280 R.I. Code R. § 280-RICR-20-15-2.8 - Record Requirements
A. Every
Distributor of Other Tobacco Products must keep complete and accurate records
of all tobacco products sold to a Dealer. Distributor's records must contain an
accurate date, the name, address, phone number, and OTP Distributor's license
number of the Distributor, the identity of the Dealer purchasing the tobacco
product/s including name, address, phone number, and Dealer's cigarette license
number, as well as the quantity, wholesale cost of the item/s and the actual
amount of tax paid for the specific items.
B. Every Dealer of Other Tobacco Products
must keep complete and accurate records of all tobacco products purchased from
either a licensed or non-licensed Distributor. These purchase records must
contain an accurate date, the identity of the person selling the tobacco
product/s including name, address, phone number, and OTP Distributor's license
number, the identity of the Dealer including the name, address, phone number,
and Dealer's cigarette license number, as well as the quantity, wholesale cost
of the item/s, and the actual amount of tax paid for specific items.
C. Both Distributors and Dealers must keep
documentation of any returns filed with the Division, as well as proof of
payment of Other Tobacco Products Tax.
D. For a period of at least six (6) months
after purchase, the records shall be kept at the Place of Business in
accordance with R.I. Gen. Laws §
44-20-13.2(b).
After six (6) months, the records may be kept off site; however, they must be
produced upon demand to the Division of Taxation within twenty-four (24)
hours.
E. Distributors and Dealers
may keep records electronically as long as they are immediately accessible for
inspection at the Place of Business.
F. All records shall be kept safely for a
period of three (3) years in a manner to insure permanency and accessibility
for inspection by the Tax Administrator or his or her agents.
Notes
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