Tips for Alcohol License Renewals

by Michele L. Stumpe, Esq. – Taylor English Duma, LLP
Renewing your alcohol license is a crucial process for any business that serves or sells alcohol. Failing to renew on time can result in severe consequences, including loss of revenue and potential legal issues.

Here are some essential tips to ensure a smooth renewal process:

Mark Your Calendar
One of the most important steps in the renewal process is knowing when your license expires AND the DEADLINE to renew your license. Most jurisdictions require renewals to be filed anywhere from 1 to 3 months prior to the expiration of the license. Failure to meet the deadline can result in fines and delays. Failure to renew prior to the expiration date can result in losing your license and having to go through the entire licensing process all over again. By setting reminders well in advance of the renewal and expiration dates, you will give yourself ample time to gather necessary documents and complete the renewal application.

Understand Renewal Requirements
In Georgia, every city and every county has different alcohol renewal requirements. Your state license also has to be renewed and that, too, has different requirements. Take the time well before your renewal is due to familiarize yourself with the specific renewal requirements for your location. Some of these requirements may include:
• Submitting updated financial and background information.
• Obtaining and submitting a CPA certified affidavit listing your food vs alcohol sales.
• Providing copies of current alcohol server/seller permits where required.
• Attending a Responsible Alcohol Sales and Service Workshop.
• Re-training all employees in responsible alcohol sales and service procedures.
• Paying any outstanding fines, penalties or taxes (if you have business interests in other companies, you might want to obtain a tax clearance letter from the State Department of Revenue to verify that those entities don’t have any tax liabilities that may impact your renewal).
Note that many jurisdictions require the license to be maintained in an individual’s name.  Sometimes, that individual may be a manager or other supervisory employee who ends up leaving your employment. The business is required to apply for a new agent for the license if the existing agent leaves for any reason. Moreover, most jurisdictions require the existing agent to sign the renewal paperwork. Therefore, if the existing agent is no longer with the company, you will need to have filed a change of agent application and, ideally, have that COMPLETED before your renewal application is due.      

Stay Compliant
Ensure your business is compliant with all regulations throughout the year. This can help prevent issues during the renewal process. Some key compliance points include:
• Maintaining copies of alcohol invoices for a period of at least 3 years
• Properly displaying your current alcohol, business and food service licenses. (If you’re in a jurisdiction that doesn’t issue new licenses prior to your license’s expiration date, until after the new year, post a copy of prior license along with a copy of the renewal application).
• Notifying the licensing boards/offices of any changes in management or ownership.

Submit Early
Don’t wait until the last minute to submit your renewal application. Submitting early can help avoid late fees and ensure you have time to address any issues that may arise.

Seek Professional Assistance
If you’re unsure about any part of the renewal process, consider seeking help from an experienced alcohol license attorney or consultant. They can guide you through the complexities of the renewal process and help ensure everything is done correctly.

Be Prepared for Inspections
Your establishment may be subject to inspections as part of the renewal process. Ensure your premises are always in compliance with health and safety regulations, and that all required documentation is readily available.

Plan for Fees
Budget for renewal fees, which can vary depending on your license type and location. Be prepared to pay these fees on time to avoid any delays in the renewal process.

Avoid Common Mistakes
• Missing Renewal Deadlines – which can result in late fees, temporary loss of the ability to sell alcohol or even permanent license revocation.
• Incomplete or Inaccurate Applications – which can lead to delays in processing or outright rejection of the renewal.
• Overlooking Changes in Regulations – Alcohol laws and regulations can change, and business owners sometimes fail to stay updated on these changes. This can lead to non-compliance issues during the renewal process.
• Not Addressing Outstanding Violations – Unresolved citations or violations from the previous licensing period can jeopardize the renewal. It’s crucial to address and rectify any issues before applying for renewal.
• Underestimating Processing Time – Some business owners don’t account for the potentially lengthy processing times, which can take several weeks or even months. This lack of foresight can lead to operating without a valid license if the current one expires before the renewal is processed.
• Neglecting to Update Business Information – Failing to report changes in ownership, management, or other significant business details can cause problems during renewal. It’s important to keep all information current with the licensing authority.
• Insufficient Documentation – Not providing all required documentation, such as updated financial records or proof of continued eligibility, can delay or derail the renewal process.
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By following these tips and avoiding these common pitfalls, business owners can ensure a smoother alcohol license renewal process and maintain uninterrupted operations. Remember, the specific requirements and processes may vary by city and county, so always check with your local licensing office for the most up-to-date information. In addition, start your renewal process early, stay informed about current regulations, and consider seeking professional assistance if needed.
Georgia Association of Convenience Stores.  All Rights Reserved.
168 North Johnston Street, Suite 209  |  Dallas, Georgia 30132
Phone: (770) 736-9723 | [email protected] | sitemap