Who maintains receipt for employee expense reimbursements?
"In the normal course of events, you should receive a separate check for the amount of the purchase, and that amount should not be included in your wages as shown on your W-2 statement.  If the amount is included on your paycheck, it should still be listed separately as a non-taxable item, not as part of wages paid.  In other words, the IRS should not even be aware that this money  was paid to you, there is no need to list the amount anywhere on your  income tax return, and if you are paranoid about the matter, staple the stub attached to the reimbursement to a copy of your bank statement showing that you deposited the money into your account and save it in your file of tax papers for the year, just in case the IRS audits you and requires you to document every deposit in your checking account.  The amount is a business expense that is deductible on your employer's tax return, and your employer is also required to keep documentation that the  employee expense reimbursement plan is running as per IRS rules (i.e., the employer is not slipping money to you ""under the table"" as a reimbursement instead of paying you wages and thus avoiding the employer's share of FICA taxes etc) and that is why your employer needs the store receipt, not a hand-written note from you, to show the IRS if the IRS asks. You said you paid with ""your own cash"" but in case this was not meant literally and you paid via credit card or debit card or check, then any mileage award, or points, or cash back for credit card use are yours to keep tax-free, and any interest charges  (if you are carrying a revolving balance or paid through your HELOC) or  overdraft or bounced check fees are yours to pay."
Thanks for clarifying.  Also, I know Goodwill, and most likely the others, aren't technically one entity, but rather many entities under the same operating name, so there are many CEOs that work for Goodwill.  Maybe there is one that heads the whole thing, but I wonder how much is going to all the C-levels? "The personal checks may be due to their bank not issuing the company checks yet and there may also not be a payroll system in place at this time. So far as the W2's are concerned you should probably ask the owner if they plan on distributing them to the employees. If the owner has no interest in making you proper ""on the books employees"" let them know that they should probably be paying you in cash so that if the IRS comes you wont be tied to it. Obviously working in cash (off the books) has its drawbacks (no rights or protections) and benefits (no taxes)." "There are at least three financial institutions involved here: your insurance company's bank, the money center, and your bank. Normally, they would keep records, but given that the money center didn't even ask for your signature, ""normal"" probably doesn't apply to them. Still, you can still ask them what records they have, in addition to the other two institutions; the company's bank and your bank likely have copies of the check." "I would say to only bother keeping the ones you know you'll use for itemized deductions. This includes any unreimbursed business expenses and vehicle licensing fees. There are a lot of other itemized tax deductions possible, but those are two common ones. Also, keep track of your business mileage (mileage before and after the trip, and commuting doesn't count as ""business mileage""). You may also want to keep receipts of all out-of-state purchases if your state is one of those that tries to collect state tax on out-of-state purchases. Ensure your supported charities are 501(c)(3), and they'll give you a receipt at the end of the year. Don't bother keeping fast food or gas receipts (unless they're business expenses)." "Following up on this, here is what I did. First, I called my benefits provider.  They had documentation of my election over the phone, which then allowed them to retroactively fix the problem. Had they not had this documentation, I would have been out of luck. Second, the next step for ""fixing"" occurred when I received my W-2 for this position. This W-2 mistakenly showed the amount for my medical FSA in box-10 of my W-2 as the same dependent care FSA. This requires calling/emailing my benefits and payroll department to get an updated W-2..." I store all my receipts digitally, and make sure to input them into accounting program sooner than later, just so I don't forget about it. For practical purposes, the two important things are: Any kind of a digital system makes this pretty easy, even just putting the sums in a spreadsheet and the receipts into files with the date in the name. However, because it's easy enough, I also have a box where I stuff the paper receipts. I expect never to need them, but should something very weird happen to my computer and backups, they would be there. You can just buy the items personally and then submit an expense report to the company to get reimbursed. Keep all the receipts. Paying with a company check is also fine, but you might run into problems with stores not accepting checks. I'll assume you are asking about a check for some kind of work or service that you provided them, that they hired your company to do. No large business will do that. In their records they have a contract with your company to provide services. If they write you a personal check it won't match with the contract, and when the auditors see that they will scream blue murder. Whoever wrote the check will have to prove that you are legitimately the same thing as the company (that doesn't mean taking your word for it). They may also have to show they weren't conspiring with you to commit tax fraud ( that wasn't your intention of course, was it?) . You should be recording the reimbursement as a negative expense on the original account the expense was recorded. Let's assume you have a $100 expense and $100 salary. Total $200 paycheck. You will have something like this In the reports, it will show that the expense account will have $0 ($100 + ($100)), while income account will have $100 (salary). IRS pub 521 has all the information you need. Expenses reimbursed. If you are reimbursed for your expenses and you   use the cash method of accounting, you can deduct your expenses either   in the year you paid them or in the year you received the   reimbursement. If you use the cash method of accounting, you can   choose to deduct the expenses in the year you are reimbursed even   though you paid the expenses in a different year. See Choosing when to   deduct, next. If you deduct your expenses and you receive the   reimbursement in a later year, you must include the reimbursement in   your income on Form 1040, line 21 This is not unusual. Anybody who moves near the end of the year can have this problem. The 39 week time test also can be an issue that span over 2 tax years. I would take the deduction for the expenses as soon a I could, and then count the income in the later year if they pay me back. IF they do so before April 15th, then I would put them on the same tax form to make things easier. It is probably safe to throw away the receipt.  Without a system to process and store receipts, they are of little use. With regards to personal finances I'm guilty of preaching without practicing 100% of the time, but here are some arguments for keeping receipts. To reconcile your statement to receipts before paying the credit card bill  - people make mistakes all the time.  I bet if you have an average volume of transactions, you will find at least one mistake in 12 months. To establish baseline spending and calculate a realistic budget.  So many people will draft  a budget by 'estimating' where their money goes.  When it comes to this chore, I think people are about as honest with themselves as exercise and counting calories.  Receipts are facts. To abide by record keeping requirements for warranty, business, IRS, etc... Personally, the only thing I've caught so far is Bank of America charging me interest when I pay my bill in full every month! The insurance company issued the check.  I'd contact the insurance company to have the current check voided and a new one issued to the pharmacy. The IRS Guidance pertaining to the subject.  In general the best I can say is your business expense may be deductible.  But it depends on the circumstances and what it is you want to deduct. Travel Taxpayers who travel away from home on business may deduct related   expenses, including the cost of reaching their destination, the cost   of lodging and meals and other ordinary and necessary expenses.   Taxpayers are considered “traveling away from home” if their duties   require them to be away from home substantially longer than an   ordinary day’s work and they need to sleep or rest to meet the demands   of their work. The actual cost of meals and incidental expenses may be   deducted or the taxpayer may use a standard meal allowance and reduced   record keeping requirements. Regardless of the method used, meal   deductions are generally limited to 50 percent as stated earlier.    Only actual costs for lodging may be claimed as an expense and   receipts must be kept for documentation. Expenses must be reasonable   and appropriate; deductions for extravagant expenses are not   allowable. More information is available in Publication 463, Travel,   Entertainment, Gift, and Car Expenses. Entertainment Expenses for entertaining clients, customers or employees may be   deducted if they are both ordinary and necessary and meet one of the   following tests: Directly-related test: The main purpose of the entertainment activity is the conduct of business, business was actually conducted   during the activity and the taxpayer had more than a general   expectation of getting income or some other specific business benefit   at some future time.   Associated test: The entertainment was associated with the active conduct of the taxpayer’s trade or business and occurred directly   before or after a substantial business discussion. Publication 463 provides more extensive explanation of these tests as   well as other limitations and requirements for deducting entertainment   expenses. Gifts Taxpayers may deduct some or all of the cost of gifts given in the   course of their trade or business. In general, the deduction is   limited to $25 for gifts given directly or indirectly to any one   person during the tax year. More discussion of the rules and   limitations can be found in Publication 463. If your LLC reimburses you for expenses outside of this guidance it should be treated as Income for tax purposes. Edit for Meal Expenses: Amount of standard meal allowance.   The standard meal allowance is   the federal M&IE rate. For travel in 2010, the rate for most small   localities in the United States is $46 a day. Source IRS P463 Alternately you could reimburse at a per diem rate You don't need to keep receipts for most things, and if you are not going to itemize your deductions (which as a college student, you probably won't), you need even fewer.  Things that you should always keep: If you are itemizing your deductions, you want to keep receipts for anything that you can itemize.  Some common things are: Another thing that you should do, but few people do, is keep track of your online purchases, since many states require you to pay sales tax on those purchases.  Of course, the state has no way of knowing what you buy online, so it is all done on the honor system. By definition, this is a payroll deduction. There's no mechanism for you to tell the 401(k) administrator that a Jan-15 deposit is to be credited for 2016 instead of 2017. (As is common for IRAs where you do have the 'until tax time' option) If you are paid weekly, semi-monthly, or monthly, 12/31 is a Saturday this year and should leave no ambiguity about the date of your last check.  The only unknown for me if if one is paid bi-weekly, and has a check covering 12/25 - 1/7. Payroll/HR will need to answer whether that check is considered all in 2016, all in 2017 or split between the two.