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IR 264 July Rental income. Tax rules for people who rent out residential property and holiday homes. Classified Inland Revenue Public - PDF
IR 264 July Rental income. Tax rules for people who rent out residential property and holiday homes. Classified Inland Revenue Public
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1 IR 264 July 2015 Rental income Tax rules for people who rent out residential property and holiday homes.2 2 RENTAL INCOME Introduction We ve written this guide for people who rent out residential property or holiday homes. In it we explain: what income to include in your tax return the expenses you can deduct from this income for tax purposes the records you need to keep what to do if the property is owned by more than one person what happens if the property is sold. The guide is meant for people who own one or two rental properties, and not in the business of providing residential rental accommodation. If you have several rental properties or you re a commercial operator we recommend you use a tax agent. Go to our website for information and to use our services and tools. Log in or register for a myir secure online services account to use a range of secure services Demonstrations learn about our services by watching short videos. Get it done online complete forms and returns, make payments, make an appointment to see us, give us feedback. Work it out use our calculators, worksheets and tools, for example, check your tax code, find filing and payment dates, calculate your student loan repayment. Forms and guides download our guides and forms or fill in forms online. Forgotten your myir user ID or password? Request a reminder of your user ID or reset your password online. You ll need to know your IRD number and have access to the address we hold for you. How to get our forms and guides You can view copies of all our forms and guides by going to and selecting Forms and guides. You can also order copies by calling The information in this guide is based on current tax laws at the time of printing.3 3 Contents Introduction 2 2 How to get our forms and guides 2 Part 1 General 5 Rental income which income is taxable? 5 Expenses you can deduct from your rental income 5 Expenses you can t deduct for tax purposes 11 If the property isn t rented out for the full year 11 If the property is rented out at less than market value 12 Record keeping 12 Example Rental income (IR 3R) 13 Calculating the net rent 14 Paying income tax 14 Provisional tax 15 If the property is owned by more than one person 15 What happens if the rental property is sold or you move into it? 15 GST (goods and services tax) 16 Working for Families Tax Credits and student loans 16 Part 2 Depreciation 17 Depreciation methods 18 Assets not used for the full year 19 Depreciation on buildings 20 Depreciation on contents 20 Fully or partly furnished properties 22 Pooling assets 24 Electing not to depreciate an asset 25 Working out the value of chattels 26 Transferring personal assets to your rental activity 274 4 RENTAL INCOME Selling and disposing of assets 27 Sale of a building 29 Disposal costs 30 Moving back into your own home 31 Insurance proceeds 31 Loss on disposal of buildings 32 Part 3 Holiday homes 33 Private use 33 Income-earning use 33 Paying tax on your rent 33 Deducting your expenses 34 Exemptions 34 Quarantining expenditure (mixed-use assets) 35 Part 4 Services you may need 37 myir secure online services self-service numbers 38 Need to talk to us? 38 Tax Information Bulletin (TIB) 39 Publications 39 Privacy 405 5 Part 1 General Rental income which income is taxable? Normally income that you receive from renting out property will be liable for income tax, so you must include it in your tax return. This income could be from renting out land or buildings, or it could be income you earn by having private boarders or flatmates living with you. See our Boarders, flatmates and tenants tax responsibilities (IR 1037) factsheet for more information on private boarders and flatmates. Note The income and expenses rules in this part apply to all rental properties. But if you rent your holiday home to the public for short-term stays, you may need to make adjustments in your tax return. You ll find more information about holiday homes in Part 3. Rent in advance Any rent paid to you in advance, is taxable in the year you receive it in. So if your tenant paid rent on 30 March 2015 for the next two weeks, you d return this income in the income year 1 April 2014 to 31 March 2015 (if you have a standard 31 March balance date). Tenancy bond Amounts you receive for tenancy bond and pass on to the Ministry of Business, Innovation and Employment are not income. Amounts you receive from the Ministry of Business, Innovation and Employment for payment of damages, rent arrears etc, should be included as income. Expenses you can deduct from your rental income When you own a rental property, you re likely