Tax Disputes When You Have Too Many Records – Houston Tax Attorneys


There are quite a few tax court cases involving taxpayers who did not have sufficient records to substantiate their tax positions. This is probably more than half of the cases that end up in the U.S. Tax Court. But what about the opposite situation where there are too many records?

How is one to contend with cases where there are too many records? The IRS auditors usually will not sift through all of the records and they do not help taxpayers organize the records. It takes time to organize voluminous records. By the time the IRS conducts the audit and has the appeals conference, taxpayers still may be in the process of organizing records. The tax matter will probably have moved on to the tax court process by the time the taxpayer has the records in a somewhat manageable form. So, by this point, the question often is how to present the voluminous records to the court. The recent Anderson v. Commissioner, T.C. Memo. 2024-95, provides an opportunity to consider this question.

Facts & Procedural History

The taxpayers in this case were a married couple. Their finances were structured with six companies that were owned by a partnership entity and trust. The amounts all flowed through to the taxpayers individual income tax returns.

The taxpayers did not file income tax returns for 2010-2015. In 2019, the IRS caught wind of the situation and filed “substitute for returns” or SFRs. The taxpayers ended up contesting the balances. The dispute ended up in the U.S. Tax Court. While this was pending, the taxpayers were involved in other litigation. This included a multi-year dispute in state court involving a promissory note.

The taxpayers eventually prepared income tax returns and accounting records for the entities and trusts. The court notes that the accounting records were divided into seven sections, one for each entity and trust, and each included the following:

  • Summary Statement
  • Income Statement
  • Operating Expense Supporting Details
  • Cash Receipts Journal
  • Cash Disbursements Journal
  • Account Register
  • Analysis of Partners’ Capital Account
  • Estimated Basis Calculation

The Cash Disbursements Journals list expenditures day by day, referencing a date, a check number or account number, payee (e.g., TelePacific Communications), a description (“phone and internet”), and an amount. The accounting records were over 200 pages long.

In court, the taxpayers explained that they did not produce other supporting records given that the records were voluminous and, for some of the records, they were tied up in the ongoing litigation outside of the tax court litigation.

The General Substantiation Rules

The court begins its opinion by outlining some of the fundamental substantiation rules for tax cases. We won’t get into these rules in depth as we have covered these rules in several other articles (such as substantiating gambling losses, substantiating charitable deductions, substantiating travel expenses, and others). Here are a few key points for substantiating tax positions:

  1. Burden of proof: The taxpayer bears the burden of proving their entitlement to claimed deductions.
  2. Record-keeping requirement: Taxpayers are obligated to maintain records that support their claimed tax deductions.
  3. Cohan rule: Courts have the discretion to estimate the amount of allowable deductions in the absence of perfect records. This principle derives from the landmark case Cohan v. Commissioner.
  4. Reasonable basis for estimation: The courts have generally held that they will only make such estimations if there are at least some records or credible evidence that provide a reasonable basis for doing so.

These rules strike a balance between the need for accurate reporting and the practical challenges taxpayers may face in maintaining flawless records. However, as we’ll see in this case, having too many disorganized records can be just as problematic as having too few.

When There Are Too Many Records

When you really have too many records, it may be tempting to just provide them all to the IRS and let the IRS sort it out.

The courts have generally said that taxpayers cannot “dump” a large amount of records on the IRS. There are numerous court cases that address this situation. We’ll use the United States v. Quebe, 321 F.R.D. 303 (S.D. Ohio 2017) case as an example.

In Quebe, the court addressed the issue of a “document dump” in the context of a tax dispute involving research tax credits. The defendants produced over 340,000 pages of documents in response to the IRS’s discovery requests, but, according to the court, they failed to provide sufficient, responsive information. The court criticized this tactic, describing it as an attempt to “camouflage behind their document dump a barren evidentiary landscape.” One has to take this statement for what it is, as the IRS often demands voluminous records for research tax credits. No matter what documents are provided for the research tax credit, they are often never found to be sufficient.

But for this case, the court noted that producing a vast number of mostly irrelevant documents without identifying specific, relevant portions obstructs the discovery process and prejudices the opposing party. This approach, often called a “document dump,” was deemed insufficient and noncompliant with the court’s discovery orders. The court in Quebe emphasized that such actions result in misdirection, delay, and unnecessary expenditure of resources by the opposing party, thereby justifying sanctions against the defendants.

Ultimately, the court sanctioned the defendants under Rule 37(b), requiring them to provide detailed responses to specific interrogatories, pay the plaintiff’s reasonable fees and expenses, and barred them from introducing any new evidence after the discovery deadline.

Preparing Summaries of Records

Given these types of “document dump” cases, taxpayers may think that the answer is to simply provide summaries, such as accounting records that the taxpayers offered in this case. As you may have guessed, there are also rules and court cases involving summaries of records.

