Deduction checklist
Use this form to summarize and organize your tax-deductible business expenses. In order to deduct expenses in your trade or business, you must show that the expenses are “ordinary and necessary.” An ordinary expense is one that is customary in your particular line of work. A necessary expense is one that is appropriate, but not necessarily essential in your business. The application of these terms to you relies heavily on the “facts and circumstances” of your unique situation. A business expense deduction must also take into account any reimbursement you have received, or could have received, or could have received for that expense from your employer or another source.
The information provided is an abbreviated summary of the rules for business expenses applicable to specific roles. For additional details as to specific business expenses, the records required, and the various governmental regulations. Please contact one of our staff.
Airline Flight Crew Personnel
Professional Fees + Dues
- Association Dues
- Professional Dues
- FAA Medical Exam
- Licenses
- Passport, Visa, ID
- Training Expenses
- Union Dues & Assessments
- Other
Auto Travel
- Company Physical (mi)
- FAA Physical (mi)
- Parking Fees (mi)
- Pickup Cleaning and Supplies (mi)
- Training (mi)
- Union or Association Officer (mi)
- Other
Equipment, supplies + Repairs
- Alarm Clock – Portable
- Bidding Software Fees
- Books, Manual, Tapes
- Business Cards
- Calculator
- Cockpit Keys
- Ear Piece/ Protectors
- Flashlight and Batteries
- Flight Bag
- Flight Glasses
- Flight Luggage
- Uniform Bags
- Internet Provider
- Jet Bridge Keys
- Log Book
- Map Books
- Charts
- Name Tags and ID Holders
- Security Devices
- Trade Publications
- Translators
- Union Officer Expenses
- Committee Expenses
- Voltage Converters
- Watch/ Batteries
- Other
Uniforms + Upkeep
- Alterations & Repairs
- Cleanings & Laundry
- Emblems, Insignias, Wings, Etc.
- Hats & Caps
- Jacket or Overcoats
- Shoes or Boots
- Belts & Gloves
- Shirts & Blouses
- Pants & Skirts
- Sweaters & Vests
- Ties & Scarves
- Other
Telephone Expenses
- Special or Fax Line
- Cellular Service
- Business Long Distance
- Pay Phone – Phone Card
- Paging Service
- Answering machine
- Other
Unreimbursed OUt-of-Town Travel
- Airfare, Train & Bus
- Highway Tolls
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging
- Porter, Bell Captain
- Taxi & Subway
- Telephone Calls (including home)
- Other
business professionals
Professional Fees + Dues
- Association Dues
- Credentials
- License
- Professional Associations
- Union Dues
- Other
Auto Travel
- Between Jobs or Jobs Locations (mi)
- Client Meetings (mi)
- Continuing Education (mi)
- Job Seeking (mi)
- Out of Town Business Trips (mi)
- Purchasing Job Supplies and Materials (mi)
- Professional Society Meetings (mi)
- Parking Fees ($)
- Tolls ($)
- Other
supplies + Expenses
- Briefcase
- Business Cards
- Business Meals (Enter 100% of Expense)
- Clerical Service
- Computer software
- Computer Lists
- Entertainment (enter 100% of expense)
- Equipment Repair
- Fax Supplies
- Gifts
- Greeting Cards
- Legal & Professional Services
- Office Expenses
- Postage
- Shipping
- Stationery
- Technical Publications
- Other
travel – out of town
- Airfare, Train & Bus
- Bridge & Highway Tolls
- Car Rental
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging)
- Parking
- Porter, Bell Captain
- Taxi & Subway
- Telephone Calls (including home)
- Other
Equipment Purchases
- Answering Machine
- Calculator
- Copy Machine
- Fax Machine
- Pager
- Recorder
- Telephone
- Other
Telephone Expenses
- Cellular Service
- Fax Transmissions
- Paging Service
- Payphone
- Toll Calls
- Other
continuing education
- Correspondence Course Fees
- Course Registration
- Lab Fees
- Materials & Supplies
- Photocopy Expenses
- Reference Material
- Research Expenses
- Seminar Fees
- Textbooks
- Other
MISCELLANEOUS expenses
- Liability Insurance – Business
- Subscriptions
- Resume – Job Seeking
- Other
- Professional Subscriptions
daycare providers
auto Travel
- Continuing Education (mi)
- Field Trips (mi)
- School – Pickup & Delivery (mi)
- Shopping – Food & Supplies (mi)
- Parking
- Tolls
- Other
supplies + expenses
- Advertising
- Arts & Crafts Materials
- Bond
- Books – Children’s
- Bottles – Baby
- Child Proofing Devices
- Cleaning Supplies
- Continuing Education (care provider)
- CPR Training
- Diapers
- Educational Toys
- First Aid Supplies
- Food
- Formula
- Insurance – Business
- Laundry
- Laundry Supplies
- Legal & Professional Services
- License
- Office Supplies
- Paper
- Paper – Toilet
- Party Supplies
- Payroll
- Repairs
- Replacements
- Tax – Business
- Tax – Payroll
- Tax Preparation
- Telephone
- Tickets, Fees, etc.- Field Trips
- Toys
- Video Rentals
- Other
captial purchases
- Car Seats
- Cribs
- High Chairs
- Jungle Gym
- Slides
- Swings
- Other
- Allocated Expenses Items
- Dishwasher
- Dryer
- Fencing
- Refrigerator
- Television
- VCR
- Washer
- Other
business use of home
- Total Square Feet of Home
- Business Area of Home
- Business Hours (total for year)
- Home Mortgage Interest
- Property Taxes
- Insurance
- Rents
allocated expenses
- Cleaning Services
- Gardener
- Maintenance
- Painting
- Pool Service
- Pool Supplies
- Repairs – Exterior
- Repairs – Interior
- Repairs – Yard, Fence, etc.
