How do I fill out my tax forms?

Applies to: all workers — this article routes you to the right form for your worker type and country.

Summary: Which "tax withholding form" you complete depends on how and where you work: US employees complete a federal and state (if applicable) W-4, Canadian employees complete a TD1, US independent contractors complete a W-9 (no withholding), and international contractors complete a W-8BEN / W-8BEN-E (no withholding). You complete the right form as part of your onboarding with Ascen — right in the platform.

You complete these during onboarding with Ascen

Your tax form is one of the standard steps in your Ascen onboarding. When you're setting up your account, the platform walks you through the form that applies to you (based on your worker type and country) and you complete and submit it electronically — there's nothing to print, mail, or send separately. Once it's submitted, you're set for pay to be processed correctly.

US employees (W-2)

You complete a Form W-4 (federal, plus a state equivalent where your state requires one). It tells your employer how much federal and state income tax to withhold from each paycheck.

→ See: How do I fill out my US tax forms (W-4)? and When and why to update your W-4. Official reference: Form W-4 (IRS)

Canadian employees (T4)

You complete a TD1 Personal Tax Credits Return — a federal TD1 plus the TD1 for your province of work (for example, TD1AB in Alberta). It sets how much income tax is withheld from your pay.

→ See: How do I fill out my Canadian tax forms (TD1)?

US independent contractors (1099/C2C)

No tax is withheld from your payments — instead you complete a Form W-9 so your income can be reported on a 1099-NEC. You are responsible for your own income and self-employment taxes.

→ See: How do I fill out my US contractor tax form (W-9)? and When will I get my 1099-NEC?

International independent contractors

No US tax withholding form applies — you complete a W-8BEN (individuals) or W-8BEN-E (entities) to certify your foreign status, and you handle taxes in your own country.

→ See: How do I fill out my foreign contractor tax form (W-8BEN)?

Need to complete a new or updated form?

Your situation can change after onboarding — a marriage, a new dependent, a move, or simply a mistake to correct. You can submit a new form:

Employees (W-4 / TD1): update your withholding elections yourself. You don't have to wait — you can redo your withholding form from your account whenever your situation changes. See How do I fill out my US tax forms (W-4)? (or How do I fill out my Canadian tax forms (TD1)?) for where to do it.

Contractors (W-9 / W-8BEN / W-8BEN-E), or any form you need reissued: request a fresh form from Ascen support (support@ascen.com). They'll reissue it so you can complete and submit the new version in the platform, the same way you did during onboarding.

When you reach out, say which form you need to redo and why (for example, a legal name change or a new address), in case any supporting information is needed.

Not sure which you are?

See Am I an employee or an independent contractor? — or check your onboarding: if you completed a Form I-9 (US) or provided a SIN (Canada), you're an employee.

This isn't individual tax advice — for your personal situation, consult a tax professional or your national/state tax agency.