to have maintenance and administrative costs. You can claim all or some of these costs depending on how the property is used and the nature of the work being done. If you use the property for both rental and private use then costs need to be apportioned. See deducting your expenses on page 34. Generally you can only claim expenses that you incur while earning your rental income. Other costs you might have that relate to your rental property may not be claimable, unless your rental activity amounts to being in the business of providing rental accommodation.6 6 RENTAL INCOME If you re unsure whether you re in the business of renting property, or if you can claim an expense, we recommend speaking with a tax agent. The following costs (expenses) can be deducted (in full or part) from your rental income for tax purposes. Rates and insurance You can claim the rates and insurance on your rental property. Interest You can claim the interest charged on any money you borrow to finance your rental property. However, you can t claim all the interest as an expense if you borrowed the money for another purpose as well as buying the rental property. Example The loan finances both the rental property and the house you live in. You can only claim the interest for the rental property. Agent s fees and commission If you use an agent to collect the rent and/or maintain the property, the cost of the agent s fees can be deducted. Any commission paid to an agent to find tenants for the property is also deductible. Repairs and maintenance The cost of repairs and maintenance you do (or pay someone else to do) on the rental property is normally deductible as an expense. Examples of repairs and maintenance are: replacing a broken shower head plastering and painting a crack in the wall replacing a blown element in a hot water cylinder redecorating the property so that it s in the same condition it was in when you bought it to use as a rental property. If you do the repairs yourself, you can t claim your time as an expense, only the materials you purchase. There are some circumstances when the cost of repairs can t be deducted as an expense because they re considered a capital improvement, such as where you: buy a rundown property and spend large sums of money on it to significantly improve or alter it before renting it out.7 7 carry out work which significantly improves the property, for example you take down a badly deteriorated wall and put a conservatory in its place. These are capital expenses and the cost of the work is depreciated. From the income year, depreciation on buildings reduces to 0% where buildings have an estimated useful life of 50 years or more. This applies regardless of when the building was acquired. In some situations it can be difficult to work out whether work done on the property is repairs and maintenance or capital improvements. If you re not sure, call us on Motor vehicle expenses If you use your own vehicle in the course of renting out your property, for example, travelling to inspect a property or to do some repairs, you may be able to claim some vehicle running costs as an expense against your income. There are two options for claiming motor vehicle expenses: 1. Use the Inland Revenue mileage rates. These rates are based on the average cost to run a motor vehicle. They re available at (search keywords: mileage rates) or by calling us on To claim mileage rates you need to keep a vehicle logbook and record the date, distance travelled and reason for each trip related to your rental activity. 2. Claim a percentage of the total running costs (for example, petrol, oil, repairs, registration, insurance) and depreciation. You need to keep records of the running costs. At the end of the year, add them all up and work out what percentage of these running costs and depreciation relates to your rental activity. To do this you ll need to keep an annual logbook and record the: total mileage for the year total distance travelled as part of your rental activity, with a breakdown of the date, distance and reason for each trip. Or, you can keep a logbook for a test period of at least three months every three years that shows: the odometer reading at the start of the test period total distance travelled as part of your rental activity, with a breakdown of the date, distance and reason for each trip the odometer reading at the end of the test period. The test period must fairly represent your normal vehicle running conditions. Also, if you believe that the proportion of rental-related travel has changed by more than 20%, you must re-run your test period or keep an annual logbook.8 8 RENTAL INCOME Example Nicole uses her own car for her rental activity. She s decided to keep a logbook for a three-month test period. Vehicle logbook (3-month period) 1 February 2015 to 30 April 2015 Odometer reading (at start of period) 25,236 Date Journey Odometer reading From To Start Finish Dist (km) Reason for trip Driver s signature Home Ngaio 25,236 