sales and use tax exemptions for nonprofits
DESCRIPTION
It is well known that most nonprofits are exempt from federal and state income tax. They are also frequently exempt from real property tax, but one tax exemption that even nonprofits sometimes find elusive is “sales and use” tax.With sales tax rates approaching 10% in some jurisdictions that combine state and local sales taxes, it’s an important exemption not to overlook. However, some nonprofits fail to take advantage of these exemptions because of the complexity of determining in which states an exemption exists and because of the lack of uniformity from state to state.Though several states provide a variety of sales tax exemptions to various industries and organizations, most only make an exception for certain groups or types of nonprofits. In the majority of states the key to a sales tax exemption is the designation as a charitable, 501(c)3 nonprofit organization. For the other types of tax-exempt nonprofits, a state sales tax exemption is much less certain, and requires a careful reading of each state’s tax code and regulations.Even with a 501(c)3 designation, charitable nonprofits in some states are still not exempt from sales taxes and, even if they are, procedural requirements must be strictly followed to actually receive a sales-tax exemption. This is true in nearly all states that offer an exemption from sales tax to nonprofit organizations.This program will give you a broad overview of sales tax exemptions available to nonprofits; clarify how to obtain, manage and maintain these exemptions, and provide valuable reference information.TRANSCRIPT
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Sales and Use Tax Exemptions for Nonprofits
Ron Barrett
February 8, 2012
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Advising nonprofits in:
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• Planning
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Today’s Speaker
Ron Barrett Vice President of Nonprofit Services
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Presented by:
Ron Barrett
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• Ben Franklin wasn’t talking about most nonprofits…
• Nonprofits are immortal
• Nonprofits are exempt from taxes
• The elusive tax exemption
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Presenter’s Contact Information
Ron Barrett
VP of Nonprofit Services
National Corporate Research. Ltd.
1100 G Street, NW, Suite 420
Washington, DC 20005
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linkedin.com/pub/ronald-barrett/a/680/b00
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Sales Tax Exemptions for Nonprofits
– Keys to Tax Exempt Purchases
– Sales Tax Exemption Requirements
– Multistate Exemption Projects & Certificates
– Not Tax Exempt Sales
– Not Resellers Certificates
– Not Sales Tax Registration
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• Nonprofit vs. Tax Exempt, 501c3,
Charitable Organization:
Nonprofit status is a matter of state law, which governs the
organization and creation of the entity
Tax exemption is mostly a matter of federal law
All tax-exempt organizations are nonprofits
Not all nonprofits are tax-exempt
Not all nonprofits are charitable organizations
Not all tax-exempt organizations are charitable organizations
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• How do nonprofits obtain sales tax
exemptions?
• What documents are required?
• Do exemptions expire?
• Are there any fees?
• Where are filings required?
• Must you be located or have a presence in a
state?
• Which states offer sales tax exemptions to
nonprofits?
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• Incorporated as a nonprofit organization
• IRS Determination Letter
• 501(c)(3) Status
• Certificate of Exemption
• 4 Ps: Exempt Purpose, Purchaser, Proof, Payment
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Problems at the Point of Sale…
Exempt purchaser meets clueless cashier
Prior arrangements with merchants
Cashier’s manager usually needs to approve
Merchant is often liable for any incorrectly removed sales taxes
Buyer’s recourse…file for a refund
Many nonprofits don’t bother with the sales tax exemption
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(in millions as of 2009)
Total expenses of reporting nonprofits (source: NCCS) $1,400,000
Percent subject to sales tax (estimate) 15%
Sales taxable expenses $210,000
Limited or no state exemptions – by spend (estimated) -35%
Expenses subject to exemption $136,500
Average U.S sales tax rate – 2009 (source: Vertex, Inc) 5.48%
Total exemptible taxes $7,480
Percent of exemptions unclaimed (estimated) 20%
Estimate of total unclaimed sales tax exemptions $1,496
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The “Show Me” state’s
Form 1746
“Missouri Sales/Use
Tax Exemption
Application
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Exemption Certificate Use
Applies to purchases used exclusively by an organization for its mission (or purpose for which it is organized)
– May not be used for:• Personal purchases
• Purchases of items for resale
• Other affiliated organizations
• Activities that are mainly commercial enterprises
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The 4 Ps of Point-of-Sale Perfection…common requirements among disparate laws
Purpose
Purchaser
Proof
» Payment
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Exceptions: The Exclusive Tax Exemption
■ Legislative (e.g. AL)
■ Industry-based (e.g. hospitals, universities)
■ Geographic limitations (e.g. DC & MD)
■ Tax exempt status - other 501cs
No reciprocity
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• Most states and DC exempt religious
organizations
• States require an exemption
application, filing or
certificate
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Questions to consider when considering a sales tax exemption…
Does the state require an application filing?
Are renewal filings required?
Is the level of spend sufficient to warrant the effort?
Are out of state or non-charitable nonprofits eligible for exemption?
