Mobile Workforce Guidelines for Contractors

Published on: Sep 19, 2025 by Kyle Kmiec, CPA, CCIFP

Updated on: September 19, 2025

The construction industry thrives on mobility and getting teams where the work is, whether across town or across the country. But with mobility comes complexity: travel reimbursements, tax compliance, and cost control can quickly become challenging if not handled correctly.

That’s why SVA, in partnership with CICPAC, has developed the Mobile Workforce Guidelines for Contractors (August 2025 Edition), a practical resource designed to help construction companies manage mobile workforces while staying compliant and cost-effective.

Why This Matters Now

Recent tax law changes and shifting regulations directly affect how contractors handle travel, meals, lodging, and vehicle use for their employees. For example:

Meals	Business-related restaurant meals are limited to a 50% deduction for 2025.
Mileage Rates	The IRS standard mileage rate has increased to $0.70 per mile for 2025.
Depreciation	Bonus depreciation rules have been updated, impacting company vehicles and equipment.

These changes create significant differences in how costs flow through your business and what employees ultimately take home.

What You'll Learn in the Guide

Inside the Mobile Workforce Guidelines, contractors will find:

Accountable vs. Non-Accountable Plans	Learn how to set up reimbursements that save payroll taxes and reduce employee income tax exposure.
Travel Reimbursement Rules	Clarify when mileage and lodging qualify as business expenses and when they count as taxable compensation.
Accountable Plan Methods	From direct reimbursement to per diems to company-provided vehicles, explore the pros and cons of each approach.
Sample Policies and Forms	Get templates for travel reimbursement, vehicle usage, and per diem policies you can adapt to your business.

Why Contractors Should Download the Guide

Without clear policies and compliance strategies, contractors risk overpaying payroll taxes, increasing insurance costs, and leaving employees with unexpected taxable income. This guide provides the tools and examples you need to build a workforce reimbursement plan that works.

Download the full Mobile Workforce Guidelines today and make sure your company is prepared for 2025 and beyond. (click the image below)

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Biz Tip Topic Expert: Kyle Kmiec, CPA, CCIFP

Kyle is a Principal at SVA Certified Public Accountants with deep expertise in tax compliance and consulting, serving partnerships, S-corporations, corporations, and individuals.

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