Budget: the hidden changes

The price of (warm) pasties and sausage rolls may have hogged the headlines during this year’s Budget, but there was a lot more to it than that. Michael Steed shows you three changes that you may have missed in the melee

The budget has been and gone – a lot of it had been leaked but still there was an uproar over the tax on hot foods and the raid on allowances for the over 65s.

But there are some less obvious changes which George Osborne has announced and these include a clamp-down on VAT anomalies. Here we examine three areas of the Budget which you may not have considered but could affect you and your clients and if all goes to plan will be implemented from 1 October 2012.

What are you storing and where?

All businesses offering self-storage will have to charge VAT following George Osborne’s Budget announcement. If you offer storage facilities to your clients, you’ll need to understand the implications of these changes and what they mean.

Previously organisations, businesses and individuals could supply storage facilities and could avoid charging VAT on storage/space by allocating their customers a discrete piece of land – qualifying for the VAT exemption. However other types of businesses e.g. removal companies have always had to charge the standard rate of VAT (as the area offered wasn’t discrete) so this measure has been put into place to make the system fairer and consistent. Some business will not be affected because they’ve opted to tax the land and this overrides the issue.

If you’re a small business owner and you’re using untaxed self-storage space, you will be affected. It could be that the rates of untaxed storage facilities will rise even if some storage companies absorb the 20% VAT rise. The government believes this was a fairly big loop hole in the system and the change of rules will affect significant numbers of businesses nationwide.

Renting that chair – stylists beware?

This new regulation will affect smaller, independent hairdressers (compared to the more well-known nationwide hairdressing salons that usually employ fulltime members of staff). Independent boutiques will feel the full force of these changes if they are hiring out chair space in their premises to freelance/self-employed stylists and hairdressers.

The question raised is: is the self-employed stylist/ hairdresser occupying land exclusively for his or her own work? In some cases the salon owners are not charging VAT, so they are claiming that the supply to the stylist is VAT exempt. HMRC has consistently argued that in most cases, self-employed stylists do not have exclusive occupation of land and that instead they use facilities, which are not covered by the exemption, so must be standard rated.

The impact of this change will potentially affect both parties. The self-employed stylist will suffer the VAT charge if not VAT registered, so they will not be able to reclaim it and the salon owner will potentially have to register for VAT if their turnover (now taxable and no longer exempt) is above the VAT threshold.

Pumping iron in the gym

This next change will affect business owners of leisure and gym facilities and shops that sell health products. This tax will align the UK with the rest of the EU in which standard-rated VAT is levied on protein and sports drinks. Products that will be affected by this change will be carbohydrate workout drinks, protein drinks and drinks containing creatine,

These drinks will no longer be considered zero-rated because of their nutritional content (i.e. they can’t pretend to be basic food). HMRC will implement this rule so there is consistency across the board and so there will be a 20% VAT increase on these products.

Michael Steed MAAT is from Kaplan Hawksmere and will be presenting at this year’s Members’ Weekender in Bristol on 18-19 May.

Top tips for becoming a sole trader

In her second post AAT member in practice, Lucy Cohen of Mazuma, offers advice on becoming a sole trader and the low-down on making sure your VAT is in order.

What advice would you give to sole traders?

  • Keep those receipts. It’s important to get organised and on top of your tax affairs from day one.  It makes life easier in the end.
  • Register as an employer if you take on staff. Don’t forget to register with HMRC as an employer if you take on staff because you’ll need to sort out their tax and national insurance as well as your own.  The HMRC employers hotline number to do this is 0845 60 70 143.
  • File your tax returns on time. Don’t forget… £100 fine if you file your tax return for the year ended 5th April after the 31st January the following year.
  • Pay your self assessment tax on time. Save yourself automatic penalties and interest. If you are one month late HMRC will increase the tax due by 5% – a late payment penalty. Interest will run from the due date, 31st January or 31st July.
  • Profit does not equal cash. Don’t forget that the timing of sales and purchases is important. Your profit is based on when things are done (i.e. the invoice date), not when they are paid. This means that you can have a tax bill but no cash.
  • Claim for working from home. The owners of most small businesses will work from home occasionally, even if just to do the paperwork sometimes. In these cases, the taxpayer may claim an appropriate proportion of his or her household bills as a business expense, including heating and lighting costs and council tax. Here the proportion is generally based on the number of rooms in the house, excluding bathrooms, toilets, kitchens and hallways. This allowance can help to reduce your tax bill so it’s worth the little extra effort to work it out!

