Have you ever asked yourself: Are my corporate activities adding value? How do I understand if they’re adding ROI? If you have, you’re in luck. Because we’ve got the answers right here.
Business entertainment expenses are valuable for building client relationships and enhancing team cohesion. When managed well, they boost productivity, employee satisfaction, and strengthen ties with clients and stakeholders.
Let’s look at the difference between staff and business entertainment expenses, examples of each, and how to manage them effectively.
What’s the difference between staff and business entertainment expenses?
It’s vital to distinguish between these two types of expenses. They may sound similar, but they serve different purposes:
- Staff entertainment expenses: focus on team-building activities. These events aim to boost your team’s morale and improve employee relations.
- Business entertainment expenses: target clients and prospects. They aim to maintain and strengthen business relationships.
Common staff entertainment expenses
Staff entertainment expenses revolve around your current employees. Here are some examples:
- Office parties: celebrating achievements or company milestones can enhance workplace camaraderie. These events often include food, drinks, and sometimes even gifts!
- Team outings: activities like bowling or escape rooms encourage teamwork. They allow your employees to unwind and bond outside the office.
- Workshops and retreats: these events combine learning with leisure. They help your people develop new skills while enjoying a change of scenery.
Common business entertainment expenses
Business entertainment expenses aim to build and maintain positive business relationships with your customers. Here are some examples:
- Client dinners: hosting a dinner for your current or potential clients can foster trust. It’s an opportunity to discuss business matters in a relaxed setting.
- Corporate events: these events target a broader audience. They can include product launches, conferences, or networking functions.
- Golf days: inviting clients for a round of golf can strengthen relationships. It’s a chance to connect on a personal level while discussing business.
Are staff entertainment expenses tax deductible?
Yes, staff entertainment expenses are generally tax deductible.
If you’re a VAT-registered business, you can also recover VAT on these expenses. However, HMRC only permits deductions for the cost of entertaining current employees on your payroll; former employees, subcontractors, and shareholders who do not work in the business do not qualify.
If you host an event attended by both employees and non-employees, you’ll need to calculate and claim only the portion of the costs related to entertaining your employees (excluding any expenses for their guests).
Are business entertainment expenses tax deductible?
No, business entertainment expenses are generally not tax deductible.
HMRC views these expenses as non-essential to running your business. They are seen as a way to improve business relations rather than a necessary trade cost.
“Expenditure on business entertainment or gifts is not allowable as a deduction against profits, even if it is a genuine expense of the trade or business.” — HMRC, Business Income Manual
How to budget for your entertainment expenses
Setting a budget for entertainment expenses is simpler than you might think. By allocating 2-3% of your overall budget, you can make sure that you’re getting the most out of your spending while keeping your finances in check.
Here’s how you can do it:
Calculate your available budget
Start by assessing your total budget for the quarter. Once you have that figure, calculate 2-3% to determine your entertainment allocation. This will be your guideline to follow throughout the quarter.
Be selective with your spending
Identify which events or entertainment costs are essential and which ones are optional. Focus on spending your budget on activities that provide the most benefit or enjoyment to your team or clients.
If you’re unsure what your teams and clients will find the most valuable, all you have to do is ask! Gather verbal feedback, ask for thoughts over email, or send out a simple survey to help you better understand where to spend your budget.
Plan ahead
Schedule entertainment expenses for the quarter in advance. This allows you to take advantage of early bird discounts and avoid last-minute splurges that can disrupt your budget.
Track your spending
Keep an eye on your entertainment expenses to make sure you remain within the set allocation. Use simple tracking tools or expense tracking apps to monitor your spending in real time.
Evaluate and adjust
At the end of each quarter, review your spending:
- Were there areas where you overspent?
- Did certain activities provide less value than expected?
Use these insights to adjust your strategy for the next quarter.
How to measure the success of your staff and business entertainment expenses
Making sure your business spends wisely on entertainment is crucial. You’ll need a clear strategy to see if these costs are worth it in the long-term.
Here’s how you can do that:
Conduct a quarterly review of your entertainment expenses
Key metrics to consider:
- Return on Investment (ROI): look at the benefits gained from the expenses. Did they lead to more sales or better client relationships?
- Employee engagement: assess if these activities have improved staff morale or teamwork —happy employees often mean increased productivity.
- Client retention: did entertaining clients help in maintaining relationships? If so, this could be a good sign of success.
Make adjustments
Use the data from your quarterly review to tweak future plans. Ask yourself: are there certain activities that provide better returns?
You should also consider asking for feedback from employees and clients about the events and activities. This will provide insights into what worked and what didn’t.
Implementing policies and procedures
Start by defining what counts as acceptable business entertainment, including specific categories, limits, and the types of activities that qualify. This clarity eliminates confusion and ensures that everyone understands the parameters.
Then, set up an approval process where employees must get pre-approval for major expenses, explaining the business purpose and expected results. This encourages accountability and promotes transparency. Hold regular training sessions to keep staff informed about these policies.
Schedule regular audits to check compliance and make changes as needed based on feedback and new regulations. Consider using intuitive expense management software to simplify reporting and provide real-time spending insights.
By taking these steps, you’ll create a robust framework that supports effective management of business entertainment expenses, ultimately reinforcing your organisation’s financial health and compliance standards.
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