Set up a new unlicensed refund account for individuals

This guide is for customers who have an unlicensed refund account registered in License Express and want to add a new unlicensed refund account to their License Express account.

These customers may be sole proprietors, businesses, trusts, or government agencies.

In License Express, you can apply for 3 different fuel tax refund accounts, depending on the type of fuel(s) your organization uses:

Unlicensed Refund for Aircraft Fuel (jet fuel/aviation gasoline)
Unlicensed Refund for Motor Fuel (gasoline)
Unlicensed Refund for Special Fuel (diesel)

Setting up a new unlicensed refund account enables you to request a refund of fuel tax from us. You can qualify for a fuel tax refund if your use of fuel is exempt from taxes. For example, if you used aircraft fuel for agricultural spraying, or if you used motor fuel for a boat. For some exemptions, you will need to provide additional information or documentation.

If you previously used Taxpayer Access Point (TAP) to manage your account and complete other transactions, you can learn:

If you have never used TAP to manage your account, you can learn how to register it with License Express using this guide:

How to register as an existing PRFT customer with an active account

Gather the required information

To set up a new unlicensed refund account in License Express, you will need information and documentation that depends on:

Which type of fuel will you be using
Whether you’re setting up an account for an individual or organization
Whether or not your account will be set up or managed by a service agent

The following tables can help you make sure you have gathered what you need to begin:

Fuel tax account setup: types and documents

If you use this fuel:	You will set up this fuel tax refund account:	You will need electronic copies of these documents:
Jet fuel/Aviation gasoline	Unlicensed Refund for Aircraft Fuel	Required only if fuel was used in air carriers or supplemental air carriers: Certificate of public convenience and necessity Documentation of flight trips and schedules
Gasoline	Unlicensed Refund for Motor Fuel	Required only if fuel was used for special transportation needs: Copy of registration with Washington Utilities and Transportation Commission (WUTC)
Diesel	Unlicensed Refund for Special Fuel	Required only if the fuel used was biodiesel that was rebranded to dyed biodiesel: Documentation of mechanical injectors Required only if fuel was used for special transportation needs or as part of the urban passenger transportation system: Copy of registration with Washington Utilities and Transportation Commission (WUTC)

If you use this fuel:

You will set up this fuel tax refund account:

You will need electronic copies of these documents:

Jet fuel/Aviation gasoline

Unlicensed Refund for Aircraft Fuel

Required only if fuel was used in air carriers or supplemental air carriers:

Certificate of public convenience and necessity
Documentation of flight trips and schedules

Gasoline

Unlicensed Refund for Motor Fuel

Required only if fuel was used for special transportation needs:

Copy of registration with Washington Utilities and Transportation Commission (WUTC)

Diesel

Unlicensed Refund for Special Fuel

Required only if the fuel used was biodiesel that was rebranded to dyed biodiesel:

Documentation of mechanical injectors

Required only if fuel was used for special transportation needs or as part of the urban passenger transportation system:

Copy of registration with Washington Utilities and Transportation Commission (WUTC)

Accounts for individuals vs. organizations

If you’re setting up an account for a(n):	You will need this information/documentation:
Individual	Your physical and mailing addresses All claimants' names if you’re opening a joint account
Business, trust, or government agency	The name of your organization Your organization’s physical and mailing addresses Business type if your organization is a business or trust: Corporation General partnership Limited liability company Limited liability partnership Limited partnership Nonprofit corporation Sole proprietorship Business type if your organization is a government agency: County agency Federal agency Municipality State agency Your organization’s unified business ID (UBI) for Washington state Your organization’s Federal Employer Identification Number (FEIN)

If you’re setting up an account for a(n):

You will need this information/documentation:

Individual

Your physical and mailing addresses
All claimants' names if you’re opening a joint account

Business, trust, or government agency

The name of your organization
Your organization’s physical and mailing addresses
Business type if your organization is a business or trust:
- Corporation
- General partnership
- Limited liability company
- Limited liability partnership
- Limited partnership
- Nonprofit corporation
- Sole proprietorship
Business type if your organization is a government agency:
- County agency
- Federal agency
- Municipality
- State agency
Your organization’s unified business ID (UBI) for Washington state
Your organization’s Federal Employer Identification Number (FEIN)

When setting up an account for yourself and appointing a service agent, or when registering on behalf of someone else as a service agent, you’ll also need:

The service agent’s Federal Employer Identification Number (EIN) or Social Security number (SSN)—whichever they use when they pay their federal taxes.
The service agent’s contact information.
An electronic copy of a signed and notarized power of attorney (POA) assignment form that authorizes the service agent to manage your account.

