Deduct Employee or Contractor Wages

Owning and managing rental properties often involves hiring employees or contractors to handle tasks like maintenance, repairs, cleaning, and tenant management. These expenses can quickly build up, but the good news is that wages paid to employees and fees paid to contractors are typically tax deductible expenses.

If you’ve ever wondered, “Can I deduct employee wages?” or “How much does a property manager cost?”, you're in the right place to learn about these valuable rental property tax deductions. This article will provide clarity and help you gain an understanding of the various real estate deductions available to you, including the rental property management tax deduction, allowing you to lower your taxable income and improve your cash flow.

What Is the Employee/Contractor Wage Deduction?

The employee or contractor wage deduction allows property owners to deduct the wages, salaries, and fees paid to individuals or businesses who help manage or maintain their rental properties. This deduction is useful for offsetting the costs of property management and ensuring the financial efficiency of your rental business.

When you report rental income, you can deduct the cost of actual expenses from your taxable rental property income. Employee and contractor wages is just one of many tax deductions available to rental property business owners. By reporting and deducting these expenses, you can lower your tax liability and overall tax bill.

This deduction covers the wages and fees associated with a wide range of services, including:

• Property management
• Routine maintenance, such as landscaping or pool cleaning
• Repairs, such as plumbing or electrical work
• Administrative tasks, such as bookkeeping or tenant screening

Below are examples of what does and does not qualify as deductible rental expenses for employee/contractor wages:

Qualifies:

• Wages paid to employees performing rental-related tasks
• Fees paid to independent contractors or property management companies
• Payments for recurring services, such as cleaning or pest control

Does not qualify:

• Payments for personal services unrelated to rental activities, such as cleaning your personal residence
• Compensation paid without proper documentation, like unrecorded cash payments
• Payments for improvements that increase the property’s value, as these must be capitalized and depreciated over time

For example, if you hire a contractor to repair your rental unit’s HVAC system for $3,500 and a property manager for $12,000 annually, you can deduct the total $15,500 as rental property expenses. However, if you hired a roofing company to install a new roof on your property, you would not be able to deduct your payment to this company as the new roof is an improvement/capital expense. Remember that expenses you deduct in the same year should be ordinary and necessary expenses related to your residential rental property, while larger projects and renovations usually must be capitalized.

By identifying which expenses qualify, you can maximize your wage deduction while adhering to IRS regulations for rental property tax deductions.

How to Qualify for the Employee/Contractor Wage Deduction

To claim the deduction, the payments must meet specific IRS criteria and be directly tied to rental property management.

The services provided must exclusively benefit your rental property. For example, hiring a landscaper to maintain the grounds of your rental unit qualifies, but hiring the same landscaper to work on your personal residence does not. If a service benefits both, such as an employee who manages both your rental and personal properties, you must allocate the costs proportionally.

Proper documentation is required for claiming this deduction. Be sure to keep records such as:

• Written contracts or agreements with employees and contractors
• Payroll records or pay stubs for employees
• Invoices and receipts from independent contractors
• Proof of payment, such as canceled checks or bank statements

Also keep in mind that if you hire employees, you’re responsible for withholding and reporting employment taxes, including Social Security, Medicare, and federal income tax. Employment taxes are deductible as part of the employee’s total compensation cost. Contractors, however, handle their own tax obligations.

Meeting these qualifications ensures your wage-related expenses are eligible for the rental property management tax deduction, helping you stay compliant and organized.

Calculating the Employee/Contractor Wage Deduction

Calculating the wage deduction involves summing up the total compensation paid to employees and contractors over the year, including salaries, hourly wages, and fees for services.

Let’s demonstrate this with an example. Imagine you hire the following people:

• A property manager for $15,000 annually to oversee tenant communications and rent collection
• A contractor for $5,000 in repairs, such as fixing a plumbing issue
• A cleaning service for $2,000 to prepare units for new tenants

Your total deductible wage expense for the year would be $22,000. If you hire employees and pay $2,500 in employment taxes for Social Security and Medicare, this amount is also deductible. Adding this would bring your total deduction to $24,500.

For mixed-use properties or employees who handle both personal and rental tasks, only the portion of their wages tied to rental property activities can be deducted. For instance, if an employee spends 75% of their time on rental-related duties, you can only deduct 75% of their wages.

This principle also applies to house hacking, where you live in one part of a property and rent out the rest. The IRS requires expenses to be allocated based on the portion of the property used for rental purposes. For instance:

• If you own a duplex and live in one unit while renting out the other, you can typically deduct 50% of shared expenses, like landscaping or maintenance.
• If you live in one unit of a four-plex and rent out the other three, you may only be able to deduct 75% of shared costs.
• If a contractor services the entire property, you’d need to allocate the deduction proportionally based on the rental-to-personal-use ratio.

