Xoxoday Plum supports attaching an IRS Form W-9 directly during subject record creation, enabling tax-compliant reward payouts for human subject studies that require IRS reporting.
Attaching IRS Form W-9 During Record Creation
When running human subject research or incentive programs that trigger U.S. tax reporting obligations, collecting a completed IRS Form W-9 at the point of record entry is a compliance requirement—not an afterthought. Xoxoday Plum lets administrators upload and attach a W-9 directly within the subject record creation workflow, so documentation is captured before any reward is disbursed. This matters most for studies where participants receive payments that meet the IRS threshold for 1099-MISC or 1099-NEC reporting. By attaching the W-9 at the record level, your team maintains a clear, auditable link between the recipient’s tax information and their reward transaction history in Xoxoday Plum.When W-9 Collection Applies
Not every study or incentive program requires W-9 collection. Xoxoday Plum’s record creation flow allows administrators to mark a study as exempt from SSN collection when the program qualifies—for example, when aggregate payments to a single recipient fall below the IRS reporting threshold within a calendar year, or when the recipient is a tax-exempt entity. For non-exempt studies, the W-9 attachment field is surfaced during subject onboarding. This ensures compliance teams and program coordinators never reach the payout stage without the required documentation already on file.A Practical Example
Consider a clinical research organization running a multi-site patient study across the United States. Each enrolled participant receives a reward upon completing a study visit. Because cumulative payments frequently exceed the IRS reporting threshold, the organization must file a 1099 for each qualifying participant. With Xoxoday Plum, the W-9 is attached at enrollment—before the first reward is issued—so the finance team has everything needed for year-end 1099 preparation without chasing down missing forms. For organizations that coordinate employee recognition through platforms like Workday or SAP SuccessFactors, Xoxoday Plum’s record management keeps tax documentation consistent alongside existing HR data structures, reducing reconciliation work at year-end.Security and Compliance
Xoxoday Plum handles sensitive tax documents under security controls aligned with SOC 2 Type II and ISO 27001 standards. W-9 attachments receive the same data protection applied to all personally identifiable information within Xoxoday Plum, giving legal and compliance teams confidence that SSNs and taxpayer identification numbers are not exposed through unsecured channels. Learn more: Xoxoday Plum Help Centre — Record creationHow does 1099 tax reporting work in Xoxoday Plum?
Understand how Xoxoday Plum generates and manages 1099 filings for reward payouts that meet IRS reporting thresholds.
How do you manage subject records in Xoxoday Plum?
Learn how to create, update, and organize subject records within Xoxoday Plum for compliant reward program administration.