Outline
The New York DOF-1 form is an essential tool for businesses operating within the city, designed to facilitate the reporting of any changes in business information. This form allows business owners to update key details such as their business name, identification numbers, billing address, business address, and telephone number. When completing the form, individuals must indicate which tax records are affected by these changes, including various types of taxes like the General Corporation Tax, Unincorporated Business Tax, and Commercial Rent Tax, among others. The DOF-1 form also requires businesses to provide both old and new information, ensuring that the Department of Finance has accurate and current records. If a business is no longer operational, specific documentation must be attached to confirm its status. Additionally, the form emphasizes the importance of timely submission; business owners are encouraged to send the completed form as soon as changes occur to avoid any discrepancies in their tax records. Overall, the DOF-1 form streamlines the process of maintaining accurate business information, which is crucial for compliance and effective communication with the Department of Finance.
Sample - New York Dof 1 Form
FINANCE
NEW ● YORK
THE CITY OF NEW YORK DEPARTMENT OF FINANCE
n y c . g o v / f i n a n c e
D O F
1
NEW YORK CITY DEPARTMENT OF FINANCE
CHANGE OF BUSINESS INFORMATION
USE THIS FORM TO REPORT ANY CHANGES IN YOUR BUSINESS'S NAME, ID NUMBERS, BILLING OR BUSINESS
ADDRESS, OR TELEPHONE NUMBER. (SEE INSTRUCTIONS ON BACK BEFORE COMPLETING.)
SECTION I: TAX RECORD AFFECTED -
Check (✓) the box(es) below to indicate which business and excise tax records should be changed.
■ General Corporation Tax |
■ Unincorporated Business Tax |
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■ Commercial Rent Tax |
■ Commercial Motor Vehicle Tax |
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■ Banking Corporation Tax |
■ Retail Beer, Wine and Liquor License Tax |
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■ Utility Tax |
■ Hotel Tax |
■ Other (Tax Type)____________________ |
SECTION II: BUSINESS INFORMATION - Enter in the spaces below the old, new (revised or changed) or
OLD I NFORM ATI ON
Entity ID (EIN or SSN)
Account ID (see instructions)
Trade Nam e (DBA, etc.)
Legal Nam eBusiness Telephone Num ber
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Business Address |
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EFFECTIVE DATE |
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NEW I NFORM ATI ON |
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MON TH |
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YEAR |
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■ Individual |
■ Partnership |
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■ Corporation |
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Entity Type (check one) |
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Entity ID (EIN or SSN)
Account ID (see instructions)
Trade Nam e (DBA, etc.)
Legal Nam eBusiness Telephone Num ber
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Business Address |
City |
State |
Zip Code |
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Billing Address c/o (no. and street)
City |
State |
Zip Code |
Reason(s) for change ▼
Change of business activity ▼
Check (✓) if appropriate
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EFFECTIVE DATE
MON TH |
DAY |
YEAR |
ATTACH: Certificate of Dissolution (if corporation); Notarized Affidavit (if unincorporated business or partnership)
Did you file a final return? |
■ YES |
■ NO |
■INACTIVE IN NEW YORK CITY
EFFECTIVE DATE
MON TH |
DAY |
YEAR |
ATTACH: Form
Did you file a final return? |
■ YES |
■ NO |
SIGN →
HERE
Signature |
Title |
Date |
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Once you complete this form, mail it immediately to: New York City Department of Finance, Account Examinations, 59 Maiden Lane, 19th Floor, New York, NY 10038. (If there are no changes to the above information, keep this form in your files. In the event a change occurs, complete the form and send it to us as soon as possible.)
BUSINESS ADDRESS
LEGAL NAME
CHANGE OF BUSINESS ACTIVITY
REASON(S) FOR CHANGE
BILLING ADDRESS
ACCOUNT ID NUMBER
BUSINESS TELEPHONE NUMBER
Page 2 |
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The purpose of Form
If there are currently no changes to your business's information, keep this form in your files. In the event a change occurs, complete the form and send it to us as soon as possible. If you need addition- al forms, call Customer Assistance at ( 212)
SECTION I - TAX RECORD AFFECTED
Indicate which business tax record should be changed by marking
a✔ in the appropriate box( es) in this section. If your change affects a tax not listed, check the box labeled "Other" and enter in the space directly to the right of it the tax type.
SECTION II - BUSINESS INFORMATION
Enter in the spaces available all old and new information regarding your business's operation.
In the OLD INFORMATION area, enter your:
ENTITY ID NUMBER This is the number that is currently used to identify your business tax account. It is the number that either appears on all Department mailing labels you are presently receiv- ing, or it is the number that you entered when you last filed a tax return. This identifying number must be entered in order for us to make any account changes.
Leave this area blank unless you are changing the tax records listed below. If you have more than one account ID number, list the account ID number in the appropriate line in the chart below.
