17 NCAC 12B .0401 — Documenting Sales To Exempt Entities

A distributor or another vendor that sells motor fuel to an exempt entity may document the sales using third-party vendor lists or computer runs if the lists or runs are in a format the distributor cannot alter. A person that uses vendor lists or computer runs to document sales must keep copies of sales invoices to support the exempt sales. 17 NCAC 12B .0402 cLAIM FOR REFUND FOR SALES TO EXEMPT ENTITIES (a) A claim for refund for motor fuel purchased by or sold to an exempt entity listed in G.S. 105-449.88 shall be filed with the Department on Form GAS-1206, Motor Fuel Claim for Refund Exempt Entities. A person who submits Form GAS-1206 shall identify the type of exempt entity for which the refund is sought and shall complete the applicable Part of the form as follows: (1) A distributor or other vendor that sells North Carolina tax-paid motor fuel to an exempt entity at a price that does not include the per gallon excise tax shall use Part 1 of Form GAS-1206 and report the following: (A) the total gallons of motor fuel sold to the exempt entity; (B) the total gallons on which tare allowance was received; (C) the net gallons subject to refund; and (D) the total refund due. (2) A credit card company that issues a credit card to an exempt entity allowing the entity to purchase North Carolina tax-paid motor fuel that does not include the per gallon excise tax shall use Part 2 of Form GAS-1206 and report the following: (A) the total gallons of motor fuel purchased by the exempt entity; and (B) the total refund due. (3) An exempt entity that purchases motor fuel in North Carolina at a price that includes the per gallon excise tax shall use Part 3 of Form GAS-1206 and report the following: (A) the total gallons of motor fuel purchased; and (B) the total refund due. (b) Sales or purchase receipts or invoices for North Carolina tax-paid motor fuel purchased by or sold to an exempt entity shall be maintained to support a claim for refund for a period of at least three years. (c) A separate Form GAS-1206 shall be used for each type of exempt entity for which a refund is requested. (d) A refund on motor fuel purchased by or sold to an exempt entity shall only be claimed by one party to the transaction.