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Kay Bell

Guide to Calculating and Charging Sales Tax

Collecting sales taxes can be complicated. Here's the help you need.

By Kay Bell, Owner, SKB Editorial Services

Consumers complain about sales taxes, but they are an even bigger headache for businesses who must calculate and remit these funds on a broad range of products – in some areas services as well – to a dizzying array of government entities. Even if there is no state levy, you may find that cities, counties or special taxing jurisdictions (e.g., lodging, transportation areas) demand you collect and remit sales taxes.

There are three steps you can take to ensure that your business meets its sales tax responsibilities:

  1. Understand general sales tax concepts
  2. Find the specific rules for your state and locality
  3. Turn to a specialty sales tax firm

Action Steps
The best contacts and resources to help you get it done


Get the scoop on sales taxes

Although sales taxes are administered at the state (or lower) level, there are a couple of Internet sites that offer an overview of these taxes.
I recommend: CCH's Business Owner's Toolkit leads the online pack in providing a good discussion of sales taxes and how they affect small business.

Find state-specific sales tax data

Find out what your state or locality demands.
I recommend: CCH provides links to each state's tax department where you can get specifics on rates and filing/payment requirements. If you're looking for regular updates on changes to state sales tax laws, you'll want to regularly visit Vertex's Tax Cybrary and/or sign up for the company's free newsletters for regular email alerts. The Federation of Tax Administrators annually updates its table of state sales tax rates. And tax publisher RIA/Thompson puts out its handy "Guide to Sales and Use Taxes" each year.

Get help collecting and remitting sales taxes

Because sales taxes are continually collected and must be regularly remitted to various jurisdictions, you'll want to at least look into outsourcing the job.
I recommend: The browser-based Sales Tax O Series from Vertex offers a system of tracking, collecting and sending in your various sales taxes. Tax Partners provides a white paper detailing its sales tax services so you can see if it's the right route for you. And CCH, in addition to its editorial outline of sales taxes, also offers companies a sales tax compliance program, with special options for particular industries (e.g., restaurants, manufacturing, etc.).

Tips & Tactics
Helpful advice for making the most of this Guide

  • Take the time find out just what your location's overall sale tax requirements are. The level will help you decide just what methodology you need to employ to meet the rules.
  • Do you sell products online or through a catalog? If so, make sure you know what sales tax laws apply to such sales.
  • If you outsource your sales tax payments, make sure you keep your company's overall tax advisor in the loop so that any effect of such payments is factored into your firm's overall tax filing.

The official source of Calculating and Charging Sales Tax is
the State and Local Tax Resources page at Business.com

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Related Resources

Recommended Solution Providers

AvaTax Connect
State sales tax and use tax calculator for accounting software such as Great Plains, ACCPAC, MAS 90 and MAS

CCH Sales Tax Solutions
Tax rates, lookup tools, hosted and software calculation solutions, and web-based automated returns.

Sabrix
Provider of enterprise tax software and world-class tax research enabling Global 2000 companies to lower the total cost of tax compliance through the centralized management of indirect taxes.

TaxWare
work with companies of all sizes, helping them to correctly calculate and remit sales and use taxes

MIVA Merchant
Software for online stores, including sales tax calculation based on the state where the shopper is located.

BNA Tax Management
Specializes in publishing tax software applications for professionals.

Account & See Invoicing 2.9.8
Trial software for invoicing, pro-formas, estimates and quotations, with sales tax calculations that automatically notify you of due taxes.

Vertex Inc
Offers tax compliance software solutions, including systems running on MultiValue/Pick databases.

Best Sites to Learn More

Sales Tax Institute: Sales Tax News and Tips
Reviews numerous sales tax publications to monitor state activity on various topics related to sales and use tax.

StateTaxCentral.com
Tax topics searchable by state, also includes ask the expert and FAQ.

The Sales Tax - Use Tax Page
News, networking, information, seminars and training on Sales Tax and Use Tax around the country.

Small Business Administration: State Tax Sites
List of state or commonwealth tax/revenue home pages.

Bankrate.com: Ask the Small Biz Adviser
Q&A tax primer for new business.

Best Blogs and Forums

The Sales Tax Guy
A discussion about sales and use tax laws with a special focus on management systems, policies and procedures to assure compliance.

osCommerce: Community Support Forums
Forum on e-commerce laws with many threads on tax collections.

TaxAlmanac: Discussion Forum - Tax Questions
Forum to ask peers about tax-related questions or browse through topics on difficult tax situations.



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Do You Need to Get a Tax Consultant?
Fight Back against the IRS. Get a Taxes Consultant to Help You Today. We'll Help You Beat the IRS & Save Tons. Call Today for a Free Consultation.
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Tax Advisors
Looking for Tax Advisors? Search listings and reviews of providers and specialists in your local area today.
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