- Trash service
- Utilities – Cable, Electric,
- Gas, Water, other
- Other
educators
Professional Fees + Dues
- Alumni Dues
- Association Dues
- Credentials
- License
- Parent Teacher Groups
- School Dues
- Union Dues
- Other
continuing education
- Correspondence Course Fees
- Course Registration
- Lab Fees
- Materials & Supplies
- Photocopy Expenses
- Reference Material
- Research Expenses
- Seminar Fees
- Textbooks
- Transcripts
- Tuition
- Other
telephone expenses
- Cellular Tall Calls
- FAX Transmissions
- Pager
- Toll Calls
- Other
auto travel
- Away From Home Overnight (mi)
- Between Jobs or Jobs Locations (mi)
- Continuing Education (mi)
- Field Trips (mi)
- Library (mi)
- Meetings (mi)
- Purchasing Job Supplies and Materials (mi)
- Professional Society Meetings (mi)
- School Functions (mi)
- Seminars (mi)
- Parking Fees ($)
- Tolls ($)
- Other
travel – out of town
- Airfare, Train & Bus
- Bridge & Highway Tolls
- Car Rental
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging)
- Parking
- Porter, Bell Captain
- Taxi & Subway
- Telephone Calls (including home)
- Other
classroom supplies
- Arts & Crafts Materials
- Audio Visual Rentals
- Audio Visual Supplies
- Books
- Classroom Decorations
- Computer software
- Film & Processing
- Grading Expenses
- Magazines
- Music
- Newspapers
- Paper
- Party Supplies
- Photocopy Expense
- Printing
- Records, Tapes, etc.
- Stationery
- Student Prizes & Awards
- Trophies
- Visual Aids
- Video Tapes
- Other
miscellaneous expenses
- Liability Insurance – Business
- Periodicals
- Professional Subscriptions
- Resume – Job Seeking
- Other
Entertainers
Continuing Education
- Coaching Expense
- Dance Training
- Music – Arrangements, Tapes, Recordings,
- Training
- Rents – Rehearsal Hall
- Tickets – Performance Audit
- Voice Training
- Other
promotional expenses
- Audition Tapes & Videos
- Business Cards
- Film & Processing
- Mailing Supplies – Envelopes, etc.
- Photos – Professional
- Portfolio Expenses
- Resume
- Other
supplies + Expenses
- Alterations – Repairs (consumes/ wardrobe)
- Cleaning (costumes/ wardrobe)
- Commissioners- Agent/Manager
- Costumes – Wardrobe (special)
- Dues – Union & Professional
- Gifts – Business
- Hair Care- Wigs & Supplies (special business)
- Insurance-Equipment
- Interest-Business Loans
- Makeup – Cosmetics (special business)
- Manicure – (special for hand interests, etc)
- Meals – Business (enter 100% of cost)
- Office Supplies
- Photocopy – Scripts, etc.
- Postage
- Props, Stunt Supplies
- Publications – Trade
- Rents – Equipment, Costumes, etc.
