Update on repair regulations
NCFC Legal, Tax & Accounting Conference
February 8, 2013
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
1
Notice
ANY TAX ADVICE IN THIS COMMUNICATION IS NOT INTENDED OR WRITTEN BY KPMG TO BE USED, AND CANNOT BE USED, BY A CLIENT OR ANY OTHER PERSON OR ENTITY FOR THE PURPOSE OF (i) AVOIDING PENALTIES THAT MAY BE IMPOSED ON ANY TAXPAYER OR (ii) PROMOTING, MARKETING OR RECOMMENDING TO ANOTHER PARTY ANY MATTERS ADDRESSED HEREIN.
You (and your employees, representatives, or agents) may disclose to any and all persons, without limitation, the tax treatment or tax structure, or both, of any transaction described in the associated materials we provide to you, including, but not limited to, any tax opinions, memoranda, or other tax analyses contained in those materials.
The information contained herein is of a general nature and based on authorities that are subject to change. Applicability of the information to specific situations should be determined through consultation with your tax adviser.
These materials are copyrighted to the company of the presenter presenting them.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
2
The tangible property regulations
Organization of regulations – three “buckets”
Acquisition costs
– De minimis rule
– Materials and supplies
– Transaction costs
Repair and maintenance costs
– Unit of property
– Capitalization standards
Dispositions
– Building structural components
– General asset accounts
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
3
Background and update
Regulations are both temporary and proposed
2006 and 2008 proposed regulations withdrawn
– Some companies filed very favorable method changes through December 31, 2011
2011 temporary & proposed regulations issued December 23, 2011
Notice 2012-73 – November 20, 2012
– Temporary – now effective for first tax year beginning on or after January 1, 2014
Early adoption permitted for tax years beginning on or after January 1, 2012
– Proposed – certain sections will likely be modified
– Final – expect to be issued in 2013 and effective for tax years beginning on or after January 1, 2014
Two-year window for filing automatic consent method changes
Form 3115 Automatic Method Changes permitted for tax years beginning after Dec 31, 2011
– See Rev. Proc. 2012-19 and Rev. Proc. 2012-20
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
4
Background and update (continued)
LB&I stand down order
LB&I directive LB&I-4-0312-004 (issued March 15, 2012)
– Agents directed to discontinue exam activity for tax years beginning before Jan 1, 2012
– Agents directed not to examine issues for tax years beginning after Dec 31, 2011 but before Jan 1, 2014 (but will perform risk assessments on Form 3115s filed for possible exam)
– Time intended for taxpayers to file required method change during 2012-2013 to comply with temporary regulations. Will IRS extend stand down order into 2014?
– Agents will apply normal exam procedures for tax years beginning on or after 1/1/2014
Expected changes in final regulations from current temporary regulations
Notice 2012-73 identified the following:
– Numerous written comments were received and public hearing held 5/9/2012
– Treasury may revise de minimis rule, dispositions, safe harbor for Routine Maintenance
– Revisions will take into consideration comments including request for small business relief
Practitioners also anticipate changes to rules for dispositions of structural components of buildings, which may eliminate the need to make a general asset account election for building property
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
5
Background and update (continued)
Form 3115 Method Change Considerations (Automatic Change under Rev. Proc. 2011-14)
Generally favorable (negative) 481(a) adjustments taken into account in one year
Generally unfavorable (positive) 481(a) adjustments taken into account in four years
Cooperatives: Rev. Proc. 2011-14 refers to Rev. Rul. 79-45. (generally must take entire 481(a) adjustment into account in one year). (R.R. dealt with LIFO to FIFO change)
– Might a cooperative apply normal four year period for non-patronage income? What about a cooperative that distributes on a book basis and is not changing book accounting method?
Industry specific guidance in progress:
Power Generation
Gas Pipeline
Cable Companies
Retail Industry (National Retail Federation and Retail Industry Leaders Association)
Starting a “New Tangible Property Regulations Project” One Approach
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
7
One approach
We started with gaining a good understanding of what we are ACTUALLY doing now:
With the balance sheet accounts (capitalized assets);
In the P&L accounts (expense of items).
