What HST records do I need to keep and for how long?

You must keep every HST-related record (sales invoices, purchase invoices, GST34 returns, working papers supporting ITCs) for six years from the end of the last tax year they relate to, under Excise Tax Act s. 286(3). Digital or paper is acceptable if the records are readable and searchable.

Section 286(1) requires you to keep records in Canada, in English or French, sufficient to determine your net tax and any amounts CRA needs to verify. Section 286(3) sets the six-year retention floor. If you file late, the six-year clock starts from when you file, not when the return was originally due.

Practical checklist for a full ITC-support file: (1) vendor name and GST/HST number, (2) invoice date, (3) supply description, (4) amount of consideration paid or payable, (5) amount of HST charged (or a statement that HST is included). Vendor GST/HST number is mandatory for any invoice over $30 (Input Tax Credit Information Regs). Missing GST/HST number = ITC denied on audit.

Records supporting a claim under a specific waiver or election (like a s. 156 election) must be kept as long as the election is in force plus six years after it ends.

Note: CRA can require records to be kept longer by written notice. If you have an unresolved objection or appeal, keep everything until final resolution plus one year.

Source: canada.ca — Keeping records

— Bader A. Chowdry, CPA, CA, LPA — Insight Accounting CPA

Disclaimer: Bader A. Chowdry, CPA, CA, LPA is a Licensed Public Accountant regulated by CPA Ontario. Insight Accounting CPA Professional Corporation is a Chartered Professional Accountant firm. This content is general information only and does not constitute professional advice for your specific facts. Confirm current rules and figures with your own advisor before acting.