Do I have to be VAT registered?

There is a myth that every legitimate business is required to be VAT registered. This is not the case. Your business (as a sole-trader, partnership or company) does not have to become VAT registered until the total sales for 12 consecutive months exceeds £73,000. However, this total does apply to all the businesses you run as a sole trader.

You can’t artificially divide your businesses to avoid registering for VAT. Of course you can still register for VAT if you don’t hit the £73,000 turnover mark – this is called voluntary registration and can give your business the appearance of being bigger than it is which can sometimes be useful commercially.

However, think carefully if you are registering before you have to – if your business is a business to business (B2B) trade then it may not matter as much because the businesses who buy your services can reclaim the VAT.  However, if you are selling to the public then bear in mind that you’ll have to add 20% to your prices when you become VAT registered which may make you less competitive in your market.  You also need to take into account the extra hassle of completing VAT returns every quarter.

In her next post, which goes live on 19 April, Lucy tells you all you need to know about expense claims.

Lucy’s first post in this series concentrated on the tax hurdles you face when starting a business.

You can also follow Lucy on Twitter.

Don’t get taxed by tax

Today marks the last day of the tax year. In an exclusive three-part post AAT member in practice, Lucy Cohen of Mazuma, guides you through the tax hurdles that you face when starting your own business. First up: how to get started

How to get started

When you decide to work for yourself you need to choose which form your business will take. The most common forms of business are:

  • Sole-trader – you run the business on your own, usually under your own name
  • Partnership – you and one or more other people jointly run the business
  • Limited liability partnership – a special type of partnership that gives you and the other business owners more protection from creditors
  • Limited company – an organisation that you own and control, which carries out the business on your behalf.

If you run your business as a sole-trader or as a partnership you are legally self-employed and you’ll need to let the taxman know so that you can be sent a tax return to complete each year. The good news is that it is very easy to register and being a sole trader is the easiest form of business to operate through.

When you start your own business you must register as a self-employed person with the taxman (HMRC). It is best to do this as soon as possible after you start to charge your customers for the goods you sell or for the services you provide. You can register:

  • on the HMRC website
  • by telephoning the tax office on: 0845 915 4515
  • by completing the leaflet CWF1: Becoming self-employed and registering for national insurance contributions and tax.

You must register as self-employed even if you make a loss from your business. Every partner in a partnership business must register separately as a self-employed person. If you do not register with the taxman by 31 January following the end of the tax year in which you started your business, you may be charged a penalty of up to 100% of the tax and national insurance you owe, so it’s best to get registered as soon as possible.

How to record income and expenses

Keeping proper records is important just in case you have a tax investigation.  There are many ways that you can keep records: some people choose a sophisticated software package, some use a spreadsheet and some just use a book in which they list all of their income and expenditure.

It’s important that you have proof of all of the expenditure you incur for your business so keep those receipts safe. If you want to be sure that an expense is verifiable, keep the receipt/invoice. However, getting a receipt from a parking meter when you are visiting a customer can prove difficult. So speak to us at the year-end and make sure you keep a list of all those items that are not recorded in your books, because you couldn’t obtain a formal receipt, i.e. car parking, car washing, laundry and cleaning of overalls and so on.

As long as the expense is commercially justifiable there should be no problem incorporating the estimated items.  One of the best ways to have proof of all of your income and expenses is to have a business bank account and use it only for income and expenditure that relates to the business.  Many banks offer free banking for a time when you first open the account and some banks even have free business bank accounts for life so it’s worth shopping around.

What happens if I get it wrong?

It’s important that you get your record keeping right for a number of reasons.  One good reason is so that you declare the right figures on your tax return, but a very good reason is because of HMRC’s recent initiative which they have called a ‘Business Records Check’.  The Taxman believes that a lot of businesses do not pay the right amount of tax because they don’t accurately record their business income and expenditure. In other words their business records are not of a high enough standard to produce accurate accounts.

