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Royalties

Royalties FAQ

NAME AND ADDRESS CHANGES

TAX DOCUMENTS

PAYMENTS

TRANSFERRING PAYMENTS / DONATING PAYMENTS

ROYALTY STATEMENTS

NAME AND ADDRESS CHANGES

How do I change my address?

We need to change your address in our royalties system and with the University of California payments and tax system. Please complete the following steps with your new address.

  1. Complete these forms:
    1. If you are a US taxpayer, please complete these forms with your new address:
      • Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for the payee.
      • W-9 (Download)
      • EFT Form (optional). (Download) Fill out this form only if you would like to sign up for Electronic Funds Transfer (EFT), which will enable us to make a direct deposit into your domestic (US) bank account. If you elect to complete the EFT Form, you must also submit a corresponding voided check or bank letter. Omit the EFT paperwork if you want to receive a paper check in the mail.
    2. If you are not a US taxpayer, please complete these forms with your new address:
      • Foreign Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for payee.
      • W-8BEN/W-8BEN-E tax form (Download-W-8BEN / Download-W-8BEN-E)
  2. Once completed, email the forms to this secure email address: UCOP_Su.6vtx3ka8sukiffwr@u.box.com.
    • If you are unable to electronically sign the forms, leave the signature field blank and email the forms without a signature. The processing team will upload the forms into DocuSign and circulate them to you for your signature.

    • If you are unable to email the forms, mail hard copies to UC Press at:

      University of California Press
      Attn: Royalties Department
      1111 Franklin Street
      Oakland, CA 94607

I have changed my name. What do I need to do?

We need to change your name in our royalties system and with the University of California payments and tax system. Please complete the following steps with your new name.

  1. Complete these forms:
    1. If you are a US taxpayer, please complete these forms with your new name:
      • Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for payee.
      • W-9 (Download)
      • EFT Form (optional). (Download) Fill out this form only if you would like to sign up for Electronic Funds Transfer (EFT), which will enable us to make a direct deposit into your domestic (US) bank account. If you elect to complete the EFT Form, you must also submit a corresponding voided check or bank letter. Omit the EFT paperwork if you want to receive a paper check in the mail.
    2. If you are not a US taxpayer, please complete these forms with your new name:
      • Foreign Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for payee.
      • W-8BEN/W-8BEN-E tax form (Download-W-8BEN / Download-W-8BEN-E)
  2. Once completed, email the forms to this secure email address: UCOP_Su.6vtx3ka8sukiffwr@u.box.com.
    • If you are unable to electronically sign the forms, leave the signature field blank and email the forms without a signature. The processing team will upload the forms into DocuSign and circulate them to you for your signature.

    • If you are unable to email the forms, mail hard copies to UC Press at:

      University of California Press
      Attn: Royalties Department
      1111 Franklin Street
      Oakland, CA 94607

TAX DOCUMENTS

When are the end-of-year tax documents (1099, 1042-S, etc.) sent? Are they mailed or emailed?

End-of-year tax documents (1099, 1042-S, etc.) for payment(s) received are mailed on or before January 30 for the previous calendar year. For example, on January 30, 2024, the end-of-year tax document for any payment issued in 2023 will be mailed. End-of-year tax documents are mailed from the University of California Office of the President (UCOP) via US Postal Service (USPS) to the physical mailing address on file. Please note: All tax forms are mailed in hard copy to the address on file. Tax forms cannot be sent via email.

I have not received my end-of-year tax document. What should I do?

Please email royalties@ucpress.edu and we will request a new copy of your tax document from the University of California Office of the President (UCOP). Once the request has been processed, you should receive a copy in 5 to 7 business days. Please note: All tax forms are mailed in hard copy to the address on file. Tax forms cannot be sent via email.

PAYMENTS

I have received my royalty statement but I have not been paid. What should I do?

Please email royalties@ucpress.edu. It is likely that we need to set you up in our payment system. Once we receive your email, we will provide the instructions needed to complete this request.

