Post Con Vendors Taxes

Policies

General Policies

• For tax purposes, any artist, vendor, merchant, or seller of any kind is considered a "Vendor." The company generally used the term "Merchant" for all sellers except where related to taxes.

• In the City of Reno, any person or business who is advertising themselves is to be considered a Vendor because they have a $15 per vendor fee. The City of Sparks has no such rule or fee. As such, as long as we are in Sparks, we do not need to include tablers in the vendors taxes who do not sell anything. The State Dept. of Taxation only cares if there is a tax liability.

• After all the vendors taxes have been turned into the different merchants heads, they go to the person in charge of merchant taxes for SCIENCE, LLC.

• Tax records are appended to the original spreadsheet sent to the department of taxation

• All tax is recalculated and compared for accuracy

• As much as possible, individual amounts are compared to the funds received.

• Any missing tax return sheets need to be investigated.

• If a person is on the original spreadsheet and attended as a vendor and didn't turn in a tax return they are to be contacted.

• If a person is on the original spreadsheet and didn't attend as a vendor, a blank sheet will be filled out with the name that is on the spreadsheet and "Did not attend" written on the tax information. Address need not be filled in.

• All persons or companies who sell at the convention must turn in a tax return and collected taxes to the convention.

• All received tax returns are turned into the Department of Taxation, regardless of whether or not we originally gave their information to the Department of Taxation.

• One or two extra sheets is frowned upon but isn't crucial. Accuracy is more important.

• Tax returns and collected funds are turned into the Dept of Taxation in Reno, as soon as possible, but no later than the date on the tax forms.

• Cash is NOT to be turned in to the Nevada Dept. of Taxation. The company will write ONE check to the Nevada Dept. of Taxation for the full tax laibility due less any checks vendors wrote directly to the department.

Funds Overage / Shortfall

• Any overage given in cash over the tax due amount are kept by the convention. This is usually immaterial, often amounting to less than a few dollars per year.

• Any shortfall of funds for the tax liability is paid by the convention. Any material amounts may be collected on but overall shortfall is usually immaterial and rare.

Records and Redaction

• Company copies of the tax returns have any social security numbers redacted before they are scanned into the company's digital records.

• SSNs are usually redacted with colored tape, so that in the event we may NEED to access the numbers, we could, but it is inconvenient and unlikely.

• Sharpie is no longer used to redact SSNs because a high-quality scan will show SSNs.

• Obvious [1] are not considered to be sensitive information and are not redacted.

• Most artists use SSNs and most vendors use EINs. In the event that we can not tell by format whether the number is an SSN or EIN we will assume that an artist is using an SSN and a vendor is using an EIN and redact accordingly.

• Paper copies of the tax returns are stored in the annual filing box. As such they are not to be accessed unless absolutely necessary.