The Quickbooks User'S Guide To Sales and Use Tax: How This Guide May Help You

The QuickBooks Users
Guide to Sales and Use Tax

INTRODUCTION
For years, tax-free online shopping brought customers to the web in droves. Brickand-mortar retailers cried foul, claiming an unfair price advantage by online sellers
offering prices free of sales tax. Small to medium businesses have been caught in the
middle: attempting to navigate changing sales tax requirements while facing increased
scrutiny under these new rules.
Sales tax compliance is becoming a thorny issue. State and local governments are
rapidly revising tax laws to increase revenue, while Congress is considering granting
states the authority to make remote sellers charge sales tax.
This Definitive Guide lays out sales and use tax basics, as well as commonly
misunderstood elements of sales tax compliance, to provide you a one-stop reference
for all things sales and use tax related. The last two sections include a state-by-state
summary of sales tax rules and regulations and a glossary of terms.
How this guide may help you

If you collect sales tax from customers in one or more taxing jurisdictions, this guide
is for you. Covering everything from sales tax challenges to use tax statutes, this paper
provides a detailed primer on sales and use tax compliance.
This guide is divided into six main sections:

1. Overview of the sales and use tax landscape. Who owes it? Who collects it?
2. Discussion of the complexities in sales and use tax laws. Who is exempt?
3. Information about complying with sales and use tax. What steps can a
company take?
4. General sales tax rules by state.
5. Glossary of relevant terms.
6. Additional resources.
p. 1/26 The QuickBooks Users Guide to Sales and Use Tax Avalara 2016
What this guide will not provide

Although we hope youll find it helpful, this guide does not present any legal or tax
advice. A white paper is definitely no substitute for an expert opinion tailored to your
specific situation. For that, please consult your tax advisor.
Did you know?

Many states have passed laws
requiring remote sellers (sellers
based in one state selling into
another) to collect sales tax if
they receive a certain number of
referrals from in-state affiliates.
Congress recently introduced the
Marketplace Fairness Act of 2013. If
enacted, this law would authorize
states to require almost all remote
sellers to collect sales tax as
long as the states meet certain
simplification requirements. This
will please states that have worked
at lightning speed to implement
remote seller sales tax rules.
USE TAX LANDSCAPE

Sales tax defined
Sales tax is a transactional tax that is imposed on the privilege of transacting business
in a particular state and/or local jurisdiction, based on the product or service being
sold. As a general rule, the sale of tangible personal property (TPP) is taxable unless
specifically exempted by statute, or through the receipt of a valid exemption certificate.
By contrast, services are generally exempt unless specifically identified as taxable by
statute. Exceptions are the two true gross receipt states, Hawaii and New Mexico. In
these two states, the tax is imposed on the seller, with few exceptions.
45 states, including the District of Columbia, impose some form of sales and use tax.
These transactional taxes are called by various names including Sales Tax, Transaction
Privilege Tax, Gross Receipts Tax, General Excise Tax, Retailers Occupation Tax, Gross
Retail Tax, and/or Consumer Sales Tax. The five states that do not impose general sales
and use taxes are Alaska, Delaware, Montana, New Hampshire and Oregon. Although
Alaska does not impose a state sales tax, many local jurisdictions there impose a local
sales tax.
A recent Census Bureau report1 indicates that sales tax comprises 31% of taxes that
states collect, second only to income tax. Nationwide, sales taxes collected in 2011
totaled approximately $234 billion, an increase of 5.4% from 2010.
Sales tax versus use tax. How are they different?

States that impose a sales tax impose a corresponding use tax based on the storage,
consumption or use of the tangible personal property or taxable service. A use tax
comes in one of two forms: either a sellers use (collected by the seller) or consumers
use (self-assessed and reported by the purchaser). When the seller does not collect a
sales tax, a consumers use tax is due. Generally speaking, whether a taxable transaction is subject to sales tax or use tax depends on whether the seller has nexus in the
ship-to state. The following are examples of transactions that result in a tax:
The following graphics illustrate the transactions that result in a tax(though if the
Marketplace Fairness Act of 2013 passes, remote seller requirements could change):
EXAMPLE 1:
Transaction resulting in sales tax

A Items purchased in WA.
B Seller ships from WA.
Shipped to the customer in WA.

Therefore, the seller charges sales tax.
EXAMPLE 2:
Transaction resulting in sellers use tax

A

B Seller ships from Utah, but
has nexus in WA.
Therefore, the seller has sellers
use tax obligation.
B
EXAMPLE 3:
Transaction resulting in consumer use tax

B Seller ships from California, but
does not have nexus in WA.
Therefore, the customer has
consumer use tax obligation.
B
Common misperceptions about sales tax

1. My company only has nexus in one state.
Definitions of nexus between states are often so incongruous and confusing,
many businesses remain in the dark about their collection obligations outside
of jurisdictions in which theyre physically located. By failing to comprehend
the nuances of sales tax requirements, merchants can unknowingly increase
their risk of audit. As rules requiring out-of-state companies to collect sales tax
are considered at both the state and federal level, the path to compliance
gets even steeper.
Did you know?

Companies that sell products in
many states are finding that the
best way to manage sales and use
tax is to implement solutions that
automate as much of the process
as possible, from calculation
to returns filing. Many of these
products integrate seamlessly
within existing accounting and
ecommerce systems.
2. We only use one sales tax rate for all of the states into which we sell.
The reality is that sales and use tax is a moving target. Recent legislation
and proposals at the federal level are indicative of more sales tax obligations
across more business and services types. This moving target could make it even
harder for companies to accurately collect and remit taxes to avoid audits
and penalties.
3. Weve been managing sales tax this way for years. If it aint broke, dont fix it.
With the high number of annual sales and use tax related changes, it is no
wonder businesses have a difficult time keeping up. Tracking rates, managing
exemption certificates, and filing returns manually tap limited company
resources in an era of slim margins and higher audit rates. Sellers risk potential
tax exposure and future liability under an audit if they dont collect tax correctly.
Nexus: Why it may not be enough to determine tax liability

