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Uniform Sales and Use Tax Certificate

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WAV UNIFORM SALES & USE TAX CERTIFICATE – MULTIJURISDICTION

Please complete page one of this form and return via fax to: 630-818-4450

The below-listed states have indicated that this form of certificate is acceptable, subject to notes on the subsequent pages. The issuer and the recipient have the responsibility of determining the proper use of this certificate under applicable laws in each state, as these may change from time to time.

Issued to Seller:

Address:

Account Number
(For Office Use Only)

I certify that:

Name of Firm:

DBA Name:

Is engaged as a registered: (Required -- Please check all that apply)

Street Address:

(Required)

City, State, & Zip:

(Required)

and is registered with the below listed states and cities within which your firm would deliver purchases to us and that any such purchases are for wholesale, resale, ingredients, or components of a new product or service to be resold, leased, or rented in the normal course of business. We are in the business of wholesaling, retailing, manufacturing, leasing (renting) the following:

Description of business (Required):

General description of tangible property or taxable services to be purchased from the seller: Computer hardware, software, and/or related items

You are required to complete the following for the state you are located in unless it is not listed or a state specific form is required as outlined below.

State State Registration, Seller’s Permit, or ID Number of Purchaser State State Registration, Seller’s Permit, or ID Number of Purchaser State State Registration, Seller’s Permit, or ID Number of Purchaser
AlabamaLouisianaOhio
ArizonaMaineOklahoma
ArkansasMarylandPennsylvania
CaliforniaMassachusettsRhode Island
ColoradoMichiganSouth Carolina
ConnecticutMinnesotaSouth Dakota
Dist. of ColumbiaMississippiTennessee
FloridaMissouriTexas
GeorgiaNebraskaUtah
HawaiiNevadaVermont
IdahoNew JerseyVirginia
IllinoisNew MexicoWashington
IndianaNew YorkWest Virginia
IowaNorth CarolinaWisconsin
KansasNorth DakotaWyoming
Kentucky

I further certify that if any property or service so purchased tax free is used or consumed by the firm as to make it subject to a Sales or Use Tax, we will pay the tax due directly to the proper taxing authority when state law so provides or inform the seller for added tax billing. This certificate shall be a part of each order, which we may hereafter give to you, unless otherwise specified, and shall be valid until cancelled by us in writing or revoked by the city or state.

Under penalties of perjury, I swear or affirm that the information on this form is true and correct as to every material matter.

Authorized Signature (Required):

Title (Required):

Date (Required):

*State specific forms may be downloaded from each states website, with the following exceptions: for a Florida DR-13 form, please contact the Florida Department of Revenue at 941-361-6001; for a New Mexico form, please contact the New Mexico Taxation and Revenue Department at 505-841-6200.

Page 1 of 4

INSTRUCTIONS REGARDING UNIFORM SALES & USE TAX CERTIFICATE

To Seller's Customers:

In order to comply with the majority of state and local sales tax law requirements, the seller must have in its files a properly executed exemption certificate from all of its customers who claim a sales tax exemption. If the seller does not have this certificate, it is obliged to collect the tax for the state in which the property or service is delivered.

If the buyer is entitled to sales tax exemption, the buyer should complete the certificate and send it to the seller at its earliest convenience. If the buyer purchases tax free for a reason for which this form does not provide, the buyer should send the seller its special certificate or statement.

Caution to Seller:

In order for the certificate to be accepted in good faith by the seller, seller must exercise care that the property or service being sold is of a type normally sold wholesale, resold, leased, rented or incorporated as an ingredient or component part of a product manufactured by buyer and then resold in the usual course of its business. A seller failing to exercise due care could be held liable for the sales tax due in some states or cities. Misuse of this certificate by seller, lessor, buyer, lessee, or the representative thereof may be punishable by fine, imprisonment or loss of right to issue certificate in some states or cities.

Notes:

1) The states of Colorado, Hawaii, Illinois, and New Mexico do not permit the use of this certificate to claim a resale exemption for the purchase of a taxable service for resale.

2) Alabama: Each retailer shall be responsible for determining the validity of a purchaser's claim for exemption.

