How To Get a UK VAT Refund: A Guide for EU Businesses

Introduction

In the UK, Value-added tax – commonly known as VAT – is charged on goods and services bought in the country. The good news is you can reclaim it using the government’s VAT refund scheme, but there’s a few forms to fill in along the way.

The process can be a little daunting, as there are a number of exclusions, calculations and different rules for UK-based and foreign companies (we have a separate guide for UK companies here). In this article, we’ll unpack some of the most commonly asked questions by non-UK businesses, and also consider how to get a VAT refund in other EU countries, including Germany, The Netherlands and Belgium.

UK VAT refunds explained

If you run a business registered outside the UK, you still may be able claim back VAT on a range of purchases via HMRC, the UK’s tax and customs authority. Here’s how.

Who can apply for a VAT refund?

There are three conditions you have to meet to be able to reclaim VAT. First, you are not eligible or already registered for VAT in the UK.

Second, you have no other residence or place of business in the UK. You also do not make any supplies in the UK, unless VAT is payable by the person in the UK who is being supplied, or the supply involves goods being transported internationally.

Third, your own country must also allow an equivalent VAT refund scheme for UK-based businesses. While this is the case for all EU members, it’s worth double-checking for any special exemptions for the country where your company is registered.

How do I claim a UK VAT refund?

There are several steps you need to take in order to reclaim VAT you incur in the UK. Firstly, you’ll need to be registered to make a claim. You’ll also need:

• A certificate of status from where your company is registered. You can get this by completing a VAT66A form. The form includes details like your personal name, trading name, what your business does, and its registration number. Please note you need to renew it every 12 months
• Your original invoices
• If you have imported goods, you’ll also need the VAT copy of the import entry or equivalent customs document showing the VAT paid
• You can submit your claim either electronically, via the HMRC website, or by post. Please note that if you choose to post your claim, you must send the original documents.

Please note that if your business is based in the EU, and you have a claim up to and including 31 December 2020, you’ll need to follow separate guidance. You can find out more here.

What can I claim a VAT refund for?

There are special rules on paying VAT on imports from outside the UK to Great Britain, and from outside the EU to Northern Ireland. You can typically reclaim for:

• Importing goods into the UK. You can reclaim any VAT due if there is no VAT relief available at import. But bear in mind that if you become liable to register for VAT in the UK as a result of importing the goods, you’ll not be able to use the scheme. Only the owner of the goods can claim import VAT.
• Purchases of goods and services used in the UK, including:
  • Travel
  • Accommodation and meals
  • Trade fairs

Other purchases that can be reclaimed include 50% of the VAT on the lease or hire of a car for business and personal use. HMRC offers more detail on partial exemptions here.

What can’t I claim for?

Even if you’re registered to reclaim VAT, there are a number of exceptions, many of which involve goods and services being imported or exported, used in more than one place, or for personal as well as business reasons. This includes:

• If good and services have both business and personal usage, VAT can be only be refunded on the business amount
• Goods and services bought for resale to provide direct services to travellers, like hotel accommodation
• Business entertainment and hospitality. VAT charged on overseas customers can be reclaimed, but there are limits
• Some second-hand goods, like cars and antiques. These kinds of purchases will not include a VAT invoice
• The supply of or importing of most business cars
• Export of goods – but these may be zero-rated if supplier has evidence
• Any supply either used or to be used to make a supply in the UK.

What are the VAT reclaim limits and deadlines?

There is no maximum limit you can claim. However, the minimum depends on when you do it. Your VAT claim should cover a period of at least 3 months (unless there is less of the year left), but no more than the full year when the VAT was charged. The year runs 12 months from 1 July to 30 June of the next calendar year. So you must complete your application by 31 December.

If you’re claiming for less than a 12 month period, the total needs to be at least £130. For claims applying to a whole calendar year, it’s £16. You can also add missing items from former claims.

How does Brexit affect VAT claims?

If you are an EU business looking to clawback VAT charged on goods in Northern Ireland, check with HMRC to see how to proceed with your claim. What’s known as the Northern Ireland Protocol has specific provisions for this.

How can I reclaim VAT in other countries?

While most countries have their own form of VAT – and VAT reclaim schemes – there are small but significant differences between them. The 2024 European VAT refund guide from Deloitte gives a helpful summary of how to obtain a VAT refund in over 30 countries. You can download it here.

What won’t I be charged VAT for?

VAT is not charged on goods bought in the UK for export, unless what you buy is used in the UK – for example, in a trade fair.

When will my claim be paid?

HMRC will typically pay any refund owed within 6  months. If more information is needed, this may take longer. If you have any question about your claim, it says you should contact its VAT Overseas Repayment Unit.

How will my claim be paid?

HMRC allows you to choose how you will be paid. The options are:

• To a UK bank
• By payable order (or cheque) to you or your agent
• SWIFT directly to your own bank. For this, you’ll need to enclose a copy of a bank credit slip and complete form VAT65A.

Your payment, minus any bank charges, will be in Pound Sterling.

An automated expense management tool can help

Saving time, hassle and money, Mobilexpense helps businesses with their VAT refunds. Here’s how it works:

Automated Receipt Capture and Storage
Mobilexpense allows users to capture receipts using their mobile devices, storing them digitally. This ensures that all necessary documentation for VAT claims is readily available and easily accessible.

Compliance with VAT Regulations
Mobilexpense ensures that all expense entries comply with the latest VAT regulations by automatically categorising expenses and calculating the correct VAT amounts, reducing the risk of errors and non-compliance penalties.

Simplified VAT Reclaim Process
The tool identifies which expenses are eligible for VAT refunds and generates the necessary reports for submission to HMRC, simplifying the reclaim process.

Time and Cost Savings
Automating the expense management process reduces time spent on manual entry and calculations, allowing businesses to focus on more strategic tasks and minimising the risk of costly mistakes and delays in VAT refund processing.

Real-Time Expense Tracking
Mobilexpense provides real-time tracking and reporting of expenses, giving businesses a clear overview of their VAT liabilities and reclaim opportunities, aiding in timely submission of VAT claims and better cash flow management.

Integration with Accounting Systems
The tool integrates with existing accounting and ERP systems, ensuring that expense data flows seamlessly into the financial system. This integration helps maintain accurate financial records and simplifies the auditing process.

Global VAT Compliance
For businesses operating internationally, Mobilexpense supports VAT compliance across multiple jurisdictions, adhering to local VAT rules and regulations.

User-Friendly Interface and Mobile Accessibility
With a user-friendly interface and mobile accessibility, employees can easily submit their expenses on-the-go, ensuring timely submissions and up-to-date expense records.

Detailed Reporting and Analytics
Mobilexpense offers detailed reporting and analytics features, providing insights into spending patterns and identifying areas for potential savings. These reports are also useful for preparing VAT claims and ensuring that all eligible expenses are claimed.

Support for Complex VAT Scenarios
Mobilexpense can handle complex VAT scenarios, such as partial exemptions and multiple VAT rates, ensuring businesses maximise their VAT reclaim potential without missing any eligible claims.

Conclusion

Managing the complexities of VAT can be both time consuming and costly. It’s crucial to make sure that you've fulfilled all the requirements for your claim, and keep your receipts and calculations on file in case you need them to progress. An automated expense management tool can make this process much smoother.