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How to submit W-8BEN for Non-US Individual / Sole Trader

Disclaimer: Traxsource does not provide tax, legal or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. The examples contained herein are likewise for informational purposes only. You should consult your own tax, legal and accounting advisors before engaging in any transaction and you should also consult your own advisors if you have any questions regarding information to submit to complete any U.S. tax forms.

 

Our online process makes submitting your W-8BEN form very simple.  The entire process can be handled in a few minutes.  

 

PLEASE NOTE: The person completing this form must be the person named on your agreement with Traxsource.  Please review the below steps to help you navigate through the online form:

 

 

Gather the  following information which will be required to complete the form:

A- Full Legal Name  - Do not abbreviate, i.e. Do not enter "Rob" if your name is "Robert"

B- Entity Type - As a Sole Trader you are an individual for tax purposes  

C- Physical Street Address - P.O. Boxes are not acceptable

D- Mailing Address - If different from your physical address, P.O. Boxes are acceptable in this field

E- Foreign Tax Identification Number  (FTIN) - Your FTIN is the Tax Identification number issued to you by your country of residence. Each country has a different type of ID. It is imperative that you submit the correct FTIN for your specific country of residence or your tax form will be rejected by our system.  PLEASE NOTE:   VAT Numbers are NOT acceptable as an  FTIN. 

The Organization for Economic Co-operation and Development (OECD) offers guidelines that can assist you in determining the appropriate FTIN to submit on your tax form. For country specific information from the OECD please visit their site here.  

  •  Alternatively - Click on the Your Country Below 

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Once you have gathered the required information, Login to your Traxsource account and follow the steps below to submit your tax form:

* Please note, in order to submit tax form, you must first have completed a payment method.  For help with this step please click here.

1- Login to The Traxsource Label & Content System here https://labels.traxsource.com

2- Click on "My Company Info" from the Top Left Menu

3- Click on the "Payments and Tax Info" Tab

4- Click on "Submit A Tax Form"

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5- Select “I am not a U.S. Person” (If you are a U.S. Citizen STOP here, you must submit a W-9 form instead. (See W-9 information here)

6- Select “I am a Individual”, then click Continue

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7- Select the appropriate answers to certify that you are not a U.S. citizen or resident and that you do not provide any services from within the U.S. Type in your name and click “Certify”

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8- Enter Your first and last name, permanent address(P.O. Boxes are NOT acceptable) and your mailing address (P.O Boxes can be entered here). 

9- In the “Tax Payer Identification” section, Enter your Foreign Tax Identification Number (FTIN) without any spaces or punctuation (for more info on your FTIN, see section E above).

10- IMPORTANT - DO NOT select “I will not or am unable to provide a Tax Identification Number” unless you do not wish to claim the benefits of the tax treaty that may be available to you. Failure to submit a valid Tax Identification Number will result in the full 30% tax being deducted from any amounts owed to you.

11- Click Continue

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12 - A window will pop up showing your "Claim of Treaty Benefits".  Please review for accuracy and then click "Continue".  (For Information on current applicable tax treaty rates click here)

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13-Review the summary of information on the next page to make sure everything is correct, if it is, click “continue” (not pictured)

14- Certify that you are the owner of the income you will be receiving, that you are not a U.S. Person,  that you a resident of the country listed on the form and certify that the information provided on the form is true and correct. Type your full legal name and click on

15-Type your full legal name to agree that you are certifying the the information you have provided on the form.    

16- Click “Complete W-8BEN-E” to submit your form.

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Once you complete & submit the W-8BEN, we will review it and alert you if there are any issues.

***Please note: a new form must be submitted within 30 days if any of the details on this form change (including but not limited to Company name or address).  The form will expire after 3 years and a new form must be completed prior to that expiration in order to avoid any delays in payment.

 

 

  

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