Set up a new unlicensed refund account for individuals

Follow the steps below to set up a new unlicensed refund account for aircraft, motor, and special fuel for individuals.

At any time, you may choose the “Save Draft” button to save your progress and return to this registration process in the future. Alternatively, if you decide you do not want to open a new unlicensed refund account, you may choose the “Delete Account” button to exit the registration process.

1. Once you are logged into License Express, on the homepage screen of your account, choose the hyperlink with your name.

Note: If you just created a License Express web logon and have no accounts linked to your profile, your home page will look like the screenshot in step 2.

2. After logging into License Express, on the homepage screen of your account, choose the “More” tab.

3. Under the “Unlicensed Fuel Tax Refund” section, choose “Apply for a new unlicensed fuel tax refund account.”

4. On the “Introduction” screen, review the information to see what is required and choose the “Next” button.

5. On the “On Behalf Of” tab, it will ask “Are you completing this request as a Service Agent or on behalf of someone else?” After selecting your answer, choose the “Next” button.

6. On the “Introduction” tab, review the information and gather all documents that will be needed. Choose the “Next” button.

7. The “Customer Information” tab will have the “I am registering as...” populated for individual. Below that section, it will ask “I am registering to only claim Fuel Tax Refunds.” Once you make your choice, you can add an “Additional Claimant.” Choose the “Next” button.

8. On the “Customer IDs” tab, you will see that your SSN was populated and only the last 4 digits display. Choose the “Next” button.

9. The “Addresses” tab will have you enter your physical address. It will also ask if your mailing or records address are different from the physical address. Make the appropriate changes then choose the “Next” button.

10. On the “Contacts” tab, choose the “Add a Record” hyperlink.

11. You will need to enter the following information:

Contact Type
Name
Email
Country
Phone Type
Phone Number

Once entered, you can click “Add a Record” to add more records. If you have no more records to add, choose the “Next” button.

12. Now you are on the screen to “Register for a PRFT account.” Choose “Yes.”

13. Once you make your selection for an unlicensed refund account, choose the “Next” button.

14. In the “Introduction” tab, you can review when to submit this request or what you will need. Choose the “Next” button.

15. Under “Address,” indicate whether the fuel tax refund account’s set of addresses (the physical address, mailing address, and the location of your records) is the same as the set you had entered on your customer registration.

If they are the same, choose the “Yes” option. Then choose the “Next” button.
If they are not the same, choose the “No” option
1. Then, under “Physical Address,” enter the location of your organization. Choose “Validate” and select the appropriate address from the validated options.
2. Under “Mailing Address,” enter the location where your organization receives mail even if this address is the same as above. Choose “Validate” and select the appropriate address from the validated options.
3. Under “Location of Records Address,” enter the location where your organization keeps its records. Choose “Validate” and select the appropriate address from the validated options.
4. Choose the “Next” button.

16. Under ”Account Contacts,” add a contact for your fuel tax refund account. Typically, organizations use the owner's contact information for customer registration. Use that same contact information for the fuel tax refund account you are setting up. If different units in your organization manage different fuel tax refund accounts, you can instead add the lead of the appropriate unit as the account contact.

Choose “+ Add a Record.”
In the dropdown menu under “Contact Type,” select the contact’s relationship to the organization.
Enter the person’s name.
Enter the person’s email.
In the dropdown menu under “Country,” select the country for the person’s phone number. License Express will default to “USA.”
In the dropdown menu under “Phone Type,” select the person’s phone number type. Enter their phone number and extension (if applicable).
To provide a second phone number for the contact, repeat steps a through f.
Choose the “Next” button.

