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Ketel Thorstenson, LLP and Campbell, Burkart & Sage Merge to Expand Service Offerings

Campbell, Burkart & Sage, CPA’s, PC and Ketel Thorstenson, LLP (KTLLP) both in Rapid City, SD are pleased to announce a merger, which will take effect on November 1, 2019. The combined firm will operate as Ketel Thorstenson, LLP. 

This merger will provide clients with a wider array of services through more depth of expertise. The firm’s services include: audit and review services, tax planning and return preparation, bookkeeping, QuickBooks, payroll, business valuation and projections, litigation support services, fraud support services, business consulting, gift and estate planning, and more.

Campbell, Burkart & Sage, CPA’s, PC has been serving hundreds of individuals and businesses in the Rapid City area since 1983. Ken Campbell, John Burkart, and Naomi Sage will join the KTLLP team, and will continue serving clients. Ketel Thorstenson, LLP began its professional practice in Rapid City in 1936. The firm has grown by merger or acquisition with over 12 smaller practices in the Black Hills region since that time, and currently has over 100 employees and 19 partners.

“This merger gives our clients a wider array of services, we look forward to continuing to serve them in this expanded capacity” said  Ken Campbell, former owner of Campbell, Burkart & Sage, CPA’s, PC and now director with KTLLP.

“Campbell, Burkart & Sage, CPA’s, PC shares the same values we do. We both have a proud tradition of excellent service and a friendly client environment,” said Denise Webster, Managing Partner with KTLLP.

Campbell, Burkart & Sage, CPA’s, PC will move to the KTLLP Rapid City office at 810 Quincy St., 605-342-5630. KTLLP also has offices in Custer and Spearfish, South Dakota, and Gillette, Wyoming.

October 15, 2019

Changes To Keep An Eye Out For

Over the next few months there are potential changes coming that may affect how you treat your staff.  Here are a few of them.

  • A new Form W-4 is expected to go into effect in 2020.  The draft form has some major revisions to not only the layout, but the information collected.  The object of the new form is to increase the accuracy of income-tax withholdings for employees.
  • Proposed FLSA changes are expected to be announced at any time and to take affect prior to the end of 2019.  Under the current law, employees with weekly pay of less than $455 ($23,660 annually) must be classified as non-exempt and are subject to overtime pay for all hours worked over 40 per work week.  The proposed new rule will increase that weekly pay to $679 ($35,308 annually).
  • The Form I-9 expired on August 31, 2019, however, the Department of Homeland Security (DHS) has directed employers to continue using the current form until a new version is published.  DHS may release a new form and/or revisions to the current form and instruction.  For more details on the Form I-9 see Amanda Dennis’ article.

Follow Ketel Thorstenson on social media for future updates.

September 30, 2019

Paycheck Checkup: Review Your Withholding for 2019

An unexpected bill around tax time is something that every taxpayer wants to avoid. That is why we encourage our clients to routinely perform a paycheck update and reevaluate their federal income tax withholding each year. This is especially important for the 2019 tax year as it is the first time that the new withholding tables will be used for the full twelve months of the year.

Thankfully, performing this paycheck update will be easier to do than in previous years due to the new IRS Tax Withholding Estimator. The new estimator is a huge improvement over the old Withholding Calculator which was confusing and simply didn’t work for many taxpayers. The new estimator presents taxpayers with more options when entering different sources of income. Previous iterations of the IRS Withholding Estimator lacked this feature and caused those who were not the standard W-2 filer to have issues when trying to properly estimate their withholdings. The user interface of the new estimator is also greatly improved, making it easier to use and understand for the average taxpayer.

You will need your most recent pay stub in order to use the estimator. Make sure this also shows the total amount of federal income taxes that has been withheld for the year. You may need other documents depending on your other sources of income. Remember that the results are entirely dependent on the accuracy of the information that you enter into the estimator. Ensure that your information is accurate to achieve the best withholding estimate.

Once you complete the 5 steps that are required in the estimator, you will be given results that show whether you will owe tax at the end of the year or be owed a refund at the end of the year. The estimator also provides instructions on how to adjust your results in order to get your balance owed close to zero or to increase your expected refund amount. This will require you to complete a new Form W-4, but the estimator provides helpful instructions that will allow you to reach your desired estimated balance.