25, Property inspection NG Home Petone 25,430 25, Pick up new shower head NG Home Ngaio 25,503 25, Install shower head NG Home Ngaio 27,342 27, Show prospective tenant NG Home Ngaio 27,645 27, Property inspection NG Home Ngaio 28,837 28, Property inspection NG Rental activity distance 242 Reading at end of period 29,241 Total distance travelled (29,241 25,236) 4,005 Total distance travelled in three months: 4,005 km Distance travelled for rental activity: 242 km 242 = 6.04% 4,005 Nicole can claim 6.04% of her running costs and depreciation on the vehicle as an expense against her rental income. Remember, you have to keep your vehicle records for seven years, even if you stop renting out your property. Travel expenses If your rental property is somewhere in New Zealand other than your hometown you may have to travel to do property inspections and maintenance. If you travel using other transport and the trip is solely to inspect or do maintenance on the rental property the cost is usually fully deductible.9 9 This might include: air fares taxis rental car hire overnight accommodation. If your travel is for both business (rental property activity) and personal reasons, you can only deduct the portion/part that relates to earning your rental income. This is to take into account any private use, which isn t deductible. Deductions are only allowed for expenses incurred in earning your rental income. Example John lives in Wellington. He has a rental property in Tauranga. He has to go to replace some boards in the fence. He decides he ll go for the weekend and catch up with an old friend. John spends half his time on rental property maintenance and half his time meeting his friend. Based on the time spent on rental property maintenance only half the cost of travel and accommodation can be claimed as tax deductible. The other half is a personal cost. If John was going to Tauranga for a holiday and just decided to pop in on his rental property, he wouldn t be able to claim any of the cost. If John s trip is solely to visit the rental property then the travel costs are fully deductible. Don t forget you need receipts or invoices for any travel costs that you claim, whether this is the full cost or part-cost. See page 12 for more on record keeping requirements. Fees You can deduct as an expense any fees that you incur in: arranging a mortgage to finance the rental property drawing up a tenancy agreement ongoing administration costs for the mortgage getting a valuation required to obtain a mortgage. (A valuation acquired for insurance purposes isn t deductible) taking legal action to recover unpaid rent evicting a tenant.10 10 RENTAL INCOME Mortgage repayment insurance You can claim a deduction for the cost of any mortgage repayment insurance you have on a mortgage that meets the conditions set out in the section on interest on page 6. Accounting fees If you use an accountant to prepare your accounts the cost of the fees are tax deductible. Any fees paid when setting up the rental property, such as investigating the viability of the rental, are not deductible. Depreciation Depreciation covers the cost of wear and tear and general ageing of assets used to produce income. You can: claim a deduction for depreciation on any furniture or fittings that belong to you, or elect not to claim depreciation see page 25. Note When you sell or dispose of an asset (except a building) for an amount different from its adjusted tax value,* you must account for the difference either a loss or a gain in your income tax return. For more information about depreciation see Part 2 of this guide. * Adjusted tax value is generally the cost price, less depreciation deducted each year.11 11 Expenses you can t deduct for tax purposes Capital or private expenses can t be deducted from your rental income. Capital expenses are costs of buying or increasing the value of a capital asset. Private expenses are purchases made for your own benefit and not connected with those producing taxable income. The following are non-deductible expenses: the purchase price of a rental property the capital part of any mortgage repayment(s) interest on money you borrow for some purpose other than financing the rental property, even if you use the rental property to secure the loan the cost of repairing or replacing any damaged part of the property, if the repairs or replacement make improvements to the property and increase its value real estate agent or legal fees charged as part of buying or selling the property the cost of adding to or improving the property. If the property isn t rented out for the full year You can claim a deduction for any expenses that you incur while your rental property is either rented out or is available to be rented out. But if the property isn t occupied by tenants or available for rent for part of the year, you can t claim the full year s ongoing costs, such as rates, insurance and interest. Example You own a property and live in it for the first