IF THE BUSINESS |
THE ACCOUNT ID NUMBER |
TAX IS.... |
TO ENTER IS... |
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➧ Commercial Rent Tax |
➧ Commercial Rent Tax Registration |
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____________________________________________________________ |
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➧ Commercial Motor Vehicle |
➧ Commercial License Plate |
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____________________________________________________________ |
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➧ Retail Beer, Wine and |
➧ License Number |
Liquor License Tax |
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____________________________________________________________ |
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➧ Utility Tax |
➧ Utility Tax Registration |
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____________________________________________________________ |
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➧ Hotel Tax |
➧ New York City Certificate |
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____________________________________________________________
TRADE NAME This is the name that you use in conducting your normal
Your legal name is the name under which your business owns assets or incurs debts. For sole proprietorships, it is the name of the sole proprietor; for corporations, it is the name filed with the New York Secretary of State; and for partnerships, it is the legal name used in the partnership agreement.
The address where your major business activity is physically located.
The number where you can
usually be reached during normal business hours.
In the NEW INFORMATION area, enter the date the new information became effective. Enter your new or revised:
ENTITY TYPE This is the legal form of the taxpayer. Check either individual ( e.g., sole proprietor or
ENTITY ID NUMBER If yo u have rec ently rec eived an EIN ( Employer Identification Number) or have otherwise changed your identification number, enter the new number here. ( If there is no change, leave this space blank.)
ACCOUNT ID NUMBER ( SEE ABOVE)
TRADE NAME ( SEE ABOVE)
LEGAL NAME ( SEE ABOVE)
BUSINESS ADDRESS AND TELEPHONE NUMBER ( SEE ABOVE)
The address where you now want us to send all of your tax returns and notices. Be sure to include your street name and number, city and post office box number, if any. ( If there is no change, leave this space blank.)
Enter the specific reaso n( s) fo r sending us this form ( i.e., change of name, change of ID number, change of entity, change of address, etc.) .
Enter any other pertinent information that will help us to properly change information about your tax records. ( If you need more space, attach a sheet to this form.)
SIGNATURE Sign your name and enter your title and the date in the spaces provided. Send your completed form to:
NYC DEPARTMENT OF FINANCE ACCOUNT EXAMINATIONS
5 9 MAIDEN LANE, 1 9 TH FLOOR NEW YORK, NY 1 0 0 3 8
PRIVACY ACT NOTIFICATION
The Federal Privacy Act of 1974, as amended, requires agencies requesting Social Security Numbers to inform individuals from whom they seek this information as to whether compliance with the request is voluntary or mandatory, why the request is being made and how the information will be used. The disclosure of Social Security Numbers for taxpayers is mandatory and is required by sec- tion
Form Information
| Fact Name | Details |
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| Purpose of Form | The DOF-1 form is used to report changes in a business's name, ID numbers, billing or business address, or telephone number. |
| Governing Law | This form is governed by the Administrative Code of the City of New York, specifically section 11-102.1. |
| Tax Records Affected | Business owners can indicate which tax records are affected, including General Corporation Tax and Unincorporated Business Tax, among others. |
| Old and New Information | Users must provide both old and new information regarding their business, including Entity ID, Trade Name, and Business Address. |
| Effective Date | The form requires an effective date to indicate when the changes take effect. |
| Signature Requirement | A signature, title, and date are required from the person completing the form to validate the changes. |
| Mailing Address | Completed forms should be mailed to the New York City Department of Finance at 59 Maiden Lane, 19th Floor, New York, NY 10038. |
| Privacy Act Notification | The form includes a notification about the Federal Privacy Act of 1974, explaining the mandatory nature of providing Social Security Numbers. |
Detailed Guide for Filling Out New York Dof 1
Completing the New York DOF-1 form is an essential step when there are changes to your business's information. This form allows you to update your business name, ID numbers, billing or business address, and telephone number. Once you have filled it out, you will need to mail it to the appropriate department to ensure your records are current.
- Begin by marking the appropriate boxes in SECTION I to indicate which tax records are affected by the changes.
- In SECTION II, locate the OLD INFORMATION section and fill in the following details:
- Entity ID (EIN or SSN)
- Account ID
- Trade Name
- Legal Name
- Business Telephone Number
- Business Address
- City
- State
- Zip Code
- Next, enter the Effective Date for the changes in the designated space.
- Now, move to the NEW INFORMATION section and provide the updated information:
- Entity Type (check one: Individual, Partnership, Corporation)
- Entity ID (EIN or SSN)
- Account ID
- Trade Name
- Legal Name
- Business Telephone Number
- Business Address
- City
- State
- Zip Code
- Billing Address
- c/o
- City
- State
- Zip Code
- Indicate the Reason(s) for Change by checking the appropriate box.
