Managing W-9 Compliance for Participants

The United States requires a W-9 Tax form when a company gives over $599.99 USD of rewards to an individual in a calendar year.

Learn more about SaaSquatch's W-9 Compliance Functionality here: W-9 Compliance

To activate W-9 compliance functionality for your program contact your Launch Manager or Solutions Architect.

🔗 Marking a Participant’s W-9 Form as Collected

1. Head to your SaaSquatch account.
2. In the upper right corner of your SaaSquatch account select either your Live or Test tenant.
3. Click "Participants" in the upper header of your SaaSquatch account.
4. Find the specific participant you would like to mark W-9 Collected for. Click their name.
5. Click the "Tax Compliance" tab under their Referred by code information.
6. Click "Mark as collected" and confirm they have provided you a valid W-9 Form.
7. The Participant is now marked as having a valid W-9 Form. They can earn over $599.99 USD in rewards each year.

Any historical rewards pending due to W-9 not being collected will become available. There will no longer be a $599.99 USD reward limit for current and future tax years.

🔗 Marking a Participant’s W-9 Form as Not Collected

You can change the collection status of a participant's W-9 Form.

1. Head to your SaaSquatch account.
2. In the upper right corner of your SaaSquatch account select either your Live or Test tenant.
3. Click "Participants" in the upper header of your SaaSquatch account.
4. Find the specific participant you would like to mark W-9 Collected for. Click their name.
5. Click the "Tax Compliance" tab under their Referred by code information.
6. Click "Mark as not collected"
7. The partipant is no longer considered to have a valid W-9 Tax form.

Changing a participant's W-9 status from "Collected" to "Not Collected" will not retroactively move participant's earned rewards to Pending (Regardless of if they are over $599.99USD/per calendar year). Future rewards will be follow W-9 compliance.

🔗 Check Participant's W-9 Form Status

You can check a partipant's W-9 form collection status and see the amount of rewards earned in a calendar year.

1. Head to your SaaSquatch account.
2. In the upper right corner of your SaaSquatch account select either your Live or Test tenant.
3. Click "Participants" in the upper header of your SaaSquatch account.
4. Find the specific participant you would like to mark W-9 Collected for. Click their name.
5. Click the "Tax Compliance" tab under their Reffered by code information.
6. Here you can view their W-9 Form collection status and a breakdown of Rewards earned per calendar year.

🔗 Exporting the US W-9 tax status of all users

SaaSquatch provides a US W-9 Tax Report, which provides information on all users and makes it possible to identify:

• Which users have not yet submitted a W-9 form
• Users who have hit their tax year limit, and have pending rewards
• The total amount of taxable rewards received in previous years

To access the report:

1. Head to your SaaSquatch account.
2. In the upper right corner of your SaaSquatch account select either your Live or Test tenant.
3. Click "Analytics", then "Reports".
4. Click "Create Report".
5. Select the "US W-9 tax report"
6. Choose the output format - both Excel and CSV are supported
7. Click "Create Report"

The resulting report will contain the following columns:

CSV	Excel	Description
userId	User ID	The user's ID.
accountId	Account ID	The user's account ID.
email	Email	The user's email address.
firstName	First Name	The user's first name.
lastName	Last Name	The user's lastName.
dateUsTaxFormSubmitted	Date US Tax Form Submitted - YYYY-MM-DD	The date that the user submitted their W-9 form. This will be blank if they have not yet submitted a W-9 form.
year	Year	The tax year that this row pertains to, or the value "PENDING" if this row indicates a user's pending reward value and count.
value	US Taxable Value in Cents	The total US taxable value of rewards earned in cents.
valueInDollars	US Taxable Value in Dollars	The total US taxable value of rewards earned in dollars.
count	Reward Count	The number of rewards that contribute to this row's US Taxable Value