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Hawaii Required Documentation & Data

Learn more about the additional required documentation and data required to complete your onboarding to our vacation rental portfolio.

To successfully onboard you and your property to our vacation rental portfolio, your assistance in providing the required documents is imperative as these documents are required in order for us to advertise your property on various booking sites and begin confirming reservations. Providing the required documentation promptly expedites the completion of the onboarding process, meaning you can start earning on your investment as soon as possible! An explanation for each of the required documents and data is detailed below for your reference. 

  1. HI Tax: Registration Welcome Letter In order for Gather’s Accounting team to file taxes on your behalf, we require the Registration Welcome Letter that was sent to you from Hawaii’s Department of Taxation after applying for your General Excise and Transient Accommodations Tax Licenses / ID numbers.

    Please note, providing your General Excise and Transient Accommodations Tax License letters will not be sufficient for Gather’s Accounting team to connect to your tax accounts and file on your behalf. When working to obtain and submit your Registration Welcome Letter, please refer to the letter subject line and ensure it notes “Re: Registration Welcome Letter”, not “Re: License Letter”.

    *To view a sample Registration Welcome Letter, please click here.
  2. General Excise (GE) & Transients Accommodations (TA) Tax License IDs The State of Hawaii requires the GE Tax and TA Tax ID Numbers to be clearly displayed on each property listing online. As such, we will request for you to provide your GE and TA Tax License ID Numbers to be advertised on your property listings in accordance with local laws and regulations.

    *For instructions on how to apply for and obtain your GET and TAT ID numbers, please click here.
  3. Voided Check / Bank Letter A copy of a voided check or bank letter matching the account information provided on your ACH Authorization form is encouraged, but not required to validate banking details for direct deposit verification / authentication.
  4. Certificate of Insurance Per your contract: “Owner agrees to carry adequate property, public liability, and fire insurance suitable for vacation rental activities. Owner further agrees to name Gather as an Additional Interest and furnish Gather with copies of Certificates of Insurance.”

    Upon executing your contract with Gather, you will be responsible for contacting your insurance agent and requesting to have Gather Vacations, Inc dba Elite Pacific added to your existing policy as an Additional Interest and furnish Gather with a copy of said insurance declarations. The entity listed as an Additional Interest should be reflected on your certificate of insurance as follows:

    Gather Vacations, Inc [dba Elite Pacific]

    4211 Waialae Ave, Suite 106, Honolulu, HI 96816

The following documents and / or property information may be requested from you in addition to the above-mentioned documentation per request of your property manager. 

  1. Short-Term Vacation Rental Permit / Permit ID Depending on our property’s location, the county may require for a Short-Term Vacation Rental (STVR) Permit to be obtained and have the corresponding Permit ID clearly advertised on each property listing online. The Portfolio Management team may request for you to provide a copy of your STVR Permit as well as your Permit ID Number to be advertised on your property listings in accordance with local laws and regulations. 
  2. Property Inventory List Gather requires a written or photo inventory of all major appliances, furniture, electronics, etc. at your property for liability purposes. If the Portfolio Management team requests for you to provide an inventory list, please be prepared to compile a written list or folder of photos and provide it to us to be kept on file for your property. 
  3. Floor Plan A floor plan of your property detailing the layout of the bedrooms, common spaces, etc. is extremely helpful for our Sales and Customer Support teams while assisting guests with the booking process and answering any questions submitted prior to their arrival. If requested, please be prepared to provide us with a photo or description of your property’s floor plan to keep on file for internal reference. 
  4. Short Form Trust Agreement / Certification of Trust If ownership of your property is under a Trust, Gather requires a copy of your Short Form Trust Agreement / Certification of Trust to verify the owner entities signing a contract on the Trust’s behalf are authorized Trustees and may make decisions on behalf of the Trust. If requested, please be prepared to provide us with a copy of your Short Form Trust Agreement to keep on file with your owner records.
  5. Articles of Incorporation / Organization If ownership of your property is under an incorporated / organized entity (i.e., LLCs), Gather requires a copy of your Articles of Incorporation / Organization to verify the owner entities signing a contract on the Organization’s behalf are authorized members / agents and may make decisions on behalf of the Organization. If requested, please be prepared to provide us with a copy of your Articles of Incorporation / Organization to keep on file with your owner records.