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The home office deduction: myths and must-knows

Article | November 28, 2023 | Authored by KDP LLP

 

The home office deduction offers a valuable tax break for the self-employed, freelancers, and independent contractors. However, what appears to be a straightforward tax deduction is often entangled in myths and misconceptions and demands careful consideration. In this article, we aim to dispel some prevalent misunderstandings and highlight some of the lesser-known aspects of this deduction. 

The deduction is not for occasional remote work

The IRS doesn’t generously hand out home office deductions to everyone who occasionally sends a work email from their living room couch. For a space to qualify, it must be used regularly for business. It also needs to be the primary place where you conduct business. If you rent office space elsewhere and only use a home office a few times a year, it is unlikely to meet the IRS’s “regular use” requirement. 

Additionally, if you receive a W-2 from your employer, this deduction isn’t for you (even if you work from home). The home office deduction is for individuals who primarily earn their income outside of the traditional employer-employee framework. 

A computer in the kitchen does not make your kitchen deductible

The mere presence of a work device in a multifunctional space doesn’t automatically render the whole area deductible. For a deduction, the space must be a distinct area dedicated exclusively to business. 

The IRS envisions a home office as an area separate from regular living spaces, dedicated solely to business activities. Essentially, the home office deduction is all about clear boundaries. Your workspace should be easily distinguishable from your living space. It doesn’t have to be an entire room, but the line between work and personal use must be well-established.

Home daycare facilities are subject to special rules

Daycare providers who operate out of their homes are in a unique position when it comes to the home office deduction. Given the nature of their business, the IRS recognizes that these providers may not be able to meet the strict “exclusive use” requirement, so there are tailored provisions for home daycare operations. 

First, daycare providers can claim a deduction for areas used for the daycare even if that same space is used for non-business purposes at other times. However, the space in question should be used on a regular basis for daycare. This means that sporadic or occasional use does not qualify. 

Also, to qualify for the daycare-specific home office deduction, you must have the necessary approval as a daycare provider. This could be a state license, certification, registration, or inspection, depending on local regulations. 

The deduction is usually calculated based on the percentage of your home used for daycare and the amount of time it’s in use. For example, if you use 30% of your home for daycare twelve hours a day, five days a week, you would calculate your business use percentage accordingly. 

Consider your deduction method strategically

The IRS offers two main methods for calculating the home office deduction: the simplified method and the actual expenses method. 

Simplified method

The simplified method is relatively straightforward and offers a standard deduction of $5 per square foot of home used for business, up to 300 square feet. This is typically best for those with single-room offices or smaller operations.

Actual expenses method

The actual expenses method is a bit more intricate, as it considers a portion of your entire home expenses, but it might yield a larger deduction. Generally, this deduction method is best if your business occupies a significant portion of your home or if your home expenses are particularly high. 

With the actual expenses method, you can deduct both direct and indirect expenses, including depreciation. 

  • Direct expenses: costs directly related to the home office, such as painting or repairing the office space, are fully deductible.
  • Indirect expenses: these pertain to general home expenses, such as mortgage interest, insurance, and utilities. Their deduction is proportional to the size of your home office in relation to your entire home. For instance, if your home office is 300 square feet in a 2,000-square-foot home, 15% of your indirect expenses can be deducted.
  • Depreciation: allows for the gradual recovery of the property’s cost over time, reflecting its wear and tear. To calculate your depreciation deduction, you’ll need to know the fair market value of the property at the time you first used it for business and refer to the depreciation tables for the current year in Pub. 946.

To calculate your deductible expenses using the actual expenses method, use Form 8829, but note: it is detailed and requires thorough documentation. 

Your deductions cannot exceed your income

One of the most overlooked aspects of the home office deduction is the gross income limitation. This limitation means that your home office deduction cannot exceed your home-based business’s gross income minus other business expenses unrelated to your home (e.g., advertising or supplies).  Basically, the IRS wants to ensure individuals aren’t using the home office deduction to create or increase a business loss. 

But, there is good news if your home office expenses exceed this limitation and you use the actual expenses deduction method. While you may not be able to deduct the excess in the current year, you can carry it forward to the next taxable year, provided your gross income limit for that year allows for it. 

Tread carefully with the actual expenses method

While the actual expenses method can potentially yield higher deductions, it comes with its own set of caveats. Among these is the potential impact on capital gains if you sell your home. 

For most homeowners, if you’ve lived in your primary residence for at least two out of the five years preceding its sale, you can exclude $250,000-$500,000 of profit from capital gains tax (depending on your filing status). However, if you have taken home office deductions using the actual expenses method, this can interfere with the capital gains exclusion. 

Under the actual expenses method, homeowners must account for depreciation. When you sell your home, the depreciation you’ve claimed isn’t eligible for the capital gains exclusion. This is known as depreciation recapture. So, if you’ve claimed depreciation on 20% of your home for your office, 20% of the profit from the sale might be subject to capital gains tax. 

If you plan to sell your home in the near future, you’ll want to weigh the immediate tax savings against the potential cost of depreciation recapture. However, if you envision a long stay in your current residence, the benefits of the actual expenses method might outweigh the eventual costs. Over extended periods, the cumulative tax savings could eclipse the potential tax hit from depreciation recapture. 

Leveraging the home office deduction to its fullest while avoiding potential pitfalls requires careful consideration. This article provides a brief overview of the home office tax deduction and is not a substitute for meeting with one of our expert advisors. Before making any decisions, it’s wise to meet with one of our advisors, who can guide you through the regulations and ensure you’re adhering to all IRS rules while maximizing your deductions. For more information, please contact our office. 

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KDP Certified Public Accountants, LLP is a team of CPAs and business advisors with a local focus, but a national reach. We have offices in Medford, Oregon and Boise, Idaho, as well as satellite offices throughout the United States. We have been providing professional tax, accounting, audit, and management advisory services since 1976, serving clients nationwide. Our firm has more than 90 trained professionals on staff dedicated to furnishing high-quality, timely and creative solutions for our clients.

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