The tax court generally applies the Federal Rules of Evidence, as modified by the court’s own rules. Federal Rule of Evidence (“FRE”) 1006 allows a party to use a summary, chart, or calculation to prove the content of voluminous writings, recordings, or photographs that cannot be conveniently examined in court. The courts have said that this rule does not apply if the evidence is not voluminous as a summary is not needed.

The summary also has to be admitted into evidence in the court proceeding. This is usually handled via stiplations. The tax court rules require the parties to stipulate or agree that documents are admissible. This forced stipulation process is unique to the tax court. Other courts use a motion in liminie process whereby the parties file a pre-trial motion to ask the court to decide whether documents are admissible. This deviation from standard court processes is one of several ways that the tax court differs from most other courts.

Absent stipulations, summaries can be admitted into evidence by presenting the underlying data and testimony from the party that compiled the summary to verify that it is true and complete. The court can then decide to admit or not admit the evidence.

Going Forward With Summaries

With these two positions, the taxpayers in this case opted to press forward by just providing Summaries.

The court described it this way:

To substantiate their reported Schedule C and E expenses, petitioners primarily rely on the Cash Disbursements Journals and the Account Registers found in Exhibit 18-J for each entity. Those documents detail outlays by date, check number, account number, payee, and the like, but, except with respect to the Table Expenses, petitioners have not directed us to anything in the record evidencing actual payment. 

The court then made this statement:

In other cases where a taxpayer has presented us with accounting documents merely containing lists of categories and amounts of expenses without the introduction of any source documents underlying the figures, we have treated the documents “as argument — not evidence.” 

The court went on to explain that it opted not to use its discretion to make estimates using these records as the taxpayers maintained the underlying records, but simply chose not to provide them.

Had the taxpayers simply provided their bank statements and credit cards, the court may have reached a different conclusion. But to avoid this situation entirely, the common practice is not only to provide the bank and and credit card statements, but to also note on the summary the pages of the bank and credit card statement where the expenses can be found. For example, the summary might list “travel expenses” and note that these expenses are found on pages 1, 2, 3, etc. of the bank statement.

The Cash Disbursements Journals that the taxpayer prepared in this case may have provided a very good starting point for this record system. They apparently listed the expenditures day by day, referencing a date, a check number or account number, payee (e.g., TelePacific Communications), a description (“phone and internet”), and an amount. Just adding the cross reference to the bank and credit card statements may have been all that was needed.

With that said, it can be tedious to present records in this format. And there are instances where even this is not possible given the voluminous nature of the records or the disparate types and formatting of the records.

Asking the Court for Help

Assuming the records are still too voluminous or in a format that cannot be presented as described above, there are still other options that one may consider.

For example, taxpayers can ask the court to limit the scope of the trial to a representative sample of records. This approach, often called a “test case” or “sample case” method, allows the court to examine a smaller, manageable subset of records that are representative of the larger set. The court’s findings on this sample can then be extrapolated to the entire set of records.

Taxpayers can file a motion requesting a pretrial order from the court regarding the admissibility of their summaries and underlying documents. This proactive approach can help resolve evidentiary issues before the trial, potentially streamlining the presentation of evidence.

In some cases, taxpayers might ask the court to take judicial notice of certain facts or documents that are not reasonably in dispute. This is usually for records that are in the public domain, such as published IRS regulations, official government reports, publicly filed SEC documents, or widely recognized economic indicators like interest rates or inflation figures.

While the Tax Court already has a process for stipulations, in cases with particularly voluminous or complex records, taxpayers might request that the court issue a specific order directing the parties to stipulate to the admissibility of certain summaries or categories of documents. This can help ensure that key evidence is admitted without prolonged disputes over admissibility.

Taxpayers can also ask the court to schedule a pretrial conference specifically to address issues related to the presentation of voluminous records. During this conference, the parties and the judge can discuss strategies for efficiently presenting the evidence, potentially leading to court-approved methods for managing the volume of records.

These options may allow taxpayers to avoid the pitfalls of both “document dumps” and overly simplified summaries.

The Takeaway

This case helps explain how to handle the situation where you have to present voluminous financial records in tax court. Taxpayers should prepare comprehensive summaries of their records, ideally linked to underlying source documents like bank statements and invoices. When records are too numerous, consider asking the court for assistance, such as limiting the trial scope to a representative sample or seeking pretrial orders on admissibility. The key is to avoid both overwhelming “document dumps” and overly simplified summaries not supported by underlying source documents.

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Recent Reviews


When a marriage involving owners of a flow-through entity is on the rocks, the intertwining of personal and business finances can create significant tax complications. This is especially true when one spouse is more involved in the business operations than the other.

