Obtaining a VAT Receipt

Because IBM Club Warwick is VAT registered, we have the potential to reclaim VAT on purchases that we make. In order to realise that potential, when obtaining tickets, goods or services on behalf of IBM Club Warwick, a VAT receipt should be requested at the time of payment. If you are satisfied that the tickets, goods or services are not liable to VAT, or that the supplier is exempt from VAT, then a non-VAT receipt will be satisfactory. NB Ticket agencies such as the NEC may give a VAT receipt for their booking fee only. The balance of the VAT amount will then have to be accounted for on a VAT receipt from another supplier.

If a VAT receipt is not forthcoming, or has not arrived by the time you are closing the accounts for an event, the following steps should be followed:

• Verify with the supplier the address of the party or parties responsible for issuing VAT receipts. If the supplier is unable or unwilling to supply you with this information, treat them as the party responsible for issuing a VAT receipt.
• Prepare a suitably adjusted copy of our standard VAT request letter using one of the templates (OpenOffice/Symphony or Lotus WordPro), addressing it to the party responsible for issuing a VAT receipt. Print TWO copies.
• Send one copy of the letter to the party responsible for issuing a VAT receipt.
• Give the other copy of the letter along with the relevant receipts to the treasurer for submission to the auditors with the annual accounts.
• If and when a VAT receipt arrives, supply it to the treasurer for submission to the auditors with the annual accounts.

Note: the template letters above are given context by referring to Notice 700/21 - Keeping VAT records.

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