That's really good advice about documenting my attempts to get the W2! I've been asking them verbally every week but haven't put anything in writing. I'll send an email today and keep a copy. I didn't know about checking the IRS website for electronically filed W2s. I'll definitely create an account and check that out. Would it show up there even if the restaurant owners are new to filing this paperwork? Maybe they submitted it correctly to the IRS but just didn't know they needed to give me a copy?

Yes, documenting your requests in writing is crucial. Save copies of your emails or get a receipt for any certified mail you send. This protects you by showing you made good-faith efforts to get your W2 properly. If they did file electronically with the IRS, it should eventually show up in your wage and income transcript, but there can be delays, especially during tax season. New business owners might indeed have filed correctly with the IRS but not realized they need to provide copies to employees. That happens more often than you'd think. The transcript approach is worth checking, but it might not show recent filings immediately - sometimes it takes weeks or even months for newly filed information to appear in your transcript.

Good point! When I had this problem in Michigan, I just attached a copy of the federal 4852 to my state return with an explanation letter. But my friend in California had to fill out a separate state form.

I used Google Sheets for my first year in business and it was fine, but I only had about 10-15 transactions per month. I created columns for date, vendor, amount, category, and notes. Then had another sheet that totaled each category for tax purposes. Worked okay, but got tedious to maintain as I grew.

That's interesting! My vintage business will be expanding to sell some digital patterns soon. Do you know if downloadable sewing patterns would be taxable in Colorado? Or would they count as a non-taxable service?

Digital products in Colorado are generally taxable if they're considered "tangible personal property" in electronic form - like downloaded patterns, designs, etc. However, custom design work or services are usually exempt. For your sewing patterns, they would likely be considered taxable digital goods in Colorado since they're standardized products rather than custom services. But other states vary wildly on digital taxation - some exempt all digital products while others tax everything. The rules change constantly too, which makes compliance a huge headache for businesses like ours.

I've been using TaxJar for about 2 years and it's decent but not perfect. It sometimes gets special district taxes wrong in Colorado which then requires manual adjustments. If you're only selling in a few states it might be overkill. Avalara is more comprehensive but also more expensive.

That's an interesting angle I hadn't considered. How exactly would I document it as a loan at this point? We've already processed the reimbursement as a regular transfer from the business account to my personal account a few months ago.

You'd need to create a promissory note between yourself and the company, with reasonable interest terms (look up the applicable federal rate for the time period), and have your board of directors (even if that's just you) approve it retroactively. Then reclassify the "reimbursement" payment as loan repayment in your books. Be aware that this approach works best if the amount was clearly definable and specific, like covering exact payroll amounts. If you've been mixing personal and business expenses regularly without clear documentation, this becomes much harder to justify. Also, don't forget to include any interest required on the loan when doing your taxes - even if you choose to forgive it, there can be tax implications.

This is a really good point. What type of business entity do you have, OP? The tax treatment can vary significantly based on whether you're running an S-corp, C-corp, sole prop, etc.

That's a really good point about the receipts! Do you think using a translation app on my phone for each receipt would be sufficient, or should I get professional translations if I get audited? Also, what's the best way to document my existing equipment? Would photos with serial numbers be enough?

A translation app is usually sufficient for basic receipt documentation as long as you do it at the time of purchase and keep both versions. If you do get audited, then you might need professional translations for any significant expenses, but that's a bridge to cross only if necessary. For documenting equipment, photos with visible serial numbers are good, but I recommend going a step further. Create a spreadsheet listing all equipment with purchase dates, prices, serial numbers, and current value. Take photos/video of everything together before your trip. Some of my clients even get a dated letter from their insurance company listing covered photography equipment, which serves as third-party verification of prior ownership.

I used TurboTax Self-Employed last year for my graphic design business which included some travel. It asks basic questions about business travel but doesn't really give you the detailed guidance you need for international business trips. It won't tell you about the 75% rule or help with documentation requirements. If you have a complex situation like international business travel, I'd recommend at least consulting with a tax pro who specializes in creative businesses.