Here’s what HIVE AI had to say about “Which receipt types must be saved?”:
Charitable contributions
- Cash donations: keep a canceled check, a receipt/acknowledgment from the charity showing the charity’s name, date, and amount, or other reliable written records with that information 1
- Noncash donations: keep a receipt or written acknowledgment from the charity with the organization name, date and location, and description of property (plus security details if applicable). If a receipt is impractical, keep reliable written records with equivalent details 2
Travel, meals, and entertainment subject to section 274(d)
- Hotel: receipt showing hotel name/location, dates, and separate amounts for lodging, meals, calls
- Restaurant: receipt showing name/location, number of people, date, and amount
- Canceled check alone is not sufficient; pair with an invoice or itemized bill to establish business purpose 3
Business records supporting returns
- Gross receipts: cash register tapes, deposit records (cash and credit), receipt books, invoices, Forms 1099-MISC/1099-NEC
- Purchases and expenses: paid bills, invoices, receipts, canceled checks, credit card sales slips
- Maintain these supporting documents in an orderly, safe manner 4
Proof of payment vs. proof of expense
- Bank/credit statements or canceled checks show payment date, payee, and amount, but by themselves do not establish deductibility; keep the underlying receipt/invoice to show what was purchased and business purpose 5
- A canceled check plus a bill ordinarily establishes cost; a canceled check alone does not substantiate a business expense 6
Foreign tax credit
- Keep a receipt for each foreign tax payment, any foreign return if claiming accrued taxes, and payee statements (e.g., 1099-DIV/INT) showing foreign tax. Originals, duplicate originals, or duly certified copies; have certified translations if not in English 7
Payroll/FICA refund claims by employers
- Retain the employee’s written receipt for repayment/reimbursement or written consent, plus the employee’s statement that they have not and will not claim a refund of the overcollected employee tax 8
Tip reporting environments (restaurants, hospitality, casinos)
- Maintain gross receipts subject to tipping and charge receipts showing charged tips; retain for at least 4 years after the April 15 following the calendar year 9
- For casino toke arrangements and food/beverage operations under TRDA/TIP agreements: keep records of toke/chip cashing, tip split lists, gross receipts subject to tipping, and aggregate charged tips; retain for at least 4 years after the April 15 following the calendar year 10
Industry-specific statutory receipt records
- Liquor/beer retailers: keep a book of all distilled spirits, wine, and beer received showing quantities, from whom, and dates, or keep all invoices and bills for those beverages received 11
Estate tax payment evidence
- If you pay estate tax, obtain and keep duplicate receipts from the IRS as evidence of payment for court accountings 12
Electronic receipts and when paper is still required
- Electronic receipts/expense reports can substantiate section 274(d) expenses if controlled and retained through the open statute years
- Paper receipts are still required when:
- Expense exceeds $75 and the nature isn’t clear on the face of the electronic receipt
- Lodging invoices lack itemization from the merchant
- Expenses were paid without the business card (e.g., personal card or cash) 13
General recordkeeping tips
- Adequate evidence should show amount, date, place, and essential character/business purpose. Organize receipts by year and category; contemporaneous records carry more weight than later reconstructions 3
- For listed property and other fixed asset expenditures, ensure records capture amount, date, and business purpose and are timely 14
Sources
1 – Treasury Regulation 1.170A-13 📄 Summarize
2 – IRS – Publication 526 Charitable Contributions 📄 Summarize
3 – IRS – Publication 463 Travel, Gift, and Car Expenses 📄 Summarize
4 – IRS.gov – What kind of records should I keep 📄 Summarize
5 – IRS – Publication 225 Farmer’s Tax Guide 📄 Summarize
6 – Treasury Regulation 1.274-5 📄 Summarize
7 – IRS – Publication 514 Foreign Tax Credit for Individuals 📄 Summarize
8 – Treasury Regulation 31.6402(a)-2 📄 Summarize
9 – Announcement 2000-21 📄 Summarize
10 – Rev. Proc. 2007-32 📄 Summarize
11 – IRC § 5122(a) 📄 Summarize
12 – IRC § 6314(b) 📄 Summarize
13 – PLR 200433010 📄 Summarize
14 – IRS – Publication 534 Depreciating Property Placed In Service Before 1987 📄 Summarize
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