Corporate hospitality is an effective way to build business relationships, but it can also create unexpected tax consequences if it is not handled correctly. Understanding the difference between client entertaining, staff entertaining and business travel is essential, as the tax treatment can vary significantly.
In this guide
- When corporate hospitality qualifies for tax relief, and when it does not.
- Common mistakes businesses make when claiming entertaining costs.
- The records you should keep in case HMRC asks questions.
- How business travel, accommodation and subsistence are treated.
- Practical tips to minimise unnecessary tax liabilities.
Client entertaining
As a general rule, the cost of entertaining existing or prospective clients is not deductible for Corporation Tax purposes. This includes meals, sporting events, concerts and similar hospitality provided to non-employees. Business discussions do not change the tax treatment. Even where a meal or event is arranged to discuss business, the cost will generally remain business entertaining if its purpose is to provide hospitality to existing or prospective clients.
Staff entertaining
The position is often more favourable where hospitality is provided to employees. Staff entertaining is generally deductible for Corporation Tax purposes and, subject to the normal VAT rules, input VAT may be recoverable where the expenditure relates solely to employees. The employment tax position should also be considered to determine whether a taxable benefit arises or whether an exemption applies.
Mixed events
Many events include employees, clients and guests. The tax treatment depends on the overall purpose of the event. Employees attending solely to host clients will not usually receive a taxable benefit, but this does not make client entertaining deductible for Corporation Tax purposes.
Tax exemptions for staff entertaining
The two main exemptions are trivial benefits and annual functions. Trivial benefits must cost no more than £50 per person, must not be cash or a cash voucher and must not be provided as a contractual entitlement or reward for services. The annual function exemption can apply where an event is open to all employees and the total cost does not exceed £150 per head, including VAT. The £150 limit applies across all annual functions during the tax year. If the limit is exceeded, the exemption is lost.
Business travel, accommodation and subsistence
Business travel should not be confused with business entertaining. Where an employee or director travels wholly and exclusively for business purposes, the cost of travel, hotel accommodation and reasonable subsistence is generally an allowable business expense. Subsistence includes meals and refreshments purchased because of qualifying business travel, including overnight stays where necessary. A meal bought because someone is working late at their normal workplace is not business travel subsistence. Taking a client out for a meal remains business entertaining even if business is discussed. Travel to a temporary workplace will usually qualify for tax relief, whereas ordinary commuting does not. A workplace will normally become permanent if attendance is expected to exceed 24 months.
Keeping the right records
Keep records of the date, venue, purpose of the event, total cost, attendees and whether they were employees, clients or private guests. Where costs are apportioned, retain evidence showing how this was calculated. Corporation Tax records should generally be retained for at least six years after the end of the accounting period.
Plan before the event
Review the guest list and intended purpose before the event takes place. Identifying the correct tax treatment in advance and keeping clear records will help avoid unnecessary tax liabilities and make it easier to support the position if HMRC makes enquiries.
