Sound Exchange- The Registration Process

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A CHECKLIST TO PREPARE FOR REGISTRATION

We will take a look at the things you will need in order to complete your registration online.

HOW TO REGISTER ONLINE WITH SOUND EXCHANGE

We will walk-through the entire online registration process from start to finish in detail.

REGISTRATION TIPS & POINTERS

We will go through the different areas of the registration process that might seem confusing or difficult and help you naviagate your way through.

Sound Exchange: Online Registration

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VYRAL MUSIC

Vyral University: sound exchange: ONLINE REGISTRATION

SO YOU ARE READY TO REGISTER WITH SOUND EXCHANGE...We have put together an in-depth tutorial for the online registration process. You can follow this article while registering to get step-by-step instructions for each section of the registration form.

Sound Exchange: Online Registration

It is time to

get started

collecting your

royalties

Now that you have gone through the process of searching the Sound Exchange databases to look

for any uncollected royalties, it is time to go through the actual registration process. This process may

take you 15-20 minutes to complete, provided that you have all the information necessary to finish the

application. In order to save you time, we have included a checklist of the items and information you

will need in order to complete your online registration on the next page. Take the time to gather this

information beforehand so that you can sit down and complete your application in a timely and

accurate manner.

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You will be taken to the Performer/SRCO Home page. Scroll down to locate this box. This is where

you will get started. There are two different options available to you, you can either find out if you any

royalties owed to you, or you can start the registration process.

We have already gone through how to search the Sound Exchange databases for unpaid royalties

so now it is time to register.

GETTING STARTED

Now that you have a better understanding of the new laws regarding performance royalties, its

time to get started with the Sound Exchange system. Navigate to www.soundexchange.com and

scroll down to find this box:

Once you have located this box, click on the “How do I get paid?” button here to get started.

Locate this box and click on the button that says “I Want To Claim My Royalties” under the I’m A

Performer or SRCO section.

http://www.soundexchange

http://www.soundexchange

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SOUND EXCHANGE: ONLINE REGISTRATION

There are 2 ways that you can register with Sound Exchange. You can choose to register online or

you can download the proper forms and mail them in. We are going to concentrate on the Online

Registration method because it is the most convenient way to register.

There are two different ways to register:

1) Online

2) By Mail

There are 8 sections to the online registration form. We will go through each section in detail

starting on the next page so that you can register quickly and accurately. It is important to note that

we are writing this registration as if you were registering as a performer meaning this will only pertain

to the SRCO (artist/band, record label). Producers, Musicians, and others may have additional forms

to fill out to complete their registration process.

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1) The First section you will fill out is the “Please Tell Us You Are” section of the online registration.

Select the one that fits u best.See Fig 1.

This section is for your contact information.

If you are the contact for this account, choose yes....

If Not.... SEE FIG 2.

This image designates a required field.

FIGURE 1: FIGURE 2:

These are the different options available. Most likely you would be a performer.

If you are not the contact person, enter in the contact details of the person who is here.

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1) continued...

Sound Exchange also provides a list of places you might have heard about Sound Exchange. Just

check any of the boxes that pertain to you, or use the “other” box to enter in a site not listed.

Check all boxes that apply to you.

If yours is not listed, type it in here

You are now finished with the first section of the online application.

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2) The second section is the “Is This A New Registration Or An Update” section. since this tutorial is

dealing with first-time registration, we will concentrate on the New Registration option, which is

selected by default.

You are now finished with the second section of the online application.

This is where you designate the type of member you are registering as.

Unless you have a record deal or other contract, you are most likely both the Artist & Copyright Owner (Or Group)

Any other comments you would like to make about the type of registration can be typed in here.

Check this box to certify you are over the age of 13.

Typing in your name in this instance is the equivalent of a signature.Note: the signature is legally binding.

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3) The third section of this form is the “Payee Information” section. This is where you enter in your

banking details so that you can receive your direct deposit royalty payments and electronic statements.

Now on to Part 2 of this section....

PART 1:

This is the name that is associated with your bank account.

Fill in the Name of Your Bank here, along with your account and routing numbers.

This is where you designate the email address where all of your royalty statements will be sent

You are required to upload a voided check for direct depositing purposes.