While the new estimator is much easier to use, you may still have questions regarding your withholding estimates for the 2019 tax year. If this is the case, don’t hesitate to contact us at KTLLP so we can assist with the process.

September 30, 2019

Buy-Sell Agreements: What You Need to Know

After reading hundreds of buy-sell agreements (or operating agreements for LLCs) over the years, I thought I would share some of the tips and reminders of making sure you have a good one. 

First bit of advice: work with a really good attorney for drafting! 

Second bit of advice: work with a qualified valuation professional to review the valuation components!

Let’s get the boring stuff out of the way.  A buy-sell agreement is a contract among shareholders/members that determines what happens to the business equity in various instances using a previously determined understanding among the owners. 

In layman’s terms, a buy-sell agreement is a prenuptial agreement for business owners.  Business owners always get along with each other when the ideas are fun and the business is forming.  But, when the going gets rough and ideas begin to bifurcate, shareholder dissention can rear its ugly head.  Making decisions on how the “divorce” will work while you are getting along can make the business divorce somewhat less stressful.  Having a really good, well-thought-out buy-sell agreement is the way to accomplish that.  Below are some tips and pointers to successfully execute such agreement:

  • Use precise language
    • Are life insurance proceeds to be included in the value?
    • What does “book value” mean?  Total book value or just tangible book value?
    • When you say “income,” what income?  Cash basis or accrual basis?  Should the income include non-operating and/or non-recurring income and expenses?

An agreement that needs interpretation is not a good agreement.  If two or more people read the agreement and have two or more understandings, go back to the drawing board.

  • State what standard of value should be used
    • Fair Market Value-The price at which a reasonable, knowledgeable, hypothetical buyer and seller, neither under the compulsion to buy or sell, would transact.
    • Fair Value- The price- The price that would be received to buy or sell between market participants… excluding lack of control and marketability discounts. 
    • Investment Value- The value of an asset or business interest to a specific owner. 
    • Formula Value-The formula is dictated by the agreement and may not reflect any definition of value.
  • Establish an “as of” date
    • The value is as of a specific date in time. 
    • Value is based on the information known or reasonably knowable as of the valuation date.
    • This is especially important when significant time passes between a triggering event and the culmination of the valuation process.
  • Ensure to note that a qualified appraiser be used to calculate the value. 

Qualified appraisers will be accredited through one or more of the following associations:

  • NACVA- National Association of Certified Valuation Analysts
    • AICPA- American Institute of Certified Public Accountants
    • IBA- International Business Appraisers
    • ASA- American Society of Appraisers
  • Outline how the price will be determined
    • Formula- Example: Tangible book value plus 2x EBITDA excluding non-operating and non-recurring income and expenses.
      • Different for each business and industry.  No cookie cutter language!
      • Written to prevent a significant swing in value from one year to the next.
      • Revisit periodically.
    • Calculated value- Engage your trusted qualified valuation professional when the time comes.
    • Annually agreed on value- Be super careful here!  Remember inflation and things change!  Many owners forget to update this in a timely manner.
  • Explain the type of purchase
    • Cross purchase- Shareholders buy and sell amongst themselves.
    • Equity redemption- The company buys the stock
    • Combination- This can be tricky.  Consult with a professional.
  • Describe the funding mechanism
    • Cash in the form of savings, external borrowings, or life insurance
    • Installment notes and security
    • Combination
  • Include a run on the bank provision

When a significant number of owners sell out of the Company at once, the Company may not be able to survive by paying out multiple shareholders at once.  The provision will still allow for shareholders to be paid out but will lengthen the payment period and it protects the Company. 

  • Incent shareholders to stay versus leave the Company
  • Read the agreement as if you are the buyer; read again as if you are the seller. 

Will you be happy if you are in either set of shoes?  Does the agreement make economic sense for both parties?  If not, reconsider. 

  • Engage your trusted valuation professional to read through the valuation components of the agreement. 

