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The Louisiana R 1376 form serves as an essential tool for employees of government entities, enabling them to claim exemption from state sales taxes on hotel lodging charges incurred while conducting official business. This form is specifically designed for use by individuals employed by the United States government, the State of Louisiana, and its political subdivisions. By filling out the R 1376, an employee can document their eligibility for tax exemption, ensuring that their lodging expenses, which are reimbursable by their employer, are exempt from state sales tax. The form requires detailed information, including the name and title of the employee, their government employer, and the hotel where the lodging occurred. It also specifies the dates of the employee's stay, emphasizing that the lodging was necessary for official duties. Importantly, while the form allows for tax exemption on room occupancy charges, it does not cover other taxable purchases, such as meals or parking fees. Additionally, the form must be accompanied by travel orders when signed solely by the employee, reinforcing the need for proper documentation. Hotels accepting this form must retain it, along with any supporting travel orders, to substantiate the tax exemption. This process not only aids in compliance but also streamlines the reimbursement process for government employees.
Louisiana R 1376 Example
State of Louisiana
Department of Revenue
Certificate of Governmental Exemption from the Payment of Hotel Lodging Taxes
for use by employees of the government of the United States and the State of Louisiana
and its political subdivisions in documenting eligibility for exemption from payment of state sales
taxes on hotel lodging charges that are directly reimbursable by their government employers
This certifies that _____________________________________________________________________
Name and title of employee
is an employee of ____________________________________________________________________
Name of government employer
whose address and telephone number are ________________________________________________
|
Street |
( |
) |
________________________________________ _______________________________________ |
|
City, State, ZIP |
Telephone |
and that the lodging charges incurred by the employee at the |
_________________________________ |
|
Name of hotel |
during the period _____________________________________________________________________
Dates of employee’s stay
are necessitated by the employee’s conduct of the official business of this government agency. The employee’s lodging expenses are required to be accounted for to his government agency employer and are reimbursable by the employer to the employee in the actual amount incurred. This government agency, therefore, claims exemption from the payment of lodging taxes on the charges for the occupancy of the employee’s hotel room.
____________________________________________________ |
_____________________________________________________ |
_______________________ |
Name and title of employee |
Signature |
Date |
____________________________________________________ |
_____________________________________________________ |
_______________________ |
Name and title of other employee representative |
Signature |
Date |
This form is usable only in documenting eligibility for exemption from the payment of state sales tax on charges for room occupancy. The state sales tax must be paid on other taxable purchases from the hotel, including meals, laundry, dry cleaning, and vehicle parking. When this form bears the signature of only the employee, the form must be accompanied by a copy of the employee’s written travel orders, in which the government employer directs a stay at the specific hotel accepting the form, or alternatively, at any hotel within a narrowly defined geographic area. The hotel must retain this certificate and a photocopy of the travel orders to document the exemption. This form is not valid to document exemption from the payment of local room occupancy taxes.
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Documents used along the form
The Louisiana R-1376 form is essential for government employees seeking exemption from hotel lodging taxes when traveling for official business. However, there are several other forms and documents that often accompany it to ensure compliance and proper documentation. Below are a few key documents that may be used alongside the R-1376 form.
- Travel Orders: This document outlines the official travel itinerary for the employee. It specifies the purpose of the trip, the destination, and the dates of travel. Travel orders must be provided to validate the exemption claim when submitting the R-1376 form.
- Hotel Invoice: The hotel invoice provides a detailed account of the charges incurred during the employee's stay. It must include the dates of occupancy and the total amount charged. This invoice is necessary for the hotel to retain as part of the exemption documentation.
- Motorcycle Bill of Sale: This document serves as a formal record of the sale between the buyer and seller, detailing the motorcycle's specifics and the transaction. For more information, visit legalpdf.org.
- Reimbursement Form: This form is used by the employee to request reimbursement from their government employer for lodging expenses. It typically requires the employee to detail the costs incurred and may need to be submitted along with the R-1376 form and supporting documents.
- Proof of Employment: A letter or document verifying the employee's status with the government agency may be required. This helps establish that the individual is indeed a government employee eligible for the tax exemption.
Using these documents in conjunction with the Louisiana R-1376 form can streamline the process of obtaining tax exemptions on hotel lodging charges. Proper documentation not only ensures compliance with state regulations but also facilitates smoother reimbursement for employees. Always check for specific requirements that may vary by agency or hotel to ensure all necessary paperwork is in order.
Key takeaways
Filling out the Louisiana R 1376 form correctly is essential for government employees seeking exemption from hotel lodging taxes. Here are some key takeaways to keep in mind:
- Eligibility: This form is specifically for employees of the U.S. government, the State of Louisiana, and its political subdivisions.
- Purpose: It certifies that lodging charges incurred during official business are exempt from state sales tax.
- Reimbursement: The lodging expenses must be reimbursable by the government employer to the employee.
- Hotel Information: Include the name of the hotel where the employee stayed, along with the dates of the stay.
- Travel Orders: If only the employee signs the form, attach a copy of their written travel orders.
- Documentation: The hotel must keep this certificate and a photocopy of the travel orders for their records.
- Other Charges: State sales tax must still be paid on other taxable purchases made at the hotel, such as meals and parking.
- Local Taxes: This form does not exempt employees from local room occupancy taxes.
- Signatures: Both the employee and an authorized representative from the government agency must sign the form.
By following these guidelines, employees can ensure they are properly documenting their eligibility for tax exemption and complying with state regulations.