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Level 1

Has anyone been presented with a Form W-8BEN instead of W4?

We have a new employee that started working with us and when we gave him W4 to fill out he instead handed us over a W-8BEN basically stating we could  not withhold taxes from him. Has anyone else been presented with one of these before? How did you handle it? Or how does that even work?! Any advice would be much appreciated. 

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Has anyone been presented with a Form W-8BEN instead of W4?

Great to see you here, @Stacinae,


I can share some insights on how you can enter your employee details in QuickBooks Online Payroll.


The IRS form W-8BEN is used by any foreign business entities or Non-Resident Aliens (NRA) who works and make income in the U.S. Eligible individuals can claim a reduced rate or an exemption from withholding as a resident of a foreign country with which the United States has an income tax treaty.


At this time, the option to enter the W-8BEN information is unavailable in QuickBooks Online. As an option, you can enter the employee details in the W-4 section of your employee's profile then add his tax exemptions. If you aren't sure what taxes should be exempted for that employee, it would be best to get in touch with the IRS or your State agency. They are the ones who can help you track your employee's exemptions correctly. 


Once you have all the information, you can now set up the employee in QuickBooks Online. Follow the steps below:

  1. Click the Workers menu.
  2. Go to the Employees tab.
  3. Click Add an employee.
  4. Add the employee's name then click on Enter W-4 form.
  5. Enter the employee information.
  6. To set the exemptions, you may refer to the screenshot I've added below:

  7. Click Done.


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Please let me know if there's anything I can help you, @Stacinae. You got me here to help you get things figured out so you can get back to business. Have a good day!

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