Capitalized items
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
9
Detail from fixed asset ledger
Sys No Decription Co Asset No Location In Svc DateAcquired
Value005088 TANK 17 REPAIRS 360 51190 11/1/2007 485,438.61 005308 TANK 25 GASOLINE STORAGE TANK RECONSTRUCTION 226-09 51190 9/1/2009 350,388.28 005926 Tank #3 Repairs CER1076 51190 6/30/2012 347,234.42 005098 REFINERY OFFICE 364 51190 12/1/2007 297,807.21 005111 FCC WYE REPLACEMENT 379 51190 1/1/2008 246,414.74 005112 FCC ORIFICE CHAMBER REPLACEMENT 380 51190 1/1/2008 243,763.99 005044 TANK 25 REPAIRS INCLUDING FLOATING ROOF, ANNULAR RING, PIPING NOZZLES 374 51190 10/1/2007 231,212.83 005140 TANK 19 INTERNAL FLOATING ROOF AND REPAIRS 388 51190 4/1/2008 220,143.60 004778 520-H-104 REHEATER 304 51190 6/1/2006 217,967.73 005693 LSG GROUND PAVING 203-08 51190 7/1/2010 210,722.00 005925 Crude Vapor Heat Exchanger Replacement (200-E-101) CER1031 51234 6/30/2012 199,490.14 n/a EQ Acq: Lease Sims Field - Tank Battery 109 5/1/2010 122,600.00 005413 PIPELINE REPLACEMENT 631 51234 12/1/2009 121,855.72 n/a Greathouse 1H: longstring casing 31 1/31/2010 45,265.67 n/a 2005 Freightliner replace Unit #4 150 4/28/2011 27,360.00 n/a 346 Engine rebuild 30 8/31/2010 5,635.29
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
10
ASSET N0. 360 CER Description of activity
Tank 17 Repairs
Explanation:
Tank 17 is a 25,000 bbl storage tank for gas oil…which will be taken out of service for repair in March, 2007. An API inspection will be performed in addition to inspecting and possibly replacing the floor…and upgrading the manways and nozzles to meet present code requirements.
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
11
ASSET N0. 360 CER Description of activity
Most of the described expenditures appear to be routine maintenance.
The “upgrades to meet code” may need to be capitalized.
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
12
Detail from fixed asset ledger
Sys No Decription Co Asset No Location In Svc DateAcquired
Value005088 TANK 17 REPAIRS 360 51190 11/1/2007 485,438.61 005308 TANK 25 GASOLINE STORAGE TANK RECONSTRUCTION 226-09 51190 9/1/2009 350,388.28 005926 Tank #3 Repairs CER1076 51190 6/30/2012 347,234.42 005098 REFINERY OFFICE 364 51190 12/1/2007 297,807.21 005111 FCC WYE REPLACEMENT 379 51190 1/1/2008 246,414.74 005112 FCC ORIFICE CHAMBER REPLACEMENT 380 51190 1/1/2008 243,763.99 005044 TANK 25 REPAIRS INCLUDING FLOATING ROOF, ANNULAR RING, PIPING NOZZLES 374 51190 10/1/2007 231,212.83 005140 TANK 19 INTERNAL FLOATING ROOF AND REPAIRS 388 51190 4/1/2008 220,143.60 004778 520-H-104 REHEATER 304 51190 6/1/2006 217,967.73 005693 LSG GROUND PAVING 203-08 51190 7/1/2010 210,722.00 005925 Crude Vapor Heat Exchanger Replacement (200-E-101) CER1031 51234 6/30/2012 199,490.14 n/a EQ Acq: Lease Sims Field - Tank Battery 109 5/1/2010 122,600.00 005413 PIPELINE REPLACEMENT 631 51234 12/1/2009 121,855.72 n/a Greathouse 1H: longstring casing 31 1/31/2010 45,265.67 n/a 2005 Freightliner replace Unit #4 150 4/28/2011 27,360.00 n/a 346 Engine rebuild 30 8/31/2010 5,635.29
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
13
ASSET N0. 379 and 380 CER Description of activity
FCC Wye Replacement
This CER is for material and labor to replace the Wye in the FCC.
FCC Orifice Chamber Replacement
The purpose of the orifice chamber is to hold back pressure on the regenerator in the FCC.
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
14
ASSET N0. 379 and 380 CER Description of activity
The FCC is a “unit of property” in that it can work independently, therefore the replacement of components may qualify as routine maintenance.
Expense of items
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
16
Expense of items
What are we looking for?
Where do we look?