three months of the year. You then rent it out for the rest of the year. The cost of rates, insurance and interest for the year is $9,230. To work out your rental income for the year, deduct the ongoing costs for the nine months the property was rented out, that is, 9/12 ths of the expenses. $9, = $ per month $1,230 9 = $6,922 (this is the amount of these expenses you can claim for the year). If a property isn t occupied or available for letting for a short time, because of redecorating or other maintenance, you can still get a deduction for the ongoing costs for that period. The redecorating or maintenance costs will also be deductible, as long as the work done isn t classed as capital improvements.12 12 RENTAL INCOME If the property is rented out at less than market value If you rent your property out for less than its true rental value, (this most commonly happens when a relative or friend of the property owner rents the property at mate s rates ), and you make a profit from it, the profit is taxable as part of your income. But if you make a loss in this situation (because the expenses of the property are more than the reduced rental income), you generally won t be able to offset the loss against other income for tax purposes. Record keeping You must keep records to be able to calculate the income and expenses of your rental property and for us to confirm your accounts. These include: a record of all receipts and payments bank statements, cheque butts and deposit books invoices and receipts working papers for all calculations, including your vehicle logbook a list of assets and receipts with cost price and purchase date a copy of the rental agreement and rent book a copy of any loan mortgage agreement. It s a good idea to use a separate bank account for your rental activity. Note You must keep accurate records of the purchases and sales of your rental assets so we can check your depreciation deductions if we need to. Keep all your records for seven years, even if you stop renting out the property. You don t need to send your records or working papers with your tax return, but you must keep them in case we want to see them.13 13 Example Rental income (IR 3R) Rental income IR 3R April 2014 Read our booklet Rental income (IR 264) to help you fill in this form. Year ended 31 March Your name IRD number (8 digit numbers start in the second box. ) Address of property rented Period the property was available for renting months Income read Note 2 over the page. Total rents Other income (specify) Gain or loss on disposal (enter any loss in brackets) Total income Expenses read Note 3 over the page. Rates Insurance Interest Agent s collection fees Repairs and maintenance read Note 4 over the page. Other (specify) Depreciation print the details below. Buildings read Note 5 over the page. Assets read Note 6 over the page. Total expenses Net rents (total rents less expenses) subtract Box B from Box A and print in Box C. Copy this amount to your tax return. Depreciation of buildings read Note 5 over the page. Date purchased Construction materials and building description Day Month Year Straight line method (SL) Diminishing value method (DV) 1 $ 12, Interest from rental bank account 2 $ Depreciation of assets read Note 6 over the page. Opening adjusted Method Closing adjusted Asset Date purchased Cost tax value Rate SL/DV Depreciation claimed tax value $ $ % $ $ Take a copy for your records and staple this page to page 3 of your return. $ $ $ $ $ $ $ $ $ $ $ $ $ $ 4, $ 4, Cost of buildings (excluding cost of land) Rate Depreciation claimed $ 0 % $ 00 3 A $ $ B $ C $ 12, , , Opening adjusted tax value Rate Depreciation claimed Closing adjusted tax value $ % $ $ Chattles (Pooled) 10, DV 4, ,000 $ $ % $ $ $ $ % $ $ $ $ % $ $ $ $ % $ $ Total $ 4,000 0014 14 RENTAL INCOME Note From the income year, depreciation on buildings is 0% where buildings have an estimated useful life of 50 years or more. This applies regardless of when the building was acquired. Calculating the net rent Once you ve worked out what your income and expenses are, transfer that information on to our Rental income (IR 3R) form, so you can calculate the net rent. Transfer the net rent figure (Box C) into your income tax return and attach the IR 3R. See the example of a completed IR 3R on the previous page. Paying income tax If you re an individual property owner, or a partner in a partnership, you need to send us an IR 3 (or IR 3NR if you re a non-resident) income tax return each year. You can download one from (keyword: IR3 or IR3NR). In this return you need to include enough information to show how you worked out the amount of rental income after deducting expenses. To help you with this calculation, you can use our Rental income (IR 3R) form see the example on the previous page. If your net rent is a profit, you add this to any other income you ve earned. If your net rent is a loss you deduct this from any other income you ve earned. You then work out the tax on