Current through Vol. 42, No. 1, September 16, 2024
(a)
Credits, other than for bad debts discussed below, may not be taken on the
sales tax reporting form until or unless a valid letter of credit has been
received from the Commission. The burden of establishing the right to, and the
validity of, a credit or refund is on the vendor or purchaser claiming the
credit or refund.
(b) Credit/refund
requests submitted by a vendor shall include the information set out in
paragraphs (1) though (8) of this subsection (if applicable). The application
for credit may be obtained from the Oklahoma Tax Commission, 300 N. Broadway
Ave, Oklahoma City, OK 73102, or online at www.tax.ok.gov.
(1) A written detailed explanation of why the
credit/refund is due. (Include exemption numbers and/or an explanation on
exempt customers.)
(2) Amended
reports detailing the correct figures that should have been reported. (A
worksheet may be used in lieu of an amended report for each month involving an
extended period.)
(3) Copies or a
list of the sales tax reports on which the sales were originally
reported.
(4) Copies of cancelled
checks used to remit the tax paid.
(5) Copies of the original invoices on which
the tax was originally charged. If the number of invoices exceeds twenty-five
(25), the invoices must be accompanied by an electronic spreadsheet of the
invoices associated with the refund claim that relates back to the tax amount
requested on the application for credit. The required fields should accurately
list the customer name, invoice date, invoice number, description of the items,
the taxable amount, the sales/use tax requested, period the tax was remitted,
permit number the tax was remitted under, and the jurisdiction(s) for which the
tax was paid.
(6) Copies of the
credit invoices or checks showing the tax collected or charged in error has
been refunded to your customer.
(7)
A recap of the credit/refunds by tax type, tax period, and taxing
jurisdiction.
(8) Other
documentation which may be pertinent to the requested
credit/refund.
(c)
Credit/refund requests submitted by a purchaser shall include the information
set out in paragraphs (1) though (5) of this subsection (if applicable). The
application for credit may be obtained from the Oklahoma Tax Commission, 300 N.
Broadway Ave, Oklahoma City, OK 73102, or online at www.tax.ok.gov.
(1) The name, address, telephone number of
the contact person along with the name, address, telephone number and at least
the last four digits of the purchaser's identification number.
(2) A written detailed explanation of why the
credit/refund is due. Such explanation must contain sufficient factual
information about the transaction and reason why the transaction is not subject
to tax. (Include exemption number, if applicable)
(3) Copies of the original invoices included
in the refund request, in chronological order, from the oldest to the most
current. If the number of invoices exceeds twenty-five (25), the invoices must
be accompanied by an electronic spreadsheet of the invoices associated with the
refund claim that relates back to the tax amount requested on the application
for credit. The required fields should accurately list the vendor name, invoice
date, invoice number, description of the items, the taxable amount, the
sales/use tax requested, period the tax was remitted, permit number the tax was
remitted under, and the jurisdiction(s) for which the tax was paid.
(4) Additional documents which support the
refund claim, for example: executed contracts, shipping documents or bills of
lading, or documentation reflecting usage of tangible personal property, if not
evident from the invoice description.
(5) If the amount of the credit/refund
request exceeds $10,000.00, the purchaser must also provide the following:
(A) A statement from each vendor to whom the
purchaser paid the tax setting forth each invoice included in the
claim,
(B) The amount of state,
city and/or county tax collected from the purchaser and reported by the vendor
and the local jurisdiction(s) for which the tax was paid,
(C) The date on which the tax was remitted to
the Tax Commission, and
(D) A
statement that the vendor has not, and will not, refund the tax to the
purchaser.
