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Free Online Tax Filing 2011

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Free Online Tax Filing 2011

Free online tax filing 2011 5. Free online tax filing 2011   Recordkeeping Table of Contents How To Prove ExpensesWhat Are Adequate Records? What If I Have Incomplete Records? Separating and Combining Expenses How Long To Keep Records and Receipts Examples of Records If you deduct travel, entertainment, gift, or transportation expenses, you must be able to prove (substantiate) certain elements of expense. Free online tax filing 2011 This chapter discusses the records you need to keep to prove these expenses. Free online tax filing 2011 If you keep timely and accurate records, you will have support to show the IRS if your tax return is ever examined. Free online tax filing 2011 You will also have proof of expenses that your employer may require if you are reimbursed under an accountable plan. Free online tax filing 2011 These plans are discussed in chapter 6 under Reimbursements . Free online tax filing 2011 How To Prove Expenses Table 5-1 is a summary of records you need to prove each expense discussed in this publication. Free online tax filing 2011 You must be able to prove the elements listed across the top portion of the chart. Free online tax filing 2011 You prove them by having the information and receipts (where needed) for the expenses listed in the first column. Free online tax filing 2011 You cannot deduct amounts that you approximate or estimate. Free online tax filing 2011 You should keep adequate records to prove your expenses or have sufficient evidence that will support your own statement. Free online tax filing 2011 You must generally prepare a written record for it to be considered adequate. Free online tax filing 2011 This is because written evidence is more reliable than oral evidence alone. Free online tax filing 2011 However, if you prepare a record on a computer, it is considered an adequate record. Free online tax filing 2011 What Are Adequate Records? You should keep the proof you need in an account book, diary, log, statement of expense, trip sheets, or similar record. Free online tax filing 2011 You should also keep documentary evidence that, together with your record, will support each element of an expense. Free online tax filing 2011 Documentary evidence. Free online tax filing 2011   You generally must have documentary evidence, such as receipts, canceled checks, or bills, to support your expenses. Free online tax filing 2011 Exception. Free online tax filing 2011   Documentary evidence is not needed if any of the following conditions apply. Free online tax filing 2011 You have meals or lodging expenses while traveling away from home for which you account to your employer under an accountable plan, and you use a per diem allowance method that includes meals and/or lodging. Free online tax filing 2011 ( Accountable plans and per diem allowances are discussed in chapter 6. Free online tax filing 2011 ) Your expense, other than lodging, is less than $75. Free online tax filing 2011 You have a transportation expense for which a receipt is not readily available. Free online tax filing 2011 Adequate evidence. Free online tax filing 2011   Documentary evidence ordinarily will be considered adequate if it shows the amount, date, place, and essential character of the expense. Free online tax filing 2011   For example, a hotel receipt is enough to support expenses for business travel if it has all of the following information. Free online tax filing 2011 The name and location of the hotel. Free online tax filing 2011 The dates you stayed there. Free online tax filing 2011 Separate amounts for charges such as lodging, meals, and telephone calls. Free online tax filing 2011   A restaurant receipt is enough to prove an expense for a business meal if it has all of the following information. Free online tax filing 2011 The name and location of the restaurant. Free online tax filing 2011 The number of people served. Free online tax filing 2011 The date and amount of the expense. Free online tax filing 2011 If a charge is made for items other than food and beverages, the receipt must show that this is the case. Free online tax filing 2011 Canceled check. Free online tax filing 2011   A canceled check, together with a bill from the payee, ordinarily establishes the cost. Free online tax filing 2011 However, a canceled check by itself does not prove a business expense without other evidence to show that it was for a business purpose. Free online tax filing 2011 Duplicate information. Free online tax filing 2011   You do not have to record information in your account book or other record that duplicates information shown on a receipt as long as your records and receipts complement each other in an orderly manner. Free online tax filing 2011   You do not have to record amounts your employer pays directly for any ticket or other travel item. Free online tax filing 2011 However, if you charge these items to your employer, through a credit card or otherwise, you must keep a record of the amounts you spend. Free online tax filing 2011 Timely-kept records. Free online tax filing 2011   You should record the elements of an expense or of a business use at or near the time of the expense or use and support it with sufficient documentary evidence. Free online tax filing 2011 A timely-kept record has more value than a statement prepared later when generally there is a lack of accurate recall. Free online tax filing 2011   You do not need to write down the elements of every expense on the day of the expense. Free online tax filing 2011 If you maintain a log on a weekly basis that accounts for use during the week, the log is considered a timely-kept record. Free online tax filing 