Roberts CPA | Accounting & Tax Blog

Estate Settlement Services

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Like most successful people, you want to be certain that what you have spent a lifetime building will be passed on to your heirs in the manner you desire. Retaining an attorney to draft a will is a critical first step in achieving this goal. It’s equally important that you carefully select a personal representative (or executor) to carry out the instructions in your will.

What Is at Stake

Your choice of personal representative may determine how effectively and quickly your estate is settled. Ideally, your personal representative should have the skills and experience to ensure that your estate will be administered properly under your state’s laws. Also, you should have a level of trust that your representative will carry out your instructions in a way that protects your heirs financially.

Estate Settlement Is a Complex Undertaking

A qualified personal representative will:

  • Locate your will
  • Consult with your attorney
  • Obtain court authority (probate the will)
  • Determine your family’s immediate needs and arrange for support and maintenance payments to be made to dependents while your estate is being settled, as allowed under the terms of your will

Once the estate administration process starts, he or she will:

  • Keep estate assets secure
  • Contact life insurance companies
  • File claims for any retirement, Social Security, and veterans benefits
  • Collect outstanding debts
  • Inform creditors of your death
  • Pay bills
  • Sell property as you have directed or that needs to be sold within the executor’s discretion to meet estate taxes or debts or to facilitate bequests under your will
  • Maintain timely and accurate records of all estate-related transactions
  • Record and inform your heirs and the probate court of all estate transactions
  • Prepare and file all required federal and state income and estate tax returns
  • Distribute probate property to your beneficiaries

Another Option

Given the complexity of all that’s involved in settling an estate, it may make sense to name an institution as your personal representative. If, however, you are more comfortable with the thought of a relative or friend settling your estate, you have the option of naming the individual and the institution as co-personal representatives. The person you’ve selected will be involved in all estate-related decisions but can leave the administrative and asset management duties in the hands of the institution.

Back To Business Basics

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It’s reassuring to remember that downturns are a normal part of the business cycle. And, just as there are strategies that help businesses thrive during profitable times, there are basic survival tactics that businesses can employ when the outlook is less than rosy.

Control Spending

Finances should be your fundamental concern when economic conditions are unsettled. When sales are slow, it’s time to preserve your cash. Look closely at how you can reduce overhead. Make certain that all your operating expenses are necessary. Even if you’ve recently made cuts, see if there are other measures you can take. Unless absolutely necessary, consider putting plans that call for capital investment on the back burner until conditions improve.

Maintain Customers

While containing costs is essential, maintaining your customer base is also crucial. So, when you’re deciding how to trim spending, make sure you don’t make cuts in areas that deliver real value to your customers. At the same time, watch your receivables. Make sure your customers’ accounts stay current.

Think Short Term

Plan purchases for the short term, keeping a minimum of cash tied up in inventory. At the same time, however, make sure you’ll be able to restock quickly. Your suppliers may be able to suggest ways you can cut costs (perhaps by using different materials or an alternative manufacturing process). See if you can negotiate better credit terms.

Plan for Contingencies

There’s a big difference between imagining that you might have to seriously scale back your business and having an action plan in place that you can quickly execute. To develop a realistic contingency plan, prepare a budget based on the impact you imagine an extended downturn would have on your business. Then outline the steps you would need to take to survive those conditions. For an added level of preparedness, draw up a second, “worst case scenario” budget and chart the cost-cutting steps you’d need to take to outlive those more dire circumstances.

Many businesses will survive challenging economic times by being informed about their financial condition and by planning ahead to succeed.

Saving For Two

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An employer’s 401(k) plan (or similar retirement plan) can be a good way for people to save for retirement. But what if your or your spouse’s employer doesn’t offer a retirement plan?

According to the U.S. Bureau of Labor Statistics,* 69% of private sector workers have access to a workplace retirement plan. Since most people don’t save for retirement outside of their workplace plans, often only one person in a dual-earner couple is saving. And while you probably want to save enough to maintain your preretirement standard of living, 401(k) plans are designed for individuals, which makes it difficult to save for two.

Plan Design

The specific design of a 401(k) plan is a main deciding factor in how much individuals contribute to their plans. Many plans offer auto-enrollment, where employees, upon eligibility, are automatically enrolled in their workplace retirement plan at a default contribution rate, which usually determines the rate at which employees save in their plans. Another feature in 401(k) plan design that influences contribution rates is the employer match. Employees may contribute at the rate necessary to receive the full employer match and often will increase their contribution amount to that rate, but they won’t go beyond it.

These plan design features are targeted to help individuals save and do not take a spouse into consideration. Therefore, if you have a non-saving spouse, you may need to reevaluate and increase your contribution amount.