So HMRC is now sending out 120 tax officers to examine the un-sorted raw records held at thousands of businesses. If the tax officer (who is not a trained accountant), judges the business records to be inadequate the business owner could receive a penalty of up to £3,000. Although the Business Records Check programme was suspended following a review earlier this year, it is still good practice to keep proper records of everything and to get an accountant who will be able to help you if you’re not so hot with the admin side of your business.

If you discover that you have made a mistake when filling out your tax return then you can submit an amended one – you have one year from the date of filing (31 January) in which to make any changes.  Contrary to popular belief, HMRC can be pretty helpful if you are honest and open with them; even its penalties system is based on how cooperative you’ve been during investigation.

Genuine mistakes are usually not punished with a heavy penalty, and you may just have to pay a bit of interest on any tax that was due to them that has resulted from the correction of any errors.

In her next post, which goes live on 12 April, Lucy offers advice on registering for VAT.

You can also follow Lucy on Twitter.

How to be more assertive

Struggle to be assertive in everyday situations? Janet Stevenson shows you how to avoid mis-interpretation and always be clear about what you mean

It all began innocently enough.  John had been having bad day at work, and just wanted to unwind at the end of the day.  He got on well with Sadie, his colleague, and when he bumped into her at the coffee machine and she said she was having a bad day too, suggested they go for a drink at the end of the day to unwind.  Sadie hesitated.  She had secretly admired John for a long time but her rule was always never to mix work with pleasure.

“Well … I … er … OK, then,” she said, annoyed with herself for breaking her rules but nevertheless over the moon that he had asked her.

“Great!  Give you a shout at five,” he said, a bit confused by her hesitant reaction.  After all, it was just a drink to unwind; he wasn’t asking her out or anything.

And that’s where it all started to go wrong.  Assumptions were made about the intent of the invitation, and neither was assertive enough to clarify the situation with the other.  Needless to say, the drink was a disaster; they ended up arguing, Sadie accusing John of “using” her, John accusing Sadie of being over-emotional and a typical woman.

The other day, I held the door open for a young mother who had one arm holding a child on her hip, and the other arm pushing a buggy almost toppling over with shopping bags on the handle.  She said brightly, “It’s OK, I can manage,” as she insisted on leaning against the door to stop it closing on her, making my gesture of holding it open pointless.
I asked, “Do you have far to go?”

“No – just the car park”, came her reply.

“Well, I’m going to the car park too.  Can I help you with those bags?”

“No, it’s OK, I can manage … really!” she repeated, toiling on.  We chatted together about the weather as we walked back to our cars.  Meanwhile, she dropped one bag, the buggy fell over, and still she insisted she could manage.  The image of her struggling stayed with me for days after, while I pondered the question, “What is it that stops us from saying “yes” when we really would like help?”

Last week I overhead one neighbour asking another, “Could you do me a favour?”

“Yeah, sure!  Of course, glad to help.”

Then the first neighbour asked if the second would mind taking back a chainsaw to a DIY shop which had stopped working.  “It’s under guarantee, I’ve got the receipt but I just don’t have time to go myself.”

“Er, well …”

“Look, it won’t take you long …”

“Mmm, OK” (sounding uncertain).

And that got me thinking, “Why do we say “yes” to something before we even know what it is that we are being asked?”  Would it not have been better to say, “What would you like me to do?” before agreeing to it?

An old Chinese story tells of a man called Ren Guozuo, who lived a long time ago.  He was ill for a long period of time and seemed unable to recover.  He sought out a Daoist priest, and asked him to pray that God would give him peace and good health.  That night, Ren Guozuo had a dream and in it he was told, “For your whole live, you have said “yes” when you meant “no”, so the Gods have decided that you will soon die!”

This sounds harsh but, in ancient China, someone who said “yes” but meant “no” was considered to be a true villain – disloyal, untrustworthy, deceitful and unreliable.  The person deceives no-one but himself.

Yet saying what we mean is not always easy.  How often have you said “yes” to something and then not turned up?  Perhaps you were too busy or stressed out doing other things that you’d wished you said “no” to, or perhaps you really wanted to say “no” to the invitation but didn’t have the heart to refuse? There can be cultural issues too, such as the English art of understatement, or the Japanese importance of saving face.

