How to Complete a Tax Exemption Certificate Using Avalara CertExpress

Bookvault uses Avalara CertExpress to manage tax exemption certificates for customers who qualify for an exemption from US tax.

The process you should follow depends on whether you already have a resale certificate for the relevant state.

If you already have a resale certificate

If you already have a valid resale certificate for a state:

1. Open the relevant state within CertExpress.
2. Upload your existing resale certificate for that state.
3. Repeat this for each state where you need to provide a certificate.

Certificates are handled individually for each state within CertExpress.

If you don't already have a certificate

For Hawaii, Illinois, Maryland, Florida and Virginia, Bookvault recommends using the CertExpress wizard.

The wizard is quick to complete, but you'll need to have already registered as a reseller in the relevant state and have a registration number to provide.

If you haven't registered, check the relevant state's website for information on how to register before completing the certificate.

Using the Streamlined Sales Tax form

For the other applicable states, you can use the CertExpress wizard if you prefer.

However, as these states are part of the Streamlined Sales Tax (SST) scheme, it may be easier to complete the SST exemption form once and use it for all relevant states.

You can download the form from the Streamlined Sales Tax website.

Streamlined Sales Tax exemption forms

Once completed, upload the same form separately for each relevant state within CertExpress.

What information should I enter on my certificate?

When completing your certificate, make sure the information you provide is accurate.

Supplier/Seller/Vendor Name

Where requested, enter:

COPYTECH (UK) LIMITED (T/A PRINTONDEMAND-WORLDWIDE.COM)

This may already be pre-filled when using the CertExpress wizard.

Buyer/Purchaser

Enter your own details accurately as the Buyer/Purchaser.

Description of business and purchases

Complete all description fields with specific information relating to your company's activities and purchases.

For Bookvault customers, this would generally relate to books or publishing, where appropriate.

Reason for exemption

If you're claiming an exemption because you're purchasing books for resale, select Resale as your reason for exemption.

If you're claiming an exemption for another reason, such as being a charity or state contractor, select the appropriate option instead.

Which tax registration number should I use?

Not every state requires you to be registered within that particular state.

Some states may accept a tax registration number from another state or even an overseas tax number.

Requirements vary, so check the rules for the relevant state or speak to your accountant or tax adviser if you're unsure which registration number is acceptable.

Do I need to sign the certificate?

Where required, make sure your certificate includes both a signature and date.

The signature can be:

• Handwritten
• Digital
• Stamped

The SST certificate doesn't require a signature when it has been completed digitally.

What if Avalara has contacted me about my certificate?

If Avalara has contacted you because your certificate is missing, invalid, incomplete or approaching expiry, follow the instructions in their message and update the certificate through CertExpress.

For more information, see:

Why Has Avalara Contacted Me About My Resale Certificate?