Tax Stamps Guide
A stamp is printed or made under the authorization of a taxing authority and used to pay cigarette or other tobacco products taxes.
To purchase and affix cigarettes stamps, a distributor must have cigarettes license and stamping machine to affix the stamps on cigarettes packs of 20s or 25s sizes. Stamps are packaged in rolls of 30,000 and 7,200. The rolls of 30,000 are affixed to packages of cigarettes containing 20 sticks. The rolls of 7,200 stamps are affixed to packages of cigarettes containing 25 sticks. Keeping track of actual inventory of affixed and un-affixed stamps inventory is important to be in compliance with Department of Revenue and Attorney General office tax rules. The unused stamps will be used as the ending inventory of stamps on hand. Rolls of stamps should be kept in save place and a list with check out/in dates, quantities, and handlers names for record. The purpose of the inventory of all states stamps is to ensure that the distributor has enough stamps on hand to cover the unstamped packs of cigarettes.
There two types of returns, returns from retailers back to distributors and returns from distributors back to manufacturers.
Cigarettes Returned From Customers
Returns of stamped cigarettes from customers (retailers or other distributors) back to you can be classified as sellable or un-sellable items. Un-sellable returned products (i.e. damaged) need to be accounted for differently than sellable products that you can sell again to customers in the same stamped jurisdiction.
Un-sellable returned cigarettes are usually returned to manufacturers for credit if damaged. This means to redeem your stamps values from the tax jurisdictions you will need credit memos from the vendors or manufacturers who received back the damaged cigarettes.
Sellable returned cigarettes, not damaged items, will require you (distributor) to account for the stamps quantity as reused stamps, i.e. your stamps usage, on tax return, should not include these stamps again since you already reported them used before. Failing to handle cigarettes stamps usage numbers correctly results in enlarged stamps usage and hence auditors can discover mismatch between stamps used and stamps purchased numbers during an audit.
Cigarettes Returned To Manufacturers
Distributors return cigarettes to their vendors or manufacturers for two reasons, get credit for the product and get stamps credit memos from tax jurisdictions for the stamps on the items. Once you receive your credit memos, then you can apply for credit for the stamps values since you paid for them but not used them to sell to your customers. Some states, like Kentucky, requires you to put on the tax return details about the credit memos like dates, numbers, brands, manufacturers names, and amounts (face values of stamps).
Lost, Damaged, or Stolen Cigarettes
Lost or damaged stamps, affixed on products or not affixed, can be refunded as credit from the states or local jurisdictions. There is special schedule on tax returns for requesting stamps credits for lost or damaged cigarettes items since they were never sold. Manufacturers credit memos are required for each return to manufacturers.
Reconciliation of Stamps Inventory
Using correct beginning and ending inventories is important when determining total cigarettes stamped to account for and total un-affixed stamps. Tax returns require beginning inventory and ending inventory of un-affixed stamps, affixed stamps, cigarettes stamped, and cigarettes unstamped. At the end of each tax filing period, the beginning inventory is the ending inventory from the last tax period. The ending inventory minus the beginning inventory must match sales minus purchases in the same period.
A floor cigarettes count of stamped and unstamped cigarettes at the end of each month is important to make sure there is no variances between physical inventory and invoicing system calculated inventory. Any inventory numbers differences should be verified to be in compliance with states tax rules.
72 Hours Rule
States don't want to see large pile unstamped cigarettes in storage. They want cigarette distributors to stamp as soon as possible. Some states have 72 hours rule which require distributors to stamp cigarettes within 72 hours of receiving the shipments. This rule usually not enforced. States that have this rule includes TX, SC, WV and others.
Reject and return to manufacturers all cigarettes returns from customers instead of reselling returned cigarettes.