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From the 1 Jan 2009, the University is statutorily required to report to HMRC on a calendar quarter basis, (i.e. 31 Mar, 30, Jun, etc.) details of all taxable sales made to customers that are based in the EU other than the UK. This quarterly return is known as the EC Sales List.
EU Taxable sales
Taxable sales are those sales that would attract VAT in the country that the customer belongs which may or may not be the same as a sale that would attract VAT in the UK. An example (as at Nov 2010) would be a supply of research between eligible bodies. Within the UK, this would be treated as exempt, but in Germany, the supply is treated at the German standard rate of VAT. Although, it is not possible for any of us (including the Tax Team) to know what is or is not taxable in each of the EU member states, assume that what is taxable in the UK will also be taxable in the EU. In these circumstances, the Tax Code to use on SAP at the invoice creation stage is A3. Any invoices that are issued to EU based customers that are not considered taxable will be picked up by the Tax Team and not reported. A full list of the member states of the EU is given at Paragraph 11.1 (Composition) of the Universitys VAT Guide at (http://www2.warwick.ac.uk/services/finance/vat/vat_guide/).
The Tax Team through SAP is able to pick up items 1 and 3 fairly easily, but it is not able to pick up the customers VAT Reg. No. unless the information is already contained within SAP. As this is a crucial piece of information to complete the return, SAP will (from the 1 Jan 2009) not allow sales invoices to EU based customers (other than the UK) to be issued unless the customers VAT Reg. No. appears in the VAT Reg. No. field on SAP. This information is to be acquired from the customer by the person creating the invoice. Once received, the No. can be passed onto either the Accounts Receivables team or Tim Lyson-Marshall for SAP to be updated. Once SAP has been updated with the VAT No. the sales invoice creator will then be able to issue the invoice as desired. ---------------------------------------------------------------The following notes are to advise what to do if an EU based customer is not VAT registered; is an individual; the expected format of the customers VAT No. and the evidence that is acceptable for retention.
Please note that this should not be used if the customer's VAT Reg. No. is not available. The Tax Team makes regular and stringent checks on invoices issued to EU based customers and any that do not have a customers VAT No. maybe liable for UK VAT and debited to the relevant departments/faculty accounts. Please refer to the Tax team if you should have any queries.