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IRS.gov Website
Publication 17
taxmap/pub17/p17-146.htm#en_us_publink1000173853

Recordkeeping(p186)

rule
If you deduct travel, entertainment, gift, or transportation expenses, you must be able to prove (substantiate) certain elements of the expense. This section discusses the records you need to keep to prove these expenses.
Where Refund
If you keep timely and accurate records, you will have support to show the IRS if your tax return is ever examined. You will also have proof of expenses that your employer may require if you are reimbursed under an accountable plan. These plans are discussed later under Reimbursements.
taxmap/pub17/p17-146.htm#en_us_publink1000173856

How To Prove Expenses(p186)

rule
Table 26-2 is a summary of records you need to prove each expense discussed in this chapter. You must be able to prove the elements listed across the top portion of the table. You prove them by having the information and receipts (where needed) for the expenses listed in the first column.
EIC
You cannot deduct amounts that you approximate or estimate.
You should keep adequate records to prove your expenses or have sufficient evidence that will support your own statement. You must generally prepare a written record for it to be considered adequate. This is because written evidence is more reliable than oral evidence alone.
Deposit
However, if you contemporaneously prepare a record on a computer it is considered an adequate record.
taxmap/pub17/p17-146.htm#en_us_publink1000173858

What Are Adequate Records?(p186)

rule
You should keep the proof you need in an account book, diary, statement of expense, or similar record. You should also keep documentary evidence that, together with your records, will support each element of an expense.
taxmap/pub17/p17-146.htm#en_us_publink1000173859

Documentary evidence.(p186)

rule
You generally must have documentary evidence, such as receipts, canceled checks, or bills, to support your expenses.
taxmap/pub17/p17-146.htm#en_us_publink1000173860
Exception.(p186)
Documentary evidence is not needed if any of the following conditions apply.
taxmap/pub17/p17-146.htm#en_us_publink1000173862
Adequate evidence.(p186)
Documentary evidence ordinarily will be considered adequate if it shows the amount, date, place, and essential character of the expense.
For example, a hotel receipt is enough to support expenses for business travel if it has all of the following information.
A restaurant receipt is enough to prove an expense for a business meal if it has all of the following information. If a charge is made for items other than food and beverages, the receipt must show that this is the case.
taxmap/pub17/p17-146.htm#en_us_publink1000173863
Canceled check.(p186)
A canceled check, together with a bill from the payee, ordinarily establishes the cost. However, a canceled check by itself does not prove a business expense without other evidence to show that it was for a business purpose.
taxmap/pub17/p17-146.htm#en_us_publink1000173864

Duplicate information.(p186)

rule
You do not have to record information in your account book or other record that duplicates information shown on a receipt as long as your records and receipts complement each other in an orderly manner.
You do not have to record amounts your employer pays directly for any ticket or other travel item. However, if you charge these items to your employer, through a credit card or otherwise, you must keep a record of the amounts you spend.
taxmap/pub17/p17-146.htm#en_us_publink1000173865

Timely-kept records.(p187)

rule
You should record the elements of an expense or of a business use at or near the time of the expense or use and support it with sufficient documentary evidence. A timely-kept record has more value than a statement prepared later when generally there is a lack of accurate recall.
You do not need to write down the elements of every expense on the day of the expense. If you maintain a log on a weekly basis which accounts for use during the week, the log is considered a timely-kept record.
If you give your employer, client, or customer an expense account statement, it can also be considered a timely-kept record. This is true if you copy it from your account book, diary, statement of expense, or similar record.
taxmap/pub17/p17-146.htm#en_us_publink1000173866

Proving business purpose.(p187)

rule
You must generally provide a written statement of the business purpose of an expense. However, the degree of proof varies according to the circumstances in each case. If the business purpose of an expense is clear from the surrounding circumstances, then you do not need to give a written explanation.
taxmap/pub17/p17-146.htm#en_us_publink1000173867

Confidential information.(p187)

rule
You do not need to put confidential information relating to an element of a deductible expense (such as the place, business purpose, or business relationship) in your account book, diary, or other record. However, you do have to record the information elsewhere at or near the time of the expense and have it available to fully prove that element of the expense.
taxmap/pub17/p17-146.htm#en_us_publink1000173868

What if I Have Incomplete Records?(p187)

rule
If you do not have complete records to prove an element of an expense, then you must prove the element with:
taxmap/pub17/p17-146.htm#en_us_publink1000173869

Destroyed records.(p187)

rule
If you cannot produce a receipt because of reasons beyond your control, you can prove a deduction by reconstructing your records or expenses. Reasons beyond your control include fire, flood, and other casualty.
taxmap/pub17/p17-146.htm#en_us_publink1000173870

Separating and Combining Expenses(p187)

rule
This section explains when expenses must be kept separate and when expenses can be combined.
taxmap/pub17/p17-146.htm#en_us_publink1000173871

Separating expenses.(p187)

rule
Each separate payment is generally considered a separate expense. For example, if you entertain a customer or client at dinner and then go to the theater, the dinner expense and the cost of the theater tickets are two separate expenses. You must record them separately in your records.
taxmap/pub17/p17-146.htm#en_us_publink1000173872

Combining items.(p187)

rule
You can make one daily entry in your record for reasonable categories of expenses. Examples are taxi fares, telephone calls, or other incidental travel costs. Meals should be in a separate category. You can include tips for meal-related services with the costs of the meals.
Expenses of a similar nature occurring during the course of a single event are considered a single expense. For example, if during entertainment at a cocktail lounge, you pay separately for each serving of refreshments, the total expense for the refreshments is treated as a single expense.
taxmap/pub17/p17-146.htm#en_us_publink1000173873

Allocating total cost.(p187)

rule
If you can prove the total cost of travel or entertainment but you cannot prove how much it cost for each person who participated in the event, you may have to allocate the total cost among you and your guests on a pro rata basis. An allocation would be needed, for example, if you did not have a business relationship with all of your guests.
taxmap/pub17/p17-146.htm#en_us_publink1000173874

If your return is examined.(p187)

rule
If your return is examined, you may have to provide additional information to the IRS. This information could be needed to clarify or to establish the accuracy or reliability of information contained in your records, statements, testimony, or documentary evidence before a deduction is allowed.
taxmap/pub17/p17-146.htm#en_us_publink1000173875

How Long To Keep
Records and Receipts(p187)

rule
You must keep records as long as they may be needed for the administration of any provision of the Internal Revenue Code. Generally, this means you must keep your records that support your deduction (or an item of income) for 3 years from the date you file the income tax return on which the deduction is claimed. A return filed early is considered filed on the due date. For a more complete explanation, see Publication 583, Starting a Business and Keeping Records.
taxmap/pub17/p17-146.htm#en_us_publink1000173876

Reimbursed for expenses.(p187)

rule
Employees who give their records and documentation to their employers and are reimbursed for their expenses generally do not have to keep copies of this information. However, you may have to prove your expenses if any of the following conditions apply.
See the next section, How To Report, for a discussion of reimbursements, adequate accounting, and nonaccountable plans.
taxmap/pub17/p17-146.htm#en_us_publink1000173879

Additional information.(p187)

rule
Chapter 5 of Publication 463 has more information on recordkeeping, including examples.