There are more than just tax issues to consider in divorce. But taxes are often one of the largest expenses and they do present obstacles and tax planning opportunities in divorce. The recent Veeraswamy v. Commissioner, T.C. Memo. 2024-85, case provides an opportunity to consider this question. It involves a couple that owned an S corporation and how to allocate the income and expenses from that entity leading up to and during the divorce process.

Before getting into this case, it’s important to note that significant differences apply in community property states, such as Texas and California. This article focuses on common law states, as the Veeraswamy case does not involve a community property state. We have other articles on this site that address those topics, such as this article on innocent spouse relief and this article on the election process for S corporations, among others.

Facts & Procedural History

In this case, the taxpayer-wife and her husband formed an S corporation in 2000. They each owned a fifty percent interest in the business. The business’s primary asset was an apartment complex purchased in 2005, which had about 70 tenants, including three commercial units.

As their marriage deteriorated, the husband began to isolate the taxpayer-wife from the business operations. By 2011, the taxpayer-wife had moved out and filed for divorce. In 2013, the husband filed for Chapter 11 bankruptcy protection on behalf of the business. He represented to the bankruptcy court that he was the sole owner.

In 2014, the business’s primary asset, the apartment complex, was sold for $7.6 million, resulting in a substantial gain. After paying the business’s debts, there was a nearly $2 million surplus. The taxpayer-wife, believing she was no longer a shareholder, did not report any of this income on her tax return. In fact, she did not file a tax return for 2014.

The husband then died in 2019. After his death, the taxpayer-wife discovered corporate documents proving her continued fifty percent ownership interest in the business. She used these records to file an amended proof of claim in her late husband’s bankruptcy case, asserting her right to half of the business’s surplus funds from the 2014 sale.

In 2022, the bankruptcy court approved a settlement that paid the taxpayer-wife $486,038 to satisfy her equity claim in the business, along with $480,000 in domestic support. However, she didn’t report these amounts on her 2022 tax return.

The IRS then audited the taxpayer-wife‘s income tax returns and, given that no tax return was filed for 2014, prepared a “substitute for return” for her. The IRS’s substitute return determined that the taxpayer-wife owed taxes on her fifty percent portion of the business’s 2014 income, including half of the $1.9 million capital gain from the sale of the apartment complex.

The case ended up in the U.S. Tax Court. The primary issue was whether the taxpayer-wife was a fifty percent owner of the business in 2014 and, thus, liable for the taxes on her share of the company’s income for that year.

Flow-Through Taxation

Let’s start with the concept of flow-through taxation. Flow-through entities, such as partnerships, S corporations, and certain trusts, generally do not pay taxes at the entity level. Instead, the income, deductions, and credits “flow through” to the owners, who report these items on their individual tax returns. This tax treatment applies regardless of whether the owners actually receive distributions from the entity.

We can see this in the Veeraswamy case. In the Veeraswamy case, the business elected to be an S corporation. As the owner of an apartment compelex (and probably engaged in tax planning for real estate), the S corporation likely had rental income, depreciation expenses, mortgage interest expenses, and property management costs. These items would be reported by the business owners of the S corporation. The owner would then report their share of these items on their individual tax returns, regardless of whether they received any actual distributions from the business.

Tax Filing Status for Divorcing Couples

This gets into questions about the tax-filing status for the couple. This is one of the preliminary tax decisions that divorcing couples have to make and other tax implications build off of this decision.

Leading up to and during the divorce process, many taxpayers choose to file as married filing separately. By filing as married separately, each spouse agrees to pay tax on just their income and deduct their expenses. If the parties can work together, they can usually find ways to reduce their combined income tax liability. For example, they can agree on who is to claim children on their tax returns as dependents, for child tax credits, etc. when the custodial parent is not able to benefit from these tax attributes on their own return. They may also agree to different allocations of income and expenses.

This type of tax planning is often not possible given the spouse’s positions in the divorce proceeding or acrimony, and the impact that these decisions can have on the outcome of property awards or divisions during the divorce proceeding. In these cases, the default is often that the spouses have their accountants exchange notes, with each reporting fifty percent of the items of income and expense.

In other cases, one or both spouses just don’t file income tax returns at all pending the divorce. This wait-and-see approach leaves the spouses on the hook for substantial late filing penalties and late payment penalties. We saw that approach in the Veeraswamy case. In the Veeraswamy case, the taxpayers eventually filed separately, but the husband apparently was not sharing information about the business with the wife. As a result, she did not file returns and did not report her share of the income from the business. This left the IRS in a position to go back and make adjustments later, which they did. Had the taxpayer-wife filed her returns, even without complete information, she could have started the assessment statute running and it may have prevented the IRS from making later adjustments to her income. It may have also helped her avoid having to pay significant tax penalties to the IRS.

Disputes as to Business Ownership

While parties or the family law court may decide who owns a business after divorce, determining responsibility for taxes prior to divorce can be complex. In common law states, the actual owner(s) of the business is responsible. But who exactly is the owner? This was the primary issue in the Veeraswamy case.