Closing the Gap

Incorporating certain features in a 401(k) plan’s design could help employees save more. For example, marital status might be considered when setting default contribution rates. Another plan feature that may help is auto-escalation, or incrementally increasing plan contribution rates automatically over time. As with auto-enrollment, employees have the opportunity to opt out instead of opting in, making it more likely that they’ll just let it ride. Educating employees about the need to save more to cover a non-saving spouse is also important.

However, saving enough for retirement is ultimately an individual responsibility. What can you do to help ensure you’ll be able to retire comfortably? Here are a few tips:

  • Set a savings goal. Your financial professional can help you determine a target amount based on your projected retirement income needs.
  • Consider increasing your plan contribution. Look beyond your employer match to determine your contribution rate. Take advantage of features like auto-escalation while also evaluating how much you can increase your contributions on your own. Remember that although you may have only one retirement plan, your combined incomes may make increasing your contribution rate not only desirable but also affordable.
  • Consider using a traditional or a Roth individual retirement account (IRA) to supplement savings in an employer plan. A married individual may contribute to a spousal IRA even with little or no direct earnings. Keep in mind that specific tax rules apply to different IRAs, so you may want to consult a tax professional before investing.
  • If there’s a significant age gap between you and your spouse, plan for retirement with the younger spouse’s life expectancy in mind. You may have to adjust your asset allocations if you follow age-based guidelines, and you may need to scale back on withdrawals later on since you will likely have a longer combined retirement. On the other hand, if you and your spouse are close in age and are nearing retirement, you may want to consider staggering your retirement dates in order to keep saving in your plan a little longer.

Before taking any action, please consult with your tax and financial professionals.

Diversification: A Tool To Temper Risk

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Market volatility is a given in the investment world, so employing strategies to cope with fluctuating market values should be a priority. Diversification — spreading your money among many different investments and investment types — is one such strategy.1 Although you can’t eliminate volatility, diversifying your investment portfolio may help you manage it.

A First Step: Asset Allocation

Different asset classes often respond differently to similar market conditions, so investing in a mix of stock, fixed-income, and cash investments is the first step in creating a diversified portfolio. Investing across all three of the major asset classes — a strategy known as asset allocation — reduces the possibility that a decline in any single investment or asset type would put your entire portfolio in jeopardy.2 For example, including fixed-income and cash investments in your stock portfolio may help moderate losses if the stock market suffers a decline.

Taking It to Another Level

In addition to allocating your investments among stocks, bonds, and cash, you may want to diversify within each investment type. For instance, holding a variety of small-, mid-, and large-cap stocks and investment-grade bonds with varying maturity dates may help reduce your risk of loss. Similarly, you may want to consider investing in a variety of stocks from different market sectors.3 A market sector is a segment of the economy that includes companies or industries offering the same or similar products or services. Investing across several market sectors may help control risk and provide greater portfolio diversification than investing in only one or two industries.

Cyclical Versus Defensive

Some industries are notably affected by economic highs and lows. Cyclical stocks come from industries such as housing, transportation, and technology, that typically are sensitive to the health of the economy. Consumer demand for their products and services tends to rise when the economy is flourishing and decline when the economy experiences a downturn. Defensive stocks come from industries such as utilities, food, and other staples where demand tends to be relatively steady. Investing in both cyclical and defensive stocks from different industries may further improve your portfolio’s diversification.

Traveling Abroad

You can provide another layer of diversification and add exposure to new markets by including investments from different countries and regions of the world in your portfolio.4 International markets may respond differently to various economic conditions than U.S. markets do. Investing overseas may help cushion your portfolio when U.S. markets are underperforming.

Not a One-Time Undertaking

Periodically checking your portfolio for changes to your investment mix can help you maintain your desired asset allocation and level of diversification. If market conditions have altered your asset mix, the risk level in your portfolio may have shifted, and your investments may need to be rebalanced to return to your original asset mix and risk level.

In the Long Run

Your portfolio’s asset mix can help prepare you for the uncertainties of market performance. So it is important to select investments carefully and invest with a long-term perspective.

Valuing Your Estate’s Assets

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In estate planning, you often come across the term “fair market value.” However, some assets are easier to value than others.

The IRS defines fair market value as “the value at which the property would change hands between a willing buyer and a willing seller, neither being under any compulsion to buy or to sell and both having reasonable knowledge of relevant facts.”

Some assets are easily valued. A stock, for example, that is listed on a major exchange can be valued simply by averaging the highest and lowest quoted selling price for that day. That price, multiplied by the number of shares you own, gives you the value of your stock on that day. Establishing value on most other property is not quite as easy, though. Let’s look at other forms of property and how they might be valued for estate tax purposes.