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
17
Expense of items
What are we looking for:
Repairs and maintenance costs
Items costing less than $100, consumables, supplies, items with a life of 12 months or less
Incidental materials and supplies – no inventory or record of consumption is maintained
Rotable and temporary spare parts
Non-incidental materials and supplies – an inventory or record of consumption is maintained
Capital items
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
18
Expense of items
Where are we looking?
Repairs
– 71003250 - Vehicle R&M
– 71003050 - Plant R&M
– 71003000 - Building R&M
Materials and Supplies
– 73000225 - Operating Supplies, Small Tool
– 73000215 - Operating Supplies, Plant
– 73000100 - Office Supplies/Equipment
– 71004100 - Vehicle Operation, Tires
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
19
Expense of items
What do we find?
Account Desc Description Amount InvoiceNum InvoiceDateRepairs & Maintenance Exp Airgas Mid America|Rental - Acetylene, argon, nitrogen, o 88.60 111728732 6/30/2011Repairs & Maintenance Exp Stinson Brothers Welding Service, Inc.|repaired mud pum 9,852.40 89412 7/11/2011Repairs & Maintenance Exp Stinson Brothers Welding Service, Inc.|made 4 chemical p 360.40 89704 7/18/2011Repairs & Maintenance Exp Airgas Mid America|1 nitrogen cylinder 41.15 111486274 7/26/2011Repairs & Maintenance Exp Airgas Mid America|Cylinder rental: acetylene, argon, nit 90.39 111752835 7/31/2011Repairs & Maintenance Exp Earl's Tank Truck Service, Inc.|Fort Branch Yard|clean 1 -21 297.58 16234 8/3/2011Repairs & Maintenance Exp VIP Cleaning Service Company, Inc.|trash can liners 35.00 9353 8/17/2011Repairs & Maintenance Exp Stinson Brothers Welding Service, Inc.|Ft Branch Yard|we 540.00 89583 8/10/2011Repairs & Maintenance Exp Memmer's Farm Store|Blade kit, 12 pk poly cut blades, sti 41.40 091203-0026 9/12/2011Repairs & Maintenance Exp Airgas Mid America|1 oxygen cylinder 88.60 111801886 9/30/2011Repairs & Maintenance Exp Earl's Tank Truck Service, Inc.|Gibson County Hwy|Spread 1,402.50 16483 9/22/2011Repairs & Maintenance Exp Earl's Tank Truck Service, Inc.|Gibson County Hwy|Spread 1,870.00 18834 9/30/2011Repairs & Maintenance Exp Airgas Mid America|acetylene surcharge 21.14 111686349 10/18/2011Repairs & Maintenance Exp Airgas Mid America|acetylene, nitogen, oxygen|cylinders 90.39 111826769 10/31/2011Repairs & Maintenance Exp Romain Cross Point Auto Park|Unit 36|Full detail 139.95 321953 11/4/2011
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
20
Expense of items, (continued)
Vehicle Repairs Kim Hamilton|Unit #79|oil & oil filter- service 40.34 5680 1/12/2011Vehicle Repairs Kim Hamilton|Unit # 41|alignment, ball & jon 1,376.94 5697 1/14/2011Vehicle Repairs ACT Automotive & Tire|Unit #51|brake pads, 246.10 50558 1/18/2011Vehicle Repairs NAPA Auto Parts|battery 209.70 651325 1/18/2011Vehicle Repairs Hargis Glass Plus, Inc.|Unit #79|windshield re 50.00 2571 1/19/2011Vehicle Repairs ACT Automotive & Tire|Unit #51|oil & filter-s 31.98 50623 1/20/2011Vehicle Repairs Robertson Welding & Repair Shop, LLC|Truck 437.42 113381 1/21/2011Vehicle Repairs Flora Auto PArts, Inc.|Unit #51|adapter, harne 23.36 550531 1/25/2011Vehicle Repairs ACT Automotive & Tire|Unit #51|rebuilt alter 194.56 50713 1/26/2011Vehicle Repairs Bradford Supply Company|Unit #26|coupler g 2.36 1298889 1/26/2011Vehicle Repairs National Oil Well|Unit #24|ss clamp hose, du 18.68 902850233 1/28/2011Vehicle Repairs Robertson Welding & Repair Shop, LLC|Unit # 37.84 113394 1/31/2011Vehicle Repairs ACT Automotive & Tire|Unit #40|replaced 2 t 1,217.59 50785 1/31/2011Vehicle Repairs GJ039 COUNTRYMARK INVOICE #28354 1,455.48 1/31/2011Vehicle Repairs Dusty's Tire|Trailer #61|2 tires, rim 288.94 3891 2/1/2011Vehicle Repairs NAPA Auto Parts|Unit #41|brake fluid 5.87 652312 1/31/2011Vehicle Repairs Dusty's Tire|Ford Truck|new tires 170.92 3907 2/7/2011
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
21
Expense of items
Don’t be overwhelmed, sampling is allowed to figure out, broadly, what you have in the buckets.
