Understanding Ontario Harmonized Sales Tax (HST): A Complete Guide

The Ontario Harmonized Sales Tax (HST) is crucial in the province’s financial landscape, affecting businesses and consumers. This combined federal and provincial tax has transformed how sales tax is collected and remitted in Ontario, streamlining the process for many enterprises. Understanding the intricacies of HST is essential for anyone operating a business or making purchases in the province, as it significantly impacts pricing, accounting practices, and overall financial management.

This comprehensive guide delves into the various aspects of HST in Ontario, providing valuable insights for both businesses and consumers. It covers the fundamentals of HST, how it works, and the business registration process. The guide also explores the collection and remittance of HST, input tax credits, exemptions, and zero-rated supplies. Additionally, it examines the impact of HST on specific industries, offering a thorough understanding of this critical component of Ontario’s tax system.

What is the Ontario Harmonized Sales Tax (HST)?

Definition and Purpose

The Ontario Harmonized Sales Tax (HST) is a consumption tax that combines the federal Goods and Services Tax (GST) and the provincial sales tax (PST) into a single, unified levy. This tax applies to the supply of most property and services in Ontario. The primary purpose of the HST is to streamline the recording and collection of federal and provincial sales taxes, making it more efficient for businesses and more accessible for consumers to understand.

The HST is part of a broader Canadian tax system that aims to simplify tax collection and administration across participating provinces. It represents a significant shift in how sales taxes are applied and collected in Ontario, affecting businesses and consumers in various ways.

Components of HST

The Ontario HST consists of two main components:

1. Federal Component: This is the 5% Goods and Services Tax (GST) that applies nationwide in Canada.
2. Provincial Component: Ontario’s provincial portion is set at 8%.

These two components combine to create a total HST rate of 13% in Ontario. It’s worth noting that while Ontario’s rate is 13%, other participating provinces may have different rates. For instance, most other HST-participating provinces have a rate of 15%.

Implementation Date

The Ontario Harmonized Sales Tax came into effect on July 1, 2010. This date marked a significant change in the province’s tax structure, replacing the previous system where the 5% GST and 8% PST were applied separately. The implementation of HST in Ontario was part of a broader tax reform initiative to enhance the province’s economic competitiveness and simplify tax compliance for businesses.

The introduction of HST in Ontario was not without controversy. Public opinion polls before implementation showed that 74% of Ontarians opposed the new tax system. However, the government proceeded with the change, citing potential benefits for businesses and the economy.

To help mitigate the impact on low-income individuals and families, the Ontario government introduced a refundable tax credit of up to CAD 360.88 per adult or child in the 2010-11 fiscal year. This measure was designed to offset some of the increased costs associated with the new tax system for those most vulnerable to its effects.

For businesses operating in Ontario, the shift to HST brought significant changes to their tax collection and remittance processes. Companies making CAD 41,640.01 or more annually in total revenue must register for a GST/HST account through the Canada Revenue Agency (CRA). This registration enables them to collect and remit the HST on behalf of the government.

The implementation of HST in Ontario has had far-reaching effects on various sectors of the economy. While it simplified tax administration for many businesses, it also expanded the tax base to include many services previously subject to GST. This change has had implications for pricing strategies, accounting practices, and overall financial management for businesses across the province.

How HST Works in Ontario

The Ontario Harmonized Sales Tax (HST) is a consumption tax that combines the federal Goods and Services Tax (GST) and the provincial sales tax (PST) into a single levy. This tax system significantly impacts businesses and consumers in the province. Understanding how HST works in Ontario is crucial for companies and individuals to navigate the tax landscape effectively.

Tax Rates

In Ontario, the HST rate is set at 13%, which consists of two components: a 5% federal portion (GST) and an 8% provincial portion (PST). This combined rate applies to most goods and services sold in the province. However, it’s important to note that there are exceptions to this standard rate.

Some goods and services in Ontario follow different tax rules. For instance, certain items are subject to only the GST portion of 5% or the PST portion of 8% rather than the total 13% HST rate. This variation in tax rates adds complexity to the system and requires businesses to be vigilant in applying the correct rate to their products and services.

