lot of work. Always pay on time, do what you can to not wind up paying a late charge.

An American Express card designed especially for small business can also help you keep track of all of your expenses. Through the internet you can view and manage all of your spending. Every time you use the card the charge will get put onto your internet file. Through that register you can pay your bills, have a record of what you have spent and why and even authorize somebody else to manage your finances. This system works very well while working in conjunction with an umbrella company. Use the American Express card, grant the umbrella company access to your file, and work cooperatively to manage all of your financial endeavors.

Managing finances could easily scare an individual away from independent consulting. This reluctance is understandable; the potential for disorganization and failure is high, but the potential for success is even greater. Financial management can be as simple as scanning receipts, or choosing to work with an umbrella company or an accountant. The key is to find a system that will work with your needs, and make your aspirations reality.
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