Out of Town Show-What Can I Claim?

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Discussion Overview

This thread explores the topic of what expenses can be claimed for out-of-town shows by Pampered Chef consultants. Participants share their personal experiences and opinions regarding mileage, hotel stays, meals, and other related expenses during business trips.

Discussion Character

  • Anecdotal
  • Opinion-based
  • Exploratory

Main Points Raised

  • One participant, identifying as a consultant, mentions claiming mileage and tolls for a previous out-of-town show and questions whether hotel and meal expenses can be claimed for the upcoming trip.
  • Another participant shares their experience, suggesting that hotel expenses can be claimed even if a return trip in one day is possible, and confirms that meals for the consultant can be claimed.
  • Several users mention that meals can typically be claimed at 50%, unless paid with gift cards, which allows for full claiming.
  • One participant notes that they only claim meals when dining with business-related contacts during trips.
  • Another participant discusses the importance of documenting business-related activities during the trip to justify claims.
  • One participant expresses that their accountant is conservative and only claims expenses directly related to business activities.
  • Another participant raises a question about claiming expenses for a flight to a show, indicating uncertainty about what can be claimed when the trip has mixed purposes.

Areas of Agreement / Disagreement

Participants express differing views on the extent of expenses that can be claimed, particularly regarding meals and the necessity of business-related activities. No clear consensus emerges on the specifics of what can be claimed.

Contextual Notes

The discussion reflects a range of personal experiences and interpretations regarding expense claims for business trips, highlighting the variability in individual practices and accountant advice.

Who May Find This Useful

This thread may be of interest to Pampered Chef consultants considering how to manage and document expenses for out-of-town shows and similar business-related travel.

lisacb77
lisacb77
Messages
1,326
I am doing a show out of town (3.5 hrs away in the next state) for a friend's sister next month. I did one for the friend last year, just drove there and back in one day, so obviously claimed mileage, tolls, etc.

This time, DH and I are going to make it a weekend trip and take advantage of the chance to see old friends there and get out of the city for a night.

So what can I claim? I know the mileage and tolls between my house and show location. We are staying overnight, can I claim hotel or not because a trip back and forth in a day is possible (even thought difficult)? What about meals? Obviously not for DH but for me?

TIA.
 
ClaimI would think you could claim hotel, even if you could go home the same day, you don't have to. And meals for yourself is a definite yes. I would also claim any maps needed for the trip, phone calls made to the host (long distance) and don't forget door prizes! I usually don't just give PC items!

Debbie :D
 
Yes you can claim the hotel because your own a business trip.
 
I'm pretty sure you can only claim 50% of meals, unless they are paid with giftcards. Then you can claim 100%.
 
supergirljennie said:
I'm pretty sure you can only claim 50% of meals, unless they are paid with giftcards. Then you can claim 100%.
Click to expand...

I think she can claim all of her meals, but not her DH's. Why would gift cards make a difference? :confused: Just wondering.
 
Meals: You claim the whole thing but when doing taxes you only get credit for 50% (probably because you have to eat anyway). If you buy a gift certificate to the restaurant you claim it as a business expense and because you don't EAT the GC the whole thing counts.
 
You can claim your expenses on any trip you make for business.

When we travel to TX I always have a meeting with my team there and sometimes have a show while I'm there. Because I am also going to spend a few days with family there I choose to claim only half of the travel expenses but that's just me.

I do not claim my meals on those trips unless they are with people I am discussing PC with.

I know I am very conservative but that's how I do it.
 
Good question, thanks for asking Lisa. I've got a similar situation. Next month we're going to Florida for the big Air Show in Lakeland. We're staying with my family about an hour from there and I'm doing a PC show for them. I was wondering if I should expense all of the miles or not.
 
Linda, I would and while you are there.....make sure to hand out business cards.....that will make it that much more of a "business trip".
 