- If applicable, check the box for OUT-OF-BUSINESS and provide the effective date.
- Attach any required documents, such as a Certificate of Dissolution or a Notarized Affidavit, if necessary.
- Finally, sign the form, enter your title, and date it in the designated area.
- Mail the completed form to the New York City Department of Finance at the address provided.
Obtain Answers on New York Dof 1
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What is the purpose of the New York DOF-1 form?
The New York DOF-1 form is designed to help businesses report any changes in their tax records. This includes updates to the business's name, identification numbers, billing or business addresses, and telephone numbers. Keeping this information current is crucial for ensuring that the Department of Finance has accurate records, which can affect tax assessments and communications.
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How do I complete the DOF-1 form?
To complete the DOF-1 form, you need to fill out both the old and new information sections. Start by indicating which tax records are affected by marking the appropriate boxes. Then, provide your entity ID number, account ID, trade name, legal name, business address, and telephone number in the designated areas. Make sure to include the effective date of the changes. If your business is out of business or inactive, additional documentation may be required.
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Where do I send the completed DOF-1 form?
Once you have completed the DOF-1 form, it must be mailed to the New York City Department of Finance. The address is:
New York City Department of Finance,
Account Examinations,
59 Maiden Lane,
19th Floor,
New York, NY 10038.It is important to send the form immediately after completion to ensure that your business records are updated without delay.
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What should I do if there are no changes to my business information?
If there are currently no changes to your business information, you should keep the DOF-1 form in your files. In the event that a change occurs in the future, you can complete the form and send it to the Department of Finance as soon as possible. This proactive approach helps maintain accurate records and avoids potential issues with tax assessments.
Common mistakes
Filling out the New York DOF-1 form can be straightforward, but many people make common mistakes that can lead to delays or issues with their business records. One frequent error is failing to provide the correct Entity ID number. This number is essential for identifying your business tax account. If you leave this section blank or enter an incorrect number, the Department of Finance may not process your request. Always double-check this information before submitting the form.
Another mistake often made is neglecting to indicate which tax records are affected. In Section I, you must check the appropriate box or boxes that apply to your business. If you skip this step or choose the wrong tax type, your changes might not be applied correctly. It's crucial to take a moment to ensure that you accurately reflect the taxes relevant to your situation.
People also frequently overlook the requirement to sign the form. Without a signature, the Department of Finance cannot process your request. This step may seem minor, but it is vital. Make sure to sign and date the form in the designated area before mailing it. A missing signature can lead to unnecessary delays in updating your business information.
Lastly, many individuals forget to attach necessary documentation. Depending on the changes being made, you may need to include a Certificate of Dissolution or a notarized affidavit. If you fail to provide these documents, your submission could be incomplete, resulting in a rejection. Always review the instructions carefully and ensure that you have all required attachments before sending in your form.
Documents used along the form
The New York DOF-1 form is essential for updating business information with the Department of Finance. When submitting this form, several other documents may also be required to ensure compliance and proper record-keeping. Below is a list of these forms and documents, along with brief descriptions of their purposes.
- Certificate of Dissolution: This document is necessary for corporations that are ceasing operations. It officially dissolves the corporation and must be submitted along with the DOF-1 form if the business is going out of business.
- Notarized Affidavit: Required for unincorporated businesses or partnerships when reporting changes. This affidavit confirms the authenticity of the changes being reported and must be notarized.
- Form NYC-245: This form is used by corporations that have become inactive in New York City. It provides necessary information for the Department of Finance to update tax records accordingly.
- Federal Schedule C: Sole proprietors must submit this form to report income or loss from their business. It is required when an unincorporated business is reporting changes or going inactive.
- Federal Form 1065: Partnerships must file this form to report income, deductions, and other important information. It is essential for partnerships reporting changes or becoming inactive.
- Business License: Depending on the nature of the business, a specific license may be required. This document proves that the business is authorized to operate in its specific industry.
- Trade Name Registration: If a business operates under a name different from its legal name, this registration is necessary. It protects the business's trade name and is important for branding and legal purposes.
- Tax Identification Number (TIN): This number is essential for tax purposes. Businesses must ensure that their TIN is accurate and up-to-date, particularly when submitting the DOF-1 form.
- Operating Agreement: For LLCs, this document outlines the management structure and operational procedures. It may be necessary to provide this if there are changes in the business structure or ownership.
In summary, when submitting the New York DOF-1 form, it is crucial to consider these additional documents. Each plays a vital role in ensuring that the Department of Finance has accurate and complete information regarding your business. Timely submission of these forms will help prevent any disruptions in your business operations.
Similar forms
- IRS Form 8822: This form is used to notify the IRS of a change of address. Similar to the DOF-1, it allows individuals and businesses to update their records to ensure they receive important tax documents at the correct location.
