It is sometimes very confusing when it comes time to meet Federal and State filing deadlines and forms requirements. As a dealer and as a businessperson you are required to meet many deadlines using special forms in order to meet the requirements of a particular statute. This article is intended for the purpose of listing as many of the deadlines and forms that affect your life as possible. In the event that I miss one or two, please remember that I am not a lawyer and I am not a CPA and I do not want to be responsible for any problems that may befall you. With this disclaimer out of the way, I will now attempt to outline what I have learned about this subject matter.
Federal Forms
W-4 Employee's withholding allowance certificate. Have each employee complete one at beginning of employment and again each January 1st. (Delinquent after Feb. 15th).
W-2 Employee's wage and tax statement. As employer, you must provide annual wage and withholding information at the end of each calendar year to your employees. (Delinquent after Jan 31st.)
W-9 Request for Taxpayer Identification Number and Certification. To be signed by non-employees to whom you make payments.
1099 MISC Report annual payments of $600 or more to persons not treated as employees. Your "independent contractor" gets one of these. (Delinquent after Jan 31st.)
940 Federal Unemployment tax form. (Delinquent after January 31st each year).
941 Employer's Quarterly Federal Tax Return.(Delinquent after month following Quarterly end).
1040/1120 Annual filing of Income taxes. (Check with your accountant).
8300 Federal Report of Cash Transaction(s) totaling $10,000 or more. (Immediate filing).
There are other federal forms for reporting items such as pension, interest, dividends, etc
State Forms
DR-1 Initial Application For Sales Tax Registration Number. (Must have this to get a dealer license).
DR-15AR Annual renewal of Sales Tax Registration. (Delinquent after Feb 20th)
DR-225B Doc Stamp Return for registered taxpayers. (Delinquent after 20th following).
DR-228 Doc Stamp Return for non-registered taxpayers. (Delinquent after 20th following).
DR-15CS Sales and Use Tax Return. (Delinquent after 20th following).
DR-15SW Solid waste and Surcharge Tax Return. To pay battery and tire fees. (Delinquent after 20th following).
DR-97 Blanket Certificate of Resale. All dealers who sell at wholesale need this from their wholesale buyers.
DR-14 Consumer's Certificate of Exemption. If you sell to an exempt organization, you need a current copy of this form from them.
DR.. Affidavit for acceptance of vehicle delivered outside Florida. This is a "free-style" affidavit you need when you deliver a vehicle yourself outside Florida and do not collect sales tax.
DR-123 Affidavit for Partial Exemption of Motor Vehicle Sold for Licensing Outside Florida. You need this if you sell to a resident of another state.
DR-40 Sales Tax Exemption Affidavit. This form is not needed if you complete the equivalent section on the HSMV 82040 Title Application form.
DR-41 Certificate of Motor Vehicle Sales Tax Exemption. This form is not needed if you complete the equivalent section on the HSMV 82040 Title Application form.
DR-26 Application for Refund of Sales Tax Paid. You may use this to apply for a refund of sales taxes, but it is not the best method. It is far easier to just take the credit off of the next month's payment. This method will take longer, and could possibly trigger an audit.
DR-95B Sales Tax Credit on Repossessed Vehicles. This form allows you to deduct a portion of prepaid sales taxes when you repossess or write-off a vehicle. (Rebates are disallowed 12 months from date of repo).
DR-601 I/C Intangible tax return. Tax on Accounts Receivables, bonds, stocks, etc.. owned by you on January 1st of each year. (Delinquent after June 30th).
UCT-6 Employer's Quarterly Tax Report for State Unemployment. (Delinquent after end of month following quarter end).
F-1120 Florida Corporate Income Tax Form. All "C" corporations must file annually. "S" Corporations file their initial year, and do not file again. (Delinquent after April 1st).
Corporate Annual Report Each year all Florida Corporations must pay a fee and file an annual report with the State. (Delinquent May 1st).
DMV Forms (HSMV)
FTC Buyer's Guide This is the window sticker that must appear on the window of each vehicle that you offer for sale. Failure to display this form can mean a $500 per violation fine. This form must be signed by the buyer and must be saved for five years.
Certification of Polution Control This form must be signed by buyer and seller and must be saved for five years. This applies to all retail sales no matter which county you are in.
The above two forms are available from FIADA
82040 Application for Certificate of Title/Registration. Dealers should do this form for all retail sales. This form has been revised over the past few years and does the job of a number of other forms that are now obsolete.
82042 Vehicle ID Number and Odometer Verification. This form is used to verify the vehicle ID of out-of-state vehicles before they may be titled in Florida. (Option: see form 82040)
82053 Limited power of attorney. You may not use this to sign on behalf of your customer on a Secure Odometer Disclosure, but you may use this for many other purposes such as filing a lien or other Non-secure documents.
82091 Green Dealer Reassignment... Only to be used on exempt vehicles. Form 82994 is used on non-exempt vehicle reassignments.
82101 Application for Duplicate/Lost in Transit Title. As a dealer, if you accept a trade-in or you make a purchase where the consumer has lost or misplaced the title, you must apply for lost title on his behalf.
82139 Application for Lien (Option: see form 82040) This form should be used only to file a lien after Title has been transferred.
82140 Notice to 1st lienholder of subsequent lien. Sent to 1st lienholder by registered mail. 1st lienholder must respond by mailing title to Tallahassee within 10 days.
82993 Separate Odometer Statement and Acknowledgement. (only for exempt vehicles). Normally, as a dealer you will be doing your odometer disclosures on the title itself.
82994 Motor Vehicle Dealer Title Reassignment Supplement. To be used when all reassignment blanks on the back of the title are already filled-in. (This form is known as the "rainbow" form, a copy of which must be kept for five years).
82995 Dealer Power of Attorney/Odometer Disclosure. To be used to acquire power of attorney when title is lost/destroyed or is in the possession of a lienholder and is not available. (This is a "secure disclosure" form and a copy must be kept for five years).
83033 Notification of Transfer of Registration/license plate. In the event of a trade-in the state encourages you as a dealer to effect transfers of registration and license plates wherever possible.
83091 Temporary Tag Permit. Attach it to the temporary tag and keep a log of all tags issued. You may never loan or borrow temporary tags. The temporary tag log may be inspected by DMV.
83330 Insurance Affidavit. You must have proof of insurance before you issue the first temporary tag. This form is in lieu of other proofs such as an insurance binder, a copy of a policy or a copy of an insurance card.
There are many other forms available for your use. The DMV Procedures Manual contains copies and instructions for many of them. You are encouraged to investigate the use of these forms and use this article only as a rough guide to start you on the right path.