New York Sales Tax–continued

Go To Great Panes, Kathryn Maloney ©2010-2012
This post is copyrighted–you do not have permission to repost this content elsewhere but you are welcome to link to it if you’d like to share the information.

This post is a continuation of our “New York Sales Tax” post.

5. Employer Identification Number:

Your business may not be required to get a:

Taxpayer Identification Number (also referred to as TIN),
Employer Identification Number, EIN, or
Federal Taxpayer Identification Number, FTIN.

These all refer to the same thing, I don’t know why it goes by so many names!

You’ll need to check the IRS website to see if you have to get one–there’s a link in our “The IRS Website–Links for Businesses” post. While we didn’t need to get one, we chose to, see the linked post for my reason.

If you have an EIN and you register with NY to collect sales tax, your NY Sales Tax ID Number will be the same as your EIN. Just having an EIN does **NOT** mean you are allowed to collect NY sales tax, you must apply for a “Certificate of Authority to Collect Sales Tax” before you are permitted by the state to collect sales tax. (Links to apply for your NYS Certificate of Authority, EIN and other business info will be posted shortly.)

6. Certificate of Authority:

Having a NY Tax ID means you have a NY State “Certificate of Authority” to collect NY sales tax. (Links to apply: NY Business Info)

Certain business tool, supply & promotional purchases can be made tax exempt when you have NY tax id–see here:

NY State Sales Tax Exemption Forms

7. Collect Sales Tax from Customers, then Remit it to the State

Once you have your NYCertificate of Authority, you collect sales tax from your customers who have packages shipped to New York addresses, and report and pay the sales tax you collect to NYS.

The New York State Department of Taxation & Finance sends you the paperwork once you have been approved to collect sales tax with instructions for collecting from your customers and remitting the money you collect to NYS.

For us, the first year we were required to file quarterly. After the first year, the state assessed our business to be small enough that now we only file once a year. Sales tax is completely separate from your annual state and federal income taxes.

8. You can’t over-charge or under-charge NY sales tax.

I asked the state employees, repeatedly, in hopes of learning it would be ok to so I could either charge a higher rate and refund any overage or I could charge a lower rate and make up the difference out of pocket. The response was always no.

Along that same line, the payment receipt, like the Paypal receipt, must show the accurate amount of sales tax collected:

“You must separately state the total amount of sales tax due on any receipt or invoice that you give to your customer.”

See it on this NYS web page–the last sentence in the paragraph under “Showing the sales tax on the invoice”:

Tax Bulletin ST-860 (TB-ST-860)

Go To Great Panes, Kathryn Maloney ©2010-2012
This post is copyrighted–you do not have permission to repost this content elsewhere but you are welcome to link to it if you’d like to share the information.

2 thoughts on “New York Sales Tax–continued”

  1. I’m from NY too, and have just received my Certificate of Authority to collect tax. But I’m unsure when and how to file quarterly tax. Do they send me letters as to when to file or do I have to automatically do it when the times comes? What form do I need and what information? I didn’t apply for my EIN yet, will it be too late to get it now?


    1. NYS always sent me forms in the mail when I filed quarterly, but now they want us to file online. Since my date hasn’t come yet, I’m not sure what process they are currently using to notify us of sales tax filing due dates, sorry.

      You can always apply for an EIN, I’m not sure if you’ll need to update that info with NYS. (I thought they required you to get an EIN to use as your tax id number…) Your best bet is to give them a call and confirm what you’ll need to do.

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