As you navigate the complexities of ASC 842 compliance, you may be wondering how and when to properly account for leasehold improvements.
What are leasehold improvements?
From an accounting standpoint, leasehold improvements are any modifications, enhancements or additions made by a tenant to their leased space (or the “leasehold interest”) that add business value.
Tenants often make these improvements to their leased spaces to:
- Customize the layout and design of their leased space
- Improve ergonomics and make the space more employee- or customer-friendly
- Brand the leased space with a company’s look and feel
Who Pays for Leasehold Improvements – Tenants or Landlords?
The cost of leasehold improvements can be paid by either the tenant, the landlord, or both, depending on the lease agreement. In many cases, tenants fund the improvements to customize the space for their operations, while landlords may offer a tenant improvement allowance (TIA) to cover part or all of the expenses.
Some leases are structured as turn-key agreements, where the landlord delivers the space fully built-out to the tenant’s specifications before occupancy. In these cases, the landlord covers the construction costs directly, and the tenant simply begins paying rent once the space is ready for use.
When the landlord pays for leasehold improvements, they typically become part of the landlord’s property. When the tenant pays, the improvements are capitalized as an asset and depreciated over the shorter of the lease term or the improvement’s useful life.
Clear documentation within the lease and accurate accounting are key to determining ownership, expense recognition, and compliance with ASC 842 or IFRS 16.
Examples of leasehold improvements
Leasehold improvements can be any update or change to a leased property’s interior finishes beyond what the landlord provides as standard. Some examples may include:
- Upgrades to drywall, electrical, flooring, carpentry and similar features, as well as
- Permanently affixed displays, shelving, partitions, lighting, signage and other enhancements that help customize the space.
Leasehold improvements may be made at any time during the term of a lease — or before moving into a space.
For example, in a new shopping mall, a landlord typically provides a “vanilla box” that a retailer will want to customize with improvements — adding dressing rooms, sales counters and other features that will make the leasehold interest more valuable as a business location.
Another example would be an office space where the tenant adds interior walls to create private meeting spaces or individual offices. They may also add built-in cabinets for a breakroom, or lighting that better serves their needs. These would all qualify as leasehold improvements since they stay with the space when the tenant moves out.
Modifications to exterior or shared spaces are not considered leasehold improvements. Neither are interior features like data cabling, furniture, non-permanent fixtures or equipment that can be removed when the tenant leaves.
Are Leasehold Improvements Considered Lease Incentives?
Leasehold improvements and lease incentives are distinct concepts in the realm of leasing agreements. Leasehold improvements refer to modifications or enhancements made to a leased property by the tenant to better suit their specific needs or business operations. These improvements typically remain with the property at the end of the lease term.
On the other hand, lease incentives are concessions offered by landlords to attract tenants, such as rent-free periods, cash allowances, or assistance with moving costs. While they both can enhance the overall leasing experience, they serve different purposes: leasehold improvements focus on customizing the space, while lease incentives aim to make the lease agreement more appealing to potential tenants.
How Are Leasehold Improvements Handled in ASC 842 Accounting?
Leasehold improvements are reported as property, plant and equipment (PP&E) assets on the balance sheet. ASC 842 does not change the way they are handled, unless a tenant uses a tenant improvement allowance to make their improvements.
When a tenant makes leasehold improvements using a tenant improvement allowance, ASC 842 requires a different treatment than the previous accounting under ASC 840. Under ASC 842, a tenant improvement allowance is treated as a lease incentive that reduces the ROU asset. If the tenant improvement allowance is not yet received, the lease liability is also reduced in future minimum lease payments.
Here are the basics you need to know about leasehold improvements relating to ASC 842 compliance:
What Is a Tenant Improvement Allowance?
A tenant improvement allowance (also called a TI allowance or TIA) may be offered to a tenant by a landlord, which the tenant may choose to use to pay for leasehold improvements. It is one of several types of lease incentives that a landlord may offer to attract tenants and is often part of lease negotiations.
The TI allowance amount will be included in the lease, along with how it will be paid. For example, it may be offered as a rent discount, paid directly to contractors or provided as a reimbursement to the tenant after the work is complete. The lease may also stipulate what leasehold improvements the allowance may cover.
