Recordkeeping for businesses
As a New York State business owner, you are required to keep records that allow you to prepare complete and accurate tax returns for your business. You must also keep documents, such as canceled checks, receipts, cash register tapes, purchase orders, and other sales records to support your business records. Generally, you must keep records and supporting documents for at least three years after you file a return.
Your records may be in paper or electronic format, or both. You must be able to compare records from one time period (such as month, quarter, or year) with records from another period. Upon request, you must make your records available to the Tax Department.
To assist you, we offer detailed recordkeeping guides for several taxes and credits. Review the credit guides to determine whether you are eligible to claim the credits before you file.
- Alcoholic beverages tax: Records to be Kept by Owners and Distributors of Alcoholic Beverages (TB-AB-770)
- Highway use tax: Recordkeeping Requirements - Highway Use Tax (TB-HU-765)
- Sales tax: Recordkeeping Requirements for Sales Tax Vendors (TB-ST-770)
When claiming any of these credits, you must keep the required documentation for your records.
- alcoholic beverage production credit
- automated external defibrillator credit
- brownfield redevelopment tax credit
- clean heating fuel credit
- conservation easement tax credit
- employment incentive credit
- environmental remediation insurance credit
- farmers' school tax credit
- investment tax credit
- manufacturer's real property tax credit
- minimum wage reimbursement credit
- New York Youth Jobs Program tax credit
- QEZE credit for real property taxes
- rehabilitation of historic properties credit
- remediated brownfield credit for real property taxes
- special additional mortgage recording tax credit
- Industrial development agencies and authorities (IDAs): Development Agencies and Authorities
- Medical marijuana registered organizations: Excise Tax on Medical Marijuana - Recordkeeping
- Parking facility operators: Parking services in New York City
- Tax shelter recordkeeping requirements: Form DTF-664, Tax Shelter Disclosure for Material Advisors
- Transportation network companies: Transportation Network Company assessment