Nexus means a connection or tie. It is a legal term that denotes a businesss presence
in a state or local jurisdiction for tax collection purposes. Nexus exists if a business
connection with a state is substantial enough to allow the state to require tax
collection. This connection could include a physical location (store, office or warehouse), company property, sales personnel or representatives, or any other business
activity that extends beyond the use of a common carrier or the U.S. Postal Service2.
The Supreme Court decision, Quill vs. North Dakota, guides the current significant
physical presence definition of nexus. Although states are not allowed to enact nexus
legislation in conflict with federal regulations, they are allowed to define nexus until
such time as federal legislation passes.
Somebody has to pay

As a general rule, once nexus exists, the seller inherits a legal obligation to collect
tax on all taxable transactions and remit any tax due to the applicable taxing
authorities (e.g., Department of Revenue, Tax Commission, State Board of Equalization or Department of Taxation). If the seller has no nexus in a taxable state, the full
responsibility of remitting any tax becomes the responsibility of the purchaser
(i.e., consumers use tax).
States are broadening definitions of nexus in an effort to capture more tax on sales.
California and Illinois, for example, have determined that online affiliates create a
physical presence, and therefore nexus. If your neighbor publishes a blog with affiliate
links to Amazon products, he is considered an Amazon seller. This activity creates nexus
in his state for Amazon. To avoid creating nexus, Amazon, Overstock and the like fought
states and even broke affiliate relationships in order to avoid collecting sales tax.
Self-assessment of tax
When sales tax is not due, the purchaser has the obligation to self-assess the tax.
Self-assessing the tax means reporting to the appropriate taxing jurisdiction any
taxable purchases made during a certain reporting period and remitting the
associated tax. Many states have added a line on personal income tax returns for
the purpose of reporting tax-free purchases.
If a seller has nexus in a state, they will not be released from the liability of collecting
the sales or sellers use tax, even though the purchaser may have self-assessed the
tax on the purchase. The burden of proof falls on the seller and they have the
responsibility of proving that the state received the appropriate revenue. With few
exceptions, the purchaser is not released from the ultimate liability of the tax if the
seller fails to collect and remit the tax due to the state. Both the seller and the
purchaser can and will be assessed the tax due, if an auditor discover improperly
filed or under-reported taxes.
Self-administered and Home Rule jurisdictions

Home Rule states are those that allow local jurisdictions to impose their own sales
and use taxes. The following are Home Rule states:

Alaska
Alabama
Arizona
Colorado
Idaho
Louisiana
Taxing jurisdictions (city, county, et. al.) within these states can self-administer taxes
and impose their own taxability rules. Sales tax administration costs in these
jurisdictions are so high, some businesses have chosen to take their chances with
an audit, rather than comply with these rules. This risky strategy can involve costs
that soar even higher if the auditor sees discrepancies.
Sourcing
The term sourcing describes the location used to calculate tax rates, boundaries, and
jurisdictions. Destination-based sourcing ties the rate charged to the delivery location
of the product or service. Origin-based sourcing refers to the location of the business
that provides the taxable item. In the case of brick-and-mortar stores, the sales tax rate
is based on the store location.
Did you know?

While searching for the perfect
pumpkin for Halloween in Iowa, be
sure the pumpkin patch knows that
youre going to use the pumpkin
for making pies rather than for
decoration; it will save you 7% sales
tax.
For retailers shipping across taxing jurisdictions, whether online or via catalog, sourcing rules come into play more frequently. Such companies must be aware of tax rules
and apply these rules for both calculating and remitting the correct tax. Only a handful of states have origin-based sourcing rules, where products that are shipped to the
customer are taxed based on the location of the business itself.
The following are states that tax sales at their origin3:

Arizona
California
Illinois
Mississippi
Missouri
New Mexico
Pennsylvania
Texas
Utah
Virginia
Conclusion
To stay compliant with ever-changing rules, rates, and boundaries, savvy companies
understand the key components of transactional tax management.
Sales and Use Tax Complexities

Determining accurate taxability encompasses layer upon layer of complexity. From
determining and tracking jurisdictions, rates, and transaction types to surviving an
audit, its a burdensome, increasingly costly chore that promises to get more difficult.
1. Determining the taxability of products and services

Each state, and in some cases each local jurisdiction (see Home Rule definition),
establishes its own unique taxability rules for purposes of generating sales and use
tax revenue. Shortfalls in state revenues motivate todays legislators to find ways to
pass laws that will expand their existing taxable base.
Lacking tax expertise and without a sophisticated tax decision-making system,
companies can find it difficult to properly calculate rates for all taxable transactions.
Sellers need to know whats taxable in each applicable taxing jurisdiction to prevent
tax exposure and future liability under audit. Moreover, they need to know whats not
taxable, to avoid overcharging tax and potentially becoming named as a defendant in
a class-action lawsuit. The more a company can automate tax collection and payment
systematically, the more it can reduce tax exposure.
2. Multiple taxing jurisdictions and tax rates

There are over 12,000 taxing jurisdictions in the U.S., with localities increasing tax rates
on a regular basis. Without an automated sales/use tax system in place, it is almost
impossible for a company to administer sales/use tax collection and comply with
reporting requirements in a multi-state environment.
3. Application of state-by-state exemptions

Many states offer special exemptions for manufacturing, industrial, farming, promotional materials, pollution control, capital improvements, warehousing, call centers,
food, and various services.
Most of these exemptions have limitations and restrictions that are difficult to interpret
correctly. One example is the manufacturing exemption. Some of the limitations
include only exempting machinery and equipment that expands a companys
capacities or operation, while excluding replacement due to wear and tear. Other states
limit the exemption to the actual process in which an item changes from one form to
another. Throughout the U.S., there are dozens of variations of qualifying exemptions.
As a result, companies erroneously overpay thousands of dollars in sales and use tax.
4. Bundled transactions
Bundled transactions are packaged sales that include both taxable and non-taxable
items or services that are sold as a single unit. This type of transaction creates difficulty
with system and law interpretation.
5. Digital Goods
Digital goods are typically things like podcasts, music, video files, or e-books that are
delivered electronically, but states often define these goods only vaguely, if at all.
Sellers of digital goods face an uphill battle when determining if and when to charge
sales tax. A number of states have determined that businesses selling digital goods
such as MP3s, ebooks, and movies should charge sales tax. Other states allow these
sales to remain sales tax-free (though technically consumers still need to pay
consumer use tax).
Even if you get a handle on which states tax digital goods, you still need to know what
counts as a digital good in those states. In other words, how do states define digital
goods? The 22 states (such as Indiana, Kentucky, and New Jersey) that have signed on
to the national effort to streamline sales tax laws define digital goods as electronically
delivered movies, ebooks, and music.
States not currently part of the streamline agreement often use a different approach.
Connecticut includes ring tones and software under the digital goods category. Illinois
counts newspapers, magazines, books and music downloaded electronically as digital
goods. Other states such as California, Colorado, and Arkansas, dont define digital
goods whatsoever.
6. Drop shipmentsthe Bermuda Triangle
rie
As shown in the illustration below, third-party drop shipments are the Bermuda
Triangle of sales and use tax. These transactions involve at least three separate parties
and two separate sales. It gets more complicated when each party is in a different state.
The following diagram shows a typical third-party drop shipment transaction.
W
dr ho
op le
sh sale
ip r
s t or
o co
cu m
st m
om o
n
er ca
r
WHOLESALER/
MANUFACTURER
CUSTOMER
rd
e
rs
fro
Who Collects
Sales Tax?
Places customer order
re
t
ai
le
RETAILER
7. Exemption certificate documentation

