Florida Record Retention Policy

Here's a review of records the  http://dor.myflorida.com/dor/  expects you to maintain.  General business records: Statute Requirements

The Department is authorized to audit and examine the accounts, books, or records of all persons who are subject to the revenue laws of this state. The Department may inspect such books and records to determine whether that person is in compliance with the revenue laws. (s.213.34 F.S.)

Each person shall keep suitable books and records relating to the revenue laws, such as invoices, bills of lading, and other pertinent records and papers, and shall preserve such books and records until expiration of the time within which the Department may make an assessment. (s.213.35 F.S.)

You must keep your records for 3 years since an audit can extend back that far. The Department may audit for periods longer than three years if you did not file, or filed a substantially incorrect return or payment.

Commonly Requested Records Tax Returns

Federal Returns

  • Corporate Income Tax
    • Job Credit Form 5884
  • Partnership Income Tax
  • Individual Income Tax
  • Schedule C [proprietary business]
  • Schedule D [capital gains]
  • Schedule B [dividend & interest income]
  • Fuel Tax
  • Federal Depreciation Schedule 4562

Florida Returns

  • Corporate Income Tax
  • Partnership Return
  • Sales and Use Tax/Local Option Taxes
  • Motor and Special Fuel Tax
  • Gross Receipts Tax
  • Intangible Personal Property Tax
  • UCT-6 Employers Quarterly Tax and Wage Report (Labor & Employment Security)

General Financial Business Records
(where applicable to that type business and that tax)

  • General Ledger
  • Purchases Journal
  • Purchase Invoices
  • Receipts Journal
    • Daily Register Tapes/Records
  • Depreciation Schedules
  • Sales Journal
  • Sales Invoices
  • Shipping Documents
  • Payroll Records
  • Job Cost Records
  • Fuel Acquisition and Disposal Records
  • Fuel Reports to Other States
  • Investment Records
  • Brokerage Reports
  • Stock/Bond/Investment Certificates
  • Trust Agreements
  • Sales Tax Exemption Certificates
  • Special Fuel Tax Exemption Certificate
  • Lease Agreements for Real or Tangible Property
  • Monthly Bank Statements

Other Business/Financial Records
(where applicable to that type business and that tax)

  • Corporate Minutes
  • Corporate Stock book
  • Annual Report to Stockholders
  • Consolidated Income Statements
  • Federal audit results

Days until April 15

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