A competitive and well-structured benefits package is one of the most effective ways to attract and retain physicians. From health insurance and education assistance to travel reimbursements and gifts, these incentives play an essential role in building engagement and long-term loyalty.
However, it’s important to understand the tax implications of each benefit. Knowing which items qualify as taxable versus non-taxable fringe benefits helps ensure compliance and accurate W-2 reporting.
What are fringe benefits?
A fringe benefit is any perk or allowance that an employer provides in addition to regular wages. Most fringe benefits are considered taxable unless specifically excluded by law. Healthcare organizations often offer a mix of both taxable and non-taxable benefits, so proper classification and documentation are critical for payroll and compliance purposes.
Non-Taxable Fringe Benefits
Tax-free fringe benefits are not included in an employee’s taxable compensation and are generally exempt from payroll tax and W-2 reporting. Common examples include:
- Health insurance (when provided through a Section 125/Cafeteria plan)
- Accident and disability insurance
- Health Savings Account (HSA)
- Dependent care assistance
- Group-term life insurance coverage (non-taxable up to $50,000 in coverage)
- Professional dues and licenses (medical licenses, DEA registrations, and professional association dues when business-related)
- Continuing Medical Education (CME) directly related to the physician's current role
- De minimis benefits (low-cost items such as occasional snacks, coffee, or small-value gifts)
Taxable Fringe Benefits
Taxable Fringe Benefits must be reported on the employee's W-2 and are subject to withholding. Here are some examples of fringe benefits that are taxable to the employee:
Mileage and Automobiles
Reimbursements exceeding the IRS standard mileage rate (67 cents per mile for 2024; 2025 rates pending) are taxable. If a company vehicle is provided, any personal use must be valued and included as taxable income.
Student Loan Repayments & Educational Assistance
Through December 31, 2025, employers can provide tax-free educational assistance, including student loan payments, up to $5,250 annually per employee under a qualified educational assistance program. This $5,250 cap applies to the combined total of traditional educational assistance and student loan repayments. After 2025, unless extended by Congress, payments exceeding this limit or made without a qualified program will be taxable income. Education reimbursements unrelated to the employee's current job duties are also taxable.
Moving Expenses
Moving expense reimbursements remain taxable for most employees (military exceptions apply).
Employee Gifts & Awards
Cash, gift cards, or items with clear cash value are taxable. “Tangible” awards of nominal value may qualify for exclusion if they meet IRS criteria for de minimis or achievement awards.
Physician Recruitment Incentives
Sign-on bonuses, relocation packages, and loan forgiveness programs used to attract physicians are generally taxable and must be included in W-2 compensation.
Call Pay & Stipends
On-call stipends and extra compensation for coverage are always taxable as regular wages.
Other Reimbursements
Reimbursements for non-accountable expenses, travel bonuses, or similar cash equivalents are considered taxable income. Employees must provide proper substantiation for any expense reimbursements to remain non-taxable.
S-Corporation Shareholder
Owners who hold more than 2% of an S-corporation are subject to different fringe benefit rules. They cannot participate in Section 125 plans, and employer-paid health insurance and HSA contributions must be included in their taxable compensation.
Why does fringe benefit compliance matter in healthcare?
Physician groups and medical practices often provide a broader range of benefits than typical employers. Misclassifying taxable benefits can lead to payroll discrepancies, IRS penalties, and compliance issues during audits. Because physician compensation structures often blend salary, bonuses, and benefits, maintaining accurate reporting is essential to avoid incorrect withholding.
Reviewing your benefit structures before year-end provides an opportunity to ensure proper tax treatment and make any necessary adjustments for the upcoming year.
Stay Compliant with Lutz
Lutz offers accounting services designed specifically for the healthcare industry, including private medical practices, physician groups, and specialty clinics. Our team helps organizations navigate compensation structures, maintain compliance, and strengthen overall financial operations.
Contact us to learn how our healthcare accounting services can support your organization.
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