Remember that the agreement should be written to keep you and your business partners out of court.  If the agreement is vague or ambiguous and you and your partners cannot agree during the business “divorce” the court gets to interpret the document.  Do you really want to leave your fate up to the courts?  If not, be precise!  Use these tips to work with your attorney to draft a crystal clear super “tight” agreement to protect yourself, your business partners, and your business!

Have questions?  Consider reading Buy-Sell Agreements for Closely Held and Family Business owners by Z. Christopher Mercer.  Always contact your trusted attorney AND qualified valuation professional! 

September 30, 2019

Selling a Primary Residence

The sale of a principal residence is generally not a taxable event, unless the taxpayer:

  • Has a gain and does not qualify to exclude it all
  • Has a gain and elects not to exclude it
  • Received a Form 1099-S for the sale

Typically, a single taxpayer can exclude from their income up to $250,000 of gain from the sale of a personal residence if the following criteria are met (Internal Revenue Code [IRC] Sec. 121):

  • Ownership and use: the individual must have owned and used the home as a principal residence for at least two out of the five years prior to the sale (the two years do not have to be consecutive).
  • Frequency limitation: The exclusion applies to only one sale every two years.

Married couples filing a joint return can exclude up to $500,000 of gain under the following conditions:

  • Ownership: either or both spouse(s) must have owned the residence for at least two out of the five years prior to the sale.
  • Use: both spouses must have used the residence as their principal residence for at least two out of the five years prior to the sale.
  • Frequency limitation: during the two-year period ending on the date of the sale, neither spouse excluded gain from the sale of another home.

Use and frequency conditions

It is worth noting that the use and frequency tests must be met by both spouses in order for them to qualify for the full $500,000 exclusion, while only one of the two must meet the ownership test. If both spouses do not meet the use and frequency tests, the allowable exclusion is limited to the sum of the amounts that each spouse would be qualified to exclude if they had not been married. Each spouse is treated as owning the property for the period of time that either spouse owned the property.

For example, consider the following case: On January 1, 2010, Cindy purchased a home for $250,000. On September 10, 2012, Cindy and George were married. On January 1, 2013, they decided to sell their home for $600,000. In this instance, because George does not meet the use test, only Cindy can exclude $250,000 of gain. The additional $100,000 will be taxable.

If we change the scenario so that the house was instead sold on September 12, 2014, then they would meet all the requirements to exclude the entire gain.

If each spouse sells a home prior to marriage and each spouse meets the ownership, use, and frequency tests, then each spouse may exclude up to $250,000 of gain on his/her own home.

For example, Cindy and George both sold homes in 2019, prior to their marriage and purchase of their new home. They had both owned and lived in their respective homes for more than two out of the last five years. Neither Cindy nor George had excluded a principal residence gain in the prior two years. As long as the gain on the sale of each of their individual residences was below $250,000, there would be no taxable event. If, however, Cindy had a gain of $300,000 and George had a gain of $150,000, George would not be allowed to exclude the $50,000 excess gain from Cindy’s sale of a personal residence.

The $500,000 gain exclusion amount that applies to taxpayers filing a joint return will also apply to unmarried surviving spouses if the sale occurs within two years of the death of their spouse. To qualify for this, each of the following conditions must be met (IRC Sec. 121[b][4]):

  • Either the surviving spouse or the deceased spouse must meet the two-year ownership requirement for the residence immediately before the spouse dies.
  • Both spouses must meet the two-year use requirement immediately before the spouse dies.
  • Neither of the spouses may have used the exclusion during the past two years.

Note that this rule will not apply if the surviving spouse remarries before a sale or exchange of the residence within the two-year period.

Reduced exclusion rules

Taxpayers who do not meet the two-year ownership and use tests or who use the Section 121 exclusion more than once in a two-year period may qualify for a reduced exclusion. A reduced exclusion is available if the primary reason the taxpayer sold a primary residence was one of the following:

  • A change in place of employment
  • Health
  • Unforeseen circumstances

These reduced exclusion rules will next be described in greater detail.