Generally, all purchases of tangible personal property are presumed to be taxable.
Unless there is a specific statutory exemption or a receipt of a properly prepared
and executed exemption certificate, the sale is subject to tax. Exemption certificate
documentation can come in many forms and applies to all purchases. Each state
establishes its own laws related to exemption documentation. In most cases, the seller
is required to obtain exemption certificate documentation on or before the date of
sale, in order to be released from the liability of the tax. Some states have all-in-one
exemption certificates that cover all available reasons for exemption treatment, and
others have specific exemption documentation for each available reason. The most
widely used exemption certificate is the MTC (Multi-state Tax Commission) form.
Example of exemption certificate records include:

Resale certificates
List of exempt customers
Direct pay permits
MTC form
Manufacturing/Industrial exemption certificates
Records of capital improvement
Border state exemption certificates
Temporary storage records
8. Which groups are always exempt?

In all cases, a sale to the federal government (or one of its agencies) is exempt from
state taxation. Other exempt customers include state and local governments and
agencies, charitable or non-profit organization such as churches, hospitals, or schools,
and relief organizations, resellers, foreign diplomats, and Native Americans.
9. Audits
Each taxing state and local jurisdiction has an audit division responsible for ensuring
that the governing jurisdiction receives the tax revenue that is due.
Who is likely to be audited?

Each licensed businesses is a potential audit candidate. In addition, all unlicensed
sellers that have nexus in a state or local jurisdiction can be audit candidates. Even
though its difficult to audit unlicensed out-of-state sellers, the possibility for audit
exists, and any tax deficiency, penalty and interest associated with non-compliance
can be sufficient to crippleif not bankrupta business.
What do auditors review?

Auditors review both sales and purchase transactions during a given reporting period,
based on the statute of limitations (usually between 3 and 4 years). In most cases, an
auditor will use a sampling methodology (block, random, or statistical) to review sales
and non-capitalized purchases. They will generally review 100% of all fixed asset purchases. Because the auditors time is limited, an audit usually focuses on areas that
will generate the greatest amount of error, tax deficiency, and recovered tax revenue.
The scope of the audit is usually determined by initial selective sampling. If a taxpayer
does not maintain sufficient records, or if reports and records are not easily audited, the
auditor has the authority to conduct the audit in any way they deem necessary.
Who must provide proof? How are disagreements resolved?

Once the auditor identifies a deficiency, the burden of proof that the assessed tax is
not due shifts to the taxpayer. If the taxpayer does not agree with the assessment
issued, there are certain appeal rights that range from an informal hearing to the U.S.
Supreme Court. Most disagreements are resolved in an informal hearing phase. All
audit assessments are legally binding bills that are enforceable.
Internet Tax Freedom Act

In October 1998, then-President Clinton signed into law the Internet Tax Freedom Act
(ITFA). The Act imposed a three-year moratorium on any taxes on Internet access and
multiple and discriminatory taxes on electronic commerce. The act provided an
exception for state and local jurisdictions that were already taxing access charges.
With a name like the Internet Tax Freedom Act, you can imagine the confusion that
ensued. ITFA does not give consumers freedom from taxes on purchases made online.
If a seller has nexus (through a store, sales staff, inventory, and so on) and is already
collecting tax in a particular state, the seller must continue to collect sales and use
tax on all taxable sales regardless of the channel of sales. The act was designed to
prevent a taxing jurisdiction from imposing tax collection duties on a seller if the only
channel of sale is through the Internet. In November 2014, Internet Tax Freedom Act
was extended through September 2015. As some lawmakers attempt to link the ITFA
with Internet sales tax, debates about both rage on.
Streamlined Sales Tax

The Streamlined Sales Tax Project (SSTP), www.streamlinedsalestax.org, is an effort
among state governments and private industry to create uniformity in administering
sales and use tax compliance and reporting. The goal is to simplify sales and use tax
collection and administration for retailers and governing jurisdictions, thus improving
compliance and encouraging remote sellers to collect tax. Through the efforts of SSTP,
costs and administrative burdens on retailers that collect tax in multiple states can be
significantly reduced. SSTP levels the playing field so that physical stores and remote
sellers follow the same rules. The original agreement was adopted in November 2002.
The key simplification measures include:

Did you know?
When you think of Utah, adult
entertainment typically doesnt
come to mind. In an effort to close
the budget gap, Utah enacted a 10%
sales tax on certain adult services.
Before getting inked in Arkansas,
make sure you budget for the 6%
tax on tattoo and body piercing
services.
Uniform definitions within tax law

Rate simplification
State level tax administration
Uniform sourcing rules
Simplified exemption administration
Uniform audit procedures
State funding of systems
States partner with private suppliers of services, like Avalara, to certify the accuracy
of their software. By using a Certified Service Provider (CSP), businesses are immune
from audit liability for the sales processed through the CSP software. In addition,
states will pay the cost of service for any business that voluntarily becomes a
taxpayer in an SST state. Avalara is one of six CSPs.
The Streamlined Sales and Use Tax Agreement (SSUTA) distinguishes between sellers
that are obligated to register voluntarily and those that are not. If a seller voluntarily
registers to become a taxpayer through the SSTP they will not be charged a registration fee, they may be able to file returns less frequently, and they can complete their
registration online and not be required to provide additional information required of
non-volunteer taxpayers. All sellers that register through the SST system are eligible
for amnesty regardless of their voluntary status.
COMPLYING WITH SALES AND

