Sales Tax Policy

Sales Tax Policy

Effective Date: August 1, 2025

At VaianaExpress, we believe in transparency and compliance. Below is a detailed explanation of how we handle sales tax for purchases made through www.VaianaExpress.com. This policy will help you understand when and why tax is applied, how we remain compliant with state laws, and what your responsibilities may be as a customer.

🏠 1. Sales Tax Collection in New York State

Because LeafWorldMedia LLC (doing business as VaianaExpress) is a registered business entity in New York State and holds a valid New York Sales Tax Certificate, we are required to:

  • Collect state and local sales tax on all orders shipped to an address within New York State.

  • Calculate the correct combined tax rate based on the shipping destination’s county and locality, as outlined by the New York State Department of Taxation and Finance.

Example:
If you place an order to be delivered to Staten Island, NY, you will be charged the applicable New York State and local combined sales tax rate.

🌎 2. Sales Tax for Out-of-State Orders

If your order is shipped to a U.S. state outside of New York, sales tax may or may not be collected, depending on:

  • Your state’s tax laws

  • Whether we have sales tax nexus in your state

What is Nexus?

Nexus refers to a connection with a state (physical or economic) that creates a legal obligation to collect sales tax. Nexus can be triggered by:

  • A physical presence (e.g., office, warehouse, or employees)

  • Exceeding a state’s economic nexus threshold—typically based on:

    • Gross revenue (e.g., $100,000+)

    • Number of transactions (e.g., 200+ per year)

Our Current Status

At this time, VaianaExpress collects sales tax only for orders shipped within New York State. We do not currently collect tax in other states, as we have not established nexus outside of New York. However, we continue to monitor our sales volume and will update this policy if our tax collection obligations change.

đź’µ 3. Customer Responsibility for Use Tax (Outside NY)

If your order is shipped outside of New York and sales tax is not collected, your state may require you to report and pay use tax directly to your local tax authority.

What is Use Tax?

Use tax is similar to sales tax, but it is the buyer’s responsibility when the seller (like VaianaExpress) is not required to collect it.

Example:
If you live in Texas and we do not collect sales tax at checkout, you may be responsible for reporting that purchase and paying use tax when filing your state taxes.

🔍 4. How Tax Is Calculated at Checkout

If your order qualifies for sales tax collection (e.g., shipping to New York), tax is:

  • Automatically calculated during checkout

  • Based on the shipping address

  • Applied to the product total and, where applicable, shipping charges

We use trusted, up-to-date tax software to ensure accuracy in calculation and compliance with state guidelines.

📦 5. Tax on Shipping & Handling

In New York State:

Shipping and handling fees are taxable if the items being shipped are taxable. That means your entire subtotal, including shipping, may be subject to tax.

In Other States:

If and when we begin collecting tax in other states, we will follow that state’s rules on taxability of shipping charges.

🔄 6. Tax-Exempt Orders

We currently do not process tax-exempt orders through our website unless special arrangements are made in advance.

If you represent a tax-exempt organization or reseller, please contact us before placing an order:

📧 info@VaianaExpress.com
đź“ž 929-322-8781

We will require a valid exemption certificate for verification in accordance with New York and federal guidelines.

đź”” 7. Future Expansion of Tax Collection

As VaianaExpress grows, we may begin collecting sales tax in additional states if we:

  • Reach economic nexus thresholds, or

  • Open fulfillment centers outside of New York

If that occurs, this policy will be immediately updated, and tax will be collected for those states during checkout.

đź“« Questions or Need Help?

If you have questions about your order, your tax status, or anything related to this policy, don’t hesitate to reach out:

📧 info@VaianaExpress.com
đź“ž 929-322-8781
đź“Ť 194 Woehrle Ave, Staten Island, NY 10312

Thank you for choosing VaianaExpress — where quality meets convenience.