Completing Your W-9 Online

Transcription

1 Completing Your W-9 Online 1

2 Introduction Welcome to your user guide for completing your W-9 online. As a plan participant, you will be aware of the need to provide us with a valid W-9 form to ensure that the appropriate amount of tax is deducted on any dividend payments or sales undertaken by yourself. Key summary You are required to complete a W-9 form for one of the following reasons; (i) You have not previously completed a form. (ii) You have previously completed a paper or an electronic form rather than a new online version In order to comply with the Foreign Account Tax Compliance Act (FATCA) regulations we have enhanced our service. The Identity site is Internal Revenue Service ( IRS ) approved and maintained by an external provider, Thomson Reuters, who manage the site. They also ensure that any changes to requirements or legal amendments are constantly reviewed and updated meaning, the information held on your behalf, once completed, remains valid. If for any reason you are required to amend your information you will be contacted at the appropriate time. Completing this online form will ensure that you are paying the appropriate level of tax on payments made in connection with your holdings. You should by now have received your User ID and Password which you will require in order to complete the form. Please allow approximately fifteen minutes to complete the form. Once completed, your form will be valid indefinitely unless your personal situation changes. If you have any further queries please refer to the Identity FAQs. 2

3 Using Identity 1. If you have logged in to Identity through the Employee Online Portal, please skip to step Having followed the link to the Identity online system ( you will arrive at the following screen. Enter your User ID and Password where prompted. Then click Log in. If you have forgotten or lost any of your log in details please click the Forgotten your username or password link. 3. On the next screen you will be asked to change your password. Enter your new password in both the Password and the Repeat the Password boxes. Enter your address in the appropriate box. When you have completed this screen please click Update. 3

4 4. You will now be asked to review the Terms and Conditions of Use of the site. Once you have read these and if you accept the terms, tick both the I accept the Terms and Conditions and the I agree to the submission of tax information via this electronic system boxes. You can review the Terms and Conditions at any point during the completion of your form by clicking on the link at the bottom of the page. Then click continue. 5. When you reach the welcome screen, click on the Complete a form button. 4

5 6. On the next page you will need to specify that you are completing your form as an individual. Select the relevant option applicable to you and click Next. 7. To assist with the correct form selection, you will now be asked to answer 4 questions to determine which form you should be filling out. Select your answers from the drop-down list and then click Next. 8. You will now be asked to confirm whether you wish to complete a form by answering Yes or No. By selecting Yes you will proceed, if you select No you will be unable to complete a form at this time. Click Next to continue. 5

6 9. If you have selected Yes in the step above, your name should be displayed. If the details are incorrect or not present please complete correctly. In addition to this you are requested to select a Business Name/Disregarded Entity. This question is optional. Tick the box to confirm that the above information is correct. Finally complete the Entity section using the drop down menu. Once completed please click Next. If at any point you wish to review the IRS guidelines for completing a W-9 then please click on the IRS Instructions link in the top menu bar on the screen. 10. If we have a permanent address already for you within Identity you will be asked to confirm your permanent residence country. Please select your country from the drop down menu. To continue click Next. 6

7 11. If the permanent address we hold on the system for you matches then your address will be pre-populated on the following screen. Please confirm that these details are correct. If your permanent address differs or is not pre-populated then please complete this information, click the box to confirm the details provided are correct and click Next to continue. 12. The exemption section is to be completed only if you are exempt from backup withholding. If you are completing your form as an individual you will not be exempt from FATCA Reporting, this is only applicable to Corporations. The Requestors Name and Address and Account Number questions are optional. When finished click Next. 7

8 13. On the next screen you are required to enter your Tax Identification Number (TIN). Enter this into the Employer Identification Number field. You do not need to include dashes (-) in this number. If you have entered your TIN you should ensure the drop-down box beneath reads Tin Supplied Use the tick box at the bottom of the page to confirm that the TIN entered is correct. Click Next to continue. 14. On the next screen you will be asked to confirm whether you are a resident for Tax purposes in any other Jurisdiction. Please complete any additional information on this page and click Next to continue. 8

9 15. The next screen should be used to submit any additional information or attachments if you have any (this is optional). Once completed (if appropriate) click Next to continue. 16. On the next screen you are given the option to review your form to check that all the details you have entered are correct. Please take your time to check the details before clicking Next to continue. If you would like to amend any details please click Previous to return to the previous pages. 9

10 17. Once any amendments have been made on the relevant screen(s) click Next until you again reach the screen below. Once reviewed you can close the PDF and click Next to continue. 18. Having clicked Next you have reached the final page of the form. You are required to complete this page by reading the first six statements and ticking the boxes accordingly. U.S. participants are only required to tick the next box if you have been notified by the IRS that you are subject to Backup Withholding. You are required to tick the box confirming that you are the registered owner or authorised to sign this form on behalf of the registered holder. Once this has been completed enter your password in the appropriate box and click I Agree to continue. 10

11 19. Having clicked I Agree you will see this message. In order to proceed you must click OK. 20. If you have logged in through the Employee Online Portal you will be directed back to this site where you will be asked to confirm your pin. 11

12 You have now completed and submitted your W-9 online. 21. You are recommended to review your completed form to ensure that it has been successfully submitted. You can do so by viewing your form history by clicking My History at the top of the page. 22. Having followed this link you will be able to see whether your form has been accepted or not. If the documentation status shows as documented this means your form has been accepted. If the status shows under review you may be contacted by the Special Operations Team in due course for further information. You can view the form itself by clicking the green icon underneath Form. 12

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