N.Y. Tax Law § 1135: Records to be kept

§ 1135. Records to be kept. (a) (1) Every person required to collect

tax shall keep records of every sale or amusement charge or occupancy

and of all amounts paid, charged or due thereon and of the tax payable

thereon, in such form as the commissioner of taxation and finance may by

regulation require. Such records shall include a true copy of each sales

slip, invoice, receipt, statement or memorandum upon which subdivision

(a) of section eleven hundred thirty-two requires that the tax be stated

separately.

(2) In addition to the records required to be kept by paragraph one of

this subdivision, retail food stores and other participants approved for

participation in the federal food stamp program under or pursuant to the

federal food stamp act of nineteen hundred seventy-seven (7 U.S.C. §

2011 et seq.), as amended, whose receipts may be subject to exemption

afforded by subdivision (k) of section eleven hundred fifteen, shall

keep (A) true and complete copies of applications, updates of

applications, redemption certificates, returns and reports furnished to

or by the United States government or this state or their agencies in

order to participate in the food stamp program or to redeem coupons

issued under or pursuant to such federal act, and (B) records of

receipts indicating whether payment is by coupons issued under or

pursuant to such act.

(b) Every show promoter shall keep a record of the date and place of

each show and the name, address and certificate of authority number of

every person whom he permits to display for sale or to sell tangible

personal property or services subject to tax at such show.

(c) Every entertainment promoter shall keep a record of the date and

place of each entertainment event and the name, address and certificate

of authority number of every person authorized by such promoter to make

taxable sales of tangible personal property at such event.

(d) Every person selling or holding large volumes of petroleum

products shall keep records for such periods and in the manner

prescribed by the commissioner pursuant to rules and regulations. Such

records shall show (1) the number of gallons of petroleum products

purchased, the price paid therefor, the amount of tax paid pursuant to

the provisions of section eleven hundred two of this article and (2) the

number of gallons sold, and the price paid by the purchaser to whom such

person sells the petroleum products, and the amount of tax included in

such price pursuant to the provisions of section eleven hundred two of

this article and the amount of tax collected pursuant to the provisions

of subdivision (a) of section eleven hundred five of this article

applicable to such sale together with such additional information as the

commissioner shall require. The amount of tax shall be calculated in the

manner set forth in section eleven hundred eleven of this article.

(e) Every person selling or possessing large quantities of cigarettes

shall keep records for such periods and in the manner prescribed by the

commissioner pursuant to rules and regulations. Such records shall show

(1) the number of cigarettes purchased, the price paid therefor, the

person from whom such cigarettes were purchased, and the amount of tax

paid pursuant to the provisions of section eleven hundred three of this

article and (2) the number of cigarettes sold, the person to whom such

cigarettes are sold (other than a retail purchaser) and the price paid

by the purchaser to whom such person sells the cigarettes, and the

amount of tax included in such price pursuant to the provisions of

section eleven hundred three of this article or the amount of tax

collected pursuant to the provisions of subdivision (a) of section

eleven hundred five of this article applicable to such sale, together

with such additional information as the commissioner shall require.

(f) Every materialman described in paragraph two of subdivision (a) of

section eleven hundred thirty-two of this part shall, in addition to the

records required to be kept by paragraph one of subdivision (a) of this

section, keep the following records with respect to each sale of

building materials or services described in such paragraph two of

subdivision (a) of section eleven hundred thirty-two of this part to a

contractor, subcontractor or repairman: (1) the date of such sale; (2)

proof that the sale meets the qualifications described in such paragraph

two; (3) the amount of credit, if any, extended by such materialman to

such contractor, subcontractor or repairman for each such sale; (4) the

terms for payment of the purchase price or repayment of any such credit;

and (5) the date or dates on which such purchase price is paid or such

credit is repaid, in part or whole, and the amount of each such payment

or repayment. Notwithstanding the provisions of subdivision (g) of this

section, the records referred to in this subdivision shall be preserved

by such materialman for a period of three years from the date the tax on

each such sale is paid over to the commissioner in full; provided,

however, that the commissioner may consent to their destruction within

that period or may require that they be kept longer.

(g) Such records shall be available for inspection and examination at

any time upon demand by the tax commission or its duly authorized agent

or employee and shall be preserved for a period of three years, except

that the tax commission may consent to their destruction within that

period or may require that they be kept longer. Such records may be kept

within the meaning of this section when reproduced on any photographic,

photostatic, microfilm, micro-card, miniature photographic or other

process which actually reproduced the original record.

(h) Notwithstanding the provisions of section three hundred five and

three hundred nine of the state technology law or any other law, the

commissioner may require any person who has elected to maintain in an

electronic format any portion of the records required to be maintained

by that person under this article, to make the electronic records

available and accessible to the commissioner, notwithstanding that the

records are also maintained in a hard copy format.