Change in place of employment

A reduced exclusion will apply if the taxpayer’s primary reason for the sale is a change in the location of a qualified individual’s employment. “Qualified individuals” are defined as the following:

  • The taxpayer or taxpayer’s spouse
  • A co-owner of the home
  • A person whose main home is the same as the taxpayer’s

“Employment” includes the state of work with a new employer or a new location of the same employer. It also includes the start or continuation of self-employment.

A change in place of employment is considered to be the primary reason the taxpayer sold the home if both of the following are true:

  • The change occurred during the period the taxpayer owned and used the property as a main home.
  • The new place of employment is at least 50 miles farther from the taxpayer’s home than was the former place of employment. If there was no former place of employment, the new place of employment must be at least 50 miles from the home sold.

Health

The sale is due to health if the primary reason for the sale is to obtain, provide, or facilitate the diagnosis, cure, mitigation, or treatment of a disease, illness, or injury of a qualified individual. The sale of a home is not because of health if the sale merely benefits a qualified individual’s general health or well-being.

Here, qualified individuals include, in addition to the individuals listed in the section above, any of the following:

  • Parent, grandparent, stepmother, or stepfather
  • Child, grandchild, stepchild, or adopted child
  • Brother, sister, stepbrother, stepsister, half-brother, or half-sister
  • Mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, or daughter-in-law
  • Uncle, aunt, nephew, niece, or cousin

Unforeseen circumstances

Reduced exclusion rules apply if the primary reason for the sale is the occurrence of an event the taxpayer did not anticipate before purchasing and occupying the residence. A taxpayer does not qualify for a reduced exclusion if the primary reason for the sale is a preference for a different home or an improvement in financial circumstances.

The following events qualify as unforeseen circumstances:

  • An involuntary conversion of the home
  • Natural or man-made disasters or acts of war or terrorism resulting in a casualty to the home
  • Any of the following, applying to qualified individuals (as defined under “Change in place of employment”):
    • Death
    • Loss of job resulting in being eligible for unemployment compensation
    • A change in employment or self-employment status that results in the taxpayer’s inability to pay reasonable basic living expenses
    • Divorce or legal separation
  • Multiple births resulting from the same pregnancy event the Internal Revenue Service (IRS) determines to be an unforeseen circumstance

Converting a Principal Residence to Rental Use

Homeowners may still qualify for gain exclusion under IRC Section 121 even if the home is converted to rental use.

If the rental portion of the taxpayer’s home was used as a personal residence for two or more of the five years before the sale, the taxpayer can exclude the gain on the entire home (except for any depreciation allowed or allowable after May 6, 1997).

For example, Susan purchased her home in April 2010 and used the entire home as her principal residence. In May 2018, Susan moved out but was not able to sell the residence right away. Susan decided to rent the home until she could sell it. Susan eventually sold the home in January 2019. Because Susan owned and used the home as a principal residence for at least two out of the five years before the sale, she would be able to exclude up to $250,000 of gain on the sale. However, she would not be able to exclude the part of the gain equal to the depreciation allowed while renting the house.

September 30, 2019

U.S. Department of Labor Issues Final Overtime Rule

From the announcement supplied by the Wage and Hour Division (WHD) of the U.S. Department of Labor.

Today the U.S. Department of Labor announced a final rule to make 1.3 million American workers eligible for overtime pay under the Fair Labor Standards Act (FLSA).

“For the first time in over 15 years, America’s workers will have an update to overtime regulations that will put overtime pay into the pockets of more than a million working Americans,” Acting U.S. Secretary of Labor Patrick Pizzella said. “This rule brings a common sense approach that offers consistency and certainty for employers as well as clarity and prosperity for American workers.”

“Today’s rule is the thoughtful product informed by public comment, listening sessions, and long-standing calculations,” Wage and Hour Division Administrator Cheryl Stanton remarked. “The Wage and Hour Division now turns to help employers comply and ensure that workers will be receiving their overtime pay.”

