Under Settings → W-9 Submissions, you can view the dashboard, which lists recipients who became eligible for W-9 collection and were prompted during redemption. From here, you can filter, review, download (individual or multiple), and send reminders.
What you can do on this page
Search for the W-9 submission for a specific email address.
Filter submissions by Tax Entity, Tax Year, Submission Date, Submission Status, and Download Status.
Review key fields to confirm who was prompted and who completed W-9.
Download W-9 data for an individual recipient or export multiple results at once.
Send reminder emails to recipients who were prompted but have not completed the form.
Access to W-9 data is restricted to Super Admins.
Column reference
Entity: The US tax entity (EIN) you selected for the order.
Recipient Type: Personal or Business (when submitted).
Recipient Email: Unique email address used to track the $2,000 threshold and submissions.
Tax Year: Year is based on the send (issuance) date, not the redemption date.
Submission Date: When the recipient submitted the W-9 (if completed).
State: Recipient’s US state from the W-9 address (when submitted).
Submission Status: Whether a recipient has submitted their W-9.
Download Status: Whether a collected W-9 has been downloaded.
Send Reminder: Action to email the recipient a reminder to complete their W-9.
Filter the list
Go to Settings → W-9 Submissions.
Use filters at the top (e.g., Entity, Tax Year, Submission Status).
Optional: combine filters (e.g., Entity = US Inc. A, Tax Year = 2025, Submission Status = Completed) to narrow your export.
Download W-9 data
Download multiple submissions
Apply filters to show the records you want (if needed).
Select the recipients to include, then click Download (top of the table) to export the current filtered view.
Files will be downloaded as individual PDF files.
Download an individual submission
Locate the row for the recipient.
Click the Download icon in that row.
The file will download for that single submission.
Exports contain only data collected through Giftronaut during redemption when the W-9 criteria were met.
Send reminder emails
Filter to Submission Status = Incomplete.
Click the Send Reminder icon in that row.
The recipient will receive an email prompting them to complete the W-9 before redeeming.
Data scope and limitations
Per-email tracking: Eligibility is tracked per recipient email. If the same individual was paid at multiple emails, you may need to collect W-9 manually.
- Giftronaut-only totals: Amounts paid outside Giftronaut (or via anonymous links not tied to an email) are not included.
Timing: W-9 is collected at redemption once the threshold is reached, and the feature was ON at the time of send.
Security and access
TIN/SSN/EIN and other sensitive fields are encrypted at rest and visible only to Super Admins.
After downloading, you are responsible for secure handling, storage, and retention of exported data according to your policies.
Troubleshooting
-
If a recipient is missing, verify that
W-9 collection was ON before the reward was sent
The USD reward pushed the same email to $2,000+ YTD
Redemption occurred from a US IP
The correct Tax Entity was selected on the order.