Doane requires a W-9 completed for all vendors. The blank W-9 is used for new vendors. Some vendors may ask for Doane's W-9, this is normal and should be shared.
Doane University is exempt from sales tax. Doane works to ensures that sales taxes are minimized. Please note that different restrictions apply in each state. The appropriate forms you will need for each state are listed below and attached. If a state is not listed let the business office know. If you need help filling out a form please contact the Business Office for help.
IRS Determination letter: If necessary, provide the letter below explaining our tax-exempt status; it also states that Doane pays all charges to the purchasing card directly. Here is the letter from the IRS explicitaly granting tax exempt status: IRS Determination Letter.
The states which have granted us exemption from sales tax:
Nebraska, Colorado, Connecticut, Florida, Idaho, Illinois, Kansas, Kentucky, Maine, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, New Jersey, New York, North Dakota, Ohio, Pennsylvania, Rhode Island, Tennessee, Texas, Utah, Vermont, Virginia, Wisconsin, Wyoming.
NEBRASKA: In most cases, no forms will be needed, however, vendors can ask for proof of exemption. Form 13 should be the only documentation required to prove our exemption.
COLORADO: No forms are needed. See the attached FYI from Colorado showing that tax-exempt organizations from out of state need only provide their tax-exempt number from that state.
CONNECTICUT: Form Cert-119 must be provided to the vendor for purchases of property and services, excluding meals and lodging. Form Cert-112 must be pre-approved by the Connecticut Dept. of Revenue and provided to the vendor for purchases of meals and lodging. Prior to traveling fill out the remaining blanks on the forms and mail, fax, or email to the department of revenue in Connecticut. Include the IRS determination letter with these forms.
IDAHO: Complete the seller's portion at the top of attached form Form ST-101. You will also need to fill in the bottom of the form and sign. Provide completed form with seller.
ILLINOIS: Provide a copy of the attached letter issued by the Illinois Department of Revenue showing our tax-exempt number.
KANSAS: Provide a copy of the attached Kansas Tax Exemption Form.
KENTUCKY: Complete and provide to the vendor a copy of the "Out-of-State Exemption Certificate" - Form 51A127.
MAINE: Complete and provide to the vendor a copy of the "Maine Revenue Services Permanent Exemption Certificate" - Form ST-2.
MINNESOTA: Only purchases of personal property (no lodging, meals, or car rentals) are exempt from sales tax in Minnesota. Provide a copy of the attached ST-3 issued by the Minnesota Department of Revenue to apply for a tax-exempt purchase. Complete the seller portion stating who you are purchasinng from and the botom portion with name, signature, title, and date.
MISSISSIPPI: Provide a copy of the attached letter issued by the Mississippi Department of Revenue showing our tax-exempt status.
MISSOURI: Provide a copy of the attached letter issued by the Missouri Department of Revenue showing our tax-exempt status.
NEW JERSEY: Complete and provide to the vendor a copy of the "State of New Jersey Sales and Use Tax Exempt Organization Certificate ST-4.
NEW YORK: Complete and provide to the vendor a copy of the "New York State and Local Sales and Use Tax Exempt Organization Certification".
NORTH DAKOTA: Provide to the vendor a copy of the "State of North Dakota Certificate of Exempt Status - Exempt Organization".
OHIO: Complete and provide to the vendor a copy of the "State of Ohio Department of Taxation Sales and Use Tax Blanket Exemption Certificate".
RHODE ISLAND: Provide to the vendor a copy of the "State of Rhode Island Division of Taxation Certificate of Exemption".
TENNESSEE: Complete and provide to the vendor a copy of the IRS determination letter.
TEXAS: Complete and provide to the vendor a copy of the "Texas Sales and Use Tax Exemption Certification".
UTAH: If the vendor will sign the attached "Sales Tax Exemption Contract", you will not be charged sales tax. If the vendor will not sign the contract (for whatever reason), please ask for a receipt showing the sales tax charged and we can apply for a refund.
VERMONT: Complete and provide to the vendor a copy of the "State of Vermont Resale and Exempt Organization Certificate of Exemption". Instructions for Use of Resale Certificate of Exemption (S3).
VIRGINIA: Complete and provide to the vendor a copy of the "Commonwealth of Virginia Sales and Use Tax Certificate of Exemption".
WISCONSIN: Complete and provide to the vendor a copy of the "Wisconsin Sales and Use Tax Exemption Certificate".
CANADA: All non-residents of Canada can apply for a refund of sales tax paid on lodging. You will need to save all receipts showing the number of nights of lodging and the number of rooms rented. Canada will only accept original receipts when applying for the refund.
STATES WITH NO EXEMPTION GRANTED
If traveling to one of the below sates please contact the business office. We are continuesly working to get tax exemption's in various states.
Alabama, Arizona, Arkansas, California, Georgia, Hawaii, Indiana, Iowa, Louisiana, Maryland, Nevada, New Mexico, Oklahoma, South Carolina, South Dakota, Washington, Washington DC, West Virginia
STATES WITH NO SALES TAX CHARGED
Alaska, Delaware, Montana, New Hampshire, Oregon