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When it comes to pass-through entities (PTEs) — like S corporations and LLCs — distributions to owners are more than just payouts. They’re often made to help cover tax liabilities and reflect the owners’ share of earnings. But when should you accrue those distributions? With new tax legislation, the expansion of state-level pass-through entity tax (PTET) elections and recent updates in GAAP accounting, it’s time to revisit how — and whether — to record distributions as accrued liabilities.

Why accrual policies still matter

A clear policy for accruing distributions can bring consistency to your books, support financial transparency and help align stakeholder expectations. In today’s environment, it can also help you stay ahead of financial planning and tax compliance challenges. Accruing distributions to match the earnings they relate to creates a clearer picture of your financial obligations, improves GAAP alignment and helps with covenant compliance and future cash flow projections.

When should year-end distributions be accrued?

Accruing distributions at year-end can be beneficial when the goal is to align distributions with income earned during the fiscal year — especially when owners rely on those funds to pay their personal income taxes. For many businesses, this approach helps:

• Match the economic return of equity with the period in which income is earned.
• Improve comparability across periods in GAAP financials.
• Support accuracy in book value calculations for buy-sell agreements.
• Provide clearer reporting for bank covenants that depend on rolling 12-month metrics like fixed charge or cash flow coverage ratios.

The accrual of distributions payable can be recorded through a journal entry that debits retained earnings or owner equity and credits a liability account. The timing of the journal entry should align with board approval or established policy.

What PTET changes mean for accrual accounting

Since 2020, over 35 states have introduced or enacted PTET regimes that allow PTEs to elect to pay state income taxes at the entity level — a workaround to the $10,000 federal SALT deduction cap. In states like Iowa, this election not only affects how much owners receive in distributions but also how entities should plan for cash needs.

PTET payments made by the entity often reduce distributions to owners because the entity covers the tax obligation. Some entities are now accruing for these taxes — or offsetting them against accrued distributions — to more accurately reflect the net obligation to owners. While PTETs are generally not recorded as deferred tax assets under GAAP, they may trigger “economic” deferred taxes that should be factored into distribution policies.

What GAAP says about distribution accruals

Under generally accepted accounting principles (GAAP), distributions should only be recorded when declared by the appropriate governing body (e.g., members, shareholders or a board). If your PTE uses accrual accounting, it’s essential to document a consistent policy for when and how distributions are declared.

For example, a policy may state: “Distributions related to current-year income will be accrued at year-end if expected to be declared and paid within the first quarter of the following fiscal year.”

This provides both flexibility and structure, aligning financial reporting with realistic expectations for payout timing. Inconsistent practices — accruing one year but not the next — can undermine trust with stakeholders and distort financial statements.

Deferred taxes and long-term accruals

While PTEs do not generally record deferred tax liabilities for GAAP purposes, owners of capital-intensive businesses often face future tax liabilities driven by accelerated depreciation (e.g., Section 179 or bonus depreciation). These “unseen” tax obligations can significantly impact the true cost of ownership.

Some companies are taking a forward-thinking approach — periodically estimating these future tax burdens and planning long-term distributions accordingly. In some cases, businesses are accruing reserves to account for future distributions, helping ensure that cash flow planning reflects all long-term obligations.

Situations when accrual may not be the right move

There are times when it’s better not to accrue distributions. For example:

• If users of your financial statements focus on net book value rather than accrued obligations.
• If cash flow is volatile and distribution decisions are made reactively based on liquidity.
• If there’s no clear policy or declaration timeline, making accruals speculative.

In these cases, a conservative approach — only recording distributions once paid or formally declared — may be more prudent.

Owner distributions: Terminology and treatment

Owner distributions — also referred to as draws — are not expenses. They reduce equity on the balance sheet and are typically recorded with a journal entry that debits an owner’s draw account and credits cash or distributions payable. Understanding the accounting treatment is essential:

• GAAP accounting for tax distributions: Not treated as expenses but as equity withdrawals
• Accrued distributions journal entry: Debit equity (or retained earnings), credit distributions payable
• Distributions payable: A current liability until paid

These distinctions ensure that distributions are tracked accurately, align with financial reporting standards, and provide a true reflection of owners’ equity.

Distribution examples in today’s context

• Routine tax distributions: Monthly or quarterly payouts to cover owners’ personal income taxes — now often adjusted for PTET payments
• Capital event distributions: Distributions tied to asset sales or recapitalizations
• Wind-down distributions: Final payouts during business dissolution

Final thoughts: A policy-driven, forward-focused approach

Whether your PTE chooses to accrue or not to accrue distributions, the key is having a policy — and sticking to it. As state tax laws evolve and GAAP guidance becomes more nuanced, a thoughtful, documented approach to owner distribution accounting supports financial clarity, tax planning and stakeholder confidence.

Wipfli’s advisors can help you build or update your distribution policy, model the impact of PTET elections and align your financial reporting with current tax and regulatory frameworks. Learn more about how we can help on our assurance services page.