What is the minimum amount for a royalty payment to be issued?

$50.00

What happens to my royalties if I don’t receive payment for a royalty period?

Your balance will roll over to the next royalty period, and it will be reflected on the next royalty statement.

Can I change my royalty payment method from check to electronic payment?

Yes. We need to change your payment method in our royalties system and with the University of California payments system. Please complete the following steps, which will enable us to make a direct deposit into your domestic (US) bank account. Please note: We are only able to make direct deposits into US banks and can’t make electronic payments to non-US bank accounts.

  1. Please complete these forms:
    • Electronic Funds Transfer (EFT) Form (Download)
    • A corresponding voided check or bank letter
    • Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for payee.
    • W-9 (Download)
  2. Once completed, email the form and corresponding voided check or bank letter to this secure email address: UCOP_Su.6vtx3ka8sukiffwr@u.box.com.
    • If you are unable to electronically sign the form, leave the signature field blank and email the form without a signature. The processing team will upload the form into DocuSign and circulate it to you for your signature.

    • If you are unable to email the form, mail hard copy to UC Press at:

      University of California Press
      Attn: Royalties Department
      1111 Franklin Street
      Oakland, CA 94607
       

I have lost my royalty check. Can it be reissued?

Please email royalties@ucpress.edu and the Royalties Department will confirm the status of the lost check. Once the status of the check has been confirmed, the check can be reissued.

I tried to cash/deposit my royalty check, but it has expired. How long before it expires? What can I do to get it reissued?

Royalty checks expire after 90 days. If yours has expired, please email royalties@ucpress.edu and the Royalties Department will confirm the status of the expired check. Once the status of the check has been confirmed, the check can be reissued.

I earned royalties. How do I get paid? (US taxpayer)

Before you can receive your first royalty payment, you need to be set up in our system by completing paperwork. The forms and instructions should have been sent to you to complete after you signed your contract. If you did not receive them, please email royalties@ucpress.edu and we will send them to you.

  1. Complete these forms:
    • Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for the payee.
    • W-9 (Download)
    • EFT Form (optional). (Download) Fill out this form only if you would like to sign up for Electronic Funds Transfer (EFT), which will enable us to make a direct deposit into your domestic (US) bank account. If you elect to complete the EFT Form, you must also submit a corresponding voided check or bank letter. Omit the EFT paperwork if you want to receive a paper check in the mail.
  2. Once completed, email the forms to this secure email address: UCOP_Su.6vtx3ka8sukiffwr@u.box.com.
    • If you are unable to electronically sign the forms, leave the signature field blank and email the forms without a signature. The processing team will upload the forms into DocuSign and circulate them to you for your signature.

    • If you are unable to email the forms, mail hard copies to UC Press at:

      University of California Press
      Attn: Royalties Department
      1111 Franklin Street
      Oakland, CA 94607
       

Once the forms have been processed, the Royalties Department will generate a Vendor ID number for you, and this ID number will appear on future statements. Once this ID number is established, we can issue your royalty payment.

I earned royalties. How do I get paid? (Non-US/International taxpayer)

Before you can receive your first royalty payment, you need to complete a few steps. The forms and instructions should have been sent to you to complete after you signed your contract. If you did not receive them, please email royalties@ucpress.edu and we will send them to you.