3) Arizona: This certificate is not valid as an exemption certificate. This certificate is for use when making sales of tangible personal property for resale in the ordinary course of business, pursuant to A.R.S. §42-1328, Burden of proving sale not at retail.

4) California: This certificate is not valid as an exemption certificate. Its use is limited to use as a resale certificate subject to the provisions of Title 18, California Code of Regulations, Section 1668 (Sales and Use Tax Regulation1668, Resale Certificates).

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What the Uniform Sales and Use Tax Certificate Is

The Uniform Sales and Use Tax Certificate is a standardized form used to document a buyer's exemption from sales or use tax for a specific purchase or category of purchases. Vendors use the certificate to record the legal basis for not collecting sales tax at the point of sale, relying on information supplied by the purchaser. The certificate typically identifies the purchaser, the seller, the transaction types covered, the exemption reason, and an effective date. Proper completion provides the seller with a defensible record to support exempt sales during audits or compliance reviews.

Why a Proper Certificate Matters

A correctly completed Uniform Sales and Use Tax Certificate reduces audit exposure, documents exemptions for recordkeeping, and clarifies the scope of exempt transactions between buyer and seller.

Why a Proper Certificate Matters

Who Typically Completes This Certificate

Organizations and individuals complete this certificate when they claim a statutory sales or use tax exemption for purchases.

  • Retail and wholesale vendors recording exempt sales for resale or resale-to-resale transfers.
  • Businesses claiming resale, manufacturing, or government exemptions on purchases of goods or services.
  • Government agencies, nonprofits, and contractors documenting exempt procurement or tax-exempt transfers.

Keep a signed copy for both buyer and seller; vendors rely on it as evidence to support tax treatment in an audit.

Typical Signers and Their Roles

Purchasing Agent

A business purchasing agent or procurement officer usually provides purchaser details and signs to attest to exemption eligibility. Their signature certifies that purchases meet the exemption criteria and that the company will retain supporting records for audit purposes.

Seller Representative

A seller or vendor representative receives and retains the signed certificate as evidence of exempt treatment. The vendor may verify purchaser credentials and should keep the certificate with sales records to demonstrate compliance in a tax audit.

Core Elements Found on a Professional Certificate

A complete Uniform Sales and Use Tax Certificate contains consistent data points to make exemption claims auditable and defensible across jurisdictions.

Purchaser Identity

Full legal name and business entity type, including DBA if applicable, to match federal employer identification or taxpayer records and avoid identity mismatches during audits.

Seller Information

Seller name and contact details so the exempt transaction can be linked to the vendor's sales records and tax filings for the relevant reporting period.

Exemption Reason

Clear statutory basis (resale, manufacturing, governmental, nonprofit) with any applicable statutory code or certificate reference to substantiate the claim.

Description of Goods

Specific goods or service types covered by the certificate, including quantity limits or product categories when exemptions apply selectively.

Effective Dates

Start date (and end date, if temporary) in MM/DD/YYYY format to indicate the period during which exempt purchases are authorized.

Signature Block

Authorized signer name, title, signature, and date; the signer attests the accuracy of the statement and accepts legal responsibility if the exemption is misapplied.

Stepwise Instructions to Complete the Certificate

Follow these sequential steps to prepare and retain a valid Uniform Sales and Use Tax Certificate.

  • 01
    1. Gather details: Collect purchaser legal name, entity type, EIN, and contact information.
  • 02
    2. Identify exemption: Confirm the precise statutory reason for exemption before entering it on the certificate.
  • 03
    3. Describe purchases: Specify goods or services and corresponding invoice or SKU references.
  • 04
    4. Sign and retain: Have an authorized representative sign; keep the signed certificate with sales records.

Typical Digital Workflow Setup

Configure an online workflow so certificates are collected, stored, and linked to invoicing systems with minimal manual handling.

Field Configuration
Purchaser name field Required text field; auto-validate against saved customers
EIN field Optional numeric field; mask for security and validation
Exemption dropdown Predefined options—resale, manufacturing, government
Signature field eSignature enabled with timestamp and signer authentication

How Electronic Collection Typically Works

Here is a concise flow describing digital capture and storage of the certificate.

