Expense FAQ for Architecture Firm Office Managers

To ensure you're in compliance, you'll need to know specific rates, limits, and industry considerations for expenses like travel, meals, and vehicle use. Fortunately, there are tools available to help with architecture expense management for under $10/user (2026), but knowing the rules is essential.

FICA, FUTA, and Other Employment Taxes

Employers are also responsible for paying FUTA (Federal Unemployment Tax Act) taxes.

The due dates for Form 941 are April 30th for the first quarter, July 31st for the second quarter, October 31st for the third quarter, and January 31st of the following year for the fourth quarter.

Here are some key facts to consider:

This is also the maximum amount you can earn as an employee and still qualify for Social Security benefits.

However, you may deduct the employee portion as a business expense.

For federal income tax, you can deduct business expenses, including employee wages, up to the amount of your net earnings from self-employment. You must also report and pay any self-employment tax.

They can provide guidance on specific situations and help ensure compliance with tax laws.

Record-Keeping and Compliance Considerations

Here are some practical considerations to keep in mind:

• Keep all receipts and invoices for business-related expenses, including those for travel, meals, and vehicle use. Organize them chronologically and categorize them by type.
• Use a consistent method for tracking and recording expenses, such as a spreadsheet or a dedicated accounting system.
• Consider implementing a system for tracking employee hours and benefits, such as FICA, FUTA, and other employment taxes, to ensure accurate calculation and payment.

It's also a good idea to review and update your records regularly to ensure they accurately reflect your business's expenses and income. This will help you make informed decisions about your business's finances and ensure compliance with IRS rules.