If your organization qualifies for tax-exempt purchasing, MCC must receive and approve the appropriate tax-exemption documentation before tax-exempt status can be applied to your account.
Tax-exempt status is not applied automatically based on an organization’s name or industry. Schools, churches, nonprofit organizations, government agencies, and other eligible organizations must still provide valid documentation.
What Documentation Is Required?
To request tax-exempt status, provide a current tax-exemption certificate or other documentation required by the state where the purchase or service is billed.
The document should clearly show:
- Organization name
- Tax-exempt or certificate number
- Type of exemption
- State or issuing authority
- Effective date
- Expiration date, if applicable
- Authorized signature, if required
A federal Employer Identification Number or nonprofit determination letter may not be enough by itself to establish sales-tax exemption. MCC may request a state-issued exemption certificate or additional documentation.
How to Submit Your Tax-Exemption Request
You can submit your documentation by:
- Calling MCC and asking for the billing department
- Submitting a request through the MCC online contact form
- Contacting your MCC sales representative
Your sales representative can help route the certificate to the appropriate billing team.
Do not include sensitive payment or banking information with your tax-exemption request.
What Information Should You Include?
Along with the exemption certificate, include:
- Organization name
- MCC account number, if available
- Billing address
- Billing contact name
- Phone number
- Email address
- Locations or accounts the exemption should apply to
- Effective date requested
- Any invoice numbers currently being reviewed
If your organization has multiple locations, legal entities, or MCC accounts, clearly identify which accounts are covered by the certificate.
When Will Tax-Exempt Status Take Effect?
Tax-exempt status can be applied after MCC receives, reviews, and approves the required documentation.
Submitting a certificate does not automatically guarantee that every charge is exempt. The exemption may depend on:
- The organization named on the certificate
- The state where the transaction occurs
- The type of purchase or service
- The exemption described on the certificate
- Whether the certificate is current and complete
Continue paying invoices according to their stated terms unless MCC confirms that an adjustment has been made.
What If Tax Was Charged Before the Exemption Was Applied?
If you believe tax was charged incorrectly, contact MCC’s billing department and provide:
- Invoice number
- Invoice date
- Amount of tax charged
- Approved exemption certificate
- Brief explanation of the request
MCC will review the invoice and determine whether a correction or credit is appropriate.
Tax adjustments are not always retroactive, particularly when valid documentation was not on file when the invoice was issued.
Keeping Your Exemption Current
Contact MCC if:
- Your certificate expires
- Your organization’s legal name changes
- Your billing address changes
- You receive an updated certificate
- Your exemption status changes
- You add a new location or legal entity
An expired certificate may cause tax to be added to future invoices until updated documentation is received and approved.