Pilot enables contractors to complete and submit W-8 forms directly in the platform. Non-US citizens and non-US organizations performing services for US-based entities are required to complete W-8 forms and submit them to their payers. The forms should be submitted to the payer and not to the IRS.

If you are a US citizen or other US person, such as a resident alien individual, please complete a W-9 Form.

🤔 W-8BEN or W-8BEN-E?

There are two versions of the W-8 form. The shorter one (W-8BEN) is for individuals, and the longer one (W-8BEN-E) is for organizations (e.g. corporations, limited liability companies, etc.).

If you work as a sole proprietorship, you are still considered an individual and should complete a W-8BEN form.

📝 Completing the form

To complete your W-8 form:

  1. Go to the Compliance tab and select ‘A recent W-8 or W-9 form confirming your U.S. tax status.’

  2. If you would like to upload a signed W-8BEN or W-8BEN-E form, select ‘Upload a signed form instead’ in the upper right-hand corner. Choose your form type, and then choose the file you’d like to upload. Please note that the file needs to be in PDF format. Then, click ‘Upload document.’

  3. To complete the form in the platform, enter your information in the ‘Your tax information’ section. Please see below for more detailed instructions. Sign the form with your full name, and click ‘Sign and submit.’

  4. After you submit your form, your company administrators and assigned manager will receive a notification by email that the form was submitted. If you would like to view your form, go to Your profile. In the Documents section, you can click your completed form to view it.

Note: The form is valid for three years (until the end of the year) after you submit it. However, we’ll be asking you to complete it once a year to make sure it has up-to-date information.

📄 W-8BEN — detailed instructions

Name of individual who is the beneficial owner

  • Enter your legal name

Country of citizenship

  • Enter the name of the country of which you are a citizen

  • If you are a citizen of more than one country, enter the one where you are currently located

Address

  • Enter your residential address in the country where you pay your income tax

  • PO boxes are not allowed

Foreign tax identifying number

  • Enter your tax identifying number

  • This is likely the number you use to file your taxes

  • Here you can find an overview of domestic rules in the jurisdictions for each country and its respective Tax Identification Numbers

Date of birth

  • Enter your date of birth

Your full name

  • Type in your full name. Your signature will appear to the right.

📄 W-8BEN-E — detailed instructions

Name of organization that is the beneficial owner

  • Enter the full legal name of your entity

  • Remember to include all suffixes, such as Ltd., d.o.o., or S.A.

Name of disregarded entity receiving the payment

  • Leave this blank if your organization is receiving the payment directly

Country of incorporation or organization

  • The country where the organization is registered

Address

  • Enter the address where the company is registered

  • PO boxes are not allowed

Status

  • The most common choice here will be a Corporation (if you’re the only owner of the company) or a Partnership (if the company is owned by you in partnership with other people)

FATCA status

  • Active NFFE stands for Non-Financial Foreign Entity. This is the most common tax classification on Pilot and will apply to most contractors and vendors.

Your full name

  • Type in your full name. Your signature will appear to the right.

💡 Disclaimer

You can find the most up-to-date instructions about W-8 forms on the IRS website. We update this guide regularly, but if there are any are discrepancies between our guide and the IRS instructions, always follow the IRS website.

Please note that we can’t advise you on how or when you should file your taxes. You may want to contact a tax professional in your country.

This article was written to help non-US contractors performing services for US entities and is based on the most common situations that we see for our users. Your case may be different and may require you to complete the form differently. Please contact support@pilot.co if you have questions. We're happy to guide you through the process.

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