USE TAX
Compliance is comprised of four main areas:
1. Registration and collection.
2. Return preparation and filing.
3. Exemption certificate management.
4. Audit management.
All companies, regardless of their size, will be required to address items 1 3 at some
point during the business lifecycle. Once nexus has been decided and registration with
the jurisdiction is complete, the company must collect taxes. This includes assigning
taxability and tax to products or services, and instituting a collection process. Point-ofsale retailers have a fairly simple tax collection task: programming cash registers to
apply and capture the tax on the correct items at the time of sale. Wholesalers and
manufacturers have few issues with tax collection, but have a larger concern with
managing exemption certificates. Companies that sell directly to end users in multiple
states and that have nexus in multiple states have the greatest challenge related
to taxation.
Preparing and filing returns

Prepayments
The preparation and filing of returns is one of the most time-sensitive aspects of the tax
management process. Companies should meticulously maintain a calendar of critical
due dates to file and pay returns in a timely manner.
To improve cash flow, many states have imposed prepayment requirements on larger
taxpayers. Some states, like Illinois, inform taxpayers what their monthly prepayment
should be, whereas others, such as Florida, provide multiple ways to calculate the
prepayment amount:
60% of average tax liability for prior calendar year.
60% of tax due for the same month prior year.
60% of current month liability.
Who Is Required to Make Prepayments?

Taxpayers that remit large amounts of tax to a jurisdiction may be required to make
prepayments.
There are three types of prepayments:
1. Prepayments included with current return the following states require
companies to include any prepayments with their current return:
Alabama
Georgia
North Carolina
Florida
Kansas
Ohio
2. Prepayments made separately from returns the following states require

prepayments to be made separately from returns:
Illinois
Missouri
Oklahoma
Texas
Minnesota
New York
Pennsylvania
3. Prepayments considered deposits against total sales tax obligations

the following states consider prepayments deposits against total taxes owed:
California
New York
Iowa
New Jersey
As you can see, types of prepayments vary by state. Once a taxpayer meets the
minimum threshold amount owed, states will typically notify the taxpayer of their
prepayment requirement via mail. However, taxpayers are required to monitor their
activity in each state and not rely on the state to inform them when a prepayment
requirement has been met.
How are prepayments calculated?

Just as the threshold for making prepayments varies by state, so do prepayment
calculations.
Many states offer multiple calculation methods, including those listed below:
Florida60% of the current month liability, or 60% of tax due for the same month
prior year.
Minnesota90% of June liability.
New York90% of actual liability for the first 22 days of the month, or 75% of 1/3 of
liability for the same quarter prior year.
Pennsylvania50% of the gross tax reported for the same month, prior year.
When are prepayments due and how are they paid?

Some prepayments are made on the monthly sales tax return along with tax due for
the month, while others are made separate from the returns themselves. For instance,
taxpayers required to make prepayments in Georgia and Florida will report tax due for
the month and both make the prepayment and claim credit for the prior month
prepayment. Illinois requires taxpayers meeting the prepayment threshold to make
four separate prepayments each month: 7th, 15th, 22nd and 29th.
Timely filing
To compensate companies for collecting and reporting tax, many jurisdictions allow
for a timely filing discount. Unfortunately, few states apply this calculation universally. For example, Florida allows a timely filing discount of 2.5% on the first $1,200 of
tax reported, not to exceed $30. Illinois calculates the timely filing discount at 1.75% of
sales tax due.
Filing of returns and tax payments must be completed using the method the jurisdiction mandates. As technology has improved, many states have begun requiring taxpayers to file returns and pay taxes electronically. Some states accept credit cards for
payment of tax. A companys tax department must monitor tax payments and know
when they have met electronic filing, electronic payment, and prepayment thresholds. Although states send notices to taxpayers informing them of changes in filing
and payment requirements, companies are required to make the mandated changes
regardless of whether they have received notification.
Tax preparation and filing do not end when a return is mailed or payment is made.
Jurisdictions send notices when they believe a return has not been filed incorrectly,
late, or not at all. The taxpayer is responsible for reviewing and responding to notices
in a timely fashion. Notices that remain unresolved can result in tax levies on the
company bank account, or tax liens placed on the company and/or their corporate
officers.
Managing exemption certificates

Every sale should be considered taxable until proven exempt. One of the most important tasks for a companys tax department is obtaining a properly prepared exemption
certificate. The tax department should review exemption certificates for accuracy and
completeness as soon as they are received.
The onus is on the seller to:
Verify validity of certificates.
Generate reports summarizing status and location of certificates.
Whether or not a licensed seller collects the tax, they bear the liability of the tax.
Otherwise clean audits can end up with negative findings, should the seller not be
able to document and justify granting a customer an exemption. Without a system
to automatically monitor and manage exemption certificates, many companies
needlessly expose themselves to significant audit risk.
Managing an audit
Entire books have been written about tax audits and how to coordinate and control
them. A companys tax department is likely to be most concerned with the following
four aspects:
1. Schedulingevery audit should be scheduled in advance with the auditor.
2. Record presentationearly in the audit process, agree with the auditor on which
records and documents will be reviewed, how the data for the audit will be tested
and projected, and any other special needs the auditor may have.
Did you know?
3. Review of findingsreview and discuss with the auditor items the auditor identifies.
If you buy a Coca Cola in a glass or

cup in Chicago youll pay a 9% tax,
but if you buy it in a bottle or can
you only pay 3%.
If you like blueberries and want
to buy them in the great state of
Maine, youll pay an additional
0.75% per pound tax. The tax is used
toward advertising and research for
blueberries.
4. Appeals and remediesreview and monitor a timeline of dates and deadlines to

