5 Frequently Asked Questions about QuickBooks Backups

Imagine that the computer containing your company’s QuickBooks file has suddenly crashed.  If you haven’t been diligent in backing up your data, you’re probably shocked and terrified.  While it’s possible that much of the data from your QuickBooks file can be re-created (unlike your priceless family photos), you’d probably spend several hours doing it.  Be sure to regularly back up your QuickBooks file to avoid this situation.

Questions I am often asked about backing up QuickBooks files include:

Q. How do I make a backup of my QuickBooks file?

A. On the File menu, select Create Backup.  If you want to save the backup file locally or on a removable storage drive, select Local Backup.  If this is the first time you’re creating a backup, click on the Next button and select a file location for saving backups.  Otherwise, click the Finish button.

Q. What is the difference between a backup copy and a portable company file?

A. Portable company files are smaller than backup files, but they contain all of the financial information.  In fact, we prefer that our clients send us portable company files because they are faster to upload and take up less space on our portal.  However, they do not include letters, logos, images, templates, or transaction log files (according to this Intuit support article).  We recommend you create backup files for internal purposes.

Q. How often should I create a backup copy of my QuickBooks file?

A. The answer to this question depends on your comfort level for losing data.  If you lose your QuickBooks file, how much data do you want to re-enter?  Though some companies back up monthly or weekly, the thought of spending many hours re-entering data causes some business owners to back up daily or every time a QuickBooks file is closed.

Q. Where should I save my QuickBooks backup files?

A.  You could save them on your computer’s hard drive, but if you experience a hard drive failure or theft, you’ve lost your QuickBooks company file AND backup files.  A better answer is to save them to a removable storage device, such as a CD, USB flash drive, or external hard drive.  However, if you experience a fire or other natural disaster, you could lose both your QuickBooks company file and backup files if they are both located on premise.

Another option you may want to consider is a secure and encrypted online backup service.  Many online backup services will back up your QuickBooks data easily and automatically.  Some business owners’ backup strategies include a combination of off-site removable storage and online methods.

Q. I forgot where I saved my QuickBooks backup file.  How can I find it?

A. QuickBooks for Windows backup files have a .QBB file extension.  QuickBooks for Mac uses various different file extensions depending on the version.  To find your QuickBooks backup file, search your computer for files with the appropriate file extension.

Tax breaks for cancellation of debt income set to expire

Unless extended, home sale tax breaks expire on January 1, 2013 for homeowners who have their mortgage reduced through restructuring, bank-agreed short sales, or foreclosures.

Typically, debt relief is considered income because the debt doesn’t have to be repaid.  However, a special tax break was legislated into place during the real estate crisis.  If you qualify, the tax break exempted up to $2 million of debt relief income resulting from a short sale, restructure or foreclosure of a primary residence.

If you are considering a short sale, debt restructure or foreclosure on your primary residence, under the current law you need to get the transaction completed in 2012.  In order to exempt primary residence cancellation of debt income, special requirements must be met.  Sometimes the cancellation of debt income from a primary residence does not qualify for the special tax break.   If you have questions regarding this special tax break, feel free to contact Mike Verville or one of the Las Vegas CPAs at Wallace Neumann & Verville, LLP.

Disclaimer

Reasonable Compensation for S Corporation Owners

The old adage “pigs get fat and hogs get slaughtered” should be considered when setting owners’ salaries for S corporations.  The IRS continues to challenge salary ranges that are not reasonable.  On February 21, 2012, the Eighth Circuit (David E. Watson, P.C. no. 11-1589 8th Cir. 2/21/12) affirmed a decision made by the Iowa District Court regarding an S corporation shareholder’s $24,000 salary.  The District court found that $24,000 was not reasonable compensation and determined a reasonable salary for the owner was $91,044.  The government used an expert witness to determine the reasonable salary.

The common strategy of paying low salaries to S corporation shareholders who provide services to their corporations results in reduced employment taxes.  The Watson case is interesting because it involves a CPA who tried to save payroll taxes by paying himself a small salary.

Watson was a CPA with a graduate degree and had 20 years of experience practicing in accounting.  He formed an S corporation and assigned his ownership in an accounting partnership to his S corporation.  Watson reported all of the partnership income on the S corporation tax return.  The S corporation paid Watson a W-2 for the accounting services he rendered to the partnership.  In 2002 and 2003, Watson received a salary of $24,000 from the S corporation.  He also received a distribution of $203,651 in 2002 and $175,470 in 2003.  The distributions were not subject to payroll taxes.

