Doane requires a W-9 completed for all vendors. The blank W-9 is used for new vendors. Some vendors may ask for Doane's W-9, this is normal and should be shared.
Doane University is exempt from sales tax. Doane works to ensures that sales taxes are minimized. Please note that different restrictions apply in each state. The appropriate forms you will need for each state are listed below and attached. If a state is not listed let the business office know. If you need help filling out a form please contact the Business Office for help.
IRS Determination letter: If necessary, provide the letter below explaining our tax-exempt status; it also states that Doane pays all charges to the purchasing card directly. Here is the letter from the IRS explicitaly granting tax exempt status: IRS Determination Letter.
The states which have granted us exemption from sales tax:
Nebraska, Colorado, Connecticut, Florida, Idaho, Illinois, Kansas, Kentucky, Maine, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, New Jersey, New York, North Dakota, Ohio, Pennsylvania, Rhode Island, Tennessee, Texas, Utah, Vermont, Virginia, Wisconsin, Wyoming.
NEBRASKA: In most cases, no forms will be needed, however, vendors can ask for proof of exemption. Form 13 should be the only documentation required to prove our exemption.
COLORADO: No forms are needed. All that is required is the Nebraska Resale or Exempt Sale Certificate (Form 13). FAQ from the Colorado department of Revenue and Form 13: Colorado.
CONNECTICUT: For Property and Services complete: Connecticut sales tax form 119. On form 119 complete parts: Name of Seller, Address, Federal Employer ID #, Check the appropriate boxes, Description, Name of Purchaser (you), Signature, Title, and Date. Form 119 must be provided to the vendor for purchases of property and services, excluding meals and lodging. Form Connecticut sales tax form 112 must be sent and pre-approved by the Connecticut Dept. of Revenue, address is at the bottom of page two. You also need to provide a copy of the completed form to the vendor. Complete parts: Name of Retailer, Check boxes for meals or lodging, Address of Retailer, Dates of event, Describe Purpose or Reason, Column A, B, & C, Questions 1, 2, & 3, Print Name (yours), Title, Signature of Authorized Person, Date, Telephone. Include the IRS determination letter with these forms.
IDAHO: Complete parts: Top boxed area: Seller's Name, Address, City, and State, In the bottom boxed area complete parts: Buyer's Signature (your signature), Buyer's Name (your name), Title, and Date: Form ST-101.
ILLINOIS: Provide a copy of the attached letter issued by the Illinois Department of Revenue showing our tax-exempt number. The sales tax exemption only applies to tangible items, including food and beverage, however it does not include hotels.
KANSAS: Provide a copy of the attached Kansas Tax Exemption Form.
KENTUCKY: Complete parts: Name of Vendor, Address (of vendor), Description of property or services to be purchased, Authorized Signature (as the purchaser you are authorized), Title, and Date. Give to vendor prior to purchase: Kentucky.
MAINE: Complete parts: I HEREBY CERTIFY, Description of Purchases, Authorized Signature (as the purchaser you are authorized), and Date. Give form to vendor prior to purchase: Maine.
MINNESOTA: Only purchases of personal property (no lodging, meals, or car rentals) are exempt from sales tax in Minnesota. Provide a copy of the attached ST-3 issued by the Minnesota Department of Revenue to apply for a tax-exempt purchase. Complete parts: Name of seller, Seller's Address, City, State, Zip Code, Signature of Authorized Purchaser (you), Print Name, Title, and Date.
MISSISSIPPI: Provide a copy of the attached letter issued by the Mississippi Department of Revenue showing our tax-exempt status.
MISSOURI: Provide a copy of the attached letter issued by the Missouri Department of Revenue showing our tax-exempt status.
NEW JERSEY: Complete and provide to the vendor a copy of the "State of New Jersey Sales and Use Tax Exempt Organization Certificate ST-4.
NEW YORK: Complete and provide to the vendor a copy of the "New York State and Local Sales and Use Tax Exempt Organization Certification".
NORTH DAKOTA: Provide to the vendor a copy of the "State of North Dakota Certificate of Exempt Status - Exempt Organization".
OHIO: Complete parts: Vendor's Name, Signature (yours), Title, Date Signed and Vendor's License number, if any: Ohio.
RHODE ISLAND: Provide to the vendor a copy of the "State of Rhode Island Division of Taxation Certificate of Exemption".
TENNESSEE: Provide to the vendor a copy of the IRS determination letter.
TEXAS: Complete parts: Seller, Street address, City, State, ZIP code, Description, Purchaser, Title, and Date. After filled in provide vendor a copy of the completed Texas Sales and Use Tax Exemption Certification.
UTAH: No form is needed in Utah, provide Exemption Number N20467 or Sales Tax License ID: 11810778-002-STC. This should exempt you from many of the taxes incurred while travelling including: Transient Room Tax, Resort Communities Tax, Prepared Food Tax, and Tourism Leasing Tax. If the vendor refuses to give tax exempt status Doane can apply for refunds. To do so the claim must be for more than $100 and the Business Office needs: receipts detailing the charges. Receipts are needed in the business office within 60 days of return.
VERMONT: Complete parts: Seller Section (all), Description, Signature of Buyer or Authorized Agent (you), Title, and Date and provide to the vendor a copy of the exemption form: Vermont. Instructions are included in the Vermont PDF.
VIRGINIA: Complete and provide to the vendor a copy of the "Commonwealth of Virginia Sales and Use Tax Certificate of Exemption".
WISCONSIN: Complete parts: Seller Information (all), Signature of Purchaser (you), Print or Tyep Name (you), Title, and Date: Wisconsin Tax Exempt Form. You may also have to provide a copy of the IRS Determination Letter, ask and ensure you have all documenation ready.
WYOMING: Complete parts: 3.G Name of seller, 3.H Seller's address, City, State, Zip Code, Part 6 Signature of authorized purchaser (you), Print Name, Title, Date: Wyoming Sales Tax Exemption. You may need to provide the IRS Determination Letter as well.
CANADA: All non-residents of Canada can apply for a refund of sales tax paid on lodging. You will need to save all receipts showing the number of nights of lodging and the number of rooms rented. Canada will only accept original receipts when applying for the refund.
STATES WITH NO EXEMPTION GRANTED
If traveling to one of the below sates please contact the business office. We are continuesly working to get tax exemption's in various states.
Alabama, Arizona, Arkansas, California, Georgia, Hawaii, Indiana, Iowa, Louisiana, Maryland, Nevada, New Mexico, Oklahoma, South Carolina, South Dakota, Washington, Washington DC, West Virginia
STATES WITH NO SALES TAX CHARGED
Alaska, Delaware, Montana, New Hampshire, Oregon