preserve protest and appeal rights.
Internal audits
Typically, independent departments responsible for ensuring compliance with
financial and accounting policies perform internal audits. Because the sales tax
function is typically a pass-through (dollars collected equal dollars remitted), the
sales tax department is often on the periphery of an internal audit analysis. Within
the tax department there should be a continuous self-audit to ensure that data is
being captured and processed correctly, and tax procedures, including remittance, are
being followed in all departments, including Accounts Payable, Purchasing,
Marketing, and Sales.
Part of the audit function should include reviewing and reconciling sales tax general
ledger accounts regularly, especially when the return preparation and filing is outsourced. By reviewing and reconciling the general ledger, it should be quite easy to
identify when taxes have been paid incorrectly.
.
Small to mid-sized companies typically do not have staff with sales tax expertise, which
can put them at risk for noncompliance. Regardless of company size, reconciling the
sales tax general ledger accounts will help ensure proper payment of taxes collected.
Tax planning
A companys tax department should actively participate in business decisions such as
where to establish new operations. All too often, the tax implications of such decisions
are discovered after the fact, with a direct impact on profits.
Legislative review
Legislation constantly changes. A tax department should review pending laws and
their potential impact on the company, products, and services it sells.
Sales tax practices

by state
This list is not exhaustive, and is subject to
change. We encourage you to research the current
standards and exceptions for states in which you
do business.
Alabama
Many cities and counties in Alabama administer their own
laws, tax rates, collection and audits, or they contract out to
third parties such as Revenue Discovery Systems and Sales
Tax Auditing and Collection Services.
Taxability rules (for example, whether food sales are taxed)
may differ between state and local jurisdictions.
Services are generally non-taxable.
Manufacturing and farming machinery/equipment exemptions are available but may be subject to limitations and
restrictions.
Location-based reporting is required at the local level.
Prepayment requirements may exist.
Separate returns are required for sales, sellers use,
consumers use and rental tax.
Alaska
Alaska has no state sales tax but there are numerous local
jurisdictions that do impose sales tax.
Each local jurisdiction establishes its own taxability rules.
Arizona
Special tax rates may apply for certain types of transactions
such as lodging, tourism, and dining.
Many cities in Arizona self-administer their own laws (Home
Rule), tax rates, collection and audits.
Food is exempt from state sales tax.
Many services are subject to sales and use tax.
Manufacturing and farming machinery/equipment
exemptions are available but may be subject to limitations

and restrictions.
Location-based reporting is required at the local level.
Annual prepayment requirements may exist.
Arkansas
Tax is imposed on the sellers gross receipts.
and restrictions.
Timely filing discount is only available for sales
tax reported.
Food is subject to a lower tax rate, except food purchased in
restaurants.
California
Partial exemption rules exist for certain types of transactions (e.g., agricultural and manufacturing).
Bundled transaction rules may exist.
A gift exemption may exist.
Special software taxability rules may exist (electronic transfer vs. tangible personal property).
Food items, except hot foods and food to be eaten in-store,
are exempt from state sales tax.
Many organizations that are usually exempt (e.g., state and
local government, certain charitable/non-profit
organizations) are subject to sales and use tax.
Location-based reporting may be required.
Modified origin sourcing rules may be in effect.
Colorado
The taxable event takes place at the ship-to location or
place of consumption.
Many local jurisdictions in Colorado self-administer their
own laws, tax rates, collection and audits. Taxability rules
(for example, whether food sales are taxed) may differ
between the state and local jurisdictions.

and restrictions.
Food items, except hot foods and food to be eaten in-store,
are exempt from state sales tax.
Many cities impose a Property
Improvement Fund (PIF) surcharge that is reported separately from sales tax. These funds are typically applied in
retail mall locations.
Certain fees, like the PIF, must be included in the taxable
base.
Location-based reporting is required at both the state and
local levels.
Connecticut
such as lodging, tourism, or dining.
Manufacturing and farming
machinery/equipment exemptions are available but may be
subject to limitations and restrictions.
Bundled (taxable and non-taxable items sold together as a
single unit) transaction exemption rules apply.
Certain food items are taxed; others are not.
Clothes are exempt from state sales tax with limitations/
restrictions.
Non-prescription medicine is generally treated
as non-taxable.
Delaware
There is no state or local sales tax in Delaware, but the state
does impose a gross receipts tax on most sellers of goods
and services.

Non-prescription medicine is
generally treated as non-taxable.
Florida
restrictions.
Location-based reporting is required.
Georgia
The taxable event takes place at the ship-to location or
place of consumption.
Taxability rules (for example, whether food sales are taxed)
may differ between the state and local jurisdictions.
Some services are subject to sales and use tax.
restrictions.
High tech companies may be exempt from sales tax on
certain computer equipment.
Qualified agriculture producers receive a sales tax exemption on agricultural equipment and production inputs.
District of Columbia
Many services are subject to sales and use tax
Hawaii
Hawaii is a gross receipt state, and tax is always imposed
on the gross receipts of the seller.

such as lodging, tourism, or eating establishments.
Any tax collected from customers is included in the taxable
base (essentially a tax on a tax).
Transportation services are generally not subject to tax but
most other services are taxable.
In additional to monthly, quarterly, and semi-annual returns,
Hawaii requires an annual recap return to be filed.
Idaho
Special tax rates may apply to certain types of transactions
and restrictions.
Illinois
Reduced tax rates apply to food and medical supplies.
Most services are non-taxable.
and restrictions.
Sales shipped to Illinois from outside of the state are taxed
at the sellers use tax rate, regardless of whether or not the
company has a physical location in Illinois.
Iowa
and restrictions.
Kansas
The taxable event takes place either at the ship-from
location or where the order is placed.
exemptions are available but may be subject to
limitations and restrictions.
Kentucky
Services are generally exempt from sales and use tax.
Louisiana
Indiana
Services are generally exempt from sales and use tax.
and restrictions.
All Parishes (including cities) in Louisiana administer their

own laws, tax rates, collection and audits.
Taxability rules (for example, whether food is taxed) may
differ between the state and parishes.
Farming machinery/equipment exemptions are available
but may be subject to limitations.