Point-of-Sale Rebates

To mitigate the impact of HST on consumers, the Government of Ontario has implemented point-of-sale rebates for specific items. These rebates effectively reduce the tax burden on certain goods and services at the time of purchase. Some notable examples of items eligible for point-of-sale rebates include:

1. Books
2. Children’s clothing and footwear
3. Children’s car seats and booster seats
4. Diapers
5. Qualifying food and beverages
6. Newspapers

One significant point-of-sale rebate applies to qualifying prepared food and beverages sold in Ontario that are ready for immediate consumption. This rebate is available when the total price, excluding HST, does not exceed CAD 5.55 for all qualifying items purchased at a particular time.

The rebate amount is typically credited to the customer at the point of sale by the registrant supplier (e.g., a retailer). If the supplier does not provide the rebate at the end of the purchase, customers can file a rebate claim with the Canada Revenue Agency (CRA) using Form GST189.

Taxable Goods and Services

While many goods and services in Ontario are subject to HST, there are three main categories to consider: taxable, zero-rated, and exempt.

Taxable goods and services are subject to the total HST rate. These include:

• Sales of new housing (with some exceptions)
• Sales and rentals of commercial real property
• Sales and leases of automobiles
• Car repairs
• Non-essential groceries (e.g., soft drinks, candy, potato chips)
• Clothing and footwear (except children’s items)
• Advertising services (unless provided to non-residents of Canada not registered for HST)
• Taxi or commercial ride-sharing services
• Legal and accounting services
• Franchises
• Hotel accommodation
• Barber and hairstylist services

Zero-rated goods and services are taxed at a rate of 0%. While no HST is charged on these items, businesses can still claim input tax credits for the HST paid on expenses related to providing these goods and services.

Exempt goods and services are not subject to HST, and businesses cannot claim input tax credits for expenses related to these items.

Businesses must understand these distinctions, as they affect the collection of HST and the ability to claim input tax credits. Businesses can only claim input tax credits because their purchases and expenses are for consumption, use, or supply in their commercial activities. These expenses must be reasonable in terms of quality, nature, and cost relative to the nature of the business.

HST Registration for Businesses

Ontario’s entities must know their obligations regarding the Harmonized Sales Tax (HST). The registration process is crucial for many enterprises, as it determines their responsibilities in collecting and remitting this tax. BOMCAS Canada, an accounting firm specializing in Canadian tax services, can support businesses navigating the HST registration process.

Threshold for Registration

The Canada Revenue Agency (CRA) has established specific criteria to determine which businesses must register for a GST/HST account. The primary factor is the gross revenue of the business. If a company’s gross revenue reaches or exceeds CAD 41,640.01 in four consecutive calendar quarters, it may need to charge GST/HST. These quarters are defined as three-month periods beginning on the first day of January, April, July, or October in each calendar year.

It’s important to note that this threshold applies to the total revenue across a business’s operations. Even if a company operates in multiple provinces or has diverse income streams, the cumulative revenue determines the need for registration. Businesses approaching this threshold should closely monitor their finances to ensure timely registration if necessary.

Registration Process

Once a business determines that it meets the registration criteria, the next step is to register for a GST/HST account with the federal government. The Canada Revenue Agency manages this process, and it can be completed through various channels:

1. Online Registration: The CRA offers a portal where businesses can register quickly and efficiently.
2. Phone Registration: For those who prefer verbal communication, registration can be completed over the phone with a CRA representative.
3. Mail or Fax: Businesses can also submit registration forms via mail or fax if they prefer a paper-based process.

During registration, businesses must provide information such as their legal name, business number (if already assigned), contact details, and information about their business activities. It’s crucial to have accurate and up-to-date information ready when initiating the registration process.

Responsibilities of HST Registrants

Once registered, businesses take on several essential responsibilities related to HST:

1. Collecting HST: Registered businesses must charge and collect HST on taxable sales of goods and services.
2. Remitting HST: The collected tax must be remitted to the CRA according to the filing frequency assigned to the business (monthly, quarterly, or annually).
3. Filing HST Returns: Regular HST returns must be filed, reporting the amount collected and the input tax credits claimed.
4. Maintaining Records: Detailed records of all HST transactions must be kept for audit purposes.
5. Updating Registration Information: Any changes to the business structure or operations that affect HST obligations must be reported to the CRA promptly.
6. Understanding Exemptions: Registrants must be aware of any goods or services that may be exempt or zero-rated for HST purposes.

Businesses should also be prepared for potential audits by the CRA to ensure compliance with HST regulations. Proper record-keeping and timely filing of returns are essential to avoid penalties and interest charges.