2011   If you give your employer, client, or customer an expense account statement, it can also be considered a timely-kept record. Free online tax filing 2011 This is true if you copy it from your account book, diary, log, statement of expense, trip sheets, or similar record. Free online tax filing 2011 Proving business purpose. Free online tax filing 2011   You must generally provide a written statement of the business purpose of an expense. Free online tax filing 2011 However, the degree of proof varies according to the circumstances in each case. Free online tax filing 2011 If the business purpose of an expense is clear from the surrounding circumstances, then you do not need to give a written explanation. Free online tax filing 2011 Example. Free online tax filing 2011 If you are a sales representative who calls on customers on an established sales route, you do not have to give a written explanation of the business purpose for traveling that route. Free online tax filing 2011 You can satisfy the requirements by recording the length of the delivery route once, the date of each trip at or near the time of the trips, and the total miles you drove the car during the tax year. Free online tax filing 2011 You could also establish the date of each trip with a receipt, record of delivery, or other documentary evidence. Free online tax filing 2011 Confidential information. Free online tax filing 2011   You do not need to put confidential information relating to an element of a deductible expense (such as the place, business purpose, or business relationship) in your account book, diary, or other record. Free online tax filing 2011 However, you do have to record the information elsewhere at or near the time of the expense and have it available to fully prove that element of the expense. Free online tax filing 2011 What If I Have Incomplete Records? If you do not have complete records to prove an element of an expense, then you must prove the element with: Your own written or oral statement containing specific information about the element, and Other supporting evidence that is sufficient to establish the element. Free online tax filing 2011 If the element is the description of a gift, or the cost, time, place, or date of an expense, the supporting evidence must be either direct evidence or documentary evidence. Free online tax filing 2011 Direct evidence can be written statements or the oral testimony of your guests or other witnesses setting forth detailed information about the element. Free online tax filing 2011 Documentary evidence can be receipts, paid bills, or similar evidence. Free online tax filing 2011 If the element is either the business relationship of your guests or the business purpose of the amount spent, the supporting evidence can be circumstantial rather than direct. Free online tax filing 2011 For example, the nature of your work, such as making deliveries, provides circumstantial evidence of the use of your car for business purposes. Free online tax filing 2011 Invoices of deliveries establish when you used the car for business. Free online tax filing 2011 Table 5-1. Free online tax filing 2011 How To Prove Certain Business Expenses IF you have expenses for . Free online tax filing 2011 . Free online tax filing 2011 THEN you must keep records that show details of the following elements . Free online tax filing 2011 . Free online tax filing 2011 . Free online tax filing 2011   Amount Time Place or  Description Business Purpose Business Relationship Travel Cost of each separate expense for travel, lodging, and meals. Free online tax filing 2011 Incidental expenses may be totaled in reasonable categories such as taxis, fees and tips, etc. Free online tax filing 2011 Dates you left and returned for each trip and number of days spent on business. Free online tax filing 2011 Destination or area of your travel (name of city, town, or other designation). Free online tax filing 2011 Purpose: Business purpose for the expense or the business benefit gained or expected to be gained. Free online tax filing 2011    Relationship: N/A Entertainment Cost of each separate expense. Free online tax filing 2011 Incidental expenses such as taxis, telephones, etc. Free online tax filing 2011 , may be totaled on a daily basis. Free online tax filing 2011 Date of entertainment. Free online tax filing 2011 (Also see Business Purpose. Free online tax filing 2011 ) Name and address or location of place of entertainment. Free online tax filing 2011 Type of entertainment if not otherwise apparent. Free online tax filing 2011 (Also see Business Purpose. Free online tax filing 2011 ) Purpose: Business purpose for the expense or the business benefit gained or expected to be gained. Free online tax filing 2011  For entertainment, the nature of the business discussion or activity. Free online tax filing 2011 If the entertainment was directly before or after a business discussion: the date, place, nature, and duration of the business discussion, and the identities of the persons who took part in both the business discussion and the entertainment activity. Free online tax filing 2011    Relationship: Occupations or other information (such as names, titles, or other designations) about the recipients that shows their business relationship to you. Free online tax filing 2011  For entertainment, you must also prove that you or your employee was present if the entertainment was a business meal. Free online tax filing 2011 Gifts Cost of the gift. Free online tax filing 2011 Date of the gift. Free online tax filing 2011 Description of the gift. Free online tax filing 2011   Transportation Cost of each separate expense. Free online tax filing 2011 For car expenses, the cost of the car and any improvements, the date you started using it for business, the mileage