With the holiday season approaching, many businesses are thinking about how to reward their teams. Did you know that you can celebrate with your team, boost morale, and minimise your corporation tax bill by claiming the cost of your staff Christmas party as an allowable business expense? However, the tax implications can get complex, and some expenses may count as a taxable benefit for employees.
To keep your celebrations as tax-efficient as possible, you’ll need to consider the following:
Who did you invite?
Be careful when planning events exclusively for directors or a specific department in your company. Unless the party is made available for all employees, attendees must pay tax on the cost.
Entertaining non-employees:
The £150-per-head rule applies to all attendees – not just staff members. That means if you invite your employees’ spouses or partners to the function, they’ll get their own £150 limit. However, the exemption only applies to entertainment for employees and their partners or family members. That means any events you hold for clients will not qualify for corporation tax relief.
You should also be cautious when inviting contractors or subcontractors to your work Christmas party, as this could affect their employment status.
Is it a recurring event?
Most costs associated with entertaining staff will qualify as a business expense – but don’t get caught out. Unless your party is a recurring annual event, it will typically attract a taxable benefit on any employees attending. In many cases, that means that if you take an employee out for lunch, they should technically pay tax on the cost of that meal.
How many annual events do you hold?
Many businesses have more than one recurring event each year. For example, if you hold both a summer party and a Christmas party, you’ll need to split the £150-per-head limit between the two functions. If the combined cost of these events exceeds £150, only one function will be exempt for tax purposes. As a result, any members of staff who attend the non-exempt event could face a higher income tax bill.
VAT
As mentioned above, you’ll need to include VAT when working out the cost-per-attendee. However, VAT-registered businesses may also be able to claim a VAT refund on goods and services purchased for the event. Be aware that claiming a VAT refund may be more complicated if partners and family members of your employees also attend the event.
Giving tax-efficient gifts to your employees
It’s not just annual events that are tax deductible; small gifts to employees are usually exempt. That means you can deduct the cost from your taxable profits, and employees won’t usually incur an income tax charge – so long as the gifts meet certain conditions:
- The cost of the gift does not exceed £50. Small gifts to employees costing £50 or less are treated as a ‘trivial’ benefit. Spend any more than this, and the entire value of the gift will count as a taxable benefit – not just the excess over £50.
- The benefit is not cash or a cash voucher. While non-cash vouchers and store gift cards under £50 can be classed as trivial, employers should avoid giving cash or non-cash vouchers as gifts.
- Entitlement to the gift is not in the employee’s contract. This includes any salary sacrifice arrangements.
- The benefit is not rewarding a specific service. Certain gifts may not be tax-free if you provide them to an employee in recognition of a particular service. Different tax rules apply for long-service awards.
The rules will also vary for limited companies privately owned by five or fewer individuals (also known as ‘close’ companies). Any qualifying trivial benefits provided to directors of close companies, other office holders, and their families are subject to an annual £300 cap.
What happens if I overspend?
Don’t panic if you overspend on Christmas festivities or inadvertently provide a taxable benefit to your employees; you may be able to set up a PAYE settlement agreement (PSA) with HMRC.
A PSA allows employers to pay tax on certain benefits on an employee’s behalf, so they don’t need to foot the bill themselves. These arrangements can also significantly reduce your administrative burden. If you don’t already have a PSA in place for the 2023/24 tax year, you must apply for an arrangement by 5 July 2024.
Why rewarding your team matters
Keeping your team’s spirits high boosts morale, enhances productivity, and improves retention. Rewarding employees with events and gifts fosters a positive work environment, making them feel appreciated and more likely to stay.
If you’re planning a festive celebration or considering end-of-year gifts, our financial advisers can guide you through the tax implications, ensuring your gestures of appreciation are tax-efficient and compliant.
Get in touch with us today to make the most of your end-of-year festivities in a tax-efficient way!