17. On the “Account Information” screen:

“Unlicensed Refund Aircraft” skip to step 18.
“Unlicensed Refund Motor” skip to step 21.
“Unlicensed Refund Special” skip to step 24.

18. If you selected “Unlicensed Refund Aircraft:”

Check all the exemptions that you request a refund for.
Check the certify box under the “Signature” section.
Choose the “Next” button.

19. What you do next will depend on what you have selected a refund for:

If you selected “Agricultural spraying,” the “Aircraft Attributes” screen displays next. This section will ask if you operate from a private airfield and if you have bulk storage. Once you have chosen your answers, choose the “Next” button.
If you selected “Air Carrier or Supplemental air carrier,” the “Aircraft Attributes” screen displays next. This section will ask you to upload documents for “Certificate of public convenience and necessity” and “Documentation of flight trips and schedules.” Once you have uploaded your documents, choose the “Next” button.
If you selected “Emergency medical air transport” or “Export” or “other,” the “Service Agent” screen will display next. This section will ask you if you are completing this request on behalf of someone else. Once you have chosen your answer, choose the “Next” button.

20. On the “Review Account Information” screen, verify that you made all the correct selections. Choose the “Next” button. Skip to step 27.

21. If you selected “Unlicensed Refund Motor:”

Check all the exemptions that you request a refund for.
Check the certify box under the “Signature” section.
Choose the “Next” button.

22. What you do next will depend on what you have selected a refund for:

If you selected “Boating rental/sales” and/or “Equipment rentals/sales,” the “Motor Fuel Attributes” screen will display next. This section will ask if you rent or sell boats. Once you have chosen your answers, choose the “Next” button.
If you selected “Motor Fuel used in aircraft,” the “Motor Fuel Attributes” screen displays next. This section will ask if you operate from a private airfield and if you have bulk storage. Once you have chosen your answers, choose the “Next” button.
If you selected “Special transportation needs,” the “Motor Fuel Attributes” screen displays next. This section will ask you to upload a document for “Copy of registration with WUTC”. Once you have uploaded your document, choose the “Next” button.
If you selected any of the other options, the “Service Agent” screen displays next. This section will ask you if you are completing this request on behalf of someone else. Once you have chosen your answer, choose the “Next” button.

23. On the “Review Account Information” screen, verify that you had made all the correct selections. Choose the “Submit” button. Skip to step 27.

24. If you selected “Unlicensed Refund Special:”

Check all the exemptions that you request a refund for.
Check the certify box under the “Signature” section.
Choose the “Next” button.

25. What you do next will depend on what you have selected a refund for:

If you selected “Biodiesel rebranded to dyed biodiesel,” the “Special Fuel Attributes” screen will display next. This section will ask you to upload a document for “mechanical injector”. Once you have uploaded your document, choose the “Next” button.
If you selected “Equipment rentals/sales,” the “Special Fuel Attributes” screen will display next. This section will ask if you rent or sell boats. Once you have chosen your answers, choose the “Next” button.
If you selected “Special transportation needs” and/or “Urban passenger transportation system,” the “Special Fuel Attributes” screen displays next. This section will ask you to upload a document for “Copy of registration with WUTC”. Once you have uploaded your document, choose the “Next” button.
If you selected any of the other options, the “Service Agent” screen will display next. This section will ask you if you are completing this request on behalf of someone else. Once you have chosen your answer, choose the “Next” button.

26. On the “Review Account Information” screen, verify that you had made all the correct selections. Choose the “Submit” button. Skip to step 27.

27. On the “Add account?” tab, it will ask if you would like to register an additional account.

If you choose “Yes,” follow steps 12-26 again.
If you choose “No,” then choose the “Submit” button. You will receive a confirmation code and have successfully submitted a registration for a new unlicensed refund account.

After you set up your account

We’ll verify the information you provided. We may contact you with questions at any time while we work to verify your information. Watch your email inbox or your mailbox, depending on the method of communication you choose.

If we don’t approve your account, we’ll tell you why. You can try again once you have the correct information or documents.