Philadelphia Tax Forms for Part Year

							Filing Procedures


All departments within the University will report their monthly sales figures in an identical manner to the Corporate
Tax Office. This method will promote proper compliance with state and local tax laws.

Each department is responsible for keeping track of its gross sales and taxable sales. At present, each department has a
different method of keeping track of these items (e.g., Quickbooks, cash register receipts and handwritten paper
receipts, etc.) Regardless of the method used, all departments within the University will be responsible for reporting
monthly sales for excise tax purposes.


Information compiled by individual departments must be forwarded to the CTO on or before the 5 th day of each month.

Appendix 1
Gross sales and taxable sales must be entered by object code into the attached “Monthly Sales-Reconcilation to Ledger
Worksheet”. Non-taxable sales will be calculated automatically once gross sales and taxable sales have been entered.
These totals must agree with Appendix 2 and 3 which are the worksheet and representation of a Hawaii excise tax
return.
Any necessary adjustments must be recorded in Object Code 2118 / Program Value 0111 including but not limited to:
· Adjustments for prior month return, refunds, or reclasses
· Any reclass for improperly booked excise tax (i.e. tax collected but booked improperly in revenue object code)

Appendix 2
Taxable sales must be listed by district. The district tax rate is 4%. There is a .5% surcharge for sales attributable to
the Oahu district (City & County of Honolulu).

Appendix 3

The worksheet automatically calculates the excise tax due based on Appendix 2. Appendix 1 and 2 are the underlying
support for filed tax returns. However, all invoices and supporting documentation should be maintained for 7
years for audits purposes.

Appendix 4
To the extent that a department begins selling any additional products or services during the month, the Corporate Tax
Office must be informed within two weeks of the introduction of the new item. A “New Product/Service Notification
Worksheet”, attached should be submitted, and should contain the following information:
(a) A description of the product,
(b) When the product was introduced,
(c) What is the expected customer base and
(d) The 26-digit account number for reporting the new revenue stream

Centers must collaborate with the Corporate Tax Office as soon as possible regarding the taxability of any additional
products or services but no later than two weeks prior to the sales of the new item(s).
Trustees of the University of Pennsylvania                                  APPENDIX 1
Monthly Sales - Reconciliation to Ledger


Department:
Month/Year:

Note: The state excise tax rate is 4%. An additional county surtax of .5% is due for Oahu District


        Object                  Gross            Taxable   Non Taxable              Tax
        Codes                   Sales             Sales       Sales               Collected

                     4320   $            -   $         -            $0.00     $          -
                     4321   $            -   $         -            $0.00     $          -
                     4322   $            -   $         -            $0.00     $          -
                     4340   $            -   $         -            $0.00     $          -
                     4350   $            -   $         -            $0.00     $          -
                     4360   $            -   $         -            $0.00     $          -
                     4361   $            -   $         -            $0.00     $          -
                     4370   $            -   $         -            $0.00     $          -
                     4371   $            -   $         -            $0.00     $          -
                     4380   $            -   $         -            $0.00     $          -
                     4398   $            -   $         -            $0.00     $          -
                     4399   $            -   $         -            $0.00     $          -
                            $            -   $         -   $          -       $          -




                                Month          Monthly            BEN
                                Posted        Worksheet        Financials
Excise Tax                                   $       -
  Adjustments                                $       -
    Additions                                $       -




    Subtractions



Adjusted Sales Tax                           $         -   $           -
UNIVERSITY OF PENNSYLVANIA                        APPENDIX 2
HAWAII DEPARTMENT OF TAXATION



                WORKSHEET

              Department:                                0
              Month/Year:                                0


   ***NOTE*** Only Oahu District sales are subject to the .5% surcharge tax


   Input the sales information below

   PART II -STATE TAXABLE INCOME AND TAXES REPORTED BY DISTRICT - 4% and SURCHARGE @.5%

   Business Activities                                OAHU                        MAUI                HAWAII

    Taxable Sales by District                                    -                            -                 -

                 District Tax                                 4.00%                       4.00%                4.00%
                Surcharge Tax                                 0.50%                       0.00%                0.00%
                  Total Tax                                   4.50%                       4.00%                4.00%

       Total District & Surcharge Taxes                              0                            0                 0




7/7/2011                    C:\Docstoc\Working\pdf\ea4e455c-4c5d-4059-9d25-9d2142f2ae6d.xls
       KAUAI               Totals

 $             -       $            -

           4.00%
           0.00%
           4.00%

                   0   $            -




7/7/2011                   C:\Docstoc\Working\pdf\ea4e455c-4c5d-4059-9d25-9d2142f2ae6d.xls
UNIVERSITY OF PENNSYLVANIA                         APPENDIX 3
HAWAII DEPARTMENT OF TAXATION


                                                     Column a                Column b              Column c
                                                Gross Proceeds              Deductions           Taxable Income

 PART II -GENERAL EXCISE AND USE TAXES @ 4% (.04)

 1. Retailing                                   $             -                                $                -
 2. Services including Professional            xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 3. Contracting                                xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 4. Theater, Amusement, Broadcasting           xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 5. Interest                                   xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 6. Commissions                                xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 7. Transient Accomodations Rentals            xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 8. Other Rentals                              xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 9. All Others                                 xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
 10. Use tax on Imports                        xxxxxxxxxxxxxxxxxxxx      xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx
                                                                                              Line 11b Part II-Tax
        Sum of Column c lines….11a             $                 -              x .04          $                -


 PART IV -City & County of Honolulu Surcharge @ .5%

 a. Gross Oahu Taxable Income                                    -
 b. County Exemptions/Deductions                                 -
 c. County Taxable Income (line a-b)                             -
                                                TAX RATE x .005

 d. Tax-Line c multiplied by rate                                -


 PART V - SCHEDULE OF ASSIGNMENT OF TAXES BY DISTRICT
                                              Oahu District                 Maui District
 1. IF you did business only in Oahu District
 add Part II, line 11b and Part IV, line d
 Enter result in the Oahu Box                               0                                0

                                                   Hawaii District          Kauai District
 2. IF you did business only in ONE District
 Other than Oahu: add Part 2, 11b. Enter
 result in the appropriate district box.                             0                       0
Trustees of the University of Pennsylvania                                                                                APPENDIX 4
New Product/Service Notification Worksheet

Department:
Month/Year:


                              Introduction
   New Product or Service          Date                                 Description                                Possible Customers




                            Please submit this form within 2 weeks of introduction of new product or service to: Corporate Tax Office
                                                                                                                 3451 Walnut Street
                                                                                                                 Room 329 Franklin Building
                                                                                                                 Philadelphia, PA 19104-6284