Sales and Use Tax
Accounting and Financial Reporting
View policy pdf: Sales and Use Tax Policy
The University follows Board of Regents and State of Georgia policy for sales tax collection and reporting. Such policies are outlined in the USG Business Procedures Manual, OCGA Title 48 Chapter 8, and the Georgia Department of Revenue. Links to these policies have been provided under the Related Information section of this policy.
Reason for Policy
The Georgia General Assembly possesses the full and complete power to tax the retail purchase, retail sale, rental, storage, use, and consumption of tangible personal property and the services to the extent prohibited by the Constitutions of the United States and of this state and except to the extent of specific exemptions provided in OCGA Title 48 Chapter 8.
The Accounting department is responsible for ensuring that University units which sell goods and some services to non-tax exempt individuals or organizations collect sales tax and report the collection of such to the Accounting department.
Generally, sales of goods and some services for ultimate consumption to individuals or entities which do not present a Georgia Sales and Use Tax Certificate of Exemption must carry a charge for Georgia State Sales Tax which will be remitted to the Georgia Department of Revenue Sales Tax Unit. Additional taxes such as local option, special option or Marta tax may need to be added and should be determined by the point of delivery of a taxable sales transaction.
University units engaged in the sale of goods and services which are not currently
charging and collecting sales tax should consult the Accounting department for the
procedure to be followed.
OCGA: Official Code of Georgia
Citation or Reference: Accounting Records
Description: This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expenses records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requisition records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts, and invoices.
Retention: Monthly and quarterly reports: 1 year; All other records: 5 years.
What is the deadline for submitting sales tax reports to Accounting?
Sales tax reports are due in the Accounting department by the 10th of the month. If the 10th falls on a weekend or a Monday, then the report is due the Friday before.
Do I need to submit a tax report if I did not collect any taxes?
Yes, we still need a report with an original signature for filing purposes.
What is vendor’s compensation?
Vendor’s compensation is a type of rebate for collecting taxes. The Accounting department transfers vendor’s compensation back to the revenue accounts.
Why do we have a deadline for sales tax that has to be adhered to so strictly?
There are approximately 80 departments that collect sales tax and remit reports to
Accounting. Accounting has to verify, correct, and consolidate all of these individual
reports into one UGA sales tax report for the Georgia Department of Revenue. This
report includes reporting the amount for each tax type for each Georgia county. It
takes the entire time between the Accounting department’s deadline of the 10th of
the month to the Department of Revenue’s deadline of the 18th, 19th, or 20th of the
month (various for each month for EFT deadlines) to compile everything. If the state’s
deadline is missed, the University will be fined and will lose the right to collect
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Associate Vice President for Finance Division
Policy Owner: Accounting
Policy Contact: Director of Accounting
Phone Number: 706-542-6868
Date Issued: 02/27/2023