I read somewhere that in order to claim it as a business trip, you have to do a business related activity every day. So if you drive there on Friday, you might shop for ingridients or drop by the hosts house to discuss details. Then, Saturday is the show. Sunday might be the day that you travel home or close the show. I stayed at my moms for a week so I wrote down everything I did each day that was related to the show I had during the time I was there.

Also, when I did my TurboTax file this year, it gave a big section on business meals. It said it was one of the most highly viewed areas by the IRS so make sure you document everything and don't try to fudge cause they really pay attention. Have fun.
 
Wouldn't your driving to the area where the show is being held count as your business activity for the day? I did this last month (and will be doing it next month) going out of state for a show. I will be driving 350 miles Friday, do the show Saturday and drive home Sunday. The meals that I personally eat on the drive there and back I put in my expenses and claim on my taxes because it is business related. Say for example I eat out with someone after the show and it's not Pampered Chef related, i don't claim that meal. Like if you are going out to dinner with family or something.
 
BethCooks4U said:
Meals: You claim the whole thing but when doing taxes you only get credit for 50% (probably because you have to eat anyway). If you buy a gift certificate to the restaurant you claim it as a business expense and because you don't EAT the GC the whole thing counts.
Click to expand...

See, I knew there was a reason.
 
  • Thread starter
  • #13
Thanks all, this is super helpful! I think I will claim the hotel. Since it's my second trip to the area it would be believable that it was too tough the first time so I stayed over the second!

As for biz activities I am driving there and doing show Saturday, and driving home Sunday so that should work.

I will probably claim my lunch en route but maybe not dinner since we'll be spending it with friends. Beth I am conservative too! Definitely not DH's food, he's not there for business and not even attending the show :)

Thanks all!!
 
I think it also depends on your accountant. My accountant wouldn't even claim my laptop because its not "required" for PC. But she says I can claim every single mile related to PC even if its to go to office max to buy a pen I use in my business. My meals on the road related to PC can count as well as hotel expenses. My accountant is very conservative (like me) and I'd rather have a conservative accountant and be safe with the IRS.
 
I was wondering about this too. Awhile back I posted a thread asking about what to take for a show where I'll have to fly to get there. I'm actually going for another reason, but I'm going to do a demo and show for my friends. Would I be able to claim all the airline miles, or just my car mileage to and from the airport? Also, I'm going to be renting a car there... will I be able to claim that too?
 
See I think it depends on you and your accountant. If you have a more liberal accountant they would probably say claim everything, but I know my accountant would say I couldn't claim everything because I am going for other reasons than business. But I could claim everything related to PC business while I was there. I would talk to your accountant if you have one.
 
When I go to conference I can claim everything though, which is real nice.
 
  • Thread starter
  • #18
That's a good one Melody, would love to know too as I may do a show when I visit a friend in OH in May. I am leaning against claiming that as my show would be one day of a 7 day trip for fun...but any expenses I spend up there on the show like ingredients and if I ship items to demo I would definitely count. I think it depends on if the trip is mostly business or fun.
 

Frequently Asked Questions

What expenses can I claim for an out-of-town show?

You can typically claim expenses related to travel, accommodation, meals, and any promotional materials used for the show. It's important to keep all receipts and documentation to support your claims.

Do I need to keep receipts for my out-of-town show expenses?

Yes, you should keep all receipts for expenses incurred during your out-of-town show. This includes receipts for travel, lodging, meals, and any supplies purchased for the event, as they will be necessary for accurate record-keeping and tax purposes.

Can I claim mileage for driving to an out-of-town show?

Yes, you can claim mileage for driving to an out-of-town show. Be sure to track the miles driven specifically for the event and keep a log of your travel dates and destinations.

Are there any limits on what I can claim for meals during an out-of-town show?

While you can claim meal expenses, there may be limits based on IRS guidelines or company policies. It's advisable to check the current per diem rates or your company's specific rules regarding meal claims.

How do I report my out-of-town show expenses for tax purposes?

You report your out-of-town show expenses on your tax return using Schedule C (if you're a sole proprietor) or the appropriate forms for your business structure. Make sure to categorize your expenses accurately and consult a tax professional if needed.

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