for each business use, and the total miles for the year. Free online tax filing 2011 Date of the expense. Free online tax filing 2011 For car expenses, the date of the use of the car. Free online tax filing 2011 Your business destination. Free online tax filing 2011 Purpose: Business purpose for the expense. Free online tax filing 2011    Relationship: N/A Sampling. Free online tax filing 2011   You can keep an adequate record for parts of a tax year and use that record to prove the amount of business or investment use for the entire year. Free online tax filing 2011 You must demonstrate by other evidence that the periods for which an adequate record is kept are representative of the use throughout the tax year. Free online tax filing 2011 Example. Free online tax filing 2011 You use your car to visit the offices of clients, meet with suppliers and other subcontractors, and pick up and deliver items to clients. Free online tax filing 2011 There is no other business use of the car, but you and your family use the car for personal purposes. Free online tax filing 2011 You keep adequate records during the first week of each month that show that 75% of the use of the car is for business. Free online tax filing 2011 Invoices and bills show that your business use continues at the same rate during the later weeks of each month. Free online tax filing 2011 Your weekly records are representative of the use of the car each month and are sufficient evidence to support the percentage of business use for the year. Free online tax filing 2011 Exceptional circumstances. Free online tax filing 2011   You can satisfy the substantiation requirements with other evidence if, because of the nature of the situation in which an expense is made, you cannot get a receipt. Free online tax filing 2011 This applies if all the following are true. Free online tax filing 2011 You were unable to obtain evidence for an element of the expense or use that completely satisfies the requirements explained earlier under What Are Adequate Records . Free online tax filing 2011 You are unable to obtain evidence for an element that completely satisfies the two rules listed earlier under What If I Have Incomplete Records . Free online tax filing 2011 You have presented other evidence for the element that is the best proof possible under the circumstances. Free online tax filing 2011 Destroyed records. Free online tax filing 2011   If you cannot produce a receipt because of reasons beyond your control, you can prove a deduction by reconstructing your records or expenses. Free online tax filing 2011 Reasons beyond your control include fire, flood, and other casualties. Free online tax filing 2011    Table 5-2. Free online tax filing 2011 Daily Business Mileage and Expense Log Name:       Odometer Readings Expenses Date Destination  (City, Town, or Area) Business Purpose Start Stop Miles  this trip Type  (Gas, oil, tolls, etc. Free online tax filing 2011 ) Amount                                                                                                                   Weekly  Total             Total Year-to-Date             Separating and Combining Expenses This section explains when expenses must be kept separate and when expenses can be combined. Free online tax filing 2011 Separating expenses. Free online tax filing 2011   Each separate payment is generally considered a separate expense. Free online tax filing 2011 For example, if you entertain a customer or client at dinner and then go to the theater, the dinner expense and the cost of the theater tickets are two separate expenses. Free online tax filing 2011 You must record them separately in your records. Free online tax filing 2011 Season or series tickets. Free online tax filing 2011   If you buy season or series tickets for business use, you must treat each ticket in the series as a separate item. Free online tax filing 2011 To determine the cost of individual tickets, divide the total cost (but not more than face value) by the number of games or performances in the series. Free online tax filing 2011 You must keep records to show whether you use each ticket as a gift or entertainment. Free online tax filing 2011 Also, you must be able to prove the cost of nonluxury box seat tickets if you rent a skybox or other private luxury box for more than one event. Free online tax filing 2011 See Entertainment tickets in chapter 2. Free online tax filing 2011 Combining items. Free online tax filing 2011   You can make one daily entry in your record for reasonable categories of expenses. Free online tax filing 2011 Examples are taxi fares, telephone calls, or other incidental travel costs. Free online tax filing 2011 Meals should be in a separate category. Free online tax filing 2011 You can include tips for meal-related services with the costs of the meals. Free online tax filing 2011   Expenses of a similar nature occurring during the course of a single event are considered a single expense. Free online tax filing 2011 For example, if during entertainment at a cocktail lounge, you pay separately for each serving of refreshments, the total expense for the refreshments is treated as a single expense. Free online tax filing 2011 Car expenses. Free online tax filing 2011   You can account for several uses of your car that can be considered part of a single use, such as a round trip or uninterrupted business use, with a single record. Free online tax filing 2011 Minimal personal use, such as a stop for lunch on the way between two business stops, is not an interruption of business use. Free online tax filing 2011 Example. Free online tax filing 2011 You make deliveries at several different locations on a route that begins and ends at your employer's business premises and that includes a stop at the business premises between two