Form 51A292 is an official accounting schedule issued by the Kentucky Department of Revenue. It functions as a detailed expenditure log for businesses requesting a refund of state sales and use taxes paid on building materials and fixtures for an approved Signature Project. The form exists so the state tax authority can review an itemized list of project expenses, verify that the taxes were paid, and ensure the purchased materials qualify for the specific economic development refund. It is primarily used by the approved refund applicant, though it requires specific purchase details from the various contractors and sub-contractors who actually bought the materials. The document collects vendor names, invoice tracking numbers, purchase dates, material descriptions, and exact tax amounts paid. Completing this form meticulously matters because any discrepancies between this report and the physical invoices can result in processing delays, denied costs, or a reduced tax refund.
How To File Form 51A292
Form 51A292 is not a standalone application. Instead, it must be attached as a supporting schedule to your primary Signature Project tax refund application.
You will submit this completed expenditure report, along with the main refund application and required documentation, directly to the Kentucky Department of Revenue. Before you begin filling out this form, you should gather all construction and material invoices related to the project. Sort these records by the contractor or sub-contractor who made the purchase, and then group them by the specific vendor. You will also need to communicate with the primary project applicant to determine exactly what percentage of the project qualifies as approved infrastructure.
How To Complete Form 51A292
General Formatting Rules
The top of the form outlines three strict rules for how the data must be organized. Ensure you follow these instructions before logging any expenses:
Rule 1: Include only one Contractor/Sub-contractor (Purchaser) per page Do not mix purchases made by different companies on the same sheet. If your project involves multiple sub-contractors, you must use a separate copy of this form for each sub-contractor’s expenses.
Rule 2: Please total costs by vendor Group all invoices from the same vendor together. Once you have listed every invoice for a specific vendor, calculate and provide a combined total for that vendor before moving on to the next one.
Rule 3: Provide copy of 1 invoice from each vendor as sample You do not necessarily need to attach every single invoice listed on the form, but you must attach at least one representative invoice for every vendor listed on the page.
Project and Applicant Information
Signature Project Enter the official name of the approved Signature Project exactly as it appears on your state approval documents.
Name of Refund Applicant Write the legal name of the primary business entity that holds the Signature Project agreement and is requesting the state tax refund.
Contractor/Sub-Contractor Name Enter the legal name of the specific contractor or sub-contractor whose purchases are being documented on this particular page. Remember, only one purchaser is allowed per page.
Contractor/Sub-Contractor SU Tax Account # (if applicable) If the contractor or sub-contractor listed above holds a Kentucky Sales and Use (SU) Tax account number, provide it here. If they do not have one, you can leave this space blank.
Expenditure Reporting Table
Column 1: Vendor Name Write the name of the store, supplier, or business that sold the building materials or fixtures to the contractor.
Column 2: Invoice # Enter the unique invoice or receipt number provided by the vendor for the purchase. This allows the state to track the expense back to the original transaction.
Column 3: Date of Invoice Provide the exact date the invoice was issued or the transaction occurred.
Column 4: Period Tax Reported Enter the specific tax period during which the sales or use tax for this transaction was reported and paid to the state.
Column 5: General description of building materials or fixtures purchased Write a brief, clear explanation of what was actually bought. Avoid vague terms like “supplies.” Instead, use descriptive phrasing such as “steel framing,” “electrical wiring,” or “plumbing fixtures.”
Column 6: Total Cost Enter the total gross purchase amount shown on the invoice for the materials listed.
Column 7: % of Property Cost not part of approved infrastructure or other approved project costs Enter the percentage of the invoice cost that does not qualify for the Signature Project refund. Many purchases include materials used for unapproved parts of the site. The form instructs you to consult the main refund applicant to accurately determine what portion of the cost is ineligible.
Column 8: KY SU Tax Paid Enter the exact amount of Kentucky Sales and Use Tax paid on this specific invoice. Do not include taxes paid to other states or local jurisdictions.
Column 9: Total by Vendor After listing all individual invoices for a single vendor, add the amounts from Column 8 together and enter the sum here. Once this vendor is totaled, you can begin listing invoices for the next vendor on the following line.
Final Review Before Filing
Before attaching this report to your main refund application, review the following checklist to ensure everything is correct:
- Verify that only one contractor or sub-contractor is listed on each page.
- Confirm that all invoices are grouped by vendor, and that you have provided a vendor total in Column 9.
- Check that the name of the approved Signature Project and the primary applicant match your state paperwork exactly.
- Ensure you have attached at least one sample invoice for every vendor listed on the form.
- Check Column 7 to ensure you recorded the unapproved percentage of the costs, and that you verified this figure with the main applicant.
- Verify that Column 8 only includes Kentucky Sales and Use Tax, excluding any local or out-of-state taxes.
- Double-check all mathematical totals to prevent processing delays.