For ambassadors not on your payroll, Staffing Referrals can automatically send a W-9 form once a referral bonus has been earned.
If you pay more than $600 in referral bonuses per year to someone not on your payroll, you'll need to collect their taxpayer information via a W-9 form. Staffing Referrals makes this easy by automatically sending this form once a referral bonus has been earned.
Step 1: Contact your account manage to enable W-9 emails
Note: This feature is turned off by default. To use it, contact your account manager or email us at success@staffingreferrals.com.
Your account manager will need two things to enable the emails:
- Email copy. Example: "Congratulations Jenny! You've earned a bonus of $250 for referring Phil Johnson to Quince Staffing. Because you are not an employee of Quince Staffing, we are required to collect a W-9 form before we can process your payment. Please complete the attached W-9 form and email it to us at accounting@quincestaffing.com. Thank you! And keep those referrals coming!
- An email address to notify when the automated email goes out. We recommend notifying someone on your accounting team, such as your payroll manager, to help them keep track of the W-9 forms.
Once the feature is turned on, you can view and edit the email in your communication templates under "Company Settings" > "Communication Templates" > "Tell Ambassador Status Approve."
Step 2: To trigger the email, change the candidate's status to "Awaiting Payment Approval"
The W-9 Form email will now go out automatically when a candidate is moved to status "Awaiting Payment Approval."
To update a status, navigate to "People" > "Candidates." You can update candidate statuses individually or in bulk.
For more information, read "Updating a candidate's status."
If you have any questions, comments, or feedback, please reach out to success@staffingreferrals.com.