Do the invoices need to be in the name of the company?
Value Added Tax (VAT) is a consumption tax levied on end consumer goods and services in many countries around the world. Depending on the country, the rate of VAT set by the government can range from 3 up to 25%.
When your company representatives visit for business purposes or exhibits at a trade fair in another country, you in fact purchase a service in that country. VAT is always payable in the country where goods or services are purchased, at the rate applicable in that country. (Rules are different only when your company is based in the EU and imports goods from another EU member country).
Because VAT rates are high, in Europe averaging 20% and in some countries reaching 25% and foreign businesses, registered for tax purposes in the their home country (for U.S. companies – IRS) can frequently recover the paid VAT. U.S. companies that are eligible for VAT refunds are currently reclaiming only a fraction of the billions they pay in European VAT.
Up to 4 times per annum - no more than one claim per three-month period, and claims must not cover the period over one year. In some countries it is allowed to submit the application once a year.
In most countries claims for any calendar year must be filed with the tax authorities by June 30 of the following year. For the UK, claims for the period of July 1st through June 30th must be filed by December 31 of the latter year. The deadline for a submission to Japan is based on your company’s fiscal year and a pre-registration process must precede the date of the expense. However, to process and file your claims in a due and proper manner we require that all relevant documents reach us by two months prior the above deadlines.
Most foreign business entities, having tax registration in their home countries, will qualify for a refund. However, the VAT refund rules vary from country to country and therefore we encourage you to contact us to verify your company’s eligibility for VAT refund.
The stipulated by EU tax authorities terms of VAT refund is 6 months. However, certain countries process the claims faster, while others take more time.
In certain cases your company may be eligible to be VAT registered in country where the VAT expenses are incurred. If your company fails to pass the registration VAT won't be refunded. For more details please visit our service or contact us.
In most countries - no, but with the exception of Canada, where only copies are acceptable. In other countries only the originals are accepted, which will be returned to you after the procedure.
VAT refund requirements are complex bodies of law, often differing greatly from country to country. Company Express Group, having a thorough knowledge of the relevant country’s requirements, can take you through the complicated VAT claim process and help you avoid many of the pitfalls (e.g., incorrectly prepared or missing documents) that, each year, result in the rejection of claims. As an illustration of this, VAT refund applications and related correspondence must be prepared in the primary language of the country to which the application is being made, and invoices/related documents must be carefully scrutinized before being selected for submission.
Just send us your ORIGINAL foreign invoices/receipts – and we will take care of everything needed to proceed with the claim.
Company Express Group fills the necessary application form on your behalf, ensuring that non-eligible items are not included in the refund claim. Claims that include non-eligible items are often either rejected or delayed by the government. Do not hesitate to contact us for additional details.
In some countries – yes. In some countries the invoice may be issued in the employee’s name, then a letter detailing the employees has to be sent with the invoices.
