FAQs for Portland & Multnomah County occupancy taxes on hotels, vacation rentals & B&B room rentals
Program Contact: Stephen Bouffard
Phone: 503-865-2857 | FAX: 503-823-5189
Mailing Address: City of Portland - TL, PO Box 8791, Portland, OR 97207
- Who is required to register and pay the Transient Lodgings tax to the City?
- How do I know if a particular business is paying the tax?
- Are there any exemptions?
- How do I take a deduction or exemption?
- Are 501-c3 organizations (nonprofits) exempt from paying the tax?
- Who qualifies as a federal government employee for the purposes of the government exemption?
- What documents must be provided to receive the federal employee tax exemption?
- What is the difference between a due date and a delinquent date?
- Are the allowable deductions subject to the TID assessment?
- What is a credit?
- How do I claim a credit?
- Why can't I get your calculated tax report form to calculate?
- Registration requirement: Portland hotel, B&B, and vacation rental operators who provide lodging on a transient (non-permanent) basis for fifteen or more days in a calendar year must register
- Register within 15 days of the start of business
Call the Revenue Bureau at 503-865-2857.
The Revenue Bureau will only confirm that an operator is registered with the city. By law, no financial information will be provided.
Yes. There are five types of allowable exemptions:
- Monthly Renter Exemption
- Taken as a deduction on Line 2 of the tax report
- Eligible exemptions:
- Occupants renting space for more than 30 consecutive calendar days. The guest is eligible for a refund or credit for the 1st 30 days if they stay 31 days or longer without a break. Tax should no longer be charged starting day 31
- People who rent a room on a monthly basis and pay all at once for the entire month (regardless of the number of days in such a month)
- Incidental Use Exemption
- Owners who rent private homes, vacation cabins, or a like facility for 14 days or less within a calendar year do not collect the occupancy tax. Bed and Breakfast Homes and Inns do not qualify under this incidents/use exemption.
- Medical and Government Facilities Exemption
- Any occupant in a hospital room, medical or mental health facility, convalescent home, home for aged people, or a government-owned and operated public institution
- Emergency Shelter/Disaster Relief Exemption
- Taken as a deduction on Line 5 of the tax report
- Any person housed through an emergency shelter or disaster program where the rent is paid with government assistance funds.
- Federal Government Exemption
- Taken as a deduction on Line 3 of the tax report
- Federal Government employees traveling on official government business, who presents an official Government Exemption Certificate or official travel authorization, is exempt from paying the Transient Lodgings tax. Go to qualifying federal employees
Qualifying deductions are claimed on lines 2 – 5 of the tax report.
- Line 2: Rent by Month: Amount of rents received that are paid on a monthly basis, or those guests who stayed, and paid, for more than 30 consecutive days. You can only deduct amounts for which you have documentation and have not collected any tax. If you collected and retained the tax, you must remit it to the City. Deductions that cannot be supported with documentation will be disallowed and the operator will owe the tax.
- Line 3: Government Exemptions: Amount of FEDERAL Government exemptions plus American Red Cross exemptions or Amtrak exemptions. You must be able to support this amount with copies of official government certificates. Red Cross and Amtrak exemptions must also be supported with verification. Deductions that cannot be supported with documentation will be disallowed and the operator will owe the tax. Go to qualifying federal employees
- Line 4: Uncollectible Taxable Rent: Any rent that became uncollectible (due to NSF check or invalid charge card) may be deducted from Gross Rents only if the amount was originally included in Gross Rents. You can only deduct amounts for which you have documentation and have not collected any tax. Only actual bad debts make be taken as a deduction. No allowances or estimates are acceptable. Deductions that cannot be supported with documentation will be disallowed and the operator will owe the tax.
- Line 5: Other Deductions: If you accept emergency housing vouchers, the rent is deducted here. Vouchers must be paid directly with government assistance funds. In order to support your deduction, you must keep a copy of all vouchers. Deductions that cannot be supported with documentation will be disallowed and the operator will owe the tax.
To get this exemption, a guest must be a current employee of a federal agency. The guest must be traveling on official business and their travel expenses, including the lodging bill, must be paid by the federal government, either directly, or by reimbursement.
Federal employees are defined as an employee of a federal governmental department, agency or instrumentality (e.g., IRS, FDA, US Forest Service, Bureau of Indian Affairs). By an act of Congress, additional exemptions are granted for employees of the American Red Cross, Amtrak, and Federal Credit Unions traveling on official business.
Federal employees do not work for the state, county, municipal or tribal government.
There is no exemption for federal contractors, as they are not employees of the federal government.
You must provide a copy (or allow a copy to be taken) of one or more of the following:
- Employment verification (government ID)
- Travel orders (including statements authorizing travel on agency official letterhead)
- Government exemption certificate (includes tax exemption card issued by the State Department)
The hotel must keep all government employee documentation to support deduction taken on the tax report.
The Due Date is the date the tax report is due:
“On or before the 15th day of the month following each quarter of collection, a return for the preceding quarter’s tax collections shall be filed with the Bureau.” PCC 6.04.070 B
Quarterly Tax Report Due Dates:
1st Quarter: April 15
2nd Quarter: July 15
3rd Quarter: October 15
4th Quarter: January 15
The Delinquent Date is the date the report is late and penalty and interest charges are assessed:
“All amounts of such taxes collected by any operator are due and payable to the Tax Administrator on the 15th day of the following month for the preceding 3 months; and are delinquent on the last day of the month in which they are due. If the last day of the month falls on a holiday or weekend, amounts are delinquent on the first business day that follows.” PCC 6.04.070 A
Quarterly Tax Report Delinquent Dates
This is the date that reports are considered late and are charged penalties and interest:
1st Quarter: April 30
2nd Quarter: July 31
3rd Quarter: October 31
4th Quarter: January 31
Avoid penalties & interest: Postmark or deliver reports to the Revenue Bureau before the last day of the due date month
Remember: Collected taxes are not available funds for your operations. You are required to segregate these funds to ensure they can be paid when due.
No, like Portland and Multnomah County occupancy taxes, the TID assessment is calculated as gross rents less applicable exemptions, uncollectibles and deductions (Line 7, "Taxable / Assessable Rents" on the Transient Lodging tax report).
Here is an example of how the TID assessment is calculated on the tax report (per PCC 6.05.060):
|Line 1: Gross Rents||$50,000|
|Line 2: Minus Monthly Renter Exemption||$1,000|
|Line 3: Minus Federal Employee Exemption||$200|
|Line 4: Minus Uncollectible taxable rents||$0|
|Line 5: Minus Other allowable deductions||$2,500|
|Line 6: Total deductions (sum Lines 2-5)||$3,700|
|Line 7: TID Assessable Rents (Line 1 minus Line 6)||$46,300|
Line 10: TID Assessment (Line 7 x .02) (In this example: $46,300 x .02)
In cases where a tax payment exceeds the amount of tax due, the City will notify the operator in writing that they have a credit. Credits must be claimed on the next tax report. Unclaimed credits will not be automatically applied.
In cases where an operator has been notified by the City that they have a credit, the operator must claim that credit on their next tax report. Credits are to be claimed on line 15 of the tax report.
- Make sure you have Adobe Acrobat Reader installed on your computer: http://www.adobe.com/downloads/
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