Limited exemptions exist for resale certificates
(credit structure).
Maine
and restrictions.
Bundled (taxable and non-taxable items sold together
as a single unit) transaction exemption rules apply.
Certain food items are taxed;
others are not.
Maryland
and restrictions.
Non-prescription medicine is generally treated as nontaxable.
Massachusetts
such as lodging, tourism, or eating establishment
and restrictions.
Clothes are exempt from sales tax but limitations or
restrictions apply.
Michigan
such as lodging, tourism, and eating establishments. Some

services are subject to sales and use tax.
and restrictions.
Bundled (taxable and non-taxable items sold together as
a single unit) transaction exemption rules apply.
Minnesota
such as lodging, tourism, and eating establishments.
There are a few cities (Duluth, for example) that administer
their own sales tax laws, collection and audits.
and restrictions.
Clothes are exempt from state sales tax but limitation and
restrictions apply.
Non-prescription medicine is generally treated as
non-taxable.
Mississippi
and restrictions.
All food items, including groceries, are taxed at the same
rate as other goods.
Missouri
Reduced tax rates apply to food.

and restrictions.
Montana
Montana does not have a statewide sales tax, but touristheavy cities sometimes impose local sales taxes.
Lodging and car rentals may incur additional local sales
taxes in some cities.
Nebraska
but may be subject to limitations and restrictions.
Nevada
and restrictions.
New Hampshire
New Hampshire does not have a general sales and use tax.
Prepared meals, motor vehicle rentals, lodging stays of less
than 185 days, telecommunications sales, and real estate
sales incur state sales and use tax at varying rates.
New Jersey

and restrictions.
Non-prescription medicine is generally treated as nontaxable.
Capital improvement exemptions are available.
Returns must be filed electronically.
New Mexico

Tax is imposed on the sellers gross receipts.

Grocery food items are exempt from sales tax.
Most services are subject to sales and use tax.
Partial manufacturing exemptions are available but may be
New York
such aslodging, tourism, or eating establishments.
and restrictions.
Clothes are exempt from state sales tax but limitations and
restrictions apply.
non-taxable.
Capital improvement exemptions are available.
North Carolina
Taxability rules (for example, whether food is taxed) may
differ between the state and local jurisdictions.

machinery/equipment may qualify for a reduced tax rate
treatment.
Manufacturing machinery tax is required to be filed on a
separate form from sales and use tax
North Dakota
Ohio
restrictions.
Exemptions exist for warehouse/distribution center machinery and equipment.
Call center (direct sales) equipment exemptions are available.
Oklahoma
and restrictions.
Oregon
Oregon has no general statewide sales tax, but some
municipalities impose local sales and use taxes.
The state collects some excise taxes on specific items such
as lodging, tobacco, and alcohol.
Pennsylvania
and restrictions.
Clothes are exempt from state sales tax but limitation and
restrictions apply.Non-prescription medicine is generally
treated as non-taxable.
Prepayment requirements may apply.
Returns must be filed electronically.
Rhode Island
and restrictions.
Clothes are exempt but limitations and restrictions apply.
non-taxable.
South Carolina
Manufacturing and farming machinery/equipment may

qualify for a reduced tax rate treatment.
There is a reduced tax rate on food
for those 85 years of age and over.
Food is untaxed, except ready-to-eat food.
South Dakota
Services are generally subject to sales and use tax.

but maybe subject to limitations and restrictions.
Tennessee
There are reduced tax rates on food.
A multi-tier tax rate (single-article tax) is imposed based on
maximum dollar amounts in local jurisdictions.
machinery/equipment exemptions are available but may
be subject to limitations and restrictions.
Texas
Modified origin rules apply to sourcing.
exemptions are available but may be subject to
limitations and restrictions.
Modified bundled (taxable and non-taxable items sold
together as a single unit) transaction exemption rules apply.
Non-prescription medicine is generally treated
as non-taxable.
Prepayments are optional; however, taxpayers that make
prepayments that meet specific rules are allowed
additional discounts.
Utah
Most food items are eligible for a reduced tax rate.
and restrictions.
Vermont
and restrictions.
Clothes are exempt from state sales tax but limitations
and restrictions apply.
non-taxable.
Virginia
There is a reduced tax rate for food.
and restrictions.
non-taxable.
Washington
Manufacturing machinery/equipment exemptions are
available but may be subject to limitations and restrictions.

West Virginia
and restrictions.
Food items are tax exempt, except ready-to-eat food and
restaurant meals.
Wisconsin

and restrictions.
Food items are tax exempt, except ready-to-eat food, and
soft others are not.
Wyoming
Food is exempt from sales tax, except ready-to-eat and
restaurant meals.
but may be subject to limitations and restrictions.
ADDITIONAL RESOURCES
Access state-specific tax information and rates here:
http://www.taxrates.com/.
Get Started.
To learn more about pricing,
view online demonstrations,
or chat about AvaTaxs
capabilities, visit:
www.avalara.com
or call
877.780.4848 today.
If its information on sales and use tax you need, we have it here:
http://www.avalara.com/resources
Avalara simplifies tax collection with a web-based solution.
Learn more: http://www.avalara.com/cloudsalestax
END NOTES
State Government Tax Collections Summary Report: 2011, U.S. Census Bureau
Defined by Supreme Court Decision: Quill vs. North Dakota, May 1992.
California and Texas are considered modified-origin states, where state, county,
and city taxes are based on the origin of the sale, while district taxes are based on the
destination of the sale.
About Avalara
A privately held company, Avalara was founded by a team of tax and software industry veterans to fulfill a vision of delivering an affordable, scalable sales tax solution. Thus making what was not economically feasible in the past for mid-sized business not only affordable, but more accurate as well all with the latest and
most innovative technology available. From Bainbridge Island, close to Seattle, Avalaras knowledgeable staff works tirelessly to help customers put the hassles of
sales tax compliance out of mind. Avalaras mission is to transform the tax process for customers by creating cost-effective state-of-the-art solutions. The company
does so through integrated on-demand, Web-based software services that provide transparent transactions, accurate tax compliance, painless administration and
effortless reporting.
p. 23/26 The QuickBooks Users Guide to Sales and Use Tax Avalara 2016 REV 071015
Glossary
ACH Credit: An electronic transfer of
funds whereby the taxpayer initiates
a transaction and pushes funds to the
tax jurisdictions bank. Payment is not
deposited in the jurisdictions bank
account immediately but may be
required to process overnight.
ACH Debit: An electronic transfer of
funds whereby the taxpayer provides
banking information to the jurisdiction
and the tax jurisdiction pulls funds from
the taxpayer.
Amnesty: A special program offered
by a taxing authority to allow taxpayers that have tax deficiencies to report
taxes due without incurring penalties. In
some cases, interest charges are abated
either in full or in part. As a general rule,
amnesty periods are short and maintain
strict requirements for participation.
Block Sampling: A sampling methodology used by a state auditor to estimate
the level of non-compliance without
having to review every transaction
during the entire audit period. Typically,
a block can be a period of time such as
a week or a month, or it could be related
to specific account numbers or vendors.
Based on a block sample, an auditor can
extrapolate error rates.
Consumer Use Tax: Tax due from a
consumer on the purchase of a taxable
product or service in which a sales tax
was not imposed. There are a number
of reasons why a vendor may not charge
sales or sellers use tax on an invoice: (1)
not licensed to collect, (2) no nexus in
the ship-to state, (3) exempt by statute,
(4) receipt of an exemption certificate, or
(5) purchase order indicates non-taxable.
In most cases, if a seller cant provide
justification for not collecting the tax

