The California Std 236 form is a waiver that allows state agency employees to exempt themselves from transient occupancy taxes when staying at hotels or motels for official duties. This form ensures that the hotel or motel operator retains proper documentation for tax reporting purposes. If you need to fill out the form, please click the button below.
The California Std 236 form serves an important purpose for state employees and the hotel or motel operators they engage with. This form acts as a waiver for the transient occupancy tax, which is typically charged to guests staying at these establishments. Designed specifically for representatives or employees of state agencies, the Std 236 allows them to certify that their lodging expenses are being covered by the State of California while they are performing official duties. It includes essential details such as the hotel or motel name and address, the dates of occupancy, and the amount paid for the stay. By filling out this form, travelers confirm their status as state employees and provide necessary documentation to substantiate tax-exempt status. The form also requires the traveler’s signature and a declaration made under penalty of perjury, ensuring that all information provided is accurate. Operators are advised to retain this waiver for their records, as it supports their tax reporting and compliance obligations.
STATE OF CALIFORNIA
HOTEL/MOTEL TRANSIENT OCCUPANCY TAX WAIVER (EXEMPTION CERTIFICATE FOR STATE AGENCIES)
STD. 236 (Rev 10 /2019)
HOTEL/MOTEL OPERATOR: RETAIN THIS WAIVER FOR YOUR FILES TO SUBSTANTIATE YOUR REPORTS.
DATE EXECUTED
PARTICIPATION BY OPERATORS IS STRICTLY VOLUNTARY
HOTEL / MOTEL NAME
TO:
HOTEL / MOTEL ADDRESS(Number, Street, City, State, ZIP Code)
This is to certify that I, the undersigned traveler, am a representative or employee of the State agency indicated below; that the charges for the occupancy at the above establishment on the dates set forth below have been, or will be paid for by the State of California; and that such charges are incurred in the performance of my official duties as a representative or employee of the State of California.
OCCUPANCY DATE(S)
STATE AGENCY NAME
AMOUNT PAID
$
HEADQUARTERS ADDRESS
TRAVELER'S NAME(Printed or Typed)
I hereby declare under the penalty of perjury that the foregoing statements are true and correct.
EXECUTED AT: (City)
TRAVELER'S SIGNATURE
DATE SIGNED
, CALIFORNIA
Once the California Std 236 form is filled out, it should be retained by the hotel or motel operator for their records. This ensures compliance and substantiates reports related to transient occupancy tax exemptions. Follow these steps to complete the form accurately.
What is the California Std 236 form?
The California Std 236 form is an exemption certificate used by state agency employees to waive the transient occupancy tax when staying at hotels or motels. This form certifies that the charges for the stay will be paid by the State of California, as the stay is necessary for the performance of official duties.
Who needs to fill out the California Std 236 form?
This form is intended for employees or representatives of state agencies who are traveling for work-related purposes. If you are a state employee staying at a hotel or motel, you will need to complete this form to avoid paying the transient occupancy tax.
How do I complete the California Std 236 form?
To complete the form, you will need to provide your name, the name of your state agency, the hotel or motel's name and address, the dates of your occupancy, and the amount paid. After filling in these details, you must sign and date the form, declaring that the information provided is true and correct.
What information is required on the form?
Key information includes your name, the name of the state agency you represent, the hotel or motel's name and address, the dates of your stay, and the total amount paid for the occupancy. It’s essential to ensure all information is accurate to avoid complications.
Is participation in this waiver voluntary?
Yes, participation by hotel and motel operators in this waiver program is strictly voluntary. They may choose to accept or decline the exemption based on their policies. However, if they do accept, they must retain the form for their records.
What happens if I don’t use the California Std 236 form?
If you do not use the California Std 236 form when staying at a hotel or motel for state business, you may be required to pay the transient occupancy tax. This tax can add significant costs to your travel expenses, so it is beneficial to utilize the waiver when applicable.
Where should the completed form be submitted?
The completed California Std 236 form should be presented to the hotel or motel at the time of check-in. The hotel will keep this form on file to substantiate their tax reports. It is advisable to retain a copy for your records as well.
What is the penalty for providing false information on the form?
Providing false information on the California Std 236 form can lead to serious consequences, including potential legal repercussions. You are declaring under penalty of perjury that the information is true, so it is crucial to ensure accuracy when completing the form.
Can the California Std 236 form be used for personal travel?
No, the California Std 236 form is specifically designed for state agency employees traveling for official duties. It cannot be used for personal travel or for stays that are not related to state business.
Filling out the California Std 236 form can be straightforward, but there are common mistakes that travelers often make. One frequent error is neglecting to include the correct hotel or motel name. It's crucial to ensure that the name matches the establishment where the stay occurred. An incorrect name can lead to complications when the hotel tries to verify the waiver.
Another common mistake involves the occupancy dates. Travelers sometimes forget to specify the exact dates of their stay. Leaving this section blank or providing inaccurate dates can result in the form being rejected. Always double-check that the dates align with your travel itinerary to avoid any issues.
Many individuals also overlook the importance of providing the state agency name. This detail is essential, as it identifies the agency responsible for covering the costs. Without this information, the form may not be valid, and the hotel may not accept the waiver.
Additionally, some travelers fail to include their signature on the form. This step is vital, as it certifies the accuracy of the information provided. A missing signature can invalidate the waiver, causing unnecessary delays and potential out-of-pocket expenses.
Another mistake is not providing the amount paid for the stay. This figure is necessary to demonstrate the charges incurred. Omitting this detail can create confusion and may lead to the rejection of the waiver by the hotel or motel.
Lastly, travelers sometimes forget to specify the city where the waiver is executed. This information is required to validate the form. A missing city can raise questions about the legitimacy of the document, so it is essential to ensure this detail is included.
The California Std 236 form is an important document used by state employees to certify their exemption from transient occupancy tax when staying at hotels or motels. However, several other forms and documents are often used alongside it to ensure compliance and proper documentation. Below is a list of these related documents, along with brief descriptions of each.
Each of these documents plays a vital role in the travel process for state employees. They help ensure that all necessary approvals are in place and that expenses are properly documented and reimbursed. Understanding these forms can simplify the travel experience and ensure compliance with state regulations.
The California Std 236 form serves as a waiver for transient occupancy tax for state agencies. Several other documents serve similar purposes in various contexts. Below is a list of six documents that share similarities with the California Std 236 form:
When filling out the California Std 236 form, it is important to be thorough and accurate. Here are some guidelines to help ensure the process goes smoothly:
By following these guidelines, you can help ensure that the form is filled out correctly, minimizing the risk of delays or issues. If you have any questions, consider reaching out for assistance.
Misconceptions about the California Std 236 form can lead to confusion for travelers and hotel operators alike. Here are six common misunderstandings:
When filling out the California Std 236 form, keep the following key takeaways in mind:
Understanding these points will help ensure proper use of the form and compliance with state regulations.