  1. The first step of setting up an international author/agency for royalty payment is registration in the Glacier Tax System, to ensure that our tax department has the correct tax withholding information. Please email royalties@ucpress.edu to request setup in the Glacier system.
  2. You will receive an email from our colleagues at the University of California Office of the President (UCOP) with a link to register in the Glacier Tax System, to determine the correct tax withholding. Complete your registration in the Glacier system. After you complete your registration, it will generate a completed W-8BEN (author) or W-8BEN-E (agency) tax form.
  3. Next, download and complete these forms:
    1. Download the W-8BEN/W-8BEN-E tax form. (Download-W-8BEN / Download-W-8BEN-E) This form is generated by the Glacier Tax System.
    2. Complete the Foreign Supplier Set-Up/Update Form. (Download) Use the name of our royalties administrator David Holmes for the UC Office of the President (UCOP) contact name. Note: “Supplier” is an accounting term we use for the payee.
  4. Email the W-8BEN/W-8BEN-E tax form and the Foreign Supplier Set-Up/Update Form to this secure email address: UCOP_Su.6vtx3ka8sukiffwr@u.box.com.
    1. If you are unable to electronically sign the forms, leave the signature field blank and email the forms without your signature to the secure inbox. Send a separate email to royalties@ucpress.edu to alert us that you have uploaded unsigned forms (you do not need to send the forms containing personal information to the royalties email directly). The processing team will upload the forms into DocuSign and circulate them to you for your signature.

    2. If you are unable to email the forms, mail hard copies to UC Press at:

      University of California Press
      Attn: Royalties Department
      1111 Franklin Street
      Oakland, CA 94607
       

  5. Once the forms have been processed, the Royalties Department will issue your royalty payment. Most international authors elect to be paid via bank wire transfer. The Royalties Department will request your bank details so that we can issue your royalty payment via bank wire transfer.

Why do I need to register in the Glacier Tax System?

All non-US taxpayers need to register with the Glacier Tax System. Registration with the Glacier system ensures that our tax department has the correct tax withholding for your future royalty payments. Please note: US taxpayers living abroad do not need to register with the Glacier system if you inform us of your tax status.

TRANSFERRING PAYMENTS / DONATING PAYMENTS

Can I donate my royalties to the UC Press Foundation?

Yes. Your support is greatly appreciated and makes a difference. Please email royalties@ucpress.edu, and the Royalties Department will arrange for your royalty payments to be directed to the UC Press Foundation. A formal acknowledgment will be sent to you once your donation has been processed.

What are the steps for someone who inherited royalties or has been named as an heir or beneficiary of royalties?

Please email royalties@ucpress.edu. We will provide the steps and necessary documentation to complete the royalty transfer to the new beneficiary. When that documentation is complete, we will set up the new beneficiary to receive future royalty statements and payments. Please note: We require a copy of the deceased author’s death certificate.

Can I transfer my royalties to someone else?

Yes. Please email royalties@ucpress.edu. We will provide the steps and necessary documentation to complete the royalty transfer to the new payee. When that documentation is complete, we will set up the new payee to receive future royalty statements and payments.

Can I put my royalties into my trust?

Yes. Please email royalties@ucpress.edu. We will provide the steps and necessary documentation to complete the royalty transfer into the trust. When that documentation is complete, we will set up the new trust to receive future royalty statements and payment in the name of the trust.

ROYALTY STATEMENTS

When are royalty statements sent?

Annual royalty statements are sent via email every August. Royalty payments are generated only for royalty balances over $50.00.

I am supposed to receive semi-annual statements and payments. When are those sent?

Semi-annual statements are sent via email every February. Semi-annual payments are issued every March for royalty balances over $50.00.

Does UC Press mail hard copies of royalty statements?

No. All royalty statements are sent via email.

I didn’t receive my royalty statement by email. What should I do?

Please email royalties@ucpress.edu. We will re-email the missing statement and confirm that we have the correct email address on file for future statements.

How long is the royalty period?

The royalty period is from July 1 to June 30 of the following year, which corresponds to the UC Press fiscal calendar.

How do I request an old royalty statement?

Please submit your request to royalties@ucpress.edu.

What is my Vendor ID number?

Your Vendor ID number is a unique identifier listed on your royalty statements. If a Vendor ID number is present on your royalty statement, it means you are set up for payments in our royalty system.

Can the Royalties Department provide custom royalty statements? Can the Royalties Department provide me with sales numbers beyond what is listed on my royalty statement?

No. We only have the ability to provide the sales figures generated during the annual and semi-annual royalty statement process. If you need other sales data, please contact your acquisitions editor.

Questions?

For questions about royalty payments or processing, email royalties@ucpress.edu