By applying these allocation rules, house hackers can ensure they are accurately deducting rental-related expenses while staying compliant with IRS regulations. Always keep clear records and consult IRS Publication 527 or a tax professional to ensure proper reporting.

Accurate calculations ensure that you claim the correct amount for your wage deduction, maximizing your tax benefits.

Claiming the Employee/Contractor Wage Deduction

Claiming this deduction requires accurate reporting on your tax return and using the correct forms.

For rental properties, wages and contractor fees should be reported on Schedule E, but how they are categorized depends on the nature of the work performed.

Independent contractors (e.g., landscapers, repair workers, cleaners) should be reported under “Other Expenses” with a description of the service provided. Property management fees should be listed under “Management Fees.” Legal or accounting services should be categorized under “Legal and Professional Fees.” Repairs and maintenance work should be allocated to either “Repairs” or “Cleaning and Maintenance,” depending on the nature of the service.

If a landlord hires an actual employee (rather than an independent contractor), their wages and payroll taxes are not reported on Schedule E. Instead, they must be reported separately using:

• Form 941 (Employer’s Quarterly Federal Tax Return) – for payroll tax withholding
• Form 940 (Annual Federal Unemployment Tax Return) – for unemployment taxes

For landlords operating as a partnership or S-corporation, Form 8825 includes a “Wages and Salaries” section where employee wages can be properly recorded.

It’s important to ensure that all reported amounts align with your records, including invoices, payroll summaries, and proof of payment. Also, remember that for contractors paid $600 or more in a year, you are required to issue a Form 1099-NEC to report non-employee compensation.

Consider using accounting software or consulting a tax professional to ensure your deductions are categorized and reported accurately. Software solutions can also help track and organize expenses throughout the year, reducing the stress of tax season.

Accurate reporting on Schedule E ensures your wage deduction is properly claimed, minimizing errors and optimizing your tax savings.

Additional Reading: IRS Form 1099: Reporting Payments Beyond Traditional Employment for Landlords

How Much Does a Property Manager Cost?

Hiring a property manager is a common expense for property owners who prefer to outsource tasks like rent collection, tenant screening, and maintenance coordination. Costs vary depending on the property type, location, and services provided. But about how much can you save with the rental property management tax deduction?

According to Bigger Pockets, property managers generally charge between 8% and 12% of the monthly rental income. For example, if your property generates $2,500 in rent per month, a property manager charging 10% would cost $250 per month, or $3,000 annually.

• Property managers may additionally charge:
• Leasing fees for filling vacant units
• Maintenance coordination fees
• Eviction process fees

While hiring a property manager adds an expense, it can save you significant time and effort. Additionally, because these fees are deductible, they are a more affordable option than they might initially appear.

Understanding how much a property manager costs helps you decide if outsourcing property management fits within your budget and tax strategy. Since these fees are fully deductible as a rental expense, they can significantly reduce your taxable income while also saving you time and effort in managing your properties.

How Much Can I Save With the Employee/Contractor Wage Deduction?

The savings you achieve from deducting wages depend on the total amount paid and your tax bracket.

If you pay $20,000 in wages and fall into the 24% tax bracket, your deduction would reduce your tax liability by $4,800 ($20,000 x 0.24).

The wage deduction not only reduces your tax liability but also improves your cash flow, allowing you to reinvest in your properties or expand your rental portfolio. This is one of the best reasons to deduct expenses related to your rental business.

Maximizing the wage deduction can significantly improve your rental business’s profitability while reducing your tax burden.

Saving With the Employee/Contractor Wage Deduction

The employee and contractor wages deduction is a valuable tool for property owners seeking to manage their expenses efficiently. Whether you’re asking, “Can I deduct employee wages?” or exploring “How much does a property manager cost?”, understanding this deduction can help you save thousands of dollars annually. By maintaining accurate records, following IRS guidelines, and properly reporting these expenses on Schedule E, you can take full advantage of this tax benefit.

Be sure to take advantage of other tax deductions for expenses related to your rental business, including deductions for mortgage interest, operating expenses, property taxes, and others.

Using accounting tools or consulting a professional can streamline the process and ensure compliance. With careful planning, deducting wages and fees can be a cornerstone of your tax strategy, making property ownership more financially rewarding.

 

Disclaimer: Ledgre does not provide tax or legal advice. All information and materials available on this site are for general informational purposes only. Contact a tax professional for advice with respect to a specific tax matter.