Form 14581-A - Fringe Benefits Compliance Self-Assessment For Public Employers Page 2
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4Department of the Treasury - Internal Revenue Service
14581-A
Form
Fringe Benefits Compliance Self-Assessment
(June 2017)
For Public Employers
Fringe Benefits – Publication 15-B and Publication 5137
1.
Does the entity follow “accountable plan” rules for reimbursement of business
Yes
No
Follow Up
expenses incurred by employees
Note: Generally, reimbursements or advances for expenses paid by the employer on behalf of the employee are taxable unless they
are working condition fringe benefits and are ordinary and necessary employee business expenses that would otherwise qualify for a
deduction by the employee and the reimbursements or advances are made under accountable plan rules. For payments to be
considered to be made under accountable plan rules, the employee must:
a) Incur the expenses in the performance of work,
b) Substantiate the expenses within a reasonable period of time, and
c) Return any amounts in excess of expenses within a reasonable period of time.
If accountable plan rules are met, no tax reporting is necessary. If the rules are not met, the reimbursements or advances are included
in wages on Form W-2 and are subject to withholding and payment of employment taxes. Employees may deduct expenses as
miscellaneous itemized deductions on their Form 1040.
Comments
2.
Does the entity include the taxable amount of the following fringe benefits as wages when applicable
a. Personal use of a government-owned vehicle
Yes
No
Follow Up
Note: Two types of written policy statements relating to a vehicle provided by the employer qualify as sufficient evidence corroborating
the employer’s own statement, and therefore will satisfy the substantiation requirements if initiated and kept by an employer to
implement a policy of either:
a) No personal use – see the requirements of Treas. Reg. Section 1.274-6T(a)(2), or
b) No personal use except for commuting – see the requirements of Treas. Reg. Section 1.274-6T(a)(3).
Note: Unless it is excludable as a qualified non-personal use vehicle, the personal use of a government-owned vehicle is a taxable
fringe benefit. Personal use includes the value of commuting to and from work in a government-owned vehicle, even if the vehicle is
taken home for the convenience of the employer. The fair market value of the fringe benefit must be included in wages and is subject to
income and employment taxes. However, employee use of a qualified non-personal use vehicle qualifies as a working condition fringe.
You can exclude the value of that use from the employee's income. A qualified non-personal use vehicle is any vehicle the employee is
not likely to use more than minimally for personal purposes because of its design.
The value of the use of the vehicle is determined using one of the following methods:
a) General valuation rule: the fair market value of a fringe benefit is defined as the price a willing buyer would pay to a willing seller in
an arm’s-length transaction.
b) Alternate valuation rules: each of the following may be used under certain circumstances:
i. Lease value rule: Benefit determined based on annual lease value of the vehicle,
ii. Cents-per-mile rule: Personal use included in wages at the standard mileage rate for the year, or
iii. Commuting rule: An amount of $1.50 per one-way commute is a taxable fringe benefit.
Note: A discussion of the valuation rules is included in Publication 15-B.
Comments
b. Other listed property or reimbursement of travel expenses to any workers
Yes
No
Follow Up
Note: The employer is not required to have a separate written policy to meet the substantiation requirements for these items. Adequate
accounting for these items by employees means the submission to the employer of an account book, diary, log, statement of expense,
trip sheet or similar record maintained by the employer in which the required information for each element of expenditure or use is
recorded at or near the time of the expenditure or use in a manner that conforms to the listed property requirements.
Comments
14581-A
Catalog Number 69844Y
Form
(6-2017)
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