VAT - Standard Documentation

VAT - Standard Documentation

Overview

In this guide, we will go into detail on what standard documentation needs to be submitted in order for us to successfully proceed with your VAT applications. These documents will need to be provided when registering for VAT in any country however in instances where we are assisting you to obtain VAT in multiple countries, you only need to provide one set of the standard documents, which we will then use across all the applications we need to submit. 

Standard Documentation Required:

1. Director passport
  1. This must be valid, in date and be signed
  2. We must have a copy of the both pages that clearly show a) the page which has been signed and b) the page where your photo and personal information is shown
  3. We must have the passport for any and all directors who have a 33% UBO (ultimate beneficial ownership) 
2. Certificate of Incorporation/Formation (also known as Articles of Organisation)  OR EIN Certificate (for US Sellers)
  1. This is the official document that confirms the legal existence of a company or organisation. It serves as proof that the company has been registered and will typically show the  Company Name/Date of Incorporation/Registration Number, Country of Incorporation and Legal Structure
  2. The term employer identification number (EIN) refers to a unique identifier that is assigned to a business entity so that it can easily be identified by the Internal Revenue Service (IRS). EINs are commonly used by employers for the purpose of reporting taxes. The number is made up of nine digits and is formatted as XX-XXXXXXX. Businesses can apply for EINs directly through the IRS, which usually issues them immediately.
3. Articles of Association
  1. This is another document, usually created within your company, which will set out the internal rules, regulations & governance framework of the company - this will outline the rights & responsibilities of all stake holders and how the business functions on a day-to-day basis  
4. VAT Certificate 
  1. This is a certificate that confirms the VAT Number and country that the business is registered in
5. Director proof of address
  1. We will require 2x different forms of proof of address per director
  2. If the company has more than one director, we will need 2x proof for each separate director, to be submitted 
  3. Documentation accepted as proof of address will include utility bills, mortgage statements, driving license, insurance documents etc. however please be aware that we cannot accept the same form of documentation, for different month periods (I.E. A water bill showing the same information but in different month periods) 
  4. The documentation provided must be dated in the last 6 months. If older documentation is provided, this does have the ability for authorities to reject your applications 
  5. The proof of address required needs to show where the directors reside, this is not relating to the business address
  6. We need 2x proof of address for each different director, that has a 33% UBO
  7. Marriage or Birth Certificates are not accepted proof of address documents 
6. Company Bank Statement
  1. A recent bank statement will need to be provided, which must show a copy of your IBAN, Swift and BIC
  2. The bank statement provided must reflect recent transaction history. If no transaction history is available, it may lead to the rejection of the application. Therefore, we strongly recommend submitting a bank statement for an account where company transaction history is available.
  3. If you are in the US, your bank statements are not likely to include all of the above information, so you will need to contact your bank directly, to obtain a copy of a statement, showing the authorities all of the detail they need to see 
7. Copies of any existing EU VAT Certificates & the last filings 
  1. These will only be available if you are already trading in other EU countries. If you are at the beginning of your expansion journey, these will not be available and do not need to be provided
8. Adding Expandly as an authorised partner on your Amazon Seller Central Account
  1. Documentation cannot be provided for this however we will require you at registration stage, to add Expandly as an authorised partner to your Amazon Seller Central Account
  2. Once your registration is complete, and you have been provided with your VAT number, to ensure VAT compliance, Expandly will be required to file your taxes, based off of report data available within Amazon
  3. Having direct access to Amazon will allow Expandly to obtain and file these reports with no intervention  required and will prevent deadlines from being missed, which would result in nil-filing charges
  4. You can read more information on how to make Expandly an authorised partner, by clicking here 

Things to Note:

  1. All files must be submitted in PDF Format 
  2. Where possible, when sending the files to Expandly, please ensure the file name clearly states what the document is

Need more help? 

If you need more help, no problem. Contact Us and we'll be happy to help. 

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