---
title: Automatically send W-9 forms to ambassadors
description: For ambassadors not on your payroll, Staffing Referrals can automatically send a W-9 form once a referral bonus has been earned.
---

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# Automatically send W-9 forms to ambassadors

## 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 support@staffingreferrals.com.*

Your account manager will need two things to enable the emails:

1. **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!
2. ******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.

![Screen Shot 2023-03-27 at 12.43.02 PM](https://success.staffingreferrals.com/hs-fs/hubfs/Screen%20Shot%202023-03-27%20at%2012.43.02%20PM.png?width=229&height=156&name=Screen%20Shot%202023-03-27%20at%2012.43.02%20PM.png)

For more information, read ["Updating a candidate's status."](https://success.staffingreferrals.com/knowledge/how-to-update-a-referral-leads-status?hsLang=en)

*If you have any questions, comments, or feedback, please reach out to support@staffingreferrals.com.*

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