If you are an ultimate purchaser claiming a credit or refund for nontaxable use of a fuel, you should keep records of each type of nontaxable use, including the number of gallons of the fuel you purchased and used during the period for which you are filing the claim, the dates you purchased the fuel, and the names and addresses of the suppliers and the amounts you purchased from each of them. If you have more than one nontaxable use, it is important to keep track of the number of gallons of fuel used for each type of nontaxable use for which you are filing a claim.
Ultimate Vendor
In order for you to claim a refund or credit as the ultimate vendor, you must have sold the fuel at a tax-excluded price, must have repaid the tax to the buyer or obtained the buyer’s written consent to allow the claim, and you must have a valid certificate or waiver in your possession. You must also have a UV (ultimate vendor) registration number, that you request by filing IRS Form 637.
You will also need to keep information on your sales. In general, this information includes the name, address, and taxpayer identification number of each person or entity that bought the fuel, the date of the sale, the number of gallons sold to each person, and a certificate or waiver from the buyer.