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Tax Law - FBT and seminars

Date: February 22, 2012

Authors: Jonathan Lim B.A., LL.B. (Hons)

Seminars as entertainment

The controversy arises due to the blurry line that can exist between purely work related seminars and entertainment. In former times it was common for employers to reward employees with “seminars” in exotic locales that were little more than holidays.

Although FBT has curbed such practices, “entertaining seminars” can still cause confusing issues over their tax treatment.

The otherwise deductible rule

The so-called “otherwise deductible” rule effectively subordinates FBT to the general deduction rules. Where an employee receives a fringe benefit, and would have been permitted a general deduction for the benefit had they paid for it themselves, then the taxable value of the fringe benefit is reduced by the amount of that notional deduction (usually this will reduce the taxable value of the benefit to zero).

This rule creates issues for “entertaining seminars” because:

  • entertainment expenses are normally excluded from deductibility by a special provision of the Tax Act; and

  • entertainment expenses that are fringe benefits and seminars are, however, specifically re-included into general deductions under the Tax Act.

This convoluted situation means that an entertainment expense fringe benefit which would also otherwise be deductible under the general deduction provisions will have its taxable value reduced (usually to zero).

Is the seminar a seminar?

Also, in order for the otherwise deductible rule to apply, the seminar must be a seminar for FBT purposes. A seminar whose main purpose is entertainment is excluded. A seminar’s main purpose must be conferences, conventions, lectures, meetings, speeches, question and answer sessions, training sessions and educational courses, for the purposes of business.

“Entertainment” is defined here as:

  • entertainment by way of food, drink or recreation; and

  • any accommodation or travel relating to such entertainment.

Some degree of entertainment is permitted without failing the main purpose test. The more disparate the business, and the more independent the employees, the more entertainment is permitted without failing the main purpose test.

Is the seminar otherwise deductible?

However, defining the seminar as a seminar is still somewhat useless for FBT purposes unless the seminar is also otherwise deductible (ie would be deductible to the employee if the employee had paid for it).

Provided the seminar:

  • is a seminar; and

  • satisfies the main purpose test;

then it can have its FBT taxable value reduced to the degree to which it is also deductible under the general deduction provisions.

The normal general deduction rules will apply here; the seminars must be:

  • incurred in gaining or producing assessable income; or

  • necessarily incurred in carrying on a business for the purpose of gaining or producing such income.

This can cause issues; to what extent can entertainment as part of a seminar be deductible? According to the courts, entertainment as part of a seminar can be otherwise deductible, provided the entertainment was “reasonably incidental” to the seminar.

Example: Seminars for distributors

The above rules can be extremely hard to understand. The following example, based on a real court decision, might help to clarify.

X Co is an Australian resident company. It runs a multi-layered marketing scheme consisting of many independent individual distributors. X Co trains its distributors, who are highly independent, and sends them out to market and sell cosmetic products.

X Co decides that it needs a good deal of training for its new distributors. Therefore it sends some of its distributors on a “seminar” in Thailand.

The seminar has the following characteristics:

  • the distributors fly in planes to the seminar and stay in accommodation in Thailand;

  • the seminar consists to a large extent on entertainment such as lavish meals, scuba diving and tours of Thailand, to the degree that some days are entirely dedicated to entertainment;

  • on the other hand, the seminar also consists of a large amount of genuine business related activity, such as conferences and lectures, such that the work done is a significant and integral part of the overall experience; and

  • some of the persons involved in the seminar choose to stay on for a few days.

In this case, the seminar is genuinely a seminar, despite the entertainment elements. There is not merely a token amount of work but a considerable quantity of real work closely tied to the business of X Co.

Therefore, the otherwise deductible rule can apply. To the extent that the employees would otherwise be allowed a general deduction for the seminar expenses, X Co will not be subject to FBT.

However, in order to be otherwise deductible, the entertainment must be reasonably incidental to the seminar. The fact that the employees were highly independent made a larger portion of entertainment permissible. Nevertheless, it is likely that some parts of the seminar expenses would be excluded from deductibility (and therefore subject to FBT).

In particular the accommodation on the days devoted entirely to entertainment would not be incidental to the seminar.

Conclusion

If you have concerns about FBT, call LAC Lawyers and we can provide advice and assistance.

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