Do you have more questions?
Please have a look at the most frequently questions asked by our clients.
What VAT expenses can be recovered?
Who is eligible for the VAT Refund?
Can we reclaim VAT from other EU countries?
How does the VAT-Refund work?
How should the invoice look like?
Can we use invoice copies?
Can we use electronic invoices?
How long does it take until we receive our VAT refund?
When is the deadline for our application?
What is the handling charge?
What VAT expenses can be recovered?
U.S. companies which do business with Germany and whose employees travel there to establish contacts, visit or take part in trade shows /exhibitions, or meet business partners, are required to pay the German VAT (Mehrwertsteuer or MwSt).
Refundable VAT applies to:
- Accommodation
- Transportation
- Fairs, exhibitions, conferences, seminars
- Professional Services
- Servicing & maintainance on equipment & machinery
- Delivery of goods to a third party
Who is eligible for the VAT refund?
The applicant must be an U.S. individual carrying on a business, or a U.S. corporation having no domicile, corporate seat, place of management or branch (liable to registration in the Commercial Register) in Germany. We do not refund VAT to non-U.S. businesses.
Can we reclaim VAT from other EU countries?
Yes. To see the list of countries and VAT%, click here.
How does the VAT refund work?
Please mail us your original paper invoices from Germany (German tax authorities do not accept electronic invoices). We will prepare your application forms based on your invoices and e-mail them for your signature. We will ask you to FedEx the signed documents back to us and will send them to the fiscal authorities in Germany.
Within approximately nine to twelve months we will receive the refund from the German fiscal authorities. The refund, minus the applicable handling charge, will be paid to you.
How should the invoice look like?
All invoices/receipts must show the name and address of the company which used the goods/services in Germany (i.e. ABC Company, Main Street, Plaesantville, MA 09708). Invoices showing private names and addresses will be rejected. See correct and incorrect invoice samples:
Restaurant receipts over 150 Euro must show your company name and address written, signed and stamped by the restaurant (at the assigned spot)/ Receipts over 150 Euro with a private/no name and address will be rejected. To avoid rejection, give your colleagues traveling to Germany a sheet of your company name and address.
For clients entertainment you must attach a list of your guests showing names, titles and company affiliation of participants as well as the reason for the luncheon/diner/cruise etc. Please put your company stamp or seal on the list and sign it.
Can we use invoice copies?
No. Only original invoices are eligible for the VAT refund. Photocopies, faxed invoices or invoices which say "copy" on them cannot be refunded by the German tax authorities.
Can we use electronic invoices?
No. The German tax authorities require original paper invoices printed by the issuer to be eligible for the VAT refund.
How long does it take until we receive our VAT refund?
The German Tax Authorities usually take up to approximately nine to twelve months to process an application after they receive it. Your refund will be paid out immediately after we receive it from Germany.
When is the deadline for our application?
Please note that the deadline set by the Federal Central Tax Office for processing 2011 invoices is June 30, 2012.
What is the handling charge?
The handling charge imposed depends on the VAT refund claimed and ranges between 10% and 17% of the refunded amount. To be processed, the VAT amount must exceed 500.00 Euro.