The IRS challenged the low salary and prevailed when Watson argued against the IRS in District Court.  Watson then appealed the decision in the Eighth Circuit and lost.  Because Watson lost the court cases, he was required to pay payroll taxes on the increased salary plus penalties and interest on the underpaid tax.

The IRS continues to challenge reasonable compensation.   Wallace Neumann & Verville, LLP is fortunate to have Romeo Razi (a former IRS Revenue Agent) who specialized in performing reasonable compensation audits for the IRS.  If you have questions regarding reasonable compensation for your S corporation, feel free to contact Romeo one of our Las Vegas CPAs at Wallace Neumann & Verville, LLP.

Disclaimer

Get your tax return prepared by a CPA in Las Vegas

Due to the current economic conditions and the unique business industries that operate here, Las Vegas residents face many tax and accounting challenges.  Certain financial events, such as starting a new business, often cause people in Las Vegas to seek out the help of a CPA to prepare their tax returns.  Here are a few frequently asked questions:

How do I report a short sale or foreclosure on my tax return?

Las Vegas has one of the highest rates for foreclosures and short sales in the country.  Did you recently experience a foreclosure or short sale and are worried about the tax consequences?  Did you receive a Form 1099-A or 1099-C and aren’t sure what to do with it?  Depending on the facts and circumstances of your foreclosure or short sale, the cancellation of debt may or may not be taxable.  Accounting for real estate transactions is complicated, so you’ll want to make sure you use a Las Vegas CPA that specializes in real estate. We also offer our experience as CPAs to help new real estate investors in Las Vegas to accurately report deductions for investment and rental properties.

How do I correctly report tips?

Las Vegas is frequently called “the entertainment capital of the world.”  With many high-end restaurants, hotels, and performances, tipping is a frequent occurrence in Las Vegas.  Whether you own and operate a restaurant or entertainment business or are an employee in one, you’ll want to make sure your tip reporting is compliant.  At Wallace Neumann & Verville, LLP, we have several CPAs with experience in the Las Vegas entertainment industry.  We also have a former Las Vegas IRS Revenue Agent who worked closely with the tip compliance team at the IRS.

I’m starting a new business.  How should I set it up to reduce taxes and make sure the accounting is done correctly?

At Wallace Neumann & Verville, LLP, we have helped several entrepreneurs get their businesses up and running.  Our CPAs serve many startups and small businesses in Las Vegas with issues such as entity selection, accounting software implementation, and tax return preparation.  My post with five new business accounting tips may also be helpful for you.

I don’t live in Las Vegas.  Can you still help me?

Wallace Neumann & Verville, LLP serves several clients that do not live in Las Vegas.  Our CPAs use the latest technology to serve clients remotely, such as computer screen-sharing sessions, videoconferencing, and secure file exchange with our client portal.

Whether you live in Las Vegas or elsewhere and are seeking a CPA, please do not hesitate to contact me or another professional from Wallace Neumann & Verville, LLP.

Disclaimer

Taxes scheduled to increase in 2013 due to Medicare surtaxes

The new Medicare surtaxes are the culprits behind the tax increases.  The law was enacted in 2010 to help cover the cost of health care reform.  However, the new tax is effective for tax years beginning in 2013.

First Levy - A special 3.8% Medicare surtax on unearned income for single filers with modified adjusted gross income over $200,000 and joint filers above $250,000.  Modified AGI is AGI plus any excluded foreign earned income.  The surtax is imposed on the smaller of the taxpayer’s net investment income or the excess of modified AGI over the thresholds.

Investment income includes interest, dividends, capital gains, annuities, royalties and passive rental income, but not tax-free interest or payouts from retirement plans such as 401(k)s, IRAs, Roths, profit sharing plans and defined benefit plans.  In other words, annuity payouts from retirement plans are exempt from the Medicare surtax.

For example, a couple with $80,000 of investment income and AGI of $280,000 will pay a surtax of $1,140 (calculated by multiplying the 3.8% surtax by the $30,000 excess over $250,000).   A single taxpayer with AGI of $400,000 and $100,000 of investment income will pay an additional $3,800 (calculated by multiplying 3.8% by $100,000).

The surtax boosts the top rate on capital gains and dividends to 18.8% (the 15% nominal maximum rate expected to be in effect for 2013 plus 3.8%).  The full profit on sales of rental properties and second homes can be hit by the surtax.  Also, large taxable gains may push your income over the surtax thresholds.

Planning Ideas - consider selling highly appreciated assets in 2012 instead of 2013.  Tax-exempt bonds will become more popular with high-income investors.  Tax-free interest is exempt from the 3.8% surtax and does not affect the owner’s AGI.  Converting to a Roth this year instead of next may be advantageous.  Although payouts from IRAs are exempt from the surtax, they are taxable, therefore causing your AGI to raise and possibly triggering the surtax on your investment income after 2012.

