A Certificate of Authority in New York is the sales tax registration that lets you collect tax on taxable sales and issue or accept most exemption certificates. You must apply through New York Business Express at least 20 days before you start trading, and trading without one can cost up to $10,000 in penalties.
The timing, the type you pick and the display rule all matter. This guide uses the New York State Department of Taxation and Finance's bulletins TB-ST-360 (how to register) and TB-ST-175 (do I need to register), plus its registration page, all read in October 2026.
Certificate of Authority rules at a glance
| Rule | What the Tax Department says (as of October 2026) |
|---|---|
| When to apply | At least 20 days before you begin business |
| Where to apply | New York Business Express, with a NY.gov Business account |
| Before it arrives | You can't legally make taxable sales |
| Display | At your place of business at all times |
| Penalty for not displaying it | Up to $50 |
| Penalty for trading without one | Up to $500 for the first day, up to $200 a day after, maximum $10,000 |
Regular or temporary: which one you need
The department issues two types, using the same application. Which one you need depends on how long you'll trade.
- Regular certificate: for sales from your home, a shop, a store, a cart, a stand or any other place you regularly do business, whether you own or rent it.
- Temporary certificate: only if you'll make taxable sales for no more than two consecutive sales tax quarters in any 12-month period. It's issued with a start date and an end date, and you can't hold more than one temporary certificate in any 12-month period.
- Show and event sellers: if you sell at craft shows, antique shows, flea markets or sporting events, you must get a regular certificate, even if you only sell occasionally.
For the temporary rule, New York's sales tax quarters run March 1 to May 31, June 1 to August 31, September 1 to November 30, and December 1 to the end of February. The department notes that a regular certificate can be the better choice even for seasonal sellers, because you won't have to reapply each time you start again.
You're in business from the day it arrives
This is the rule people miss. Once you receive your Certificate of Authority, the department treats you as in business for sales tax purposes, even if you never make a sale or never open the doors. That means you must file sales tax returns on time for every period, even with no taxable sales, and there are penalties for late filing even when you owe no tax. If you change your plans, deal with the registration rather than letting returns go unfiled.
How to apply, step by step
- Check you need one, using TB-ST-175. Selling taxable goods or services means yes, even if you only sell once a year at a craft fair.
- Create a NY.gov Business account. An Individual NY.gov account isn't enough.
- Apply through New York Business Express at least 20 days before your first sale. The application includes Form DTF-17.1, the business contact and responsible person questionnaire.
- Print the confirmation page at the end and keep it with your records.
- Watch for emails about your application, and don't make taxable sales until the certificate arrives in the post.
- Set up a Business Online Services account so you can file your returns online.
One certificate per location
You need a Certificate of Authority for each business location. If you run several locations as one business, you can register them together and choose either one combined return or a separate return for each. If you run them as separate businesses, each needs its own application. With no fixed location, you can attach the certificate to your truck, cart, wagon or stand.
What the certificate lets you do
TB-ST-360 says the certificate gives you the right to collect tax on your taxable sales and to issue and accept most New York State sales tax exemption certificates. Generally, you collect the tax from the buyer and send it to the state. Without the certificate, you can't legally make taxable sales at all, and you can't buy stock tax free by giving your suppliers a resale certificate.
Other permits you might still need
A Certificate of Authority only covers sales tax. The department points out that many businesses need other licences too, such as a liquor licence from the State Liquor Authority for a restaurant, or environmental permits for an auto repair shop. If you're unsure what else applies, my guide to business licences is a good starting point.
Common mistakes
- Applying the week before opening instead of 20 days ahead.
- Selling at a fair on a temporary certificate when show vendors need a regular one.
- Not displaying the certificate at a market stall.
- Letting returns lapse because there were no sales.
- Opening a second shop without registering the new location.
If you buy stock tax free to resell, my guide to resale certificates explains how exemption certificates fit alongside your Certificate of Authority.
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My verdict
Apply early, pick the regular certificate unless you're sure you'll only trade for two quarters, and file every return once it arrives, even the empty ones. Display it wherever you sell. The penalties for skipping it climb by the day, so it's one of the easiest compliance wins a New York business has.
Frequently asked questions
How long does it take to get a Certificate of Authority in New York?
The Tax Department asks you to apply at least 20 days before you begin business, and you can't make taxable sales until the certificate arrives.
What is the penalty for selling without a Certificate of Authority in New York?
Up to $500 for the first day and up to $200 for each day after, with a maximum of $10,000, as of October 2026.
Do I need a Certificate of Authority for a craft fair in New York?
Yes. Show and event sellers must get a regular Certificate of Authority, even if they only sell occasionally.
Must I display my Certificate of Authority?
Yes, at your place of business at all times. You may face a $50 penalty if you don't display it.
Must I file sales tax returns with no sales?
Yes. Once you hold a Certificate of Authority, you must file returns on time for every period, even with no taxable sales.
