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Online Data Transfer

Sending Applications for VAT Refunds Electronically

In order for foreign businesses' applications for VAT refunds to be processed more quickly, forms can be sent to the Federal Central Tax Office online. You can access the form in any of the following ways:

Depending on which means of access you choose, other documents may also have to be sent.

1. Online application form for VAT refunds, available from the Federal Central Tax Office's Online Portal (BOP)

Using BOP you can easily fill in and send authenticated application forms. There is a save function, so you can draft applications and continue processing them later on, as well as a task management function. Your own personal mailbox is also provided. All you need is an Internet browser and Acrobat-Reader®. You don't need to install any other software.

In order to be able to use BOP for VAT refund applications, you need to:

  • register once first of all with the VAT refund department at the Federal Central Tax Office, and
  • register once in BOP (if you have not already done so).

To register, please use the  registration form provided. We have drawn up a  checklist to help you with registration procedure.

Notes:

  • You no longer need to post the application form. Only the other documents required (invoices, certificate of entrepreneurial status, ...) have to be sent by post in the original within the prescribed period.
  • Registering in BOP can be done by entrepreneurs (or a legal entity's statutory representative) or by authorised persons within the meaning of Sect. 3 of the Tax Consultancy Act [ Steuerberatungsgesetz]. Attention is drawn to the provisions of the Ordinance on Transferring Tax Data [ Steuerdatenübermittlungsverordnung].

 

2. Online application form for VAT refunds, available from the server at the Federal Revenue Administration (FfW)

If you want to use this  form, all you need is an Internet browser and Acrobat-Reader®. You don't need to install any other software. The form can be filled in directly in your Web browser and used for applications with up to 300 invoice items. The data entered on the form can be sent electronically to the Federal Central Tax Office. The form can also be downloaded on to a local PC - that way you can interrupt filling it in and continue later on if you want.

Under the heading "Information", you will find  instructions for filling in the form, sending the data, and printing out the application you have filed.

Note:

  • The application form bearing the entrepreneur's signature has to be sent in by post within the prescribed period, along with all the other documents required in the original (invoices, certificate of entrepreneurial status, ....).

Please note that our form management server requires allowing pop-ups on your PC, because the version for printing out is opened in a pop-up as a PDF file.

 

3. Offline application form for VAT refunds (PDF format for downloading)

In case you don't have a quick, stable Internet connection or a flat-rate phone tariff, a PDF form for applications with more than 300 invoice items is provided for downloading. The data can then be sent to the Federal Central Tax Office electronically just the same. However, if you want to use this alternative, various software components have to be installed which are then automatically initiated by the form. You will find all the details about this PDF application form in the separate  instructions.

Note:

  • The application form bearing the entrepreneur's signature has to be sent in by post within the prescribed period, along with all the other documents required in the original (invoices, certificate of entrepreneurial status, ....).

Please do not open the form in your Internet browser. Instead, download it first on to your local PC. Depending on the browser you are using, you may have to do a right-mouse click to start the download and then select the link from the shortcut menu that opens. The relevant item is usually labelled   "Save to...", but this may likewise vary depending on the Internet browser you are using.

 

4. Sending data you have already prepared

If you frequently apply for VAT refunds (e.g. if you an authorised recipient, or if you file bulk applications), you can also send the data straight from the programme you already use for accounting, etc. In order to do this, you have to integrate the telemodule (programme libraries) provided by the Elster Project (or pay a software expert to do this for you), and then implement a special print function. More information about this is provided on the  overview, or you can send for it by writing to vat-applic@bzst.bund.de .

Note:

  • The telemodule ensures that encrypted data is transmitted, but it does not provide authentication. The application form bearing the entrepreneur's signature therefore has to be sent in by post within the prescribed period, along with all the other documents required in the original (invoices, certificate of entrepreneurial status, ....).

If you have any queries about online data transfer or if any technical problems occur, you can use the button Online Help to get immediate assistance from the support team at the Federal Central Tax Office (Live Chat). If the help desk is busy, you can leave a message in the support system. The next available member of staff will contact you. Using the operation number allocated by the support system, you can check the status of your query by selecting " Incident bearbeiten / process incident" from the menu.

 

 

 

 


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