Consulting with a professional accounting firm like BOMCAS Canada can provide clarity and ensure compliance with all relevant tax laws for businesses unsure about their HST obligations or needing assistance with the registration process. The CRA website also offers comprehensive information on GST/HST registration and obligations, which can serve as a valuable resource for businesses seeking to understand their responsibilities under the HST system.

Collecting and Remitting HST

Collecting and remitting Harmonized Sales Tax (HST) is a crucial responsibility for businesses operating in Ontario. Companies must first register for an HST number with the Canada Revenue Agency (CRA) to fulfill this obligation. This registration can be completed online, by phone, by mail, or in person. Upon registration, the CRA assigns a unique business number identifier for all tax-related matters.

Invoicing Requirements

Proper invoicing is essential for HST compliance. Every HST-compliant invoice should include several key elements:

1. Seller’s and buyer’s names and contact details
2. Invoice date
3. Nine-digit HST registration number ending in RT or RT001
4. Detailed description of goods or services sold
5. Indication of items subject to GST/HST
6. Total amount payable
7. Total GST/HST amount charged and tax rate
8. Payment terms
9. Return or refund terms, if applicable

Businesses must inform customers about applying GST/HST to their purchases. This can be done through cash register receipts, invoices, contracts, or signage at the place of business. It’s essential to show the total HST rate without separating the federal and provincial components.

For transactions involving different provinces or countries, the HST rate may vary. When supplying goods or services to another province, businesses charge the GST/HST rate of the destination province. For example, an Ontario-based business supplying goods to Alberta would charge 5% GST instead of Ontario’s 13% HST. GST/HST is not charged for sales outside Canada, but businesses should be aware of any applicable export or excise taxes.

Filing Frequency

The frequency of filing GST/HST returns depends on the business’s annual taxable revenues:

1. Annual taxable revenues of CAD 2.08 million or less: Annual filing (optional monthly or quarterly)
2. CAD 2.08 million to CAD 8.33 million: Quarterly filing (optional monthly)
3. Over CAD 8.33 million: Monthly filing (no options)

For monthly or quarterly reporting periods, returns and payments are due one month after the period ends. Annual filers have three months after the reporting period to submit returns and payments.

Payment Methods

Businesses have several options for remitting HST to the CRA:

1. Electronic Remittance: This can be done through online or telephone banking services offered by financial institutions. The CRA’s My Payment option allows direct payments from participating bank accounts.
2. Pre-authorized Debit: Businesses can set up agreements through My Business Account to authorize the CRA to withdraw predetermined payments on specific dates.
3. In-person at Financial Institutions: For those who file returns electronically using GST/HST NETFILE or TELEFILE, payments can be made at financial institutions using Form RC158, Remittance Voucher – Payment on Filing.
4. Mail: Although not the most efficient method, businesses can mail payments to the CRA.

It’s crucial to adhere to payment schedules to avoid penalties and interest. If a due date falls on a weekend or public holiday recognized by the CRA, payments received on the next business day are considered on time.

The CRA offers payment arrangements for businesses struggling to meet their HST obligations. BOMCAS Canada, as a trusted accounting firm in Canada, can provide valuable support for businesses navigating the complexities of HST collection and remittance. Their expertise in Canadian tax services can help ensure compliance and optimize tax management strategies.

HST Input Tax Credits

Input Tax Credits (ITCs) are crucial in the Harmonized Sales Tax (HST) system, allowing businesses to recover the HST paid on eligible expenses. Understanding the intricacies of ITCs is essential for companies operating in Ontario to manage their tax obligations effectively.

Eligibility Criteria

To claim an Input Tax Credit, businesses must meet several conditions:

1. Registration: The claimant must be a GST/HST registrant when the tax was paid or became payable during the reporting period.
2. Commercial Activity: The property or services must be acquired, imported, or brought into a participating province for consumption, use, or supply during commercial activities. Commercial activity generally refers to making taxable supplies.
3. Payment: The GST/HST must have been paid or become payable by the registrant for the supply, importation, or bringing in the property or services.
4. Documentation: Sufficient documentary evidence must be available to support the ITC claim when filing a GST/HST return.
5. Time Limit: ITCs must be claimed within the prescribed time limit, typically up to four years.
6. Reasonableness: The purchases and expenses must be reasonable about the nature of the business.

Eligible expenses for ITCs generally include business start-up costs, legal and accounting fees, office expenses, and rent. However, specific capital property, taxable supplies acquired to make exempt supplies, and personal consumption items are not eligible for ITCs.

