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Official Louisiana R 1376 Template in PDF

The Louisiana R 1376 form is a certificate issued by the State of Louisiana Department of Revenue. It is designed for government employees to document their eligibility for exemption from state sales taxes on hotel lodging charges that their employers will reimburse. This form is crucial for ensuring that employees can conduct official business without incurring additional lodging tax expenses.

To fill out the Louisiana R 1376 form, click the button below.

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Structure

Document Overview

Fact Name	Details
Purpose	The Louisiana R 1376 form certifies that government employees are exempt from paying hotel lodging taxes when traveling for official business.
Governing Law	This form is governed by Louisiana state tax laws regarding exemptions for government employees.
Requirements	The form must be signed by the employee and, in some cases, a representative. It must be accompanied by written travel orders for validation.
Limitations	While the form exempts lodging taxes, it does not exempt other hotel-related charges like meals and parking from state sales tax.

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Detailed Steps for Writing Louisiana R 1376

Filling out the Louisiana R 1376 form is a straightforward process that requires specific information about the employee and their government employer. Ensure all details are accurate to facilitate the exemption from hotel lodging taxes.

Begin by entering the employee's name and title in the designated space.
Next, fill in the name of the government employer where the employee works.
Provide the address of the government employer, including street, city, state, and ZIP code.
Enter the telephone number of the government employer.
In the space for the name of the hotel, write the hotel where the employee stayed.
Fill in the dates of the employee's stay at the hotel.
Have the employee sign the form and include their title and the date of signing.
Another representative from the government agency must also sign, providing their name, title, and date of signing.

After completing the form, ensure that it is accompanied by the employee's written travel orders. This documentation is essential for the hotel to process the exemption correctly. The hotel should retain both the form and the travel orders for their records.

Form Preview

R-1376 (2/98)

State of Louisiana

Department of Revenue

Certificate of Governmental Exemption from the Payment of Hotel Lodging Taxes

for use by employees of the government of the United States and the State of Louisiana

and its political subdivisions in documenting eligibility for exemption from payment of state sales

taxes on hotel lodging charges that are directly reimbursable by their government employers

This certifies that _____________________________________________________________________

Name and title of employee

is an employee of ____________________________________________________________________

Name of government employer

whose address and telephone number are ________________________________________________

	Street
(	)
________________________________________ _______________________________________
City, State, ZIP	Telephone
and that the lodging charges incurred by the employee at the	_________________________________
	Name of hotel

during the period _____________________________________________________________________

Dates of employee’s stay

are necessitated by the employee’s conduct of the official business of this government agency. The employee’s lodging expenses are required to be accounted for to his government agency employer and are reimbursable by the employer to the employee in the actual amount incurred. This government agency, therefore, claims exemption from the payment of lodging taxes on the charges for the occupancy of the employee’s hotel room.

____________________________________________________	_____________________________________________________	_______________________
Name and title of employee	Signature	Date
____________________________________________________	_____________________________________________________	_______________________
Name and title of other employee representative	Signature	Date

This form is usable only in documenting eligibility for exemption from the payment of state sales tax on charges for room occupancy. The state sales tax must be paid on other taxable purchases from the hotel, including meals, laundry, dry cleaning, and vehicle parking. When this form bears the signature of only the employee, the form must be accompanied by a copy of the employee’s written travel orders, in which the government employer directs a stay at the specific hotel accepting the form, or alternatively, at any hotel within a narrowly defined geographic area. The hotel must retain this certificate and a photocopy of the travel orders to document the exemption. This form is not valid to document exemption from the payment of local room occupancy taxes.

Misconceptions

Misconceptions about the Louisiana R 1376 form can lead to confusion regarding its proper use and requirements. Below are six common misconceptions, along with clarifications.

This form exempts all hotel-related charges from taxes. The Louisiana R 1376 form only exempts state sales tax on hotel lodging charges. Other charges, such as meals and parking, are still subject to tax.
Any government employee can use this form without restrictions. The form is specifically for employees whose lodging expenses are reimbursable by their government employer. It cannot be used by all government employees indiscriminately.
The hotel does not need to keep any records of this form. Hotels must retain the Louisiana R 1376 form along with a photocopy of the employee’s travel orders to document the exemption properly.
Only the employee's signature is required on the form. The form must be signed by both the employee and another representative from the government agency to be valid.
This form can be used to avoid local room occupancy taxes. The Louisiana R 1376 form does not provide an exemption from local room occupancy taxes; it is solely for state sales tax on lodging.
Travel orders are optional when using this form. When the form is signed only by the employee, it must be accompanied by a copy of the employee’s written travel orders to validate the exemption.

Understanding these misconceptions is crucial for ensuring compliance with tax regulations and for making the most of the exemptions available to government employees.

Documents used along the form

The Louisiana R 1376 form is a certificate that allows government employees to claim an exemption from state sales taxes on hotel lodging charges. This form is typically used in conjunction with other documents that provide further context or support for the exemption. Below is a list of forms and documents often associated with the Louisiana R 1376.

Travel Orders: These are official documents issued by a government agency that outline the details of an employee's travel for work. They specify the purpose of the trip, the destination, and the dates of travel. Travel orders must accompany the R 1376 form when it is signed only by the employee.
Hold Harmless Agreement: To protect against liability in various activities, it's important to utilize the essential Hold Harmless Agreement form to mitigate potential risks.
Reimbursement Request Form: This form is used by employees to request reimbursement for expenses incurred while traveling for work. It typically includes details about the expenses, such as lodging, meals, and transportation. This form helps ensure that employees are compensated for costs related to their official duties.
Hotel Invoice: This document is provided by the hotel to the guest and details the charges incurred during the stay. The hotel invoice includes the dates of stay, room rates, and any additional charges. It serves as proof of the lodging expenses that the employee seeks to have reimbursed.
W-9 Form: This form is used by the hotel to provide their taxpayer identification information to the government. It is often required for tax purposes and helps ensure compliance with federal tax regulations. The hotel may need to submit this form if they are receiving tax-exempt payments.
Exemption Certificate: This document is used by the hotel to confirm that they are exempt from collecting certain taxes on behalf of government employees. It provides the necessary information to validate the exemption claimed by the employee using the R 1376 form.

These documents work together to support the process of claiming tax exemptions on hotel lodging for government employees. Having the correct forms and supporting documentation helps ensure compliance with state regulations and facilitates a smoother reimbursement process.