- New York State Form IT-201: This personal income tax return includes sections where taxpayers can indicate changes in their personal information, such as name and address. Like the DOF-1, it serves to keep tax records accurate and up-to-date.
- New York State Form DTF-95: This is a change of address form for businesses that file New York State taxes. Similar to the DOF-1, it allows businesses to ensure that tax correspondence is sent to the right address.
- Form 1065: This partnership return allows for updates to partnership information, including the address and name of the partnership. It parallels the DOF-1 by helping maintain accurate records for tax purposes.
- New York City Form NYC-245: This form is specifically for corporations to report changes, including those related to business status. Like the DOF-1, it ensures that the city has the most current information about the business.
- Form SS-4: This application for an Employer Identification Number (EIN) can also be used to update information related to a business. It serves a similar purpose as the DOF-1 in maintaining accurate business records with the IRS.
- Form 1040: While primarily an individual income tax return, it includes sections for taxpayers to update their address and personal information. This is akin to the DOF-1's role in updating business information.
- New York State Form CT-6: This form is used by corporations to elect to be treated as an S corporation. It includes sections for updating business details, similar to the updates allowed by the DOF-1.
- Form 1065-B: This is the return for electing large partnerships, which allows for updates to partnership information. It shares the same function as the DOF-1 in ensuring that partnership records are current and accurate.
Dos and Don'ts
When filling out the New York DOF-1 form, it's important to follow certain guidelines to ensure your submission is accurate and complete. Here are six things you should and shouldn't do:
- Do check the appropriate boxes for the tax records that need to be changed.
- Do provide all required old and new information clearly in the designated spaces.
- Do sign the form and include your title and the date before submitting.
- Do mail the completed form to the correct address: New York City Department of Finance, Account Examinations, 59 Maiden Lane, 19th Floor, New York, NY 10038.
- Don't leave any required fields blank; this can delay processing.
- Don't forget to attach any necessary documents, such as a Certificate of Dissolution if applicable.
Following these steps can help ensure your form is processed smoothly and efficiently.
Misconceptions
- Misconception 1: The DOF-1 form is only for corporations.
- Misconception 2: I can submit the DOF-1 form at any time without consequences.
- Misconception 3: I don’t need to notify the Department of Finance if my business is inactive.
- Misconception 4: There is no need to attach any documents when submitting the DOF-1 form.
- Misconception 5: Only changes to the business name require the use of the DOF-1 form.
- Misconception 6: I can make changes verbally over the phone.
- Misconception 7: The DOF-1 form is only for tax-related changes.
- Misconception 8: I can leave sections of the DOF-1 form blank if I don’t have new information.
- Misconception 9: Submitting the DOF-1 form guarantees immediate processing.
This is incorrect. The DOF-1 form can be used by individuals, partnerships, and corporations alike. Any business entity that needs to update its information can utilize this form.
While you can submit the form at any time, it is crucial to do so promptly after any change occurs. Delaying the submission can lead to complications in your tax records.
Even if your business is inactive, you must still report this status using the DOF-1 form. Failure to do so may lead to misunderstandings regarding your tax obligations.
This is false. Depending on the nature of the changes, you may need to attach specific documents, such as a Certificate of Dissolution or a notarized affidavit.
The DOF-1 form is not limited to name changes. It is also used for updating ID numbers, billing addresses, business addresses, and telephone numbers.
Changes cannot be made verbally. The Department of Finance requires a completed DOF-1 form to officially record any changes to your business information.
While the form is primarily used for tax record updates, it is also essential for maintaining accurate business information in the city’s records.
It is important to fill out all applicable sections. Leaving sections blank may delay the processing of your request or result in errors.
While the Department of Finance aims to process forms quickly, there is no guarantee of immediate processing. It is advisable to allow sufficient time for updates to reflect in the system.
Key takeaways
Filling out the New York DOF-1 form is essential for keeping your business tax records accurate. Here are some key takeaways to consider:
- Purpose of the Form: Use the DOF-1 form to report any changes in your business's name, ID numbers, billing or business address, or telephone number.
- Identify Affected Taxes: Clearly check the box next to the tax records that are affected by your changes. If your tax type isn't listed, use the "Other" option to specify.
- Old and New Information: Fill in both the old and new information accurately. This includes your entity ID, account ID, trade name, legal name, and contact details.
- Effective Date: Indicate when the new information takes effect. This helps the Department of Finance update your records correctly.
- Attachments: If applicable, attach necessary documents like a Certificate of Dissolution or a notarized affidavit, especially if your business is out of business.
- Signature Required: Don’t forget to sign the form. Include your title and the date to validate the submission.
- Mail Promptly: Send the completed form to the New York City Department of Finance immediately to ensure your records are updated without delay.
Keeping your business information current is crucial for compliance and avoiding potential penalties. Always maintain a copy of the form for your records.