Complete guide to registration for VAT in UAE

What is VAT and why it matters in the UAE?

Value Added Tax (VAT) is a form of consumption tax imposed at each stage of the supply chain, affecting the value incrementally added to goods and services. Put into effect in the UAE on January 1, 2018, at a basic rate of 5%, it covers the greater part of goods and services, including imported items. This tax has become a vital element in the UAE’s fiscal strategy, helping to broaden the nation's revenue streams and mitigate its reliance on oil-based income.

Importance of VAT in the UAE economy

VAT in the UAE is managed by the Federal Tax Authority (FTA) and has been instrumental in reducing the nation's dependence on oil revenues. By contributing to public spending on infrastructure, healthcare, and education, VAT has become a key pillar of the UAE’s long-term financial plans.

Benefits for businesses

While VAT might initially seem like an additional burden, registering for VAT in the Emirates allows for several benefits. For example, it enables companies to reclaim the VAT they have paid while making business-related purchases, provided they are registered for VAT and compliant with the tax laws.

Why register for VAT in the UAE?

When it comes to VAT, the main component of this system is "taxable supplies". The term means all goods and services covered by VAT. This includes sales, services, and imports within the UAE. Businesses should monitor their annual sales closely to ensure they reach the mandatory or voluntary registration bars before they decide to move forward with VAT registration.

Mandatory VAT registration

There are precise eligibility criteria for VAT registration in the Emirates put in place by the Federal Tax Authority. Businesses engaged in taxable supplies and imports must determine whether they are required for VAT registration. If a company’s yearly turnover exceeds the bar of AED 375,000, VAT registration becomes a necessity.

Voluntary VAT registration

When it comes to businesses whose taxable supplies fall between AED 187,500 and AED 375,000, VAT registration remains optional. While not legally required, voluntary registration can be beneficial for small companies, allowing them to claim VAT on their expenses and improve their credibility in the market.

Businesses exempt from VAT registration

Certain businesses, especially those dealing primarily in exempt goods and services, may not be required to register for VAT. However, these companies must still monitor their activities to ensure they do not surpass the mandatory VAT registration bar.

VAT registration process for new companies in the UAE

VAT registration procedure in details

For businesses operating in the UAE, particularly new companies, the procedure of VAT registration can seem complex. Here's a step-by-step guide to simplify it:

1. Gather the required document. Prior to applying for VAT registration, business owners need to collect the required papers, such as trade licenses, bank letters providing detailed account data, passport copies of company owners, etc.
2. Online application. Registering for VAT in the UAE is done online via the Federal Tax Authority portal. This process involves creating an account, submitting business details, and uploading the necessary documents.
3. Approval and TRN. Once the application is reviewed and approved, the business will receive its tax registration number (TRN), which serves as proof of registration.
4. VAT compliance. After receiving the TRN, businesses must ensure that they stay compliant with VAT regulations by keeping thorough records and submitting systematic VAT returns.

Timeline for VAT registration

Businesses are mandated to register for VAT within 30 days of surpassing the turnover level of AED 375,000. Failure to do so can result in penalties imposed by the FTA.

Online VAT registration in Dubai and other emirates

Benefits of online VAT registration

The FTA provides an online platform for businesses across the UAE, including Dubai and other emirates, to easily complete the VAT registration process. This system reduces the administrative burden, making it easier for businesses to comply with VAT laws without needing to visit physical offices.

How to register for VAT online

To register for VAT online, businesses need to create an account on the FTA portal, provide contact details, and upload the required documents. After that, fill in the application form and submit it, pay the required fee, and wait for the application approval. The platform allows companies to track the progress of their application and receive their tax registration number once approved.

Documents checklist for VAT registration in the UAE

List of necessary documents

In order to successfully complete VAT registration in the UAE, company owners must have the following documents in place:

• A valid trade license
• Company incorporation documents
• Passports and Emirates IDs of business owners or shareholders
• Detailed bank account information
• Proof of business activities and financial transactions
• Company’s contact information
• Proof of reaching the required turnover level for VAT registration

Businesses must ensure these documents are accurate and submitted on time. Having all the required documents prepared beforehand will streamline the approval process and avoid unnecessary delays.

Why accuracy matters

Submitting incomplete or inaccurate documents required can lead to application rejection or significant delays in receiving the tax registration number. Businesses are advised to double-check all forms and documents before submission to the FTA.

Common mistakes to avoid during VAT registration

Missing deadlines

One the most prevalent mistakes business owners tend to make is missing the VAT registration deadline. Once your company’s taxable supplies exceed the bar of AED 375,000, you have 30 days to complete the registration process. Not being able to meet this deadline can result in fines.

