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El Proceso de Recuperación del IVA en Europa

The VAT Recovery Process in Europe: An Essential Guide

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What is the VAT recovery process in Europe?

One of the most effective strategies to reduce costs in your company is the recovery of VAT on travel expenses, especially those of an international nature.

In the European Union, the rules may vary from country to country, but in general, it is possible to claim back VAT on a number of common expenses, including:

  • Transportation tickets, whether air, train or boat.
  • Cab invoices, which must be retained in order to reclaim VAT at a later date.
  • Car rental, with certain time limits depending on the country.
  • Accommodation, where VAT is generally recoverable from hotels.
  • Parking, where parking tickets are usually deductible in most cases.

Other expenses to be considered in the VAT refund

There are some expenses for which VAT recovery may be more variable and depends on the specific regulations of each country:

  • Fuel, the deductibility of which depends on the country.
  • Entertainment activities, deductible in some countries up to a certain limit.
  • Low-value gifts, the deductibility of which varies by country.
  • Customer and staff meals, with monthly expense limits that differ from country to country.
  • Telephone calls billed to the company, normally deductible.

In summary, it is essential to review the specific regulations of each EU country to understand how the VAT deduction rules apply to these types of expenses and to ensure proper compliance.

Which countries allow VAT refunds in Europe?

In the European Union, including Spain, foreign companies can recover input VAT on business expenses, such as business travel, accommodation and trade fairs. The rules and restrictions, however, can vary significantly from country to country. Generally, companies must be registered in their home country and not in the country where the expense was incurred. In addition, there are usually deadlines for claiming reimbursement, usually by September 30 of the year following the expense.

Documentation required includes original invoices and proof of payment, and some countries require minimum amounts for claims. Restrictions may also apply depending on the type of expense, such as entertainment or vehicles, so it is essential to be aware of the specific regulations in each country to ensure the correct VAT refund.

Steps to obtain a VAT refund

If your company is established within the European Union, to obtain a Value Added Tax (VAT) refund in another EU country, you must follow a structured process that generally includes the following steps:

  1. Submit an online application through the administration of the EU country where your company is established, using form 360 in the case of Spain.
  2. Make sure you comply with all the requirements established by the corresponding country before submitting the application.
  3. The administration will forward your application to the corresponding country for processing.

XPENDOR: Your partner for VAT recovery in Europe

In conclusion, understanding how to apply for a VAT refund in Europe is key to the financial health of your company. In this complex process, having XPENDOR as your partner means more than just assistance: it means strategic collaboration.

With XPENDOR, you not only get access to European VAT recovery experts, but also to an intuitive platform that simplifies document collection and data export. Their commitment to efficiency and excellence allows you to focus on your business while they take care of optimizing your financial resources. Trust XPENDOR to maximize your VAT recovery and take your business to new horizons of success.


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