Administrators with edit permissions can set the Document Settings for the Institution's account. This includes e-signatures, mandatory documents, and creating custom documents for upload.
For more information, please see Document Exchange.
Set Document Settings
1. Login to your Calculus account.
2. On the left-hand side, click on Settings.
3. Click on Document Settings.
E-Signature
Institutions can select to have Foreign nationals e-sign automatically generated tax forms along with the supporting documents.
Select from the list of forms Form W-8BEN, Form W-9, Form W-4, and Form 8233 or Select All forms.
Info: To e-sign these forms, users must enable Multi-Factor Authentication (MFA) by scanning a QR code from the system and using the Google or Microsoft Authenticator app on their devices.
Mandatory Documents
Institutions can mark which documents should be considered mandatory for completing a user’s or vendor's “Document Status.”
The User List Document Status will be marked as "Not Uploaded", "Partially Uploaded" or “Uploaded” depending on the documents have been uploaded by the user.
By default, the automatically generated tax forms are considered as mandatory to be e-signed/uploaded.
When an Institution selects document(s) mandatory to be uploaded (apart from the automatically generated tax forms), additional instructions will appear on the Tax Forms Summary page on the user records, to ensure Individuals upload the mandatory marked document(s).
Custom Documents
1. Institutions can add up to 10 custom documents that foreign nationals must upload via the Document Exchange facility, alongside the automatically generated forms.
2. Custom documents can be renamed using the ‘Edit’ button.
3. A custom document will appear in the document list for users but will not be deemed “mandatory” unless the required checkbox is selected.
Once you set the Document Settings, click Save on the top right corner.