Form FT-943: Quarterly Inventory Report for Retail Service Stations and Fixed Base Operators

Form FT-943 is a quarterly inventory report issued by the New York State Department of Taxation and Finance. It’s designed specifically for retail service stations and fixed base operators that sell motor fuel or aviation fuel, requiring them to account for the fuel they had on hand at the start and end of each quarter. The state uses this report to cross-check fuel sales, deliveries, and inventory against what’s being reported on sales and excise tax filings, helping catch discrepancies that could signal unreported sales or tax underpayment.

If you operate a retail service station in New York, or if you run a fixed base operation that sells aviation fuel at an airport, you’re likely required to file this form on a recurring quarterly basis — not just once. The Department of Taxation and Finance expects businesses in these categories to track their fuel inventory continuously and report it at the close of each quarter, regardless of whether sales were high or low during that period. Skipping a filing period can trigger compliance notices, so it’s worth setting a recurring reminder once you know you fall under this requirement.

The information requested on Form FT-943 includes beginning inventory, fuel received during the quarter, total gallons sold, and ending inventory, broken down by fuel type where applicable. Businesses need to pull this data directly from their pump records, delivery tickets, and internal inventory logs. Because the form asks for precise gallon counts, it’s a good idea to reconcile your numbers against your own sales records before submitting anything, since mismatches between reported inventory and reported sales are exactly what this report is meant to flag.

Who Needs to File This Form

Retail service stations that sell gasoline, diesel, or other motor fuels directly to consumers fall under this filing requirement. Fixed base operators — typically businesses based at airports that fuel aircraft — are also required to submit this report. If your business doesn’t fit either category, you likely don’t need to worry about FT-943, but it’s worth confirming your classification with the Tax Department if you’re unsure, since misclassification can lead to missed filings and penalties down the line.

Businesses that deal with fuel taxes in New York often end up interacting with several related forms beyond FT-943. For example, those involved in diesel fuel transactions might also need to review Form FT-1007, which covers refunds of prepaid sales tax on highway diesel motor fuel. Similarly, anyone who has overpaid sales tax on petroleum products may want to look into Form FT-500, which handles refund applications for that specific tax category.

How to Get and Complete Form FT-943

Form FT-943 is only available as a fillable-by-hand PDF — there’s no digital entry option built into the document itself. That means you’ll need to download and print the form, then fill it out using a pen, entering your inventory figures, gallon counts, and business identification details by hand. Once completed, the form gets submitted to the New York State Department of Taxation and Finance according to the instructions printed on the document or provided in your filing correspondence from the department.

Before filling it out, gather your quarterly fuel records ahead of time, including delivery receipts, meter readings, and any internal logs tracking gallons sold. Having these documents on hand makes it much easier to complete the form accurately in one sitting rather than going back and forth checking numbers. Keep a copy of every completed FT-943 for your own records, since the Tax Department may request supporting documentation if your reported numbers raise questions during an audit or review.

Businesses that also deal with multi-jurisdictional tax issues, such as determining residency status for local tax purposes, might find it useful to check Form DTF-820 as well, particularly if your fuel operations span different tax jurisdictions within the state.