Businesses planning festive parties are being warned about potential tax implications.

Employment tax specialist Joanna Gander, from accountancy firm Azets, cautioned that it is easy to breach tax legislation regarding exemptions.

If expenditure errors occur, staff may end up paying a share of the costs to the tax authorities as a ‘benefit in kind’ (BIK), potentially earning bosses a Scrooge-like reputation. 

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Employment tax adviser at Azets Joanna Gander (Image: Azets) Ms Gander, who works at Azets' offices in Winchester, Chandler’s Ford, Fareham, and Romsey, said: "It has been a tough year in many respects so it is only natural that those businesses who can afford it will want to reward hard-working staff with an all-expenses-paid, morale-boosting celebration at Christmas.

"However, while there is usually no need to inform the tax authorities of such events, business leaders and directors need to tread carefully to avoid overspending and having to report the tax implications to HMRC."

HM Revenue and Customs (HMRC) states that to be exempt from tax and National Insurance (NI), parties or similar social functions must be open to all employees, be annual, and cost £150 or less per person.

The cost of the function, including associated travel or hotel accommodation, is divided by the total number of attendees to determine the value of the event.

The £150 is an exemption, not an allowance, meaning the entire cost is subject to tax and NI if the figure is exceeded, even by just £1.

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The £150 limit can be applied to an aggregation of multiple annual events, not just the Christmas party.

Ms Gander advised businesses to take specialist tax advice if they felt the threshold was in danger of being exceeded.

She said: "There are two courses of action. You could report the cost of the party to HMRC as a staff benefit in kind so your staff pay tax on their share of the cost, but that’s not a particularly good look for a caring employer.

"Instead, if you really can’t avoid going over the limit, you may prefer to enter into a PAYE Settlement Agreement (or PSA) with HMRC which allows employers to make one annual payment to cover all the tax and NI due on minor, irregular or impracticable expenses or benefits for employees."

If spouses or partners are invited to the party, it would trigger an extra £150 exemption.