  • Upload template: Administrator uploads the certificate template to the signing platform.
  • Assign fields: Place purchaser, exemption, and signature fields on the form.
  • Send to buyer: Send a secure signing link or invite to the authorized purchaser representative.
  • Store evidence: Signed certificate and audit trail are stored with the sales record.

Platform Requirements for eSubmission

Choose a platform that supports tamper-evident storage, audit trails, and required authentication levels.

  • File formats: PDF and DOCX are standard and preserve layout; use PDF for final signed copies.
  • Authentication: Support email link, SMS code, or stronger methods (KBA or SSO) for signer verification.
  • Integrations: Platform should integrate with CRM or ERP systems to attach certificates to invoices automatically.

Security and Compliance Checklist

Encryption: AES-256 at rest
Transport: TLS 1.2/1.3 in transit
Certifications: SOC 2 Type II
HIPAA: BAA required
ESIGN/UETA: Legal framework compliant
Accessibility: WCAG 2.0 Level AA

Penalties and Compliance Risks

Audit adjustments: Additional tax liability
Penalties: Civil penalties possible
Interest: Accrues on unpaid tax
Intentional misuse: Higher fines and criminal exposure
Backup withholding: Triggered by incorrect TIN
Record rejection: Certificate may be invalidated

Common Preparation Errors to Avoid

  • Entering abbreviated or trade names instead of the purchaser's legal name can cause mismatches during vendor audits and invalidate exemption claims.
  • Using vague exemption descriptions such as 'tax-exempt' without referencing specific statutory grounds can lead to denial of exempt status by tax authorities.
  • Failing to capture an authorized signer's title or authority can make the certificate unenforceable and expose the seller to collection obligations.
  • Retaining only unsigned or image-only copies of certificates without an audit trail may be insufficient evidence in an administrative or tax audit.

Timing and When to Provide the Certificate

Provide the Uniform Sales and Use Tax Certificate before or at the time of purchase whenever possible; timing affects whether a sale is treated as exempt.

On or before sale:

Provide certificate before tax is waived at point of sale

Renewals:

Update recurring certificates when legal status changes

Requests by auditors:

Supply retained copies promptly on audit demand

Temporary certificates:

Include explicit start and end dates when limited in time

Recordkeeping period:

Retain per federal/state retention rules

Key Processing Milestones for a Certificate

Follow these milestones from preparation to long-term retention to ensure the certificate is defensible and accessible.

01

Prepare Certificate

Collect purchaser details, exemption reason, and supporting documentation for validation.

02

Obtain Signature

Authorized purchaser signs and dates the certificate before exempt sales occur.

03

Vendor Retention

Vendor files the signed certificate with sales records for the applicable retention period.

04

Audit Response

Provide certificates and supporting documents promptly when requested by tax authorities.

Practical Examples of Digital Certificate Use

Real-world examples show how organizations collect and retain certificates electronically to support exempt sales.

Optica Ventures

Optica used online certificate collection to reduce processing friction and centralize records.

  • Their buyers provided authorized signatures electronically.
  • The company retained uniform certificates with invoices, simplifying responses to state audit requests and reducing cycle time for exempt invoicing.

Martin Properties

A property management business moved certificates online for vendor and tenant transactions.

  • Signatures were captured on mobile devices.
  • The digital approach ensured consistent recordkeeping across properties and improved ability to demonstrate exempt sales during compliance reviews.

How This Certificate Differs From Similar Documents

Compare this certificate to related forms to ensure you use the correct document for the exemption type.

Document Purpose Typical Signer
Uniform Certificate exempt specific purchases purchaser authorized representative
Resale Certificate claim resales tax exemption purchaser resale operator
Exemption Affidavit declare qualifying status purchaser or official designee
Blanket Certificate cover recurring purchases purchaser with ongoing exemption

eSignature Vendor Pricing and Feature Snapshot

Compare basic starting prices and common feature availability among leading eSignature providers; signNow is listed first per vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Trial varies by vendor Trial varies by vendor Trial varies by vendor Trial varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Vendor-defined Vendor-defined Vendor-defined

Frequently Asked Questions

Answers to common questions about validity, electronic signatures, and recordkeeping for the Uniform Sales and Use Tax Certificate.


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