Tackle Tax Compliance Like a Pro

Payments to suppliers, contractors, and other types of payees or partnerships come with a variety of tax obligations, which differ depending on factors like the payee’s status, the nature of the services, and the country in which the transactions take place. 

The following are some of the key tax obligations that businesses may need to consider when making payments to these entities:

Withholding Taxes
For suppliers and contractors, companies may be required to withhold a portion for tax purposes. Tax codes will differ based on the region and tax compliance processes.

• Independent contractors: For domestic workers, organizations may have to report payments for services provided. However, direct withholding is not typically required.
• Non-resident withholding tax: Payments to foreign contractors may trigger withholding tax obligations from that region’s tax department. This process ensures that taxes are collected from non-residents who earn income within a country.

Goods and Services Tax (GST), Sales Tax, and Value-Added Tax
When making payments to suppliers, companies may be obligated to pay or collect consumption tax. Regulations include:

• Sales Tax: For U.S. businesses, sales tax must be paid on the purchase of certain goods and services. Typically at the point of sale.
• GST/HST: In Canada, companies may be required to pay the Goods and Services Tax.
• VAT: In Europe and other regions, businesses may need to charge VAT on sales and remit it later on.

Cross-Border Payments and Transfer Pricing
Payments to foreign suppliers may trigger cross-border tax obligations. This trigger is especially the case concerning transfer pricing rules.

• Transfer pricing: Payments between related entities in different countries must adhere to certain principles to prevent profit shifting. Transfer pricing ensures appropriate taxation in each tax jurisdiction, keeping tax authorities happy.
• Tax treaties: Double taxation treaties between two countries may reduce withholding tax rates or clarify which country has taxing rights over specific payments.

Other Forms of Tax

• Employment tax
• Corporate income tax deductibility
• Provincial or state tax
• Excise and custom duties
• Indirect tax and use tax

Automated tax compliance offers several benefits. It streamlines the complex and time-consuming tasks involved in complying with tax regulations. Below are just a few:

Reduced Errors and Increased Accuracy
Automated tax SaaS helps eliminate spreadsheets and manual data entry. The software can also automatically update tax rates and rules more accurately to validate tax data. 

Time and Cost Efficiency
Automation speeds up repetitive tasks and reduces labor costs. Cloud-based tax technology also enables businesses to manage an increasing volume of transactions without spending more money.

Simplified Compliance
For organizations that operate in multiple regions, tax software can manage the various local, state, and international laws for when you file returns. It will automatically apply the correct rates depending on the jurisdiction, reducing complexity.

Improved Reporting
Automated tax compliance software can generate real-time reports, providing greater insights into tax liabilities, payment statuses, and upcoming deadlines. All tax-related data is centralized and easily accessible. Some programs might also offer certificate management for exemption certificates.

Additional Benefits

• Enhanced regulatory compliance 
• Reduced risk of penalties
• Seamless integration with ERPs and financial systems
• Better cash flow management
• Customization and scalability

Tipalti handles tax form validation and verification by automating the collection, validation, and verification process for various tax forms. The validation ensures that the data provided by payees is compliant with tax regulations. 

Here’s how:

Real-Time Validation
Tipalti validates the data provided by payees in real time. As payees fill out their tax forms, the system checks the data for completeness and correctness, reducing the chances of missing or inaccurate details that could lead to compliance issues.

Automated Tax Form Collection
The system collects the necessary tax forms from suppliers and other payees during onboarding. Based on the payee’s residency and tax classification, Tipalti determines whether a U.S. payee should submit a W-9 form or a non-U.S. payee should submit a W-8 form (such as W-8BEN or W-8ECI).

TIN (Taxpayer Identification Number) Matching
Tipalti also integrates with the IRS’s TIN matching service to validate the accuracy of the TINs provided by payees. This ensures that the name and TIN combination matches the IRS’s records.

Error Notifications
It automatically flags the issue if the system detects invalid or incomplete data, such as incorrect TINs or missing information on a tax form. These notifications prompt the payee or the AP team to correct the information before payment processing.

Withholding Tax Calculations
Based on the verified tax data, Tipalti will automatically calculate the applicable withholding tax rate for both U.S. and non-U.S. payees. For U.S. payees, this includes applying the correct rates for 1099 reporting. Tipalti applies withholding taxes for international payees based on the relevant tax treaties.

Additional Ways Tipalti Handles Tax Validation

• Securely store all tax forms and verification data
• Comprehensive audit trail of all tax form submissions
• Any required withholding taxes are applied according to IRS guidelines