The final rule updates the earnings thresholds necessary to exempt  executive, administrative, or professional employees from the FLSA’s minimum wage and overtime pay requirements, and allows employers to count a portion of certain bonuses/commissions towards meeting the salary level. The new thresholds account for growth in employee earnings since the currently enforced thresholds were set in 2004. In the final rule, the Department is:

  • raising the “standard salary level” from the currently enforced level of $455 to $684 per week (equivalent to $35,568 per year for a full-year worker);
  • raising the total annual compensation level for “highly compensated employees (HCE)” from the currently-enforced level of $100,000 to $107,432 per year;
  • allowing employers to use nondiscretionary bonuses and incentive payments (including commissions) that are paid at least annually to satisfy up to 10 percent of the standard salary level, in recognition of evolving pay practices; and
  • revising the special salary levels for workers in U.S. territories and in the motion picture industry.

The final rule will be effective on January 1, 2020.

The increases to the salary thresholds are long overdue in light of wage and salary growth since 2004. Nearly every person who commented on the Department’s 2017 Request for Information, participated at listening sessions in 2018 regarding the regulations, or commented on the Notice of Proposed Rulemaking agreed that the thresholds needed to be updated for this reason.

A 2016 final rule to change the overtime thresholds was enjoined by the U.S. District Court for the Eastern District of Texas on November 22, 2016, and was subsequently invalidated by that court. As of November 6, 2017, the U.S. Court of Appeals for the Fifth Circuit has held the appeal in abeyance pending further rulemaking regarding a revised salary threshold. As the 2016 final rule was invalidated, the Department has consistently enforced the 2004 level throughout the last 15 years.

More information about the final rule is available at https://www.dol.gov/agencies/whd/overtime.

September 24, 2019
News
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Kudrna Announced Director by Ketel Thorstenson, LLP

Ketel Thorstenson, LLP announces the promotion of Perry Kudrna, EA to Director.

Perry Kudrna, EA received a Bachelor of Science degree in Business Administration with an emphasis in Accounting from Dickinson State University. He joined Ketel Thorstenson in 1994. His areas of expertise include dealing with the IRS, individual and small business income taxes, and the hospitality industry.  Kudrna is outgoing and takes a general interest in getting to know people. He has a passion for educating clients on tax planning strategies. Kudrna is a member of the National Association of Enrolled Agents. As Director, his responsibilities include management duties, and strategic planning of the tax department, business development, and mentoring staff. In the community Kudrna serves as Financial Liaison to the Hope Center, a Rapid City Chamber of Commerce Diplomat, Treasurer of the Rushmore Hockey Booster Club, and Committee Member on the Ellsworth Airforce Base Task Force.

Ketel Thorstenson, LLP is a full-service firm with 19 partners, over 55 Certified Public Accountants (CPA) and Enrolled Agents (EA), and offices in Rapid City, Custer, Spearfish, SD, and Gillette, WY. KTLLP has a rich history, serving clients since 1936 and a depth of knowledge and experience that clients rely on and trust. The firm offers a variety of services including tax planning and return preparation, audit services, QuickBooks support, bookkeeping, payroll, business valuation, business consulting and estate planning.

September 11, 2019
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Goodrich Announced Director by Ketel Thorstenson, LLP

Ketel Thorstenson, LLP announces the promotion of Shelley Goodrich, CPA to Director. 

Shelley Goodrich, CPA received a Bachelor of Science degree in Business Administration with an emphasis in Accounting from Black Hills State University in 2004 and a Master’s degree in Accounting from the University of Wyoming in 2005. She joined Ketel Thorstenson in 2005. Her areas of specialization include governmental entities and non-profit organizations.  She has a passion for teaching clients the intricacies of financial reporting, accounting, and federal grant compliance. Goodrich is a member of the South Dakota CPA Society (SDCPA) and the American Institute of Certified Public Accountants (AICPA). As Director, her responsibilities include the management, scheduling and strategic planning of the audit department, business development, and seeking training and education opportunities for staff and clients.

Ketel Thorstenson, LLP is a full-service firm with 19 partners, over 55 Certified Public Accountants (CPA) and Enrolled Agents (EA), and offices in Rapid City, Custer, Spearfish, SD, and Gillette, WY. KTLLP has a rich history, serving clients since 1936 and a depth of knowledge and experience that clients rely on and trust. The firm offers a variety of services including tax planning and return preparation, audit services, QuickBooks support, bookkeeping, payroll, business valuation, business consulting and estate planning.