from the customer, the state will assess
the seller for the tax due.
purchasers name, address, exemption

number, and effective date, and must
include an authorized signature.
EFT (Electronic Funds Transfer): Many

states require the electronic transfer
of sales and use tax revenues, either
because a certain taxpayer reaches a
minimum threshold as a tax-collecting
agent or as a convenience to the state.
Home Rule Jurisdiction: A taxing

jurisdiction that imposes taxability
rules differently from the state. Only
self-administered jurisdictions can be
considered Home Rule. Not all selfadministered jurisdictions are Home
Rule (such as those in Alabama and
Idaho).
Error Rate: A calculated percentage of

error. Error rate calculations are generally
associated with sales and use tax audits
in which the auditor projects the percentage of error based on a sample. An error
rate is generally calculated by dividing
the total errors found in a sample by the
total sales in the sample period.
Exempt Customer: A buyer that is
exempt from the imposition of sales and
use tax. Examples include federal government, state and local governments,
resellers, charitable organizations, and
others. With the exception of the federal
government, entities that qualify as
exempt vary from state to state.
Exemption Certificate: A paper certificate that provides verification that a customer is exempt from taxation. There are
several types of exemption certificates
available such as resale certificates,
exempt organization certificates, direct
pay permits, foreign diplomat exemption certificates, and Native American
membership cards. Generally speaking,
in order for a transaction to be exempt
from sales and use tax, the exempt
customer must provide a copy of the
exemption certificate to the seller prior
to, or at the time of, the sale. In most
cases, the exemption certificate must
contain relevant information such as the
Institute for Professionals in Taxation

(IPT): A professional tax organization
based in Washington, D.C. Members
range from individuals and small
businesses to fortune 500 enterprises.
Established in 1976, the IPT is an educational association that seeks to establish
standards and uniformity in tax
administration requirements.
Item Taxability: The taxable status of
a particular item or product that is sold.
The statutes of each applicable taxing
jurisdiction determine the taxability of
products and services.
Multi-State Sales and Use Tax
Exemption Certificate: An exemption
certificate that can be used for multiple
states under a single document. The
advantage of using this document is
that a company doesnt have to prepare
separate exemption certificate documentation for every applicable state.
This document has restrictions and
limitations. Not all states recognize it as
valid, and most accepting states limit its
use for purposes of resale only.
Nexus: A legal term that denotes a connection between a business and a state
or locality for tax collection purposes.
Based on the Supreme Court Ruling in

the Quill vs. North Dakota, nexus exists
if a business connection with a state is
substantial enough to allow the state
to impose tax collection responsibility.
This connection may include a physical
location (store, office or warehouse),
company property, sales personnel or
representatives, or any other business
activity that extends beyond the use of a
common carrier or the U.S. Postal Service.
Non-Taxable: Generally indicates that
a particular product or service is not
subject to tax as determined by statute,
regulation, private letter ruling or court
case.
Occasional Sales: Many states have an
occasional sales provision specifying
transactions that are occasional in
nature are exempt from sales tax. An
example of such a transaction is a liquidation sale of furniture by a computer
hardware manufacturer. The company is
not normally in the business of selling
furniture, but has used furniture to sell
each time it upgrades office furniture.
Prepayment of Sales Tax: Prepayments
are referred to in a number of ways:
Estimated Tax, PrompTax (NY), Accelerated Payments, quarter-monthly Payments. Prepayments are sales tax paid
in advance as required by state or local
laws. As a general rule, prepayments
are required when a taxpayer reaches a
certain annual threshold of taxes paid
for a given period of time. Examples of
prepayment thresholds:
Californiaaverage tax liability exceeding $17,000 per month.
Minnesotafiscal year (July June)
tax liability exceeding $120,000.
New Yorktax liability for June 1
May 31 exceeds $500,00.
Pennsylvaniaactual tax liability in
the third quarter of the preceding

calendar year in excess of $25,000.
Texasoptional.
Private Letter Ruling: A legal opinion
that is provided by a taxing authority
based on a request from a taxpayer.
Such rulings are useful and highly recommended if the taxpayer is unclear
about the taxability of an item, or if the
state statutes and regulations dont
adequately address the item in question. Generally speaking, Private Letter
Rulings are binding and will support a
taxpayers position under audit.
Real Property: Land or building. Also
included in the definition of real property is tangible personal property (e.g.,
carpet) that becomes a component part
of a building or structure. The taxation
of real property transactions differs from
state-to-state. Since real property transactions generally involve the incorporation of tangible personal property, the
taxation issue primarily centers on who
is deemed to be the consumer with respect to the tangible personal property.
Regulation: Administrative policies and
interpretations established by taxing
authorities relative to the statutes (laws)
that state and local lawmakers have
passed.
Reserve Account: An account that
allows a company to reserve funds for
potential sale and use tax liabilities
that may be assessed during future sales
and use tax audits. Reserve accounts are
advantageous when errors or deficiencies are discovered during an audit
cycle, or when there are known systemic
problems that are preventing a taxpayer
from fully complying with the law on a
month-to-month basis.
Retailer: The party that sells a product