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
22
Take-aways
Defining “Unit of Property”;
Defining and Understanding “Routine Maintenance”;
Defining and Identifying
Capital items;
Items costing less than $100;
Consumables, supplies, items with a life of 12 months or less;
“De minimis” items;
Spare parts
Decision flow charts – capitalization vs. deductible repair
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
24
Unit of property
Buildings Everything Else
Default Rule Plant Property Network Assets Single UOP
Functional Interdependence
Discrete and major function
Facts & circumstances - industry specific
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
25
Unit of property – buildings
Entire building
Determine UOP Apply
Capitalization Standards
Building structure
Building systems
HVAC Plumbing
system Electrical system
All escalators All elevators
Fire protection Security system Gas distribution
Capitalize Improvements
to UOP
Entire building
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
26
Capitalization standards
Improvement standards – an amount paid must be capitalized if it results in a:
Betterment to the unit of property Adaptation of the unit of property to a new or different use
Restoration to the unit of property
Material condition or defect at acquisition or production 1.
Material addition or expansion 2.
Material increase in: Quality, Capacity, Productivity, Efficiency, or Strength
3.
Replacement and recognition of a loss on disposed of component
Gain/loss on sale of a component
Basis adjustment as a result of a casualty loss
Return to former operating condition – no longer functioning
Rebuild the property to like new condition after the class life
Replacement of major component or substantial structural part
1.
2.
3.
5.
4.
6.
Tax capitalization policy – flowchart
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
27
Frequently asked questions (FAQs)
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
29
Frequently asked questions (FAQs)
“The ‘Repair Regulations’: Frequently Asked Questions” (Tax Analysts – Tax Notes October 8, 2012) (Copy of Article in Participant Materials)
Acquisition Costs
Repair Costs, Units of Property
Capitalization Standards
Dispositions of Tangible Property
Considerations for Cooperatives
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
30
Acquisition costs – FAQs
If a written policy exists to deduct, for book purposes, any expenditure under a certain dollar amount, may this same method be used for tax purposes?
My IRS exam team has agreed to a more generous de minimis policy than the regulations allow. Can I continue using that policy?
Do the temporary regulations allow a deduction for all de minimis costs?
Do I calculate the ceiling at the entity level or the consolidated level?
How are materials and supplies treated under the temporary regulations?
Do I need to review every transaction or invoice for materials and supplies?
How does the tax treatment of rotable spare parts differ from that of normal spare parts?
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
31
Repair costs, units of property – FAQs
Since the temporary regulations now require the segmentation of buildings into smaller units in applying the capitalization standards, can the smaller units be used for depreciation purposes in establishing shorter lives than 39 years?
Is a cost segregation study now required to determine the cost of a building’s subsystems?
How does a company identify the units of property for ‘plant property’?
Regulations include an example of a tortilla machine that is not considered ‘plant property’ because it is not serving an industrial process. Does this mean that all food processing equipment is not plant property?
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
32
Capitalization standards – FAQs
If maintenance costs do not result in a ‘betterment” to its unit of property, may the costs be deducted under section 162(a))?
If a new backup power switch costing less than $100 is added to an existing unit of property, must the cost be capitalized?
If cost are incurred to rearrange and ‘freshen’ the interior space of an existing retail store, may the cost be deducted?
What is a ‘major component’ of a unit of property?
What if part – but not all – of a major component is replaced?
Does the routine maintenance safe harbor apply to a new part that is safer or more durable than the old part it replaced?
Can a change in accounting for repair & maintenance costs be done using a cutoff method instead of a section 481(a) adjustment?
How far back must a company compute the section 481 adjustment?
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
33
Dispositions – FAQs
Is there a downside to making a GAA election?
What if I don’t make the GAA election?
Should a GAA election be made for all property or only for buildings?
How does a company make a GAA election?
Can a GAA election apply to assets acquired prior to 2012?
How do I determine basis of building component dispositions?
What is a structural component for this purpose?
How is the ‘stranded basis’ of disposed of components recovered, where the company continued to depreciate the costs under its prior method?