September 11, 2019

Board Minutes: Requirements and Best Practice

Board meeting minutes may seem unimportant after a meeting, especially when all Board members are present. So why is it so important to document the Board meetings properly? The minutes act as a chronological record of all key information about the organization, including Board actions, elections, and other reports. For some decisions, the minutes serve as the only written documentation that such an action occurred.

When recording minutes, the Internal Revenue Service encourages organizations to ensure meeting minutes and actions taken are contemporaneously documented. Documentation can include approved minutes, email, or similar writings that explain the action taken, when it was taken, and who made the decision. Contemporaneous in this context means “by the later of 1) the next meeting of the governing body or committee or 2) 60 days after the date of the meeting or written action”1. Policies should require minutes to be prepared relatively close to when the meeting occurred, which will help avoid missing details due to the amount of time that has passed. No specific requirements dictate what minutes should look like or what other conversations should be documented.

Every organization could have a different format to document minutes. The important thing to remember is the minutes should be concise and easy to understand by an outside party. If an employee or other Board member is going to be implementing an action, ensure enough detail is included to carry out the action as planned/approved.

How much detail should be included in the content of the minutes? Overall, the minutes should include name of the organization, date, time, place, special or regular meeting, attendees, those not in attendance, guests, if a quorum is established, when members leave and re-enter, who called the meeting to order, who prepared the minutes, action steps, and any board actions. As part of the actions, also document the number of dissenting and abstaining votes. An efficient way to ensure these pieces are present is to use a template with each of these pieces outlined. Examples of situations in which documentation of the decision is advisable are any unexpected change in officers, change of corporate name, adoption or amendment to the articles of incorporation and/or bylaws, execution of major contracts, real property transactions, debt borrowing, budget approval, major asset transactions, and any transaction not in the ordinary course of business. If in doubt, any decision that is significant to the organization should be documented.

For board discussion and actions, include documentation or summaries of discussion of alternatives to give a reader of the minutes enough information to determine if the Board showed diligence and reasonable care in their decision making process. Avoid documenting too much and treating the Board minutes as a transcript of the meeting. For example, if the Board is meeting to discuss a copier contract and a member who likes doing business with a certain company and proceeds into a discussion that does not factor into the final decision and adds no value overall, it is acceptable to not include this conversation in the Board minutes. This balance between documenting too much or not enough requires subjectivity on the part of the recorder.

Executive sessions also should not be documented pertaining to conversations held during this session. The minutes should document the time the Board goes into and exits executive session and the overall subject but does not have to include any other details.

For recordkeeping purposes, the minutes should be accompanied by a copy of the notice of the meeting and any important documents that are referenced in actions and also signed by the preparer. Board minutes should be kept in perpetuity, either in paper form or electronically.

For questions or additional information, please contact any member of the nonprofit team at Ketel Thorstenson.

1 https://www.irs.gov/pub/irs-pdf/i990.pdf

September 8, 2019

Public Comment Open to IRS on Draft Form W-4

In May the IRS released a draft Form W-4, which is expected to go into effect in 2020.  The draft form has some major revisions to not only the layout, but the information collected.  The object of the new form is to increase the accuracy of income-tax withholdings for employees.

The changes to the form are in reaction to the Tax Cuts and Jobs Act, which took effect last year. The revised form eliminates the use of withholding allowances and replaces complicated worksheets with more straightforward questions.  To see the draft form as well as the sample instructions click here https://www.irs.gov/pub/irs-dft/fw4–dft.pdf.

The IRS has stated that employees who have submitted Form W-4 in any year before 2020 will not need to submit a new form because of the redesign.  However, if a current employee wishes to adjust their W-4 information after the new form has taken affect, they will need to complete the redesigned form.

The IRS is asking for the public comment on the form.  The comment period is open until July 1st and you can submit your comments directly to the IRS via email at  [email protected].

Follow Ketel Thorstenson on social media for future updates.

June 19, 2019