deliveries. Free online tax filing 2011 You can account for these using a single record of miles driven. Free online tax filing 2011 Gift expenses. Free online tax filing 2011   You do not always have to record the name of each recipient of a gift. Free online tax filing 2011 A general listing will be enough if it is evident that you are not trying to avoid the $25 annual limit on the amount you can deduct for gifts to any one person. Free online tax filing 2011 For example, if you buy a large number of tickets to local high school basketball games and give one or two tickets to each of many customers, it is usually enough to record a general description of the recipients. Free online tax filing 2011 Allocating total cost. Free online tax filing 2011   If you can prove the total cost of travel or entertainment but you cannot prove how much it cost for each person who participated in the event, you may have to allocate the total cost among you and your guests on a pro rata basis. Free online tax filing 2011 To do so, you must establish the number of persons who participated in the event. Free online tax filing 2011   An allocation would be needed, for example, if you did not have a business relationship with all of your guests. Free online tax filing 2011 See Allocating between business and nonbusiness in chapter 2. Free online tax filing 2011 If your return is examined. Free online tax filing 2011    If your return is examined, you may have to provide additional information to the IRS. Free online tax filing 2011 This information could be needed to clarify or to establish the accuracy or reliability of information contained in your records, statements, testimony, or documentary evidence before a deduction is allowed. Free online tax filing 2011    THIS IS NOT AN OFFICIAL INTERNAL REVENUE FORM Table 5-3. Free online tax filing 2011 Weekly Traveling Expense and Entertainment Record From: To: Name: Expenses Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total 1. Free online tax filing 2011 Travel Expenses: Airlines                                 Excess Baggage                                 Bus – Train                                 Cab and Limousine                                 Tips                                 Porter                                 2. Free online tax filing 2011 Meals and Lodging:  Breakfast                                 Lunch                                 Dinner                                 Hotel and Motel  (Detail in Schedule B)                                 3. Free online tax filing 2011 Entertainment  (Detail in Schedule C)                                 4. Free online tax filing 2011 Other Expenses:  Postage                                 Telephone & Telegraph                                 Stationery & Printing                                 Stenographer                                 Sample Room                                 Advertising                                 Assistant(s)                                 Trade Shows                                 5. Free online tax filing 2011 Car Expenses: (List all car expenses - the division between business and personal expenses may be made at the end of the year. Free online tax filing 2011 ) (Detail mileage in Schedule A. Free online tax filing 2011 ) Gas, oil, lube, wash                                 Repairs, parts                                 Tires, supplies                                 Parking fees, tolls                                 6. Free online tax filing 2011 Other (Identify)                                 Total                                 Note: Attach receipted bills for (1) ALL lodging and (2) any other expenses of $75. Free online tax filing 2011 00 or more. Free online tax filing 2011 Schedule A – Car Mileage: End                 Start                 Total                 Business Mileage                 Schedule B – Lodging Hotel or Motel Name                 City                 Schedule C – Entertainment Date Item Place Amount Business Purpose Business Relationship                                             WEEKLY REIMBURSEMENTS:     Travel and transportation expenses     Other reimbursements     TOTAL   How Long To Keep Records and Receipts You must keep records as long as they may be needed for the administration of any provision of the Internal Revenue Code. Free online tax filing 2011 Generally, this means you must keep records that support your deduction (or an item of income) for 3 years from the date you file the income tax return on which the deduction is claimed. Free online tax filing 2011 A return filed early is considered filed on the due date. Free online tax filing 2011 For a more complete explanation of how long to keep records, see Publication 583, Starting a Business and Keeping Records. Free online tax filing 2011 You must keep records of the business use of your car for each year of the recovery period. Free online tax filing 2011 See More-than-50%-use test in chapter 4 under Depreciation Deduction. Free online tax filing 2011 Reimbursed for expenses. Free online tax filing 2011   Employees who give their records and documentation to their employers and are reimbursed for their expenses generally do not have to keep copies of this information. Free online tax filing 2011 However, you may have to prove your expenses if any of the following conditions apply. Free online tax filing 2011 You claim deductions for expenses that are more than reimbursements. Free online tax filing 2011 Your expenses are reimbursed under a nonaccountable plan. Free online tax filing 2011 Your employer does not use adequate accounting procedures to verify expense accounts. Free online tax filing 2011 You are related to your employer as defined under Per Diem and Car Allowances , in chapter 6. Free online tax filing 2011 Reimbursements , adequate accounting , and nonaccountable plans are discussed in chapter 6. Free online tax filing 2011 Examples of Records Table 5-2 and Table 5-3 are examples of worksheets which can be used for tracking business expenses. Free online tax filing 2011 Prev  Up  Next   Home   More Online Publications
