Manage Documents Glossary
Document Properties
Client Documents: Documents which the beneficial owner must provide to facilitate tax reclamation.
Processing: An outstanding document of “processing” means that additional documents may be requested once underlying client data is received.
TA/FI Documents: Documents that the tax authority or financial institution (custodian) must provide to facilitate tax reclaims.
Underlying Client Documents: Documents that the underlying holder (e.g. partners within a partnership) must provide to facilitate tax reclaims.
Document Descriptions
Beneficial Owner Level
Primary Account Opening Documents
Power of Attorney with Beneficial Owner: A Limited Power of Attorney (POA) document that authorizes GlobeTax to act on behalf of an individual or entity to facilitate the foreign withholding tax process.
IRS Form 8802: An Internal Revenue Services (IRS) form used to apply for a 6166 U.S. Residency Certificate, to support claims for treaty benefits on foreign withholding tax.
Power of Attorney IRS: A Power of Attorney (POA) document that authorizes a designated individual to represent an individual or entity in dealings with the Internal Revenue Service (IRS) in the United States.
Additional Documents
1041 Tax Document: An IRS tax document used in the United States to report income, deductions, gains, losses, and other relevant financial information related to an estate or trust.
5227 Tax Document: An IRS tax document used in the United States to report contributions to and distributions from qualified plans, such as retirement plans or IRAs.
Administrator Authorization: A document granting a specified individual or entity the power to manage and oversee the affairs of another individual, estate, or organization. This authorization typically includes the ability to make decisions, sign documents, and handle financial transactions.
Articles of Association: A legal document that establishes a company's structure, governance, and operations.
Articles of Incorporation: Also known as a Certificate of Incorporation or Corporate Charter, these are the documents filed with a state or other regulatory body to legally document the creation of a corporation. They typically include the corporation's name, the type of corporate structure, the address and location of the headquarters, the duration of the corporation (if not perpetual), the purpose of the corporation, the number and type of shares of stock to be issued (if any), and information about the incorporator(s).
Beneficiary/Investor Documents: These are a set of documents that provide detailed information about the individuals or entities underlying a transparent entity.
Estate Requirement: This refers to legal documents or forms that are necessary to manage and settle an estate after someone's death. This can include wills, death certificates, and documents pertaining to the distribution of the estate’s assets.
Exemption Letter: A document issued by the security issuing country's Tax Authority that certifies that an individual or entity is exempt from certain taxes.
Governmental Information Letter: A letter from a government agency providing specific information or clarification regarding regulations, requirements, or statuses that pertain to an individual or entity.
Indian Tribe Letter: A document from an officially recognized Indian tribe that may be used to certify the status of a tribe member, or to provide other official information from the tribal government.
IRA Form: A form related to Individual Retirement Accounts (IRAs) in the United States, which could include applications, distributions, contribution statements, or other account-related documentation.
IRA Set Up Documents: These documents would include all necessary paperwork to establish an Individual Retirement Account, such as an application, beneficiary designation form, and custodial agreements.
Investor/Beneficiary Listing: A document/file that lists the investors and their % holdings in a transparent entity.
Japanese Pension Declaration: A document that provides information about an individual's pension contributions and entitlements under the Japanese pension system.
K1 Tax Document: A tax form used in the United States by partnerships and S corporations to report the income, deductions, and credits that are passed through to partners and shareholders for tax purposes.
Parent Company Documents: Legal and financial documents pertaining to the parent company of a corporate group, including incorporation papers, annual reports, and shareholder information.
Pension Plan Document: A document that outlines the terms and conditions of a pension plan, including the eligibility criteria, contribution rates, and benefit payments.
Photo Identification: A government-issued document with a photograph that verifies the identity of an individual, such as a passport, driver's license, or identity card.
Power of Attorney for Credit Advice: A Power of Attorney (POA) document that authorizes a third party to act on credit advices on behalf of an entity.
RIC Form for Switzerland investment: A tax form used in Switzerland to report income from capital gains, interest, and dividends.
Tax Determination Letter: A letter issued by the tax authorities that provides information about the tax status of an individual or entity, including any outstanding tax liabilities or refunds.
Trust Agreement: A legal document that creates a trust and outlines how it will be administered. It includes details about the trustee’s powers, the beneficiaries, the trust assets, and the purpose of the trust.
Trustee Authorization: A document that grants a trustee the authority to act on behalf of a trust. This includes managing its assets, making distributions to beneficiaries, and other duties as specified in the trust agreement.
Tax Authority Level
6166 U.S. Residency Certificate: A letter printed on U.S. Department of Treasury stationery certifying that the individuals or entities listed are residents of the United States for purposes of the income tax laws of the United States. Typically sourced from the IRS by GlobeTax.