Does a GAA election have to be made to recover the stranded basis?
Should a company start tracking the basis of building components when it first acquires them?
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
34
Considerations for Cooperatives – FAQs
What is the applicable period for taking into account Section 481(a) adjustments, both positive and negative, into taxable income, applicable to cooperatives?
What are the considerations for patronage allocations on a book basis versus a tax basis method?
Are there any considerations around the required 8.5 month payment period for distribution of patronage?
Application and implementation – Three “buckets” - Acquisition costs - Repair and maintenance - Dispositions
Application & implementation - Acquisition costs
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
37
The “first bucket” – Acquisition costs
Consider “Book conformity de minimis rule”
Determine book capitalization threshold amount for:
Is there a written plan in place at the beginning of the year?
Are the amounts expensed on an applicable financial statement (AFS)?
Calculate the ceiling limit at the entity level if possible; if not, the consolidated or affiliated levels:
The greater of
– 0.1% of tax gross receipts or
– 2% of book depreciation & amortization
Materials and supplies elected to be treated as de minimis costs are included in determining if ceiling limit is reached
Aggregate amounts below the ceiling limit are expensed same as book
Amounts above the ceiling limit are capitalized for tax
Can elect out of book conformity, “cherry-pick” applicable amounts, and capitalize and depreciate for tax
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
38
Example – Acquisition Costs – Numerous account types
Acquired tangible property
Nonincidental materials and
supplies
Repairs and maintenance
Incidental materials and
supplies
Multiple items that cost less than $5,000 are expensed using numerous accounts under book policy:
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
39
Example acquisition costs – numerous account types (continued)
Acquired tangible property expensed as de
minimis
Ceiling – greater of 1% of gross receipts or 2% of book depreciation and amortization
Identify and exclude these from the ceiling:
Nonincidental materials and
supplies deducted when
used or consumed
Incidental materials and
supplies deducted in
year purchased
Materials and supplies
capitalized and depreciated
Deduct amounts below ceiling in the year purchased:
Repairs and maintenance
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
40
Acquisition Costs: Materials and supplies – Common methods
Common methods:
Inventory materials and supplies and deduct when used or consumed – nonincidental
Deduct in year purchased - Incidental
Capitalize and depreciate – rotable & temporary spare parts
Deduct in the year purchased under book de minimis policy
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
41
Acquisition Costs: Materials and supplies
Materials and supplies (M&S) defined:
1. A component acquired to maintain, repair, or improve a unit of tangible property owned, leased, or serviced by the taxpayer
2. A unit of property with an economic useful life of 12 months or less
3. A unit of property that has an acquisition or production cost of $100 or less
4. Fuel, lubricants, water and similar items that are reasonably expected to be consumed within 12 months or less, beginning when used in the taxpayer’s operations
5. Property identified in published guidance as M&S
6. Rotable or temporary spare parts
“Non-incidental” (used or consumed) vs. “incidental” (in the year purchased)
May deduct all M&S in the year purchased under the de minimis rule
May elect to capitalize and depreciate – cannot go back (CAUTION!)
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
42
Acquisition Costs: Rotable and temporary spare parts
Rotable spare parts: M&S acquired for installation on a UOP, removable from UOP, repaired, and re-used Temporary spare parts: M&S used until a new or repaired part can be installed the removed and stored for later
Option 2 Capitalize and
depreciate
Option 1 Deduct full basis
on final disposition
Option 4 Deduct under de
minimis rule
Option 3 Optional method –
exchange type treatment
Application and implementation - Repair and maintenance
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
44
The second “bucket” – Repair and maintenance costs
Unit of property standard
New definitions, but still many grey areas
Capitalization standards
Largely same factual standards as under prior law
Exceptions and safe harbors
Routine maintenance safe harbor
Incorporation of section 263A standard for “indirect costs”
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
45
Repair Costs: Exception to general capitalization standard
Routine maintenance safe harbor
Routine maintenance expected to be performed more than once during property’s class life
Inapplicable to:
– Betterments
– Certain restorations
– Buildings
Distinguish repairs and maintenance expense under book min cap policy
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
46
Repair Costs – Apply 263A Standard for Indirect Costs
Repeal of “Plan of Rehabilitation Doctrine”
Replaced with “section 263A” standard: capitalize costs that directly benefit or are incurred by reason of improvement
Implications for store refreshes/remodels
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
47
Repair vs. improvement determination
Facts and circumstances determination vs. bright-line rules
General framework of temporary regulations
Regulatory accounting method – Specific to FERC, FCC, STB
Industry specific guidance – Network Assets
– Rev. Proc. 2011-27 (wireline assets) – 12 percent
– Rev. Proc. 2011-28 (wireless assets) – 5 percent
– Rev. Proc. 2011-43 (electric T&D): percentage of units of linear property replaced
– Additional IIRs expected
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
48
Review current capitalization policies/accounting methods
Assess and Document Current Policies
Review GAAP and or tax capitalization policies
Obtain tax FA download
Separate “remodel” assets from “line-item” assets
Separate further based on logical relationships (location, project, etc.)