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The Free Online Tax Filing 2011

Free online tax filing 2011 Publication 529 - Introductory Material Table of Contents What's New Reminders IntroductionOrdering forms and publications. Free online tax filing 2011 Tax questions. Free online tax filing 2011 Useful Items - You may want to see: What's New Standard mileage rate. Free online tax filing 2011  The 2013 rate for business use of a vehicle is 56½ cents per mile. Free online tax filing 2011 Reminders Future developments. Free online tax filing 2011  For the latest information about developments related to Publication 529, such as legislation enacted after it was published, go to www. Free online tax filing 2011 irs. Free online tax filing 2011 gov/pub529. Free online tax filing 2011 Photographs of missing children. Free online tax filing 2011  The Internal Revenue Service is a proud partner with the National Center for Missing and Exploited Children. Free online tax filing 2011 Photographs of missing children selected by the Center may appear in this publication on pages that would otherwise be blank. Free online tax filing 2011 You can help bring these children home by looking at the photographs and calling 1-800-THE-LOST (1-800-843-5678) if you recognize a child. Free online tax filing 2011 Introduction This publication explains which expenses you can claim as miscellaneous itemized deductions on Schedule A (Form 1040 or Form 1040NR). Free online tax filing 2011 You must reduce the total of most miscellaneous itemized deductions by 2% of your adjusted gross income. Free online tax filing 2011 This publication covers the following topics. Free online tax filing 2011 Deductions subject to the 2% limit. Free online tax filing 2011 Deductions not subject to the 2% limit. Free online tax filing 2011 Expenses you cannot deduct. Free online tax filing 2011 How to report your deductions. Free online tax filing 2011 Some of the deductions previously discussed in this publication are adjustments to income rather than miscellaneous deductions. Free online tax filing 2011 These include certain employee business expenses that must be listed on Form 2106 or Form 2106-EZ and some that are entered directly on Form 1040. Free online tax filing 2011 Those deductions, which are discussed in Publication 463, Travel, Entertainment, Gift, and Car Expenses, include employee business expenses of officials paid on a fee basis and performing artists. Free online tax filing 2011 Note. Free online tax filing 2011 Generally, nonresident aliens are allowed miscellaneous itemized deductions to the extent they are directly related to income which is effectively connected with the conduct of a trade or business within the United States. Free online tax filing 2011 You must keep records to verify your deductions. Free online tax filing 2011 You should keep receipts, canceled checks, substitute checks, financial account statements, and other documentary evidence. Free online tax filing 2011 For more information on recordkeeping, see Publication 552, Recordkeeping for Individuals. Free online tax filing 2011 Comments and suggestions. Free online tax filing 2011   We welcome your comments about this publication and your suggestions for future editions. Free online tax filing 2011   You can write to us at the following address: Internal Revenue Service Tax Forms and Publications Division 1111 Constitution Ave. Free online tax filing 2011 NW, IR-6526 Washington, DC 20224   We respond to many letters by telephone. Free online tax filing 2011 Therefore, it would be helpful if you would include your daytime phone number, including the area code, in your correspondence. Free online tax filing 2011   You can send your comments from www. Free online tax filing 2011 irs. Free online tax filing 2011 gov/formspubs. Free online tax filing 2011 Click on “More Information” and then on “Comment on Tax Forms and Publications. Free online tax filing 2011 ”   Although we cannot respond individually to each comment received, we do appreciate your feedback and will consider your comments as we revise our tax products. Free online tax filing 2011 Ordering forms and publications. Free online tax filing 2011   Visit www. Free online tax filing 2011 irs. Free online tax filing 2011 gov/formspubs to download forms and publications, call 1-800-TAX-FORM (1-800-829-3676), or write to the address below and receive a response within 10 days after your request is received. Free online tax filing 2011 Internal Revenue Service 1201 N. Free online tax filing 2011 Mitsubishi Motorway Bloomington, IL 61705-6613 Tax questions. Free online tax filing 2011   If you have a tax question, check the information available on IRS. Free online tax filing 2011 gov or call 1-800-829-1040. Free online tax filing 2011 We cannot answer tax questions sent to either of the above addresses. Free online tax filing 2011 Useful Items - You may want to see: Publication 463 Travel, Entertainment, Gift, and Car Expenses 525 Taxable and Nontaxable Income 535 Business Expenses 587 Business Use of Your Home (Including Use by Daycare Providers) 946 How To Depreciate Property Form (and Instructions) Schedule A (Form 1040) Itemized Deductions 2106 Employee Business Expenses 2106-EZ Unreimbursed Employee Business Expenses See How To Get Tax Help near the end of this publication for information about getting these publications and forms. Free online tax filing 2011 Prev  Up  Next   Home   More Online Publications