- Repairs – Equipment
- Secretarial
- Tools
- Other
telephone expenses
- Cellular Calls
- FAX Transmissions
- Paging Service
- Pay Phone
- Toll Calls
- Other
auto travel
- Audition Travel (mi)
- Business Meetings (mi)
- Continuing Education (mi)
- Job Seeking (mi)
- Out of town Business Trips (mi)
- Purchasing Job Supplies & Materials (mi)
- Professional Society Meeting (mi)
- Parking Fees ($)
- Tolls ($)
- Other
travel – out of town
- Airfare, Train & Bus
- Car Rental
- Bridge & Highway Tolls
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging
- Parking
- Porter, Bell Captain
- Taxi & Subway
- Telephone calls
- Other
equipment purchases
- Answering Machine
- Amplifiers
- Auto Systems
- Musical Instruments
- Pager
- Recorder
- Speaker Systems
- Other
firefighters
Professional Fees + Dues
- Association Dues
- House Dues (? – ask tax advisor)
- Union Dues
- Other
Auto Travel
- Between 1st & 2nd Job (mi)
- Between Stations (mi)
- Continuing Education (mi)
- Out of town Business Trips (mi)
- Purchasing Equipment & Supplies (mi)
- Uniform Cleaning & Maintenance (mi)
- Parking Fees ($)
- Tolls ($)
- Other
Equipment, supplies + Repairs
- Answering Machine
- Batteries
- Beeper – Pager
- Binoculars
- Briefcase
- Flashlight and Batteries
- ID Case
- Key Strap
- Map Books & Note Books
- Pager
- Polish
- Recorder & Tapes
- Repairs – Equipment
- Safety Equipment
- Safety Glasses
- Other
Uniforms + Upkeep
- Alterations & Repairs
- Boots & Shoes
- Cleanings & Laundry
- Emblems
- Hats & Helmet
- Jacket
- Pants
- Shirts & Ties
- Whistle
- Other
Telephone Expenses
- Cellular Service
- Pay Phone
- Paging Service
- Other
continuing education
- Correspondence Course Fees
- Materials, Textbooks & Supplies
- Registration Fees
- Seminar Fees
- Training Sessions
- Other
MISCELLANEOUS expenses
- Errors & Omissions insurance
- Job Seeking
- Legal (Protection and production of taxable income)
- Liability Insurance
- Professional Subscriptions
Medical Professionals
Professional Fees + Dues
- Alumni Dues
- Medical Association Dues
- Professional Association Dues
- Union Dues
- Legal (Protection/production of taxable income)
- Other
Auto Travel
- Between Medical Facilities (mi)
- Continuing Education (mi)
- Interviews – Position
- Out of Town Business Trips (mi)
- Patient House Calls (mi)
- Purchasing Equipment & Supplies (mi)
- Uniform Cleaning & Maintenance (mi)
- Parking Fees ($)
- Tolls ($)
- Other
Supplies + expenses
- Answering Machine/Service
- Bag – Medical
- Briefcase
- Business Cards
- Business Meals (Enter 100% of Expense)
- Medical Equipment
- Office Supplies
- Recorder & Tapes
- Referral Service
- Repairs-Equipment
- Stationery
- Other
Other Expenses
- Malpractice Insurance
- Liability Insurance
- Journals, Medical
- Periodicals, Medical
- Resume, Job Seeking
- Other
Uniforms + Upkeep
- Alterations & Repairs
- Surgical Shoes
- Cleaning
- Hat, Cap
- Jacket
- Laundry
- Pants
- Scrubs
- Other
Telephone Expenses
- Answering Service
- Beeper – Pager
- Cellular Service
- Paging Service
- Payphone
- Toll Calls
- Other
OUt-of-Town Travel
- Airfare, Train & Bus
- Bridge & Highway Tolls
- Car Rental
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging)
- Parking
- Porter, Bell Captain
- Taxi & Subway
- Telephone Calls (including home)
- Other
continuing education
- Correspondence Course Fees
- Lab Fees
- Materials & Supplies
- Photocopy Expenses
- Reference Material
- Registration Fees
- Seminar Fees
- Textbooks
- Transcripts
- Tuition
- Other
Peace Officers
Professional Fees + Dues
- Association Dues
- Protective League Dues
- Union Dues
- Other
Auto Travel
- Between 1st & 2nd Job (mi)
- Between Stations (mi)
- Continuing Education (mi)
- Out town Business Trips (mi)
- Purchasing Equipment & Supplies (mi)
- Uniform Cleaning & Maintenance (mi)
- Training (mi)
- Union or Association Officer (mi)
- Other
Equipment, supplies + Repairs
- Ammunition & Clips
- Ammunition Pouch
- Answering Machine
- Baton
- Beeper – Pager
- Binoculars
- Briefcase
- Bulletproof Vest
- Cleaning Equipment – Gun
- Ear Protectors
- Flashlight and Batteries
- Grips
- Gun – Service Weapon
- ID Case
- Keepers
- Map Books & Note Books
- Polish
- Recorder & Tapes
- Re-loaders
- Repairs – Equipment
- Safety Equipment
- Safety Glasses
- Ticket Book
- Trade Publications
- Other
Uniforms + Upkeep
- Alterations & Repairs
- Boots & Shoes
- Cleanings & Laundry
- Emblems
- Hats & Helmet
- Jacket
- Leathers
- Pants
- Rain Gear
- Shirts & Ties
- Swat
- Other
Telephone Expenses
- Cellular Service
- Pay Phone
- Paging Service
- Other
OUt-of-Town Travel
- Airfare, Train & Bus
- Car Rental
- Highway Tolls
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging
- Parking
- Porter, Bell Captain
- Taxi & Subway
- Telephone Calls (including home)
- Other
continuing education
- Correspondence Course Fees
- Materials, Textbooks & Supplies
- Registration Fees
- Other
miscellaneous Expenses
- Errors & Omissions insurance
- Job Seeking
- Legal (Protection and production of taxable income)
- Liability Insurance
- Professional Subscriptions
- Roadside Meals (?)