  • Real property. There are numerous factors that have to be considered, such as the size, shape, and location of the property, zoning restrictions, its potential use, and the value of surrounding property. The value of the buildings depends on whether they are rental properties, the present cost of reproducing them, and their loss of value because of depreciation. Also, certain properties, such as farm or business property, have special valuation issues that must be considered for estate tax purposes.
  • Personal property. Property such as your car, furniture, jewelry, etc., will be valued according to the definition mentioned above. If you have a house full of possessions, each object will be valued separately. Professional appraisals may be necessary for items such as collectibles or one-of-a-kind possessions.
  • Life insurance. Whether or not life insurance will be included in your estate depends on a number of factors. Do you own the policy or policies? Did you hold any incidents of ownership at the time of your death or did you transfer the ownership or incidents of ownership within three years of your death? Also, any insurance proceeds payable to your estate will be included in your estate for estate tax purposes. The value of the insurance is generally the lump-sum amount of the insurance proceeds.
  • Stock of closely held corporations. A professional appraisal is usually required. This stock is not often traded and, as a result, is difficult to value. Factors in valuation include: the nature and history of the business, its financial condition, its future outlook, its goodwill, and the market price of the stock of corporations in a similar business.
  • Professional practice. This is more difficult to value than other types of businesses because so much is dependent on the professional’s expertise. If, for example, a dentist dies, his or her family can’t simply take over the practice unless a family member happens to be a licensed dentist. The valuation will depend to a great degree on the practice’s client base, fee structure, competition, source of payments, strength of staff, location, and assets.

Regularly putting a value on your estate is a good idea because it allows you to plan for the payment of bequests, debts, and estate taxes. But it is only one step in the estate planning process. Your legal, tax, and financial professionals can help you understand the steps you need to take.

Handling Inflation’s Impact On Your Business

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Small businesses are feeling the pinch. When consumers find that their dollars don’t buy as much as they did when inflation rates were low, they are forced to pick and choose what they spend their money on. To pay for essentials, they often cut back on entertainment, travel, sporting events, personal care services, and other nonessential items. They may postpone buying autos and big-ticket household items such as refrigerators and stoves, and hold off on home remodeling projects.

As their customers readjust their spending habits, owners of small businesses typically see their revenues drop off, sometimes sharply. It can help to have a series of steps that you can implement in response to ongoing inflationary pressures. Here are some strategies you might consider.

Draw Up “What-if” Scenarios

Use financial forecasts to create “what-if” scenarios that will test where and how inflation will potentially affect your business. For example, forecast the impact on your business if your labor costs increase by 10% or if certain raw materials jump in cost by 50%. With each scenario, gauge the effect on your cash flow and try to identify measures you can take to minimize the impact or lower the risks.

Improve Cash Flow

Look for ways to potentially reduce what you are paying for supplies, energy, rent, banking services, and other items. Determine if you can improve the time between when you bill a customer and when you receive payment. Renegotiate outdated contracts and increase spending on existing contracts whose prices are not indexed for inflation. Consider eliminating or reducing discounts and promotions and removing free shipping if you offer it. Cash flow is the lifeblood of your business and increasing it positions your business to withstand inflationary and other business-related pressures.

Reevaluate Expansion Plans

Identify nonstrategic spending and consider whether it continues to make sense in an inflationary environment. Identify your business’s strengths that give you an advantage in reaching and sustaining your most important customer relationships. Then, focus on spending that amplifies those strengths, whether it is adding staff or upping your investment in technology.

Technology can be a huge plus for businesses committed to growth. Invest in technology to boost productivity and help control overhead costs. Your business could potentially add to its bottom line by investing in technologies such as intelligent document processing, barcoding or radio frequency identification for inventory control, and robotic process automation. If you operate stores or restaurants, you could consider self-service kiosks.

Raise Prices

You may have no choice but to pass your higher labor and materials costs on to your customers. However, instead of simply raising prices across the board, it may make more sense to raise prices on those products and services that impact your margins the most.

Build Inventory

If your business has the financial resources available, it can make sense to stock up on supplies and raw materials with low holding costs since their prices may continue to rise. On top of lowering costs and giving your business an advantage over competitors, having enough inventory available to fulfill customer orders can allow you to be strategic about pricing.

Focus on Debt Levels

You may want to reconsider adding more debt to your balance sheet since you may have trouble making the additional payments. If you do borrow, borrow only for revenue-generating purposes and negotiate with multiple lenders to obtain the best conditions possible.

A financial professional can help you identify and evaluate measures to position your business to meet the challenges presented by rising rates of inflation.