Incomplete documentation

Submitting incomplete or incorrect documents is another frequent mistake. Businesses must ensure that all the necessary documents are provided and that the information is accurate to avoid errors and subsequent delays in the registration process.

Incorrect calculation of VAT threshold

Some businesses fail to correctly calculate their annual taxable supplies, leading to issues with VAT registration. Accurate accounting is essential to ensure the business conforms to the mandatory registration requirements.

To avoid any mistakes, from inaccurate documentation to incorrect VAT calculations, it is highly recommended to use the help of professional business consultants or tax advisors for consultations or direct assistance.

Post-registration: maintaining VAT compliance in the UAE

Regular VAT returns

After registering for VAT, businesses have the obligation to provide VAT returns on a quarterly basis. These documents must comprise the details of all taxable supplies and imports, as well as VAT collected and paid.

VAT record keeping

In accordance with FTA requirements, businesses are mandated to keep thorough financial records for at least five years. This includes specific documentation associated with VAT transactions, such as invoices, receipts, and others. The FTA may request this information during audits.

Updating contact details

If there are any changes to the company’s contact details or other important information, the business must notify the Federal Tax Authority immediately to ensure continued compliance.

How to calculate VAT and file VAT returns in the UAE

Estimating your VAT

VAT is calculated by applying a 5% tax rate to the value of taxable supplies and imports. Businesses must ensure they are charging the correct VAT amount to customers and are reclaiming VAT on eligible purchases.

Submission process for VAT returns

When it comes to filing VAT returns, this needs to be carried out through the FTA portal by detailing all transactions and VAT amounts collected. The TRN must be specified in all the submitted returns, which are typically due quarterly. Late submission can cause substantial fines imposed on the company.

Penalties for non-compliance with VAT regulations in the UAE

Naturally, non-compliance with VAT laws, such as failing to submit returns or not registering in time, can lead to significant penalties. The UAE authorities are strict in enforcing these rules to guarantee that companies meet their obligations.

Types of penalties

Penalties for VAT non-compliance in the UAE can include fines, the suspension of the tax registration number, and even business license revocation. Penalties apply to businesses that fail to register on time, do not submit VAT returns, or provide false information.

How to avoid penalties

To avoid penalties, business owners should prepare and send in their VAT returns on time, provide accurate information, and regularly update their contact details with the Federal Tax Authority.

VAT regulations regarding free zones

VAT compliance in Dubai’s free zones

Dubai’s free zones have their own VAT regulations, and businesses must be aware of how these rules apply. For example, transactions between companies within the same free zone may be exempt from VAT, but other transactions may still require VAT to be charged.

Special VAT rules for free zones

Businesses in designated free zones may be immune from particular VAT obligations. In specific cases, these zones are viewed as being outside the Emirates for VAT purposes. However, businesses must still monitor their activities to make sure they adhere to the rules set by FTA.

Free zones and taxable supplies

Certain taxable supplies in free zones may still be subject to VAT. Companies operating in these areas should seek expert guidance to ensure they understand the unique VAT requirements for free zones.

Understanding the impact on business

It is critical for businesses in Dubai’s free zones to thoroughly understand how VAT applies to their operations. Consulting with VAT experts is recommended to avoid compliance issues and fines.

Streamline your VAT calculations and stay compliant

Using technology for VAT compliance

To simplify VAT calculations and stay compliant, businesses can use accounting software that allows for the automation of VAT tracking. These tools reduce the number of errors and facilitate the compliance of businesses with VAT laws in the Emirates.

Regular audits and compliance checks

Conducting regular audits can help businesses pinpoint the potential issues with their VAT processes. Staying up to date with changes in the law and using technology to streamline VAT management are essential steps to ensure ongoing compliance.

By following this guide, businesses can successfully navigate the VAT registration process, preclude common errors, and achieve full compliance with the VAT regulations in the UAE.

All-around VAT services by Emirabiz

At Emirabiz, we offer a full spectrum of corporate services, including expert guidance on VAT compliance. Our solutions are designed to assist businesses in the UAE with everything from establishing operations to managing day-to-day regulatory requirements and navigating the complexities of the local business environment.

Our VAT-related services include:

• VAT registration and compliance
• Expert consultancy on VAT and corporate tax issues
• VAT deregistration assistance
• Filing of VAT returns

Our team of specialists provides tailored consultations based on your specific business model, operational activities, and industry requirements. Whether it’s about structuring your VAT strategy, managing corporate tax obligations, or ensuring full regulatory compliance, we’re here to support you.

Connect with our experts today for a free consultation and let us streamline your VAT processes!