If your “no” should mean “yes” and “yes” should mean “no”, then sign up for the Members Weekender stream on 18 May.

Janet Stevenson will be speaking on assertiveness at the Members’ Weekender, which takes place in Bristol on 18-19 May. More information and online booking is available on the official Members’ Weekender webpage.

How to use MS Excel's IF function

In his second post guiding you through useful Microsoft Excel tools for accountants, AAT student Muhammad Anisur Rahman shows you how to use the IF function

As a Finance MI analyst, to analyse and prepare financial reports, I use Excel’s IF function every day at work. It is one of the most powerful built-in function in Excel which can be used to make decision based on the outcome.

For example, we have 10 customers and we have to calculate bulk discount (Bulk Discount: a lower price that is offered to customers for buying a large number or amount of goods) based on following conditions.

  • Sales amount over £100,000 5% bulk discount
  • Sales amount less than £100,000 1% bulk discount

In order to calculate the bulk discount we have to use the IF Function which follows the following structure:

=IF(logical_test, value_if_true,value_if_false)

logical_test
First argument logical_test: to check if sales amount is greater £100,000

Sales amount > £100,000
(> greater than symbol)

value_if_true
Second argument value_if_true: if sales amount > £100,000 then calculate 5% bulk discount

Sales amount * 0.05
(Excel use the asterisk (*) symbol, one above the number 8 on keyboard, press Shift+8)

value_if_false
Third argument value_if_false: If sales amount < £100,000 then calculate 1% bulk discount

(> less than symbol)

Sales amount * 0.01

For the purpose of above example, create a table of data as per image shown below:

Step 1: Create sample data table

Step 1: Create sample data table

 

Now, we will type the IF function in cell D2 to calculate bulk discount for XYZ Ltd.

Select D2 and type the formula =IF(C2>100000,C2*0.05,C2*0.01)

Step 2: Type IF function in cell D2

Step 2: Type IF function in cell D2

 

This means, if ‘Sales Amount’ in cell C2 is greater than £100,000 multiply it by 0.05 to give 5% discount, otherwise multiply it by 0.01 to give 1% discount. In this case, the amount in cell C2 is £50,000 which is less than £100,000. So, the 1% bulk discount of £500 will be calculated in cell D2 as per our IF formula.

Step 3: 1% bulk discount

Step 3: 1% bulk discount

 

To calculate the discount for other companies, we will copy the formula from cell D2 to D3:D11.  Please check my previous blog on the SUM formula to see how to copy formula from one cell to another cell.

Select cell D2 and press Ctrl + C to copy the formula.

Select range D3 to D11 and hit Enter to paste the formula.

Step 4: Copy formula from D2

Step 4: Copy formula from D2

 

Now, if you carefully check the formula in cell D7, you will notice that (110,000 x 0.05 = 5,500) 5% bulk discount is given to customer Asha Ltd. This is because the ‘Sales Amount’ is greater than 100,000.

Step 5: 5% bulk discount applied

Step 5: 5% bulk discount applied

 

You can also watch an online video demonstration of this example to help you if needed:

In the next part of my blog I will demonstrate the VLookUp. If you have any suggestions or question regarding this example, please feel free to leave your comment here or contact me direct.

Lessons to learn from Coutts

Coutts – the Queen’s bank – has been fined £8.75m by regulators for taking unacceptable risks in handling the proceeds of crime. Tania Hayes highlights some of the lessons accountants can learn from the case

I’m not entirely sure if I was surprised or not to read that Coutts, the bank with a target audience of high net worth individuals, has been fined £8.75m by the FSA for failure to conduct proper checks on approximately 75% of clients who held politically sensitive positions.

Surely it would’ve been glaringly obvious to a bank whose philosophy is based on understanding [its] clients’ financial objectives in order to design a wealth strategy to meet their goals.  But understanding a client’s financial objectives is very different from understanding their business, and this is the lesson all in the regulated sector can learn from Coutts mistake.

The challenge for practitioners is identifying the right information to effectively discharge due diligence obligations.  And newspaper headlines are not the be all and end all for these purposes.  Nor is the fact that you have a passport and utility bill gathering dust in the filing cabinet.   Due diligence broadly falls into three categories:

  • Knowing your client
  • Knowing the source of funds
  • Ongoing monitoring of the above.

