Tax forms completed by payees using Tipalti's online wizard do not require your approval. The information the payee enters on the tax form is cross-checked with the type of tax form. For example, if the payee completes a W-8BEN or W-8BEN-E form, the system checks that the payee's permanent resident address, mailing address, country and phone number are non-US.

Although you don't need to approve electronic forms, if Tipalti has asked the payee to provide additional documents, you need to approve those documents for the payee to become payable.

Some tax forms need to be downloaded, completed manually and uploaded back to the iFrame or Supplier Hub. You are required to review and approve these forms. Manual tax forms can be accessed from the Tipalti Hub via the Documents tab or the Payees > Documents subtab (see Find payee documentation).

Required user roles View Payees & Update Payee

If you collect tax forms manually from your payees, you can mark payee accounts as "Tax form submitted manually" so that Tipalti does not prevent them from being paid. In this case, the 1099 Preparation report will include only partial information (i.e., payments will be mapped correctly, but all tax identifying information will be blank).

1. Search for the payee.
2. At the top right of the screen, click "Actions" and go to Tax form > Tax form submitted manually.
3. In the dialog, click "Ok" for the payee's tax form status to change to "Submitted manually".

Acknowledging that a payee's tax form has been received manually is irreversible. If the payee has previously submitted tax forms through the Supplier Hub/ iFrame, these forms are no longer available. Please submit a ticket to our Support Team to let them know that you have performed this action in error.

The payee needs to complete the W-9 form if the payee entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows. is incorporated in the US or the payee is an individual and one of the following applies:

• You are a US citizen.
• You are a resident of the US.
• You have dual citizenship with one citizenship being US.
• You are subject to taxation as a US citizen.
• You were born in the US and have not formally renounced US citizenship.

The W-9 form can be completed by the payee via Tipalti's online wizard.

According to IRS regulations, W-9 forms are not required for payees earning less than $600 annually. Tipalti allows you to configure your account so that payees under this threshold are not required to submit a W-9 form via the iFrame or Supplier Hub. For more details, please get in touch with your Tipalti support representative.

The payee needs to complete the W-8BEN form form if the payee is an individual who is not:

• A US citizen
• A resident of the US
• Subject to taxation as a US citizen
• US born

And who:

• Has no income effectively connected with the conduct of trade or business within the US
• Is not acting as Intermediary
• Is not receiving a compensation for personal services performed in the US for which you are claiming a treaty benefit

The W-8BEN form can be completed by the payee via Tipalti's online wizard. Instructions on how to complete the form are also provided.

P.O.Post Office box or in-care-of (c/o) addresses are not accepted on this tax form.

Non-US entities that have US-sourced income are required to complete a W-8BEN-E form. This form can be completed by the payee via Tipalti's online wizard. Instructions on how to complete the form are also provided.

If the payee enters a P.O. box or in-care-of (c/o) address on this tax form, the payee will be required to provide evidence of the registered address and an explanation to confirm it is the only address for the entity (see Additional Documents).

The payee needs to complete the W-8ECI form if the payee is an individual and the payee's income is effectively connected with the conduct of trade or business within the US (click here for W-8ECI withholding rates). The W-8ECI form and instructions on how to complete the form are provided to the payee. This form must be downloaded, completed manually and uploaded back to the iFrame or Supplier Hub.

The payee needs to complete a W-8IMY form if the payee entity is a foreign partnership, a foreign simple trust or a foreign grantor trust (and not claiming treaty benefits) or the payee is an individual acting as Intermediary. The W-8IMY form and instructions on how to complete the form are provided to the payee. This form must be downloaded, completed manually and uploaded back to the iFrame or Supplier Hub.

The payee needs to complete the W-8EXP form if the payee is representing a foreign government, an international organization, a foreign central bank of issue, a foreign tax-exempt organization, a foreign private foundation or government of a US possession claiming the applicability of sections 115(2), 501(c), 892, 895 or 1443(b); and, the following applies:

• The payee is not an individual.
• The payee is not an entity incorporated in the US.
• The payee is not an entity that is a foreign partnership, a foreign simple trust or a foreign grantor trust (and not claiming treaty benefits).
• The income of the payee entity is not effectively connected with the conduct of trade or business within the US.

The W-8EXP form and instructions on how to complete the form are provided to the payee. This form must be downloaded, completed manually and uploaded back to the iFrame or Supplier Hub.