Realtors
Auto Travel
- Client Meetings (mi)
- Continuing Education (mi)
- Escrow & Loan Office (mi)
- Out of Town Business Trips (mi)
- Showing Property (mi)
- Parking Fees ($)
- Tolls ($)
- Other
travel out of town
- Airfare
- Bus & Subway
- Bridge & Highway Tolls
- Car Rental
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging)
- Parking
- Porter, Bell Captain
- Taxi
- Telephone Calls (including home)
- Train
- Other
professional fees + Dues
- Association Dues
- Chamber of Commerce
- Licenses
- Realty Board
- Other
telephone expenses
- Cellular Service
- Fax Transmissions
- Paging Service
- Pay phone
- Toll Calls
- Other
continuing education
- Correspondence Course Fees
- Materials, Supplies & Textbooks
- Seminar Fees
- Other
equipment purchases
- Answering Machine
- Calculator
- Camera
- Computer Equipment
- Copy Machine
- Fax Machine
- Pager
- Recorder
- Telephone
- Other
Supplies + Expenses
- Advertising, Signs, Flags & Banners
- Appraisal Fees
- Attorney Fees
- Bank Charges
- Briefcase
- Business Meals (enter 100% of expense)
- Business Cards
- Clerical Service
- Computer Software & Supplies
- Courier Service
- Entertainment 9enter 100% of expense)
- Equipment repair
- Fax Supplies
- Film & Processing
- Finders Fees
- Gifts & Flowers
- Greeting Cards
- Insurance – Errors & Omission and Liability
- Legal & Professional Services
- Lock Boxes, Keys & Locksmith
- Map Book
- Multiple Listing Service
- Office Expenses
- Open House Expenses
- Photocopy Expenses
- Postage
- Referral Fees
- Rent
- Repairs to Sell Listed Property
- Shipping
- Stationery
- Other
SAles representatives
Professional Fees + Dues
- Association Dues
- Licenses
- Union Dues
- Other
Auto Travel
- Between Jobs of Job Locations (mi)
- Client Meetings (mi)
- Continuing Education (mi)
- Job Seeing (mi)
- Out of Town Business Trips (mi)
- Purchasing Job Supplies & Materials (mi)
- Parking Fees ($)
- Tolls ($)
- Other
Travel – out of town
- Airfare
- Bus & Subway
- Bridge & Highway Tolls
- Car Rental
- Laundry
- Lodging (do not combine with meals)
- Meals (do not combine with lodging)
- Parking
- Porter, Bell Captain
- Taxi
- Telephone Calls (including home)
- Train
- Other
supplies + expenses
- Advertising, Signs, Flags & Banners
- Bank Charges
- Bookkeeping
- Briefcase
- Business Meals (enter 100% of expense)
- Business Cards
- Clerical Service
- Computer Software & Supplies
- Customer Lists
- Entertainment 9enter 100% of expense)
- Equipment repair
- Fax Supplies
- Gifts & Flowers
- Greeting Cards
- Legal & Professional Services
- Office Expenses
- Open House Expenses
- Photocopy Expenses
- Postage
- Rent
- Shipping
- Trading Publications & Map Book
- Other
telephone expenses
- Cellular Service
- Fax Transmissions
- Paging Service
- Pay phone
- Toll Calls
- Other
miscellaneous expenses
- Liability Insurance – Business
- Subscriptions
- Professional Subscriptions
- Resume
- Other
equipment purchases
- Answering Machine
- Calculator
- Copy Machine
- Fax Machine
- Pager
- Telephone
- Other
continuing education
- Correspondence Course Fees
- Materials, Supplies & Textbooks
- Seminar Fees
- Course Registration
- Photocopy Expense
- Reference Material
- Other