Apply capitalization standards in temporary regulations and UOP definitions
– For buildings, use the building structure and building systems
Document findings
– Invoices
– Interviews
Develop new tax capitalization policy, if applicable
Assess possible system changes going forward
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
49
Action items – Repairs and maintenance
Action items
Analyze current method for repairs relative to new capitalization standards
Determine if method change is necessary
File Forms 3115
Prepare and file applicable Form 3115s (Rev. Proc. 2012-19)
Favorable method changes:
– Deducting repair and maintenance costs (Automatic Change 162)
– Routine maintenance safe harbor (Automatic Change 171)
Unfavorable method changes:
– Capitalizing improvements to tangible property (Automatic Change 174)
– Regulatory accounting method (Automatic Change 163)
Application and Implementation – Dispositions
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
51
The “third bucket” – Dispositions
Generally, for this purpose, a “disposition” is a transfer of ownership of the asset or the permanent withdrawal of an asset from the trade or business.
Includes:
– Sale or exchange
– Retirement
– Physical abandonment
– Destruction
– Transfer to a supplies, scrap, or similar account
– Retirement of a structural component of a building
– Involuntary conversion
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
52
The “third bucket” – Dispositions (continued)
New “default” rule: discontinue depreciating basis of “components” upon disposition
Example: new roof – capitalize cost of new roof, discontinue depreciating basis of old roof
Required to deduct remaining basis of old roof?
Deducting remaining basis of retired components prevents deducting cost of replacement under “restoration” standards
– Roofs
– Windows
General asset accounts (“GAAs”)
Generally, any combination of assets by vintage, MACRS class life, and depreciation methods
Provides flexibility following dispositions
– Leave basis of component in GAA, continue depreciating, and perhaps deduct repair costs, or
– Recover remaining basis immediately and capitalize replacement costs
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
53
Dispositions – Comparison
Default Treatment
General Asset Account Election
Depreciation stops Gain or loss recognized
1. Depreciation continues - no immediate recovery of basis
2. Optional Termination of GAA if:
Disposition of all or last asset in GAA, or Qualifying disposition
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
54
Structural component dispositions – Assessment
Assessment process
Review current retirement policies (GAAP and or Tax)
Determine whether building structural components were retired in prior years
Tax fixed asset ledger review
Group assets by location/property and sort by tax life to identify section 1250 real property
Sort the 1250 real property assets by placed in service date to identify the original assets placed in service for each location
Once the original assets have been identified, determine if there are assets placed in service during subsequent tax years that represent the same structural components as the original assets
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
55
Dispositions – Action items
Consider making “late” GAA election for all property acquired before 2012
Automatic change in accounting method
Must be made within 2 years of regulations’ effective date
Consider scrubbing fixed asset records for remaining “stranded basis” and recovering through an accounting method change
Can be done independently of GAA election, and vice versa
Prepare and file applicable Form 3115s (Rev. Proc. 2012-20)
Disposition of a building or structural component (with no GAA election) (Automatic Change 177)
Dispositions of tangible depreciable assets other than buildings and structural components (Automatic Change 178)
Late election to use general asset accounts (Automatic change 180)
Late election to recognize gain or loss on item in qualifying disposition (retirement of structural components, for example) (Automatic change 180)
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
56
Contact information
David Antoni
267-256-1627
John Hiatt
317-238-8236
Thank you
© 2013 KPMG LLP, a Delaware limited liability partnership and the U.S. member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative (“KPMG International”), a Swiss entity. All rights reserved. NDPPS 142311
The KPMG name, logo and “cutting through complexity” are registered trademarks or trademarks of KPMG International.
© 2013 Countrymark Cooperative Holding Corp. All rights reserved.