On a basic level, the requirement to know your client can be discharged with checks against identity, if you are dealing with a person (famous or otherwise). Typically people will have experienced the trawl to find their passport, long since buried in a drawer since the last holiday; and the “right type” of utility bill to put at ease the mind of the regulated practitioner attempting to ensure they comply with their anti-money laundering duties.

The challenge is identifying and understanding legal entities which can be used by person X (famous or otherwise) to channel their funds in a tax efficient way (or illegally to evade tax, which, of course, is a predicate crime for commission of a money laundering offence under the Proceeds of Crime Act).

And it is probably in this area that Coutts fell foul of the Regulations.  Knowing the source of funds and identity of the ‘beneficial owner’ (as well as those with the controlling interest in the legal entity) is key to ensuring that your client is not being used as a conduit to facilitate money laundering.

‘Professional scepticism’ is a phrase coined by professional accountants in ensuring compliance with their ethical obligations, and this in itself is a safeguard in the context of anti money laundering compliance.  It is your duty as a practitioner (regardless of profession) in the regulated sector to prevent criminals from accessing legitimate financial services and questions are something we know criminals don’t like answering.  Once satisfied that the initial due diligence hurdle has been passed, you are not home and dry.

The Money Laundering Regulations require ongoing monitoring of the client and their transactions.  This is iterative risk based monitoring based on the initial score given to the client, but also the pattern of behaviour (and/or transactions) that emerges.

If anything appears to be out of the ordinary, ask a question – the answer or lack thereof might speak volumes, either affirming your knowledge of the client, or affirming your lack of knowledge of the client, at which point you or your firm can make an informed decision.

Report if you have suspicion that the client is laundering the proceeds of crime by virtue of the relationship and/or transaction, or decline to continue the engagement where in the absence of suspicion the client’s risk profile exceeds the risk appetite of the firm. Alternatively, use the newly-acquired information to build on the risk profile of the client and continue with the relationship.

Coutts has made very public assurances, ratified by the FSA that their systems and controls relating to client due diligence are now in place, which should act as a deterrent to criminals who may have been rubbing their hands in glee at the opportunity Coutts presented them.

It has, however, tarnished the reputation and brand that Coutts has built since its establishment in 1755 with the significant media coverage this regulatory failing has attracted.

Tania Hayes is Head of Conduct & Compliance at AAT.

Budget 2012 podcast: Michael Steed MAAT’s initial reaction

2012 Budget podcast from Michael Steed

“This country borrowed its way into trouble. Now we’re going to earn our way out.” So said Chancellor George Osborne of yesterday’s Budget. But what does this mean in practicality?

Listen to Michael Steed MAAT’s exclusive podcast covering the highlights of the 2012 Budget below – were his predictions correct? (Update: AAT members can listen to a more comprehensive view from Michael at the Budget 2012 page on the AAT website)

Budget 2012: Michael Steed MAAT’s initial reaction by AAT Podcasts

Michael Steed MAAT is a speaker at the 2012 AAT Members’ Weekender.

Learn more about AAT’s Members’ Weekender and buy tickets

How to use the SUM formula in Excel

Microsoft Excel is a complex beast at the best of times, but is an essential for every budding accountant or finance professional. In the first of a series of posts, AAT student Muhammad Anisur Rahman shows you how to use the SUM formula

I will walk you through with the widely used powerful SUM formula in this blog. For the exercise example in this blog I have used Microsoft Excel 2010 which is very similar to Excel 2007. This example is also applicable in previous versions of Microsoft Excel (i.e. Excel 2003 and 2007).

For the purpose of our example, create a table of data as per shown below.

  • Click on  cell A1 and type ‘Area Sales Data’
  • Press Ctrl + B to change the title to bold
  • Now enter the regional sales data as per table image below
Step 1 in using Excel's SUM formula

Step 1 in using Excel’s SUM formula

 

  • Make B4 the active cell and select the range B4:F7
  • Right click on your mouse to select Format Cells…
  • Step 2 in using Excel's SUM formula

    Step 2 in using Excel’s SUM formula