diensten

VAT reclamation for EU companies

As from January 1, 2010, the procedure and rules for EU based companies to reclaim VAT paid in the EU have changed. The changes have been implemented in order to simplify and speed up the process of the refund of VAT.

For instance, VAT refund claims can be submitted online through the website portal of the local tax authorities in the country of establishment. Moreover, the tax authorities in the EU Member States have to comply with tight processing times, resulting in the quick payment of reclaims. If the tax authorities exceed the time limits, the EU based company will be automatically entitled to a compensation.

Although the system for submitting VAT refund claims sounds easier, in practice the actual submittal of the refund claims appears to be highly time consuming. Furthermore, the tax authorities in the different EU Member States may ask questions and may require communication in the local language.

In order to obtain the refund of EU VAT swiftly and successfully, knowledge of the procedures and knowing whether or not VAT is reclaimable in the EU Member State of refund is essential. VDFR VAT Management has this knowledge and we keep a close eye on the latest changes in the field of EU VAT. Where required, we assist with arranging new invoices in case the invoices do not meet certain requirements. After having submitted the refund claim, we keep in close contact with the respective tax authorities in order to check the status of the refund request and, where possible, help to speed up the payment of the refund. Should the tax authorities require additional information, we will take care of providing such within the time limits set and in the local language if required.

If you would like us to submit the application for refund of EU VAT for your company, we will be needing the following documents from you:

  • Signed letter of engagement
  • Signed power of attorney
  • Original invoices

VAT reclaim for non-EU based companies

If your company is established outside the EU you may, under certain conditions, reclaim the VAT that has been incurred within the EU. The refund reclaim application of VAT must be submitted on paper. The application must be received by the tax authorities by June 30th of the year following the calendar year in which the VAT has been incurred at the latest (with exception of the UK where the application must be received by the 31st of December). In some countries, for instance France, Switzerland and Spain, you must appoint a local representative in order to reclaim the VAT.

In order to obtain the refund of EU VAT swiftly and successfully, knowledge of the procedures and knowing whether or not VAT is reclaimable in the EU Member State of refund is essential. VDFR VAT Management has this knowledge and we keep a close eye on the latest changes in the field of EU VAT. Where required, we assist with arranging new invoices in case the invoices do not meet certain requirements. After having submitted the refund claim, we keep in close contact with the respective tax authorities in order to check the status of the refund request and speed up the payment of the refund. Should the tax authorities require additional information, we will take care of providing such within the time limits set and in the local language if required.

If you would like us to submit the application for refund of EU VAT for your company, we will be needing the following original documents from you:

  • Signed letter of engagement
  • Signed power of attorney
  • Original invoices
  • Clear description of the nature of your business
  • Abstract from the Chamber of Commerce / Commercial Register
  • The Articles of Organization / Association
  • Proof that your company is registered for tax purposes / proof from a public authority confirming that your company is engaged in the business described

Depending on the EU Member State in which the VAT refund is requested, several documents may have to be translated into the local language or notarized/apostiled.

Fiscal representation for VAT facilities

In the Netherlands, several VAT facilities exist such as to avoid payment of import VAT or apply a zero percent VAT rate for the supply of certain goods. In order for a non-Dutch company to make use of the facilities, a fiscal representative needs to be appointed. The VAT facilities are:

  • Deferment of Dutch import VAT (no actual payment of import VAT)
  • Zero rate the sale of bulk goods and mineral oils within the Netherlands
  • Zero rate the sale of excisable goods within the Netherlands

In case you sell and supply goods to private individuals in the Netherlands and the goods are shipped from other EU Member States (so-called distance sales), appointment of a fiscal representative is obligatory in certain circumstances.

Our sister company VDF Fiscal Representation can act as your general fiscal representative. Your company will have its own direct Dutch VAT identification number, which can be used for all of your transactions in and through the Netherlands. By filing VAT returns connected to this VAT number, Dutch VAT incurred can be easily reclaimed as well.

As general fiscal representative, we will take care of your VAT obligations and make sure that your invoicing procedure is completely in accordance with the European and Dutch requirements.

VAT registrations in and outside the EU

In case your company performs VAT taxable supplies of goods and services in several countries, you may have to register for VAT in those countries. Examples of when your company may have to register in the country of business are:

  • When you provide services regarding real estate in that country
  • When you purchase and sell goods in that country
  • When you maintain stock in that country and supply goods from the stock to local customers
  • When you provide short term leasing services of means of transport
  • When you provide admittance to an event

VDFR VAT Management has many years of experience with VAT registrations in countries in and outside the EU, as well as compliance such as filing VAT returns, EU Sales Listings and Intrastat returns. We provide our compliance services against fixed compatible fees.

VAT scans

A VAT scan can help you control your VAT compliance, manage and streamline your VAT processes and minimize your VAT exposure. It can identify opportunities and potential risks enabling you to optimize your VAT position. We provide you with a report of our findings. If so desired we will be in touch with the fiscal authorities in order to limit the risk of assessments and penalties being imposed.

General VAT advisory services

The current VAT legislation (national and international) is experienced by many as complicated and unclear. Not complying with legal obligations can however lead to substantial financial consequences. VDFR VAT Management can advise in how to structure your business in a way that is compliant with VAT legislation and most efficient for your company. You may want to ask the following questions in order to determine your VAT position:

  • Do we need to register for VAT in another EU member state?
  • Do we have to adjust our method of invoicing due to EU VAT changes 2010 with regard to the place of supply of services?
  • Do our suppliers invoice us according to EU VAT changes 2010 with regard to the place of supply of services?
  • Do we reclaim all foreign VAT?

VDFR VAT Management can address all these questions by means of a clear report. We provide our services against transparent rates, which are agreed in advance.

In-house VAT training

VDFR VAT Management have many years of experience in providing VAT training and VAT lectures. We can give you a VAT trainings customized to the business of your company and the needs of the group of attendees. All attendees receive a booklet with the sheets discussed and additions like practical flow charts and topic specified and relevant memoranda. Should the attendees have questions afterwards, we can act as helpdesk for the topics covered in the training. A VAT training may include the following elements:

  • The place of supply of goods and services
  • The reverse charge mechanism
  • Partial exemption and direct attribution of input VAT
  • The EU invoicing requirements
  • VAT compliance
  • Foreign VAT registrations

This service will be provided at transparent rates, which are agreed in advance.

Reclaim of excise duties levied on fuel in Belgium, France, Spain, Italy and Slovenia

Transport companies can obtain a refund of excise duties levied on diesel oil in Belgium, France, Spain, Italy and Slovenia. The amount that can actually be reclaimed depends on the conditions set in the country of refund. Interested? Please feel free to contact us without obligations. We will inform you in more detail and let you know what amounts can be successfully reclaimed.

HOW WE WORK

Coordination:

VDFR VAT Management can operate as a single coordination point for consultancy, compliance and refund for your VAT matters in and outside the EU.

Transparent quotation:

We provide our services on basis of our hourly fees and actual time spent. We will give you an estimate of our quotation in advance and inform you timely if we expect that our estimated hours need to be adjusted. We apply fixed fees for certain compliance services. With respect to refund claims we can inform you in which time frame the refund will be granted on basis of our experience. We provide our refund claim services of fees agreed in advance, based on actual time spent and hourly fees, rather than on a commission basis.

Integrity:

VDFR VAT Management do not provide any information about her clients to third parties in any way.