Second Levy - A 0.9% surtax on earned income (i.e. wages and income from self-employment).  Single taxpayers will owe the extra 0.9% Medicare tax once total earnings are more than $200,000.  The threshold for married couples is over $250,000.  So the effective Medicare tax rate on earnings over the thresholds will be 3.8% (the usual 2.9% Medicare rate plus an extra 0.9%).

Navigating the constantly changing internal revenue tax code can be difficult and frustrating.  The new Medicare surtax may cause a tax consequence that can be avoided with proper planning, making 2012 an important year to make wise tax planning moves.  The professionals at Wallace Neumann & Verville, LLP are available to help you plan for the new Medicare surtax laws.

Disclaimer

IRS launches IRS2Go 2.0 smartphone app

Last year, I wrote about the debut of IRS2Go, the first smartphone app from the IRS.  Yesterday, the IRS announced the release of version 2.0 of the app.  The new version includes tools to watch IRS YouTube videos, order tax return transcripts, and get the latest news from the IRS.

If you have a portable device with either the Apple or Android platforms, the IRS app may be the easiest and most convenient way to check the status of your refund.  If you want to maximize your tax refund and take advantage of every deduction that is legally allowed, please contact a Las Vegas CPA from Wallace Neumann & Verville, LLP.

Employee vs. Independent Contractor

On September 21, 2011, the IRS unveiled a program that allows taxpayers to voluntarily reclassify independent contractors as employees at a significantly reduced employment tax burden, with no penalties or interest. The voluntary classification settlement program (VCSP) is designed to help taxpayers address their tax responsibilities.

The VCSP was designed to encourage voluntary compliance with worker classification rules and is the start of an increased focus on the worker classification issue.  To increase enforcement efforts, the IRS, the Department of Labor, and several states have signed a memorandum of understanding.  This memorandum is designed to strengthen information sharing regarding misclassified workers.

The determination of whether a worker is an employee or an independent contractor is usually based on a multi-factor common-law test that considers the facts and circumstances of the relationship between the worker and the employer.  The primary factor usually revolves around the control that is or can be exercised over the worker.  Since the determination involves facts and circumstances, many times the classification is not as clear cut as one would hope.

If the IRS conducts an audit of this issue and finds misclassifications, the IRS will probably be less willing to negotiate on worker misclassification penalties and interest because the taxpayer had a chance to come forth voluntarily under VCSP and failed to do so.

Since the rules surrounding whether a worker should be classified as an independent contractor or an employee are complex and often difficult to apply, you may consider consulting one of the Las Vegas CPAs at Wallace Neumann and Verville, LLP.

New 1099 questions on business tax returns

After the IRS finalized its tax forms for the year 2011, we became aware of two new questions on business tax returns (including Forms 1120, 1120S, 1065, and 1040 Schedule C):

  1. Did you make any payments in 2011 that would require you to file Form(s) 1099?
  2. If “Yes,” did you or will you file all required Forms 1099?

Background – what is Form 1099?

Generally, a business issues Form 1099 and its series of forms to report certain payments to the IRS and inform recipients of the amounts reported.  For example, Form 1099-INT reports interest income and Form 1099-DIV reports dividend income.  The most common type of 1099 filed by small businesses is Form 1099-MISC, which reports amounts such as rents and nonemployee compensation.

The rules and thresholds for issuing 1099s vary, but for both rents and nonemployee compensation, a business must issue Form 1099-MISC to report $600 or more paid during the tax year to an individual or partnership for services.  Reportable payments for services include professional fees paid to an attorney or an accountant.  Other examples are payments to independent contractors for janitorial services, information technology consulting, web design and plumbing repairs (just to name a few).  Rent paid to a landlord is another reportable payment that is sometimes overlooked.

Implications of the new questions on business tax returns

Tax returns are signed under penalties of perjury, so it is important to accurately answer the two new questions regarding the filing of 1099s.  We expect nearly all of our business clients to meet the requirement for issuing 1099s and answer “yes” to the first question since they have paid us accounting fees (as a partnership, Wallace Neumann & Verville is eligible for a 1099).  We do not know the consequences of answering “yes” to the first question and “no” to the second question, but one possible outcome is an IRS correspondence audit.  For this reason, we urge all of our clients to timely file all required Forms 1099.

