Providing a VAT number to a European Agency (from a linguist in the USA)
Sandra Malo Jarque United States Local time: 16:27 Member (2010) English to Spanish + ...
Jan 25
Hi everybody!
I'd like to know if any of you has had the same problem as me. I've been contacted by a Dutch agency who wants to begin collaborating with me. That's great news but now they are asking me for my VAT number. I am Spanish but I recently moved to the States. I have a SS number but I know that I cannot give that number to hardly anyone for security matters.
I've told that agency that in case I cannot provide that number, what's the best to do, and they told me to send them a copy of my passport. I don't feel very comfortable with that solution.
What could I do? I've already checked their Blue board and everybody has rated them with a 5 and they are very happy with them, so they seem very reliable.
Thanks,
Sandra
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JL01 United States Local time: 16:27 English to French + ...
No VAT outside EU
Jan 25
You are located, and doing business, in the USA, ie. outside of the EU. That is all that matters. Your citizenship is not relevant.
So, you tell them that you don't have a VAT number because you are located outside of the UE.
Dutch companies seem to have problems with understanding that there is no VAT outside of the UE.
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Neil Coffey United Kingdom Local time: 21:27 Member (2009) French to English + ...
I personally wouldn't send a copy of my passport
Jan 25
If they appear to be a genuinely legitimate, serious agency, then I suppose it depends on how you feel about it.
I personally try not to give out copies of my passport willy-nilly. I regard it as (a) a confidential document, and (b) one whose official purpose is to permit entry into a foreign country and permit residence in one's country of nationality. As far as I'm aware, a passport has no official purpose for permitting one to work for a translation agency, nor for permitting a translation agency to make judgements about VAT numbers. So I personally wouldn't send it.
But it depends how you feel at the end of the day. If you think they're trustworthy, that there actually is a job at the end of it and that it would do no harm...
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JL01 United States Local time: 16:27 English to French + ...
NO PASSPORT
Jan 25
There is NO LEGITIMATE reason to provide passport information to a business contact such as a translation agency.
The requester is engaged in business, not in cross-border travel.
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Rudolf Vedo CT United States Local time: 15:27 Member (2008) Croatian to English + ...
Get an FEIN or IRS Form 6166
Jan 25
I wouldn't give them a copy of your passport, not so much because it would be put to nefarious use (the odds of that are infinitessimal), but because it would be pointless. What would it prove? That you are a (I'm assuming) a Spanish citizen? How would that convince this Dutch agency that you have no EU VAT number?
You can do one or both of:
1) Apply for a Federal Employer ID Number from the IRS. This identifies you as a US business entity (and yes, you can get one even if you are just a sole proprietor with no employees except yourself) and you can give it out instead of your SSN.
2) Apply for certification of US tax residency from the IRS
Instructions and form here:
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Samuel Murray Netherlands Local time: 22:27 Member (2006) English to Afrikaans + ...
Non-EU = no VAT for EU clients
Jan 25
Sandra Malo Jarque wrote:
Now they are asking me for my VAT number. I am Spanish but I recently moved to the States.
Tell them that you're not a tax resident of the EU and that you're not registered for VAT in the EU (as you had done).
I've told that agency that in case I cannot provide that number, what's the best to do, and they told me to send them a copy of my passport.
Make a copy of your passport and cross out the information that you think might be used in identity theft (e.g. your passport number, and if you have a middle name, that too). Then scan that crossed-out copy and send it to them. I suspect they just need some kind of confirmation of your status, in case they get audited. If you are a permanent resident of the US, scan that too (after having crossed out the bulk of the information on it on a copy).
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Michael Wetzel Germany Local time: 22:27 German to English
one other point
Jan 26
Dear Sandra,
I only have the following question to add to what everyone else has written here.
Just one question: Are you in fact a US tax resident? That is to say, did you live in the U.S. for at least 185 days last year and do you have a business registered there and none in Spain?
If you were not resident in the U.S. 185 days or not registered as a business there or you were registered as a business in Spain, you may still be able to find a way to establish U.S. tax residency for this year, but you'd have to find an attorney (who is knowledgeable in this area of law!) to help you.
Otherwise, I agree with everyone else, VAT numbers are an EU institution and - with the exception of large companies - I think it is probably impossible (and it is certainly unreasonable) to get a VAT-number as a US business.
Sincerely,
Michael
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Sandra Malo Jarque United States Local time: 16:27 Member (2010) English to Spanish + ...
TOPIC STARTER
Thanks so much
Jan 26
Hi everybody,
thanks so much for all your comments. I'm gonna try to find a lawyer who is specialist on these kind of issues. I can legally work in the States, but I just moved here a few months ago, hence all my doubts.
I'll try to post here what's the best solution, once I speak to the lawyer.
Best regards,
Sandra
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