Claiming Process

The claiming process for ITCs involves several key steps:

1. Determine Eligibility: Assess whether the expense qualifies for an ITC based on the eligibility criteria.
2. Calculate the ITC: For expenses used exclusively (90% or more) in commercial activities, a full ITC can be claimed. For partially commercial use, the ITC is prorated based on the extent of commercial activity.
3. Verify Supplier Information: Confirm the validity of the supplier’s GST/HST registration number using the CRA’s GST/HST registry search tool.
4. File the Claim: Include the ITC in the appropriate GST/HST return. The claim must be made by the named recipient of the supply, who is legally liable to pay for it.
5. Choose a Method: Businesses can use either the regular or simplified methods for claiming ITCs, depending on their circumstances.

It’s important to note that only the named recipient of the supply is entitled to claim an ITC. This is a common reason for ITC denials during CRA audits.

Record Keeping

Proper record keeping is crucial for supporting ITC claims:

1. Required Documentation: Maintain copies of invoices, receipts, debt notes, written contracts, or agreements that support the ITC claim.
2. Information Requirements: The supporting documentation must include specific information, such as:
   • Supplier’s name and GST/HST registration number
   • Total amount paid or payable
   • Amount of GST/HST paid or payable
   • Date of payment or when it became payable
   • Description of each supply
3. Retention Period: Keep all supporting documentation for six years from the end of the last year to which they relate.
4. Timing: Obtain the required documentary evidence before filing the GST/HST return claiming the ITC.
5. Additional Records: Maintain records of GST/HST registry searches for suppliers to demonstrate due diligence.

By adhering to these record-keeping practices, businesses can ensure they have the necessary documentation to support their ITC claims in case of a CRA audit. BOMCAS Canada, as a trusted accounting firm in Canada, can provide valuable support for businesses navigating the complexities of HST Input Tax Credits, ensuring compliance and optimizing tax management strategies.

HST Exemptions and Zero-Rated Supplies

The Ontario Harmonized Sales Tax (HST) system includes exemptions and zero-rated supplies that significantly impact businesses and consumers. Understanding these categories is crucial for proper tax management and compliance.

Common Exemptions

HST-exempt goods and services are not subject to tax collection or remittance. Businesses providing these items cannot claim Input Tax Credits (ITCs) for HST paid on related expenses. Common exemptions include:

1. Healthcare Services: Services provided by licensed physicians, dentists, and other health professionals for medical reasons are exempt from HST. This includes diagnosis, treatment, and prevention of illnesses or injuries.
2. Educational Services: Tuition fees for courses leading to a diploma or degree from accredited institutions are HST-exempt. This also applies to vocational training provided by public or designated private schools.
3. Childcare Services: Services for children aged 14 or under provided by licensed facilities, schools, and camps are exempt from HST.
4. Long-term Residential Rentals: Rentals for one month or more are exempt from HST. This includes houses, apartments, and condominiums.
5. Financial Services: Certain financial services, such as deposits, loans, insurance policies, and credit/debit card services, are HST-exempt.
6. Legal Aid Services: Services provided or funded by government-funded organizations are exempt from HST to ensure accessibility.

Zero-Rated Items

Zero-rated supplies are taxed at a 0% HST rate. While no HST is charged or collected, businesses can claim ITCs for HST paid on related expenses. Zero-rated items include:

1. Basic Groceries: Most unprocessed food products, such as fresh fruits, vegetables, meat, poultry, and fish, are zero-rated. However, processed foods like snacks and carbonated beverages are subject to HST.
2. Prescription Drugs: Medications prescribed by licensed healthcare providers and dispensed by pharmacists are zero-rated. Over-the-counter medications are generally subject to HST unless expressly specified.
3. Medical Devices: Most prescribed medical devices, including hearing aids, artificial limbs, and walking aids, are zero-rated when necessary for a patient’s treatment or mobility.
4. Agricultural Products: Livestock, poultry, and raw wool are typically zero-rated. Farm equipment and machinery may also qualify for zero-rating under certain conditions.
5. Exports: Most goods and services exported from Canada are zero-rated.

