Kevin and I received word from our lawyer's office that there is small edition to the yearly certification. The yearly certification should include the following sentence :
This certification and all information herein is subject to verification and audit by the New York State Tax Department.
Apparently although it should be understood, NYS wants it clearly indicated.

I have updated all the online Google documents:

Letter to Merchants
http://docs.google.com/Doc?docid=df8...fv5dqtc3&hl=en

Three Steps to Comply
http://docs.google.com/Doc?id=df8mcjj8_24gq3gb6fg