What methods are available to establish a sales tax exemption or to make tax exempt purchases?
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Procedures vary by type of purchase (e.g. Connecticut)
Goods and Services vs. Meals and Lodging: point of sale vs. preapproval from state
CERT-119: provided to sellers (with attached exemption permit or determination letter) at point of sale (limit 5 days/events per year) for tax exempt purchase of goods and services
CERT-112 or CERT-123 (Blanket Certificate): provided to state in advance for approval of tax exempt purchase of meals and lodging and then provided to seller
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• Supporting Documents:– Articles of Incorporation and/or Bylaws
– IRS Determination Letter and/or IRS Form 1023 or 1024
– Financial Reports and/or Form 990
• Usually Not Required: – Corporate Formation, Qualification or Registered Agent in
states where an exemption is needed
• Forms: – Exemption Application
– Certificate of Exemption
– State-Specific vs. Multistate (SSUTA-CEO or Uniform Sales Tax Certificate)
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• Annual or Periodic Renewals (FL, MD, MA, MO, PA and SD)
• Due Dates
• Status/Search - Verify sales tax exemption, certificates & documents (about 20 states offer online searches)
• Amendments - Few states require amendments, but states should be updated (name, address, tax exempt status, merger and corporate conversion changes)
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The “Show Me” state’s
Form 1746
Missouri Sales/Use Tax
Exemption Renewal
Application
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The “Show Me” state’s
Form 126E
Missouri Tax Exemption
Change Request
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• Who should file? An organization described in NYS Tax Law
section 1116(a)(4), 1116(a)(5), 1116(a)(7), 1116(a)(8), or
1116(a)(9) on Form ST-119.2 (NYS and Local Sales & Use Tax
Application for an Exempt Organization Certificate)
Requirements:
No part of the organization’s net income can benefit private
shareholders or individuals
The organization cannot, as a substantial part of its activities,
attempt to influence legislation
The organization cannot participate, directly or indirectly, in
political campaigns
The organization’s assets must be dedicated to its exempt
purposes
501(c)(3)s need only include Determination Letter
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Requirements cont’d:
Branches and chapters of parent organization must include the
Determination Letter, and a letter from parent organization or a
copy of the parent organization’s directory of subunits
Supporting Documents Required [if not a 501(c)(3)]
Determination Letter
Organizing documents with any amendments
Statement of activities, receipts & expenditures, and assets &
liabilities
• Where to file? NYS Tax Department, Exempt Organizations Unit
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• Who should file?
Exclusively charitable, religious or educational not-for-profits or organizations described in Illinois Administrative Code; Title 86, Sections 130.2004, 2005 and 2007
[501c3 not-for-profit not necessarily qualified]
• Who should NOT file?
Civic and fraternal organizations, such as: American Legions, AmVets, Chambers of Commerce, Elks Clubs, Lions Clubs, Rotary Clubs, Veterans of Foreign Wars, unions and trade organizations
• How to file?
Letter Application for Exemption Identification Number, up to 90 days to process by the Illinois Department of Revenue
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• Supporting DocumentsArticles of Incorporation, or Constitution if unincorporated
Bylaws
IRS Determination Letter, if applicable
Brief narrative and brochures or other printed material explaining the purposes, functions and activities of the organization
Most recent financial statement (not required for religious organizations)
• Renewal: required every 5 years within 3 months of expiration
• Where to file? Local Government Services Bureau,
Illinois Department of Revenue
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• AL: Home address &
SSN of officers
• DC: Qualification &
Basic Business
License
• ME: Copy of
Publications
• MD: Must be in MD
or adjacent state
• UT: Tax-exempt
Organizations &
Vendors enter
into a contract
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• PA: “Anything but” Basic
12-page form & instructions
5 criteria to qualify
43 Questions
Officer compensation
Detailed description
• MD: Must register with SDAT & file annual return
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Streamlined Sales Tax Governing Board
Multistate Tax Commission
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SSUTA-CEO: Streamlined Sales and Use
Tax Agreement – Certificate of Exemption
Uniform Sales Tax Certificate
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Helpful Resources• IRS Links to State Revenue Sites
– http://www.irs.gov/taxpros/article/0,,id=100236,00.html
• Federation of Tax Administrators
– http://www.taxadmin.org/fta/link/default.php?lnk=2
• Multistate Tax Commission
– http://www.mtc.gov/
• Streamlined Sales Tax Governing Board
– http://www.streamlinedsalestax.org/
• The Sales Tax Connection (a top 50 tax blog)
– http://salestax.wordpress.com/
• National Corporate Research
– Forms Library & Filing Guidelines
http://www.nationalcorp.com/ncr/service/show/43
– Corporate Transactions & Compliance Blog
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This presentation is provided for informational purposes only and
should not be relied upon as legal or tax advice. For matters related to
the taxation of specific companies or characterization of nonprofit
status, please seek the advice of competent legal counsel and/or a
CPA professional.
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