Recordkeeping: income
*This information is for Model City Tax Code purposes only
The minimum records required for persons having gross income subject to, or exempt or excluded from, tax by this Chapter must show:
(a) The gross income of the taxpayer attributable to any activity occurring in whole or in part in the City.
(b) The gross income taxable under this Chapter, divided into categories as stated in the official City tax return.
(c) The gross income subject to Arizona Transaction Privilege Taxes, divided into categories as stated in the official State tax return.
(d) The gross income claimed to be exempt, and with respect to each activity or transaction so claimed:
(1) If the transaction is claimed to be exempt as a sale for resale or as a sale, rental, lease, or license for use of rental equipment:
(A) The City Privilege License number and State Transaction Privilege Tax License number of the customer (or the equivalent city, if applicable, and state tax numbers of the city and state where the customer resides), and
(B) The name, business address, and business activity of the customer, and
(C) Evidence sufficient to persuade a reasonably prudent businessman that the transaction is believed to be in good faith a purchase for resale, or a purchase, rental, lease, or license for use of rental equipment, by the vendee in the ordinary and regular course of his business activity, as provided by Regulation.
(2) If the transaction is claimed to be exempt for any other reason:
(A) The name, business address, and business activity of the customer, and
(B) Evidence which would establish the applicability of the exemption to a reasonably prudent businessman acting in good faith. Ordinary business documentation which would reasonably indicate the applicability of an exemption shall be sufficient to relieve the person on whom the tax would otherwise be imposed from liability therein, if he acts in good faith as provided by Regulation.
(e) With respect to those allowed deductions or exclusions for tax collected or charges for delivery or other direct customer services, where applicable, evidence that the deductible income has been separately stated and shown on the records of the taxpayer and on invoices or receipts provided to the customer. All other deductions, exemptions, and exclusions shall be separately shown and substantiated.
(f) With respect to special classes and activities, such other books, records, and documentation as the Tax Collector, by regulation, shall deem necessary for specific classes of taxpayer by reason of the specialized business activity of any such class.
(g) In all cases, the books and records of the taxpayer shall indicate both individual transaction amounts and totals for each reporting period for each category of taxable, exempt, and excluded income defined by this Chapter.
