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Xoxoday allows administrators to attach and store an IRS Form W-9 directly within a participant’s subject profile, ensuring proper taxpayer documentation is captured at enrollment for 1099 reporting compliance.
Tax compliance is a critical consideration for any US-based rewards and incentive program. When participants receive payments that cross the $600 IRS reporting threshold, organizations are required to file 1099 forms — and that process starts with collecting the right documentation upfront. Xoxoday supports the attachment and storage of IRS Form W-9 directly within each participant’s subject profile. Program administrators can capture a participant’s taxpayer identification number (TIN) or Social Security Number (SSN) at the point of enrollment, keeping all tax-relevant documentation centralized. For programs that are exempt from SSN collection, W-9 attachment is optional and configurable at the program level.

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How W-9 Attachment Works

When adding or editing a subject record in Xoxoday, administrators upload a completed W-9 form directly to that participant’s profile. The document is stored securely alongside other subject information, making it accessible during 1099 preparation cycles without requiring a separate document management system. This is especially valuable for organizations running large-scale incentive programs through integrations with HRIS platforms like Workday, SAP SuccessFactors, or Darwinbox, where participant data flows in from multiple sources. Having W-9s centralized in Xoxoday eliminates manual reconciliation across systems when year-end reporting arrives.

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Compliance-Grade Document Storage

Xoxoday’s approach to W-9 collection reflects its broader commitment to compliance-grade infrastructure. Xoxoday is SOC 2 Type II certified and ISO 27001 compliant, which means participant tax documents are stored under enterprise-level security controls — not in spreadsheets or email threads. Consider a US-based HR team running an employee referral bonus program on Xoxoday. The team can require each new referrer to submit a W-9 before receiving their first payout. The form is attached directly to that employee’s subject profile, reviewed by the program administrator, and retrieved automatically when the finance team prepares year-end 1099-MISC filings. Notifications about pending document submissions can be routed through Slack or Microsoft Teams to keep the process moving without manual follow-up.

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Exempt Programs

Not every incentive program requires W-9 collection. Xoxoday recognizes that some programs fall below IRS reporting thresholds or are otherwise structured to be exempt from SSN collection requirements. For these cases, the W-9 attachment field is not mandatory, giving administrators flexibility without forcing unnecessary data collection on participants. This configurable approach means Xoxoday works equally well for a quick employee recognition program distributing small gift cards and a large-scale market research study compensating hundreds of US-based participants over multiple months. Learn more: Xoxoday Help Centre — 1099 capabilities

1099 Tax Reporting for US Participants

Understand how Xoxoday handles end-to-end 1099 tax reporting, including threshold tracking and form generation for US-based reward recipients.

Participant Data Collection and Compliance

Learn what participant data Xoxoday collects, how it is stored, and how it aligns with SOC 2 Type II and ISO 27001 compliance standards.