your total taxable income. If you have any tax credits (such as PAYE or RWT on interest or dividends) these are deducted from the tax on your total taxable income. After deducting any tax credits you ll have a balance to pay or to be refunded. The tax year ends 31 March each year for most people. If you have any tax to pay (known as residual income tax) for the year, it usually needs to be paid to us by 7 February of the following year. If you have a tax agent with an extension of time you have until 7 April. When you start renting out your property, if you don t already send us a tax return each year, please call us on so we can send you one at the end of the year.15 15 Provisional tax If you have to pay income tax of more than $2,500 at the end of any tax year you ll most likely have to pay provisional tax for the following year. Provisional tax isn t a separate tax, but a way of paying the tax on your income as you receive it through the year. You usually pay three instalments of provisional tax, based on what you expect your tax at the end of the year to be. If your balance date is 31 March then your instalment dates are 28 August, 15 January and 7 May each year. For more information read our Provisional tax (IR 289) guide. Note If you re registered for GST and also have to pay provisional tax, please read our, Provisional tax (IR 289) guide. If the property is owned by more than one person If you own the rental property in partnership with one or more people, the partnership needs its own IRD number. You can get this by completing an IRD number application non-individual (IR 596) form. The partnership only needs to keep one set of accounts to record its income and expenses and file an IR 7 income tax return each year. This return shows the rental income calculated in your Rental income schedule (IR 3R) and the amount of each partner s share. Each individual in the partnership then uses that share to complete their IR 3 tax return. If you re a couple, eg, married, civil union or de facto you don t need a partnership IRD number or IR 7 return. Just include a copy of the accounts in each of your IR 3 tax returns. Note Each partner s individual tax return must include their share of the rental profit or loss. What happens if the rental property is sold or you move into it? If you sell or move into your rental property, you ll need to make some adjustments in your tax return. Please read the depreciation section on page 17 and then refer to pages The rules applying to building sales can be quite complex so you may want to consult your tax advisor.16 16 RENTAL INCOME GST (goods and services tax) GST doesn t apply to residential rent, as renting out residential property is exempt from GST. So, you can t claim GST on expenses you incur for a residential property, and you don t include GST in the rent you charge. But, when you claim income tax deductions you use the cost of the expense including the GST. If you re a property developer and you buy residential properties, you may have to pay GST call for more information. Working for Families Tax Credits and student loans If you get Working for Families Tax Credits using rental losses to calculate your entitlement depends on the tax year the loss was incurred in. You can t deduct the rental loss from your family income for Working for Families Tax Credits purposes after the 2011 tax year. If you had a loss prior to 1 April 2011 the treatment of the loss for Working for Families Tax Credits will depend on what type of rental activity you have: Investment rental property the rental loss can be deducted from your family income for Working for Families Tax Credits purposes. Rental properties as a business the rental loss can t be deducted from your family income for Working for Families Tax Credits purposes. If you re not sure if you re in the business of letting properties please call us on When you apply for Working for Families Tax Credits you must show any rental income you earn in the other income box on the Working for Families Tax Credits application form (FS 1). If you re a student loan borrower, from 1 April 2014 rental losses won t reduce your income for working out your student loan repayment obligation. Prior to this the rental loss did reduce your income and repayment obligation, regardless of if your rental activity was for investment or as a business. Depreciation on buildings If you sell a rental property that you owned before 2003 and have depreciation recovered for income tax purposes, you can reduce your income for Working for Families Tax Credits by the amount of any depreciation recovered.17 17 Part 2 Depreciation Assets, such as the stove and carpets, that are part of the property or used in your rental activity, will eventually reduce in value through wear and tear or by becoming out of date. This reduction in the value of your assets is known as depreciation. Each year you calculate the depreciation amount and deduct it as an expense. This is a summary of