6166 US Residency Certificate for Spanish Events → includes additional langage referring to the US-Spain treaty.
Canadian Exemption Letter: A letter issued by the Canadian Revenue Agency that states an individual or entity is exempt from Canadian taxes on specific types of income or under certain conditions.
Certificate of Residency (Cert): This document certifies an individual's or entity's residency status for tax purposes. It's important to note that certain markets may require specific language or formatting to validate eligibility. MIDAS Connect effectively differentiates between market-specific Certs and the generic COR by labeling them as "Standalone Cert [Country] Investments” and “Generic Certificate of Residency”.
Refer to the "6166 U.S. Residency Certificate" as the COR specific to the United States.
Standalone Cert [Country] Investments: A standalone Certificate of Residency (Cert) is tailored for specific markets that have unique language or formatting requirements to establish tax residency eligibility. These certificates often contain additional details that align with particular bilateral tax treaties or local regulations.
Your Client Services Representative will reach out to provide detailed instructions on initiating this request with local tax authorities as necessary.
Transaction Level
Account/Bank Statement: A statement provided by a financial institution that shows the account holder's transactions, balances, and other relevant information. See the FAQ below for a comparison to the Transaction Statement.
Agent Bank Details: Information about the bank that serves as the agent for the account's position.
Block Voucher: A voucher that shows the total position the entire omnibus received from that dividend event. It must show the pay date, account number, total shares received, dividend rate, and withholding amounts. This document must be signed/stamped by the Financial Institution as a certified original.
Canada NR4 Slip: A slip issued by the Canadian government that reports income paid to non-residents of Canada.
Canadian Depository Certification: A certification issued by the Canadian Depository for Securities Limited (CDS) that confirms the ownership of securities.
DTC Entitlement Screenshot: A screenshot from the Depository Trust Company (DTC) evidencing entitlement to specific securities at a given record date. This document for tax reclamation purposes helps prove ownership of the securities in question and to establish the right to any tax benefits associated with them. Typically provided by the custodian or financial institution managing the securities.
Nominee Statement: A letter from the Financial Institution that custody the position confirming the shares were held in a nominee capacity, meaning, they [the global custodian] derive no benefit from holding the shares. For example, Jane Smith has Irish shares in an account at Broker ABC, so the nominee statement must say that Broker ABC derives no benefit from Jane Smith's shares. The Tax Authority (in this example, Irish Revenue Services requires a statement to help show the flow of payment and to prove that Jane Smith is the only one benefitting from the shares. The Financial Institution must sign this document.
SWIFT Instructions: A set of instructions used in international banking transactions to specify the details of the transaction, including the parties involved, the amount, and the payment terms.
Switzerland Circular Voucher 21: A document for Swiss dividend tax reclaims, verifying income amounts and ensuring compliance with Swiss withholding tax requirements. It includes:
Dividend Date and Security ISIN: Identifies the specific dividend event and security.
Income Verification: Confirms that income reported does not exceed amounts confirmed by other banks or custodians.
Withholding Tax Substitute: States the payment of a tax substitute in case of income discrepancies.
Completed by financial institutions, this document is a key requirement for Swiss Tax Authority reclaims. GlobeTax will supply the necessary template upon request to facilitate this process.
Transaction Statement: A document that provides information about a specific financial transaction, including the parties involved, the amount, and the date of the transaction. See the FAQ below for a comparison to the Account /Bank Statement.
Tax Voucher: A document issued by the financial institution that shows the amount of taxes paid by an individual or entity.
VPS Account Number: A unique identifier for an account within the Norwegian Central Securities Depository (Verdipapirsentralen or VPS), which may be required for processing tax reclamation in Norway.
Frequently Asked Question(s)
How will I receive my Account Opening Documents from GlobeTax?
GlobeTax uses DocuSign, a secure and efficient electronic signature technology, to send you Account Opening Documents. You will receive an email notification with a link to "Review Document", allowing you to access and sign the documents online. For more information see, GlobeTax DocuSign Experience.
What is the difference between the Account/Bank Statement and the Transaction Statement?
The main purpose of the Account/Bank Statement is to prove the ultimate Beneficiary who received the same dividend reflected on the tax reclaim application form; generally, the Tax Authority wants to see the dividend hitting the claimant's bank account. In some markets, it is required the Beneficiary holds the dividend-paying security for a certain period of time before and after the pay/record date to verify it is not a rehypothecated position. To prove this, the claimant provides a Transaction Statement representing their holdings of the position (buys and sells of the security).