I just went through the over €2,500 VAT form process and here’s what I learned so you can have a smoother process. Here’s the official instructions they have which isn’t the best but take a look and be ready for patience and changes! Find more information at the official website for the VAT office.
- Get your cost estimate (KOSTENVORANSCHLAG), offer (ANGEBOT), or pro-forma invoice (PRO-FORMA RECHNUNG) from the vendor or store. My car garage that repaired my car didn’t exactly have a system that could make a cost estimate (KOSTENVORANSCHLAG) so I believe they literally just made a word document with all the parts and company information on it and typed it in the computer to say KOSTENVORANSCHLAG. I’m unsure if it must be written in German or English but mine was in German and was a Kostenvoranschlag or cost estimate. The Netto price or “no tax” price has to be clearly labeled on the cost estimate. Mine had netto and tax showing and that is ok. Just make sure to only pay the netto. Finally, the cost estimate had to say my name, my address, and 86th FSS. REMEMBER: Do not sign anything on the receipt it just needs to be the item information and costs.
- Go to your bank of choice and get a certified check (Bestätiger Bankscheck) for the “netto” or “no tax” cost. I went to DOD Community Bank and they were aware of the process and got what I wanted. The certified check also had to say 86FSS and my name on it. Unfortunately, bank transfers via Wise don’t count.
- Take the check and go to the VAT office. I used Ramstein but there are several others around the KMC including ROB which I have had great success using.
- You will fill out some forms and show military ID to make sure you’re approved VAT privileges. One will be a request for an over €2,500 VAT form will cost $100. Once completed, the associate will go make you a VAT form but the over €2,500 portion will be filled out.
- Go to your vendor with the check and VAT form. You can give them the check. Then the vendor must fill out the VAT form like they normally do except the amount and item information will already be filled out. My garage did their stamps, I signed, there were a few more receipt number written in the item sections to make it look used and I left with my pink and white VAT form copies!
- Finally, the pink copy is for my records. The white form must be returned to the VAT office. They specifically said don’t put it in the return box but walk up and pass it to someone face-to-face when you can. I was lucky and someone immediately walked up and asked to help and saw that white VAT form, reviewed it, and took it. Easy!
I would highly recommend that you go talk with one of the VAT associates once you have your cost estimate or offer to make sure it looks good to them. Make sure the company’s full address is on the cost estimate. Make sure it says one of those 3 appropriate titles.
Finally, if you go see them early hopefully they can answer any questions you may have and they can point you to the right direction. Ramstein’s office wasn’t very helpful and literally just gave me a print out of the instruction sheet and just said “follow the sheet” and didn’t even look at my cost estimate. Just be patient but if you make sure some of those items are completed beforehand you’ll be in a better position.