the depreciation rules relating to rental properties. For more information about depreciation go to or download our Depreciation a guide for businesses (IR 260). We set depreciation rates for various assets (excluding land as it s not depreciated) for tax purposes. We base these rates on: it s estimated useful life it s estimated residual value. See pages for a list of assets commonly used in rental activity and their depreciation rates. If you re claiming depreciation you have to keep a schedule of all the assets you re depreciating. This should show the depreciation claimed in previous years and the adjusted tax value of each asset. The adjusted tax value is generally the cost price, less depreciation deducted each year. You can choose not to claim depreciation see page 25. Notes If you inherited the property, the cost price for depreciation is its market value at the time the property is transferred to you as the new owner. The exception is for a spouse, civil union partner, or de facto partner, in this case the transfer is at cost or adjusted tax value. If you ve claimed depreciation on the sale of a building prior to the income year, you re required to account for the gain in your income tax return see pages If you rent a holiday home to the public for short-term stays, you may need to make adjustments in your tax return. See Part 3 for more information.18 18 RENTAL INCOME Depreciation methods You can depreciate an asset individually or as part of a group or pool of assets see page 25. If you choose to calculate depreciation on individual assets, you can use either the diminishing value method or the straight line method. If you pool your assets you can only use the diminishing value method. Diminishing value method Using this method, the amount of depreciation is worked out on the adjusted tax value of the asset. This value is the original cost price (including GST) less any depreciation already claimed in previous years. Example 1 Using diminishing value method Asset: Dishwasher purchased after 20 May 2010 Cost: $1,200 Depreciation rate: 30% Value at Adjusted tax value start of the year Depreciation rate Depreciation claimed Adjusted tax value end of year Year 1 $1, % $ $ Year 2 $ % $ $ Year 3 $ % $ $ Year 4 $ % $ $ Year 5 $ % $86.44 $ Note This table excludes the 20% loading which ceased from 20 May Straight line method Each year you claim a set percentage of the asset s original cost. This percentage is set so that the depreciation you claim over an asset s expected useful life works out to its original cost at the time you acquired it.19 19 Example 2 Using the straight line method to depreciate the dishwasher in Example 1. Original cost Depreciation rate Depreciation claimed Adjusted tax value Year 1 $1,200 21% $ $ Year 2 $1,200 21% $ $ Year 3 $1,200 21% $ $ Year 4 $1,200 21% $ $ Year 5 $1,200 21% $ $0.00 You can claim $ for the first four years, but, in the fifth year the final claim is $ This is because the dishwasher s adjusted tax value is less than the original calculated depreciation of $ The amount of depreciation claimed can t exceed the adjusted tax value. Note You don t have to use the same method for all your assets, but you can t switch methods for an asset part-way through any income year. You can change the method you choose for any asset from year to year. If you do change methods, the asset s opening value at the start of one year must be its adjusted tax value at the end of the previous year, not its original cost. Assets not used for the full year You have to reduce the amount of depreciation you claim on an asset if it hasn t been part of your rental activities for the whole year. You do this based on, the number of months that you use it for rental purposes.20 20 RENTAL INCOME Depreciation on buildings From the income year depreciation on buildings is 0% where buildings have an estimated useful life of 50 years or more. This applies regardless of when the building was acquired. If you re completing a tax return for an earlier income year, our Depreciation rate finder can help you find the correct rate of depreciation for your building. Go to Work it out. Depreciation on contents The following tables show the rates for some commonly used assets. If you have an asset that was acquired before the end of your 2005 income year different rates will apply. If this is the case, or an asset being used isn t listed, please see for our depreciation rate finder.21 21 Table 1 Assets acquired on or after 1 April 1995 and up to 31 March 2005 Asset Diminishing value % Straight line % General rate Rate plus 20% General rate Rate plus 20% Appliances (small) Bedding, linen Blinds, drapes and curtains Carpets Crockery, cutlery, glassware Dishwashers Furniture (loose) Lawnmowers Light fittings Microwave oven Ovens and stoves Paintings, drawings Refrigerators and freezers Televisions, videos, stereos Utensils, pots, pans Washing machines, dryers View more
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