In Veeraswamy, the husband had shut the taxpayer-wife out of the business and had represented that he was the sole owner of the business to the bankruptcy court. The taxpayer-wife did not believe that she had an ownership interest in the business prior to the time her husband and then ex-husband died. The taxpayer-wife discovered her ownership and was able to claw back a distribution of the sales proceeds from the business in bankruptcy, but, as the tax court found, this resulted in her being an owner and liable for the flow-through income for 2014.

This fact pattern raises the question of whether the taxpayer-wife abandoned her interest. Put another way, did she acquiesce in the transfer of ownership of the business to the husband such that she abandoned her interest in the entity (and could she have abandoned the interest and then re-acquired it)? The taxpayer-wife did not raise the issue, but the tax court did on her behalf.

There is case law that says one can in fact abandon an interest in a business. These court cases generally say there has to be some overt act of abandonment, and no hope of recovering the asset. In this case, the tax court said that the taxpayer-wife’s pursuit of her distribution in the bankruptcy showed that she had not abandoned her interest.

For someone in the taxpayer-wife’s position, there’s a cost-benefit analysis to consider: Is the potential income from a distribution worth more or less than the potential tax liability on omitted flow-through income? This analysis can be particularly challenging in cases where the business hasn’t sold a significant asset, potentially leaving flow-through tax liability higher than any cash the spouse might receive.

Records of Business Income and Expenses

Since the tax court found that the taxpayer-wife was a part owner in the business, she was responsible for paying tax on half of the items of income and expense for the business. This in turn raises the question as to how would she report these amounts if she did not track these amounts each year?

The husband did not share this information with the taxpayer-wife. How is the taxpayer-spouse to know that the husband reported the amounts correctly–or if he reported them at all? The facts could have been different in that the husband may not have filed a Form 1120S for the business. That is a common scenario in divorce proceedings. This situation compounds the problem as the spouse who does not have records of the business income or expense has no basis for even knowing how to report the income and expense from the business on their tax returns. This usually needs to be addressed through the family law court, and in some cases, the non-business spouse may need to file a return reporting an estimate with the intent of filing an amended return later to correct the estimate.

The other records issue in the Veeraswamy case involved the tax basis in the S corporation. Tax basis is generally the investment in the entity. It is a floating number that changes from year to year as contributions and distributions are made to the business. This is important, as it was in this case, as the tax basis represents already taxed money. Thus, on the sale of the business, like in this case, this amount is not taxed a second time.

Couples going through divorce or who are negotiating divorce terms may not be willing to share information to be able to accurately report this amount. In the Veeraswamy case, the taxpayer’s lack of documentation about her basis in the S corporation complicated her tax situation when the IRS determined she was still an owner. The IRS auditor appears to have accepted the number provided by the husband before he died, but this number may have been understated and the absence of knowledge may have put the taxpayer-wife in an unequal bargaining position and a position where she ended up paying tax on already taxed money.

This shows how important it is for the spouses to share and obtain records for several years prior to any divorce even being filed. As in this case, without this information, a spouse may end up in an unequal bargaining position or paying tax on already-taxed money.

Tax Planning or Mitigation Options

Given these issues, it is often helpful if the couple can work together, at least minimally, to reduce their combined tax liabilities. The divorce process does create some interesting tax planning opportunities.

The Tax Cuts and Jobs Act eliminated the alimony tax deduction which used to be at the heart of this type of tax planning, but, even then, opportunities still abound. This can range from simple planning involving QDROs for retirement accounts, to disporportionate distributions from S corporations, to strategic S corp conversions and terminations, to distribution of appreicated assets, to more involved income-shifting strategies.

For example, separating or divorcing spouses can often come to an agreement on how business income and losses will be reported during the separation and divorce process. Given the circumstances and that the IRS is likely to get involved, this type of agreement should be in writing and may need to be incorporated into your divorce settlement.

There are other planning opportunities too. Even those with outstanding tax balances can often find ways to use the process to cut their tax liabilities. One possibility might be to plan to take advantage of the innocent spouse relief rules. This could entail filing joint income tax returns, knowing that one spouse is going to take steps to qualify for this type of relief and the other spouse is going to discharge the tax liability in bankruptcy or with an offer in compromise.

Takeaway

The Veeraswamy case shows some of the challenges spouses face when divorcing and dealing with flow-through entities. Flow-through entities can make this very difficult. As this case shows, simply being excluded from business operations does not necessarily negate one’s ownership interest or tax liability for the business’s income. As with most things related to taxes, documentation is often key. This, plus some minimal cooperation between the spouses can go a long way in ensuring that the tax liability is correctly reported and, perhaps, minimizing the taxes as well.

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In 40 minutes, we’ll teach you how to survive an IRS audit.

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