Penalties for filing late and failing to file

The IRS recently increased penalties for failure to file information returns, failure to furnish correct payee statements, and for intentional disregard of the law.  For the year 2011, the penalties for failure to file information returns such as 1099s are as follows:

  • $30 per information return if you correctly file within 30 days (by March 30 if the due date is February 28).
  • $60 per information return if you correctly file more than 30 days after the due date but by August 1.
  • $100 per information return if you file after August 1 or you do not file required information returns.
  • If any failure to file a correct information return is due to intentional disregard of the filing or correct information requirements, the penalty is at least $250 per information return.

In addition, the penalty for failure to furnish correct payee statements increased to $100 per return.  The penalty is reduced to $30 per return for failures corrected within 30 days after the due date and reduced to $60 per return for failures corrected on or before August 1.

See section O of the Form 1099 general instructions for more detailed information regarding these penalties.

Filing your 1099s

We are happy to prepare Form(s) 1099 for our clients when requested to do so. Typically, clients provide us with either an electronic copy of their accounting data or the amounts required to be reported on Forms 1099, as well as the name, address, and tax identification number for each recipient.

If you decide to prepare your own 1099s, you can buy blank forms at most office supply stores.  If you use QuickBooks, we can walk you through the steps for printing 1099s directly from the software.  Another option is to use an Approved IRS e-file for Business Provider.

The laws for issuing Form 1099 are complex, so please consult with your tax advisor.

See Also

Disclaimer

2011 General Instructions for Forms 1097, 1099, 1098, 3921, 3922, 5498 and W-2G

2011 Instructions for Form 1099-MISC, Miscellaneous Income

Las Vegas CPAs helping new real estate investors

Las Vegas Real Estate

The real estate market crash has been brutal to Las Vegas homeowners who have become underwater with their mortgages or have lost their homes through foreclosures and short sales.  For others who are more fortunate, the low housing prices in Las Vegas have provided them with the opportunity to purchase their first primary residence or investment property.  First-time homeowners and real estate investors who previously prepared their own tax returns may suddenly find themselves overwhelmed and may seek the help of a CPA.  Some of the accounting and tax challenges that real estate owners face are:

  • Correctly reporting amounts on the settlement statement.  Also known as a HUD-1 or closing statement, this is the document usually printed on legal-size paper that shows the purchase price of a home and all of the costs incurred at closing.  Some amounts on the settlement statement may be deductible in the year you purchase your home.  Other items are added to the basis of the property, potentially providing a depreciation deduction or reducing the amount of tax you will need to pay when you sell your home.  In some cases, amounts may be amortized and deducted over the life of the loan.
  • Classifying real estate activities on a tax return.  If you rent out a home, is it considered a passive activity for tax purposes?  Do you qualify as a real estate professional and are therefore able to take advantage of special tax breaks?  Are you involved enough in real estate activities to have the money you make from flipping homes subject to self-employment tax?  There are many questions that your CPA can help answer.
  • Determining whether certain costs are repairs or improvements.  Many of the best deals for real estate in Las Vegas are foreclosures, but some of these homes require significant repairs or improvements.  For example, you may have to replace a water heater, put in new carpet, or hire a painter.  Are these costs deductible repairs or depreciable improvements?
  • Bookkeeping for multiple real estate investments.  If you own several rental homes and manage them yourself, you’ll want to make sure you are well-organized for tax time.  Some real estate investors use QuickBooks, a popular accounting software, to keep track of income and expenses for various rental properties.  A QuickBooks feature called “classes” allows a rental property owner to run profit and loss statements for several different properties within a single data file.  Other real estate investors have separate bank accounts for each property or use other methods to successfully do the bookkeeping for multiple investments.

If you have discovered accounting for real estate transactions to be a daunting task, feel free to contact me or another Las Vegas CPA from Wallace Neumann & Verville providing tax and accounting services to individuals involved in real estate.

New rules for deducting or capitalizing tangible property costs

The IRS has issued new regulations for determining whether amounts paid to acquire, produce, or improve tangible property may be currently deducted as business expenses or must be capitalized. The regulations will affect virtually all taxpayers that acquire, produce, or improve tangible property. Comprehensive and voluminous, the regulations virtually rewrite the rules in this area. For example, they provide detailed definitions of “materials and supplies” and “rotable and temporary spare parts.” They prescribe new rules for elective de minimis and other optional methods for handling their cost. They also have rules for differentiating between deductible repairs and capitalizable improvements, among many other items. The regulations generally are effective in tax years beginning after Dec. 31, 2011. However, to add to their complexity, some of the new rules in the regulations do not supersede prior IRS guidance.

As you make decisions regarding your fixed asset purchases or improvements, you may want to ask your Las Vegas CPAs about the tax consequences regarding these planned investments. As always, feel free to contact a professional at  Wallace Neumann & Verville, LLP  for guidance on the new rules for deducting or capitalizing tangible property costs.