Special Cases

Some goods and services in Ontario follow different tax rules, subject to either the 5% GST portion or the 8% PST portion of HST. These exceptional cases include:

1. Children’s Goods: Clothing and footwear designed for children under 14 years of age are subject to 5% GST only. This includes baby garments, children’s hats, gloves, and outerwear.
2. Books and Publications: Printed books, audiobooks, and e-books are generally subject to 5% GST. However, magazines, newspapers, and periodicals are still subject to the total HST rate.
3. Feminine Hygiene Products: These products are subject to 5% GST to improve accessibility and affordability.
4. Home Insurance: This service is subject to 8% PST only.
5. New Homes: Purchases of new homes up to CAD 555,000 are subject to 5% GST.
6. Point-of-Sale Rebates: Ontario offers automatic rebates for specific items at the point of sale, effectively reducing the tax rate. For example, qualifying prepared food and beverages costing CAD 5.55 or less are only subject to 5% GST.

Understanding these exemptions, zero-rated supplies, and exceptional cases is essential for businesses operating in Ontario. It helps ensure proper tax collection, remittance, and claiming of ITCs. For individuals, this knowledge can lead to more informed purchasing decisions. BOMCAS Canada, as a trusted accounting firm, can provide valuable support for businesses navigating the complexities of HST exemptions and zero-rated supplies, ensuring compliance with Canadian tax regulations.

HST Impact on Specific Industries

The implementation of the Harmonized Sales Tax (HST) in Ontario has had significant implications for various industries. This combined federal and provincial tax, currently set at 13% in Ontario, has transformed how businesses operate and manage their tax obligations. The impact of HST varies across different sectors, with some industries experiencing more substantial changes than others.

Retail

The retail sector has seen considerable changes due to the introduction of HST. For retailers, the 13% HST applies to most goods and services sold in Ontario. This has led to adjustments in pricing strategies and accounting practices. Retailers must now charge and collect HST on taxable supplies, which includes a wide range of products.

However, it’s important to note that certain items are subject to different tax treatments. For instance, basic groceries are zero-rated, meaning they are taxed at a 0% HST rate regardless of the place of supply in Canada. This distinction requires retailers to categorize their products carefully to ensure proper tax application.

Services

The service industry has also experienced significant changes under the HST system. Service providers must now navigate complex place of supply rules to determine the appropriate HST rate to charge. Generally, the HST rate depends on where the service is deemed to be supplied.

For services provided within Ontario, the 13% HST rate applies. However, only the 5% federal portion (GST) is charged if a service is supplied in a non-participating province. This can create complexities for service providers operating across different regions.

Digital economy businesses, including digital platform operators, face additional challenges. As of July 1, 2021, these businesses may have new GST/HST obligations, including registering, charging, and collecting tax on digital products and services sold to Canadian consumers.

Real Estate

The real estate industry has experienced unique impacts from the implementation of HST. The tax treatment varies depending on the type of property and transaction involved:

1. New Residential Properties: The sale of newly constructed or substantially renovated residential complexes is generally subject to the complete 13% HST. However, buyers may be eligible for the New Housing Rebate, which can offset a portion of the provincial part of the HST.
2. Used Residential Properties: The sale of used residential properties is typically exempt from HST, relieving individual sellers and buyers in the resale market.
3. Commercial Properties: HST applies to commercial real estate transactions. Sellers must charge and remit HST on the sale price, while buyers must pay HST on purchases. However, HST-registered buyers may claim input tax credits to recover the tax paid.
4. Residential Rentals: Long-term residential leases are exempt from HST, meaning landlords do not charge HST on rent, and tenants do not pay HST on their monthly rent payments.
5. Commercial Leases: Unlike residential rentals, commercial leases are subject to HST. Landlords must charge HST on rent, and tenants are required to pay HST in addition to their rent.

These industry-specific impacts highlight the complexity of the HST system and the need for businesses to understand their obligations. BOMCAS Canada, as a trusted accounting firm, can provide valuable support for businesses navigating these complexities, ensuring compliance with Canadian tax regulations and optimizing tax management strategies across various industries.

Conclusion

The Ontario Harmonized Sales Tax significantly influences businesses and consumers across various sectors. From retail to real estate, HST has caused a revolution in tax collection and remittance processes, requiring companies to adjust their pricing strategies and accounting practices. Understanding the nuances of HST, including exemptions and zero-rated supplies, is crucial to navigating the tax landscape effectively and ensuring compliance with Canadian regulations.

For businesses grappling with the complexities of HST, seeking professional guidance can be invaluable to optimize tax management strategies and avoid potential pitfalls. BOMCAS Canada is your accounting firm when you need support with accounting and tax return services. In the end, while HST implementation has brought challenges, it has also streamlined tax administration for many enterprises, contributing to Ontario’s more efficient and transparent tax system.

FAQs