Several days ago, another episode of The People’s Court put the record keeping issue in front of however many viewers were paying close attention. The case involved a car owner who was unhappy with a body shop’s work in fixing a window in the car. As the case progressed, one of the questions that surfaced was the delay experienced by the plaintiff, who brought the car to the body shop many months before the window was replaced. The plaintiff alleged that the body shop repeatedly claimed that the reason for the delay was the supplier’s failure to supply the window in a reasonable period of time. The defendant disagreed, and tried to put the responsibility for the delay on the plaintiff. The defendant explained that the window arrived at the body shop within two days of when the plaintiff brought the car to the shop. Judge Milian asked the defendant for evidence that the window ordered for the plaintiff’s car had arrived within two days as defendant claimed. The defendant replied that he did not have any records because he doesn’t keep records for transactions that occur as long ago as two years. Judge Milian expressed surprise, pointing out that, as a business, he is required to retain records supporting income and deductions for at least three years. The defendant explained that because he did not make any money he didn’t need to retain records, and then claimed that he did not make any money on the particular job in question and so didn’t need to keep records of that job.
Two points need to be made for the benefit of all taxpayers, including business owners. First, records must be maintained for all the transactions during the year that affect tax liability computation, regardless of the income or loss computed with respect to a specific job, task, client, or customer. Second, even if a taxpayer loses money for a taxable year, records need to be kept in order to prove that the deductions exceed the gross income. Put another way, losing money is not a justification for not keeping records or for tossing out records too soon. In this particular case, the defendant’s business practices reflected other record-keeping deficiencies, such as a receipt for the customer that simply described the make and model of the car, with no notations referring to why the car was in the shop or any other details of the job.
During one of the breaks, the show’s host asked two spectators what they thought about keeping records. One of them replied that business owners need to retain records, if for no reason other than tax purposes. The other spectator simply said, “What she said.” It is refreshing that these two spectators understood the significance of record retention. Later, the show’s host advised viewers to keep records for six years. As readers of MauledAgain know, I think that six years is too short. As I stated in To E-File or Not to E-File: That is The Question:
Though some people don't hold onto their tax returns for more than say, 3 or 7 years, relying on the statute of limitations, I recommend holding onto all returns, if for no reason other than to maintain records of basis and to guard against the strange day when the IRS claims a return from some years ago was not filed, which would open the statute of limitations, and which can be rebutted quite easily by providing a copy of the return.And if the tax reasons for keeping records isn’t sufficiently convincing, the prospect of coming up short in litigation when asked to produce evidence supporting one’s allegations should settle the matter.