Reporting a Tenant Improvement Allowance for Leasehold Improvements
Under ASC 840, a TI allowance (or other lease incentive) was generally reported as a separate liability. The liability would have been reduced on a straight-line basis and reduced rent expense.
Now, under ASC 842, if a TI allowance is paid to a tenant up front, it reduces the tenant’s ROU asset, but adds a leasehold improvement asset in the amount that was paid. In other words, the tenant now has a lower lease cost and a separate monthly expense related to the leasehold improvement.
Formula for calculating tenant improvement allowance
The TIA is typically calculated on a per-square-foot basis, which provides a simple way to determine the total funding available for improvements. This formula gives tenants clarity on budgeting for construction or customization while ensuring the allowance scales appropriately with the size of the lease.
Tenant Improvement Allowance = Allowance per Square Foot × Leased Square Footage
Recording tenant improvement allowances under asc 842
Tenant improvement allowances (TIAs) are treated as lease incentives under ASC 842. This means they directly affect how both the right-of-use (ROU) asset and leasehold improvement assets are reported. Instead of recording the allowance as income, tenants must adjust their balance sheet to reflect both the reduction of the ROU asset and the addition of a corresponding leasehold improvement.
Accounting treatment for TIAs
- Step 1: Record the allowance as a reduction of the ROU asset.
- Step 2: Record an equal amount as a leasehold improvement (PP&E).
- Step 3: Depreciate the leasehold improvement over the shorter of the lease term or useful life.
- Step 4: Continue recognizing lease expenses based on the adjusted ROU asset.
Balance sheet impact
A tenant improvement allowance decreases the reported value of the ROU asset, while increasing the value of PP&E. This ensures that lease costs are properly reflected, while improvements are recognized as capitalized assets subject to depreciation.
Example of TIA recording
Suppose a tenant calculates an ROU asset of $1,000,000, and the landlord provides a $100,000 tenant improvement allowance:
- ROU Asset: $1,000,000 – $100,000 = $900,000
- Leasehold Improvement (PP&E): $100,000
The result is:
Total Assets = $900,000 ROU + $100,000 PP&E
This approach keeps the balance sheet balanced while ensuring that the improvement is depreciated appropriately.
Improve Tracking and Management of Lease Details to Stay in Compliance with ASC 842
Although leasehold improvements themselves are not affected by ASC 842, there are implications in the context of lease incentives and TI allowances as part of new lease negotiations.
Understanding leasehold improvements, lease incentives and the latest accounting treatments is critical to compliance with ASC 842. At the very least, tenants should keep track of all leasehold improvement costs, since they are assets that can be amortized or depreciated.
Leasehold improvements and lease incentives are just some of the critical details that need to be tracked for effective lease accounting and management. A technology solution like Visual Lease makes it easy for you to track these and other crucial aspects of your lease portfolio.
To learn more, contact us at (888) 876-6500 — or to see Visual Lease in action, request a demo
Frequently Asked Questions about Leasehold Improvements
How do leasehold improvements affect financial reporting?
They impact the balance sheet as fixed assets (PP&E) and must be depreciated. This ensures costs are matched to the period of benefit under ASC 842.
Can leasehold improvements be amortized instead of depreciated?
No. Leasehold improvements are tangible assets, so they are depreciated, not amortized. Depreciation ends when the lease term expires, even if the asset’s useful life is longer.
Are leasehold improvements treated differently for tax purposes?
Yes. For U.S. tax reporting, qualified leasehold improvements may follow different depreciation rules than those used under GAAP. Organizations should consult tax advisors for specifics.
Why is it important to track leasehold improvements separately?
Accurate tracking supports compliance with ASC 842, improves portfolio visibility, and helps finance teams manage depreciation schedules and plan for future capital needs.
How do leasehold improvements impact lease renewal decisions?
Tracking improvement costs helps organizations evaluate whether renewing, relocating, or consolidating space provides better value. Improvements with remaining useful life often influence renewal negotiations.
Are leasehold improvements considered lease incentives?
No. Leasehold improvements are permanent modifications made by tenants, such as flooring or lighting, and are recorded as PP&E. Lease incentives, like rent abatements or cash allowances, are concessions from landlords and reduce the right-of-use (ROU) asset under ASC 842.