or service to the final consumer. The
retailer bears the responsibility for the
collection and remittance of any sales
and use tax that is due. Taxing authorities will hold retailers accountable for
any deficiencies that are found during an
audit, and will assess the retailer including penalties for non-compliance.
Sales Tax: A transactional tax that is
imposed on the sale of tangible personal
property and certain types of services.
Generally speaking, a sales tax transaction occurs when the buyer and seller
are located in the same state and the
products or services are consumed in
the same state where they were sold.
45 states and the District of Columbia
impose a general sales tax. The five
states that have no sales tax are Alaska,
Delaware, Montana, New Hampshire
and Oregon. Local jurisdictions within a
state may impose a local sales tax. Most
local sales taxes are administered and
collected by the state, and thereafter
allocated to local jurisdictions.
Sales Tax Holidays: During these designated periods of time, a state temporarily suspends the imposition of sales and/
or use tax. This can include a limited
list of normally taxable items (e.g., food
and clothing) or all normally taxable
items. The suspension period usually last
between 1 and 7 days.
Sales Tax Liability Account: General ledger account. This is the liability account
that is used to account for the sales
tax or sellers use tax that is charged to
customers.
Self-Assessment: Self-assessment is
required because in most cases the pur-
chaser is ultimately responsible for the

tax on the transaction. If a seller doesnt
impose tax, it is usually because they are
not licensed to collect tax in the shipto state (they dont have nexus), the
ship-to state does not impose a sales
tax, or the seller views the transaction as
non-taxable.
Self-Administered: A local tax jurisdiction that has chosen to administer sales
tax collection itself.
Sellers Use Tax: A transactional tax
similar to a sales tax that is imposed on
the sale of tangible personal property
and certain types of services. Generally
speaking, a sellers use tax is due when
a sales tax isnt imposed because the
seller and buyer are located in different
states, and the consumption of the sold
products or services takes place in the
state in which the buyer is located.
Services: Services come in many forms
and varieties (for example, consulting or
other professional services, repair of tangible personal property (TPP) repair of
real property, and installation of tangible personal property.). The taxability of
services depends on a variety of factors
such as type of service being performed,
state in which the service is being performed or allocated, whether the service
is being performed in conjunction with
the sale of TPP.
State Policy Statements or Bulletins:
Official policy provided by a taxing
authority to help taxpayers understand
the states position on a certain tax
issue. In many cases, these bulletins are
generated because of a recent court case
ruling or a change in state law.
Statutes: Laws that have been passed
by state and local lawmakers.
Statute of Limitations: A period of time

in which a state has to assess additional
tax, penalties and interest for noncompliance. For most states, the statute
is three years from the time the tax was
due or when the return was filed, whichever comes first. A taxing authority for
assessment purposes can void a statute
of limitation period if fraud or evasion is
determined.
Statute of Limitations Waiver: A binding agreement that extends the statute
of limitations period. An auditor will
often request a waiver from a company
so that they dont forfeit time during
the early portion of an audit period. The
need to request a waiver from a taxpayer
is generally a result of time delays in obtaining necessary data from taxpayers,
or dealing with unexpected problems.
Tangible Personal Property (TPP): Property that is tangible in nature and not
considered real property. Under normal
sales and use tax law, all tangible personal property is subject to tax, unless
proven otherwise through state statute,
regulation, private letter ruling, court
case, or other.
Tax Commission: An agency of a state
government similar to a Department
of Revenue that has the administrative
responsibility of collecting and auditing
of sales and use tax revenues.
Third-Party Drop Ship: A transaction
where the purchaser is not the final
consumer. An example of this would be
where X (seller) who is located in California sells to Y (buyer) who is located in
Nevada, but ships the purchased product
to Z (third-party) who is located in Utah.
The sales and use tax implication of this
type of transaction is related to who

bears the responsibility for the collection
of tax under this type of sale.
True Object Test: A test aimed at determining the real intent or purpose
of the purchase of a product or service.
This is useful in deciding whether or not
a particular product or service is taxable.
A true object test might be employed
when you have a food item that is packaged in a colorful tin container.
Wholesaler: A party that sells to a
retailer. The sale to a wholesaler and
the sale from the wholesaler are usually
exempt from tax, providing a properly
prepared resale certificate is obtained in
lieu of the tax.
Wire Transfer: An electronic transfer of
funds from the taxpayers bank to the
tax jurisdiction. Wire transfers deposit
funds immediately into the jurisdictions
bank account.

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The QuickBooks Users

Guide to Sales and Use Tax

How this guide may help you

This guide is divided into six main sections:

What this guide will not provide

Did you know?

USE TAX LANDSCAPE

Sales tax versus use tax. How are they different?

Transaction resulting in sales tax

B Seller ships from WA.

Shipped to the customer in WA.

Transaction resulting in sellers use tax

A Items purchased in WA.

Transaction resulting in consumer use tax

A Items purchased in WA.

Common misperceptions about sales tax

Did you know?

Nexus: Why it may not be enough to determine tax liability

Somebody has to pay

Self-administered and Home Rule jurisdictions

Did you know?

Sales and Use Tax Complexities

1. Determining the taxability of products and services

2. Multiple taxing jurisdictions and tax rates

3. Application of state-by-state exemptions

6. Drop shipmentsthe Bermuda Triangle

7. Exemption certificate documentation

Example of exemption certificate records include:

8. Which groups are always exempt?

Who is likely to be audited?

What do auditors review?

Who must provide proof? How are disagreements resolved?

Internet Tax Freedom Act

Streamlined Sales Tax

The key simplification measures include:

Uniform definitions within tax law

COMPLYING WITH SALES AND

Preparing and filing returns

Who Is Required to Make Prepayments?

2. Prepayments made separately from returns the following states require

3. Prepayments considered deposits against total sales tax obligations

How are prepayments calculated?

When are prepayments due and how are they paid?

Managing exemption certificates

Did you know?

If you buy a Coca Cola in a glass or

4. Appeals and remediesreview and monitor a timeline of dates and deadlines to

Sales tax practices

exemptions are available but may be subject to limitations

Many services are subject to sales and use tax.

Food is exempt from state sales tax.

Special tax rates may apply for certain types of transactions

Certain food items are taxed; others are not.

All Parishes (including cities) in Louisiana administer their

single unit) transaction exemption rules apply.

such as lodging, tourism, and eating establishments. Some

Services are generally non-taxable.

such as lodging, tourism, or eating establishments.