If you cannot scan a check, then you can also fax one to this number: 202-640-5859

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3) The third section of this form is the “Payee Information” section. This is where you enter in your

banking details so that you can receive your direct deposit royalty payments and electronic statements.

Note: if you are registering as a company, you can use the tax information as your identification

You are now finished with this section of the application....

PART 2:

Here You will enter the address pertaining to your bank

If the name associated with your bank account is different than your Artist/Band name, you must enter in an explanation here.

Sound Exchange requires a form of identification. You can scan your license, Passport or ID card and upload it here.

You must enter your SSN or your Tax ID number here.

If you cannot scan, then you can also fax one to this number: 202-640-5859

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4) Section four of this application is the “Tax Information” section. The IRS requires that you submit

tax information to Sound Exchange in order to process your registration. You cannot receive any

payments until you have sent Sound Exchange this information.

Use this link to download the W-9 form. This is the tax form you will use if your are a US resident.

Once you have downloaded and filled out the form, scan it back into your computer and then upload it here.

INSTRUCTIONS TO PRINTERSFORM W-9, PAGE 1 of 4MARGINS: TOP 13mm (1⁄2 "), CENTER SIDES. PRINTS: HEAD to HEADPAPER: WHITE WRITING, SUB. 20. INK: BLACKFLAT SIZE: 216mm (81⁄2 ") � 279mm (11")PERFORATE: (NONE)

Give form to therequester. Do notsend to the IRS.

Form W-9 Request for TaxpayerIdentification Number and Certification

(Rev. October 2007) Department of the TreasuryInternal Revenue Service Name (as shown on your income tax return)

List account number(s) here (optional)

Address (number, street, and apt. or suite no.)

City, state, and ZIP code

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Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoidbackup withholding. For individuals, this is your social security number (SSN). However, for a residentalien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it isyour employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social security number

or

Requester’s name and address (optional)

Employer identification number Note. If the account is in more than one name, see the chart on page 4 for guidelines on whosenumber to enter. Certification

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the InternalRevenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS hasnotified me that I am no longer subject to backup withholding, and

2.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backupwithholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply.For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirementarrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you mustprovide your correct TIN. See the instructions on page 4. SignHere

Signature ofU.S. person ©

Date ©

General Instructions

Form W-9 (Rev. 10-2007)

Part I

Part II

Business name, if different from above

Cat. No. 10231X

Check appropriate box:

Under penalties of perjury, I certify that:

13 I.R.S. SPECIFICATIONS TO BE REMOVED BEFORE PRINTING

DO NOT PRINT — DO NOT PRINT — DO NOT PRINT — DO NOT PRINT

TLS, have youtransmitted all R text files for this cycle update?

Date

Action

Revised proofsrequested

Date

Signature

O.K. to print

Use Form W-9 only if you are a U.S. person (including aresident alien), to provide your correct TIN to the personrequesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you arewaiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S.exempt payee. If applicable, you are also certifying that as aU.S. person, your allocable share of any partnership income froma U.S. trade or business is not subject to the withholding tax onforeign partners’ share of effectively connected income.

3. I am a U.S. citizen or other U.S. person (defined below).

A person who is required to file an information return with theIRS must obtain your correct taxpayer identification number (TIN)to report, for example, income paid to you, real estatetransactions, mortgage interest you paid, acquisition orabandonment of secured property, cancellation of debt, orcontributions you made to an IRA.

Individual/Sole proprietor

Corporation

Partnership

Other (see instructions) ©

Note. If a requester gives you a form other than Form W-9 torequest your TIN, you must use the requester’s form if it issubstantially similar to this Form W-9.

c An individual who is a U.S. citizen or U.S. resident alien, c A partnership, corporation, company, or association created or

organized in the United States or under the laws of the UnitedStates, c An estate (other than a foreign estate), or

Definition of a U.S. person. For federal tax purposes, you areconsidered a U.S. person if you are:

Special rules for partnerships. Partnerships that conduct atrade or business in the United States are generally required topay a withholding tax on any foreign partners’ share of incomefrom such business. Further, in certain cases where a Form W-9has not been received, a partnership is required to presume thata partner is a foreign person, and pay the withholding tax.Therefore, if you are a U.S. person that is a partner in apartnership conducting a trade or business in the United States,provide Form W-9 to the partnership to establish your U.S.status and avoid withholding on your share of partnershipincome. The person who gives Form W-9 to the partnership forpurposes of establishing its U.S. status and avoiding withholdingon its allocable share of net income from the partnershipconducting a trade or business in the United States is in thefollowing cases: c The U.S. owner of a disregarded entity and not the entity,

Section references are to the Internal Revenue Code unlessotherwise noted.

c A domestic trust (as defined in Regulations section301.7701-7).

Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) ©

Exempt payee

Purpose of Form

This is the W-9 form, which is also known as

an independent contractors form, is used for

people who are self-employed. For help with

this form, you can navigate to our Legal &

Business section. We have an entire article on

Taxes!

You are now done with this section....

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5) Section five of this application is the “Non-US Affiliations” section. This section is for international

registrants only. If you are a US Registrant, you do not need to fill out this section, as it does not apply

to you.

Remember the part of “Is This A New Registration Or An Update” where you were asked to tell Sound

Exchange what type of registration this was.....

You are now done with this section

....well part 6 of this online registration form will depend on what you selected. There are actually

FOUR different “section 6’s” depending on what you pick. Let’s go through the different sections next.

TO NAVIGATE TO THE SECTION THAT APPLIES TO YOUR APPLICATION USE THESE LINKS:

SOLO ARTIST GROUP GROUP MEMBER COPYRIGHT OWNER

note: you may be required to fill out more than one of these sections depending on your selection...

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6) SOLO ARTIST:

This is the section six that will show up if you have selected “Solo Artist” for the type of registration as

explained above.

PART 1:

This is the name you go by when performing.

This is where you enter your LEGAL NAME.

Enter Your Date of birth using the MM/DD/YYYY Format here.

Select your gender here.

Choose your country of citizenship from the drop-down list.

This is the country where you live.

This is the country where you were born.

If you are a Non US registrant, enter your Province here.

You can use this box to enter in your catalog, (although i will recommend that you gather this information on a spreadsheet, which you will be able to upload at the end of this form).

Use this box to list any other names by which you might have been credited on a release. This will help Sound Exchange locate ALL of your royalties.

this section is continued on the next page....

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6) SOLO ARTIST CONTINUED...

PART 2:This is where you can upload the spreadsheet i was referring to earlier.

You may now click here to move onto the next section, as the next few pages

deal with the other “section 6’s” which do not apply to your application.

If you have also performed with a group you will be required to fill out the “Group Member” section as well. Clicking “Yes” will automatically show the section below.

If you wish to see the “Group Member” section tutorial, Click Here to navigate to that page in this article.

Here is an example of an “Artist Repertoire” spreadsheet.

ARTIST SONG TITLE ALBUM TITLE

Your Name Song 1 Album One



This is a basic repertoire list, as you will be registering your works in more detail later.....

CLICK HERE

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6) Group:

This is the section six that will show up if you have selected “Group” for the type of registration as

explained above. Also if you have selected “Group And Copyright Owner” you will be required to

complete this section.

PART 1:


Put the names of all the albums you performed on here.

List any other names your group has performed under here. (This is used to help Sound Exchange located your royalties).

You can use this box to enter in your catalog, (although i will recommend that you gather this information on a spreadsheet)

this section is continued on the next page....

If you choose to use a spreadsheet, (recommended) you can upload it here.

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6) GROUP MEMBER Continued...

PART 1:

This lets sound exchange know how you divide your royalties. Choose one.

Enter in the Name, Phone Number & Email of each Group Member here.



CLICK HERE

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6) Group Member:

This is the section six that will show up if you have selected “Group Member” for the type of

registration as explained above. Also if you have selected “Group Member And Copyright Owner” you

will be required to complete this section.


Type in your percentage of the royalties as designated by your contract with the group.



This lets sound exchange know how you divide your royalties. Choose one.

If you are a member of more than one group, check yes to open up a second “Group Member” section. You are required to fill out a section for each group.



CLICK HERE

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6) Group Member:

This is the section six that will show up if you have selected “Copyright Owner/Label” for the type of

registration as explained above. Also if you have selected any combination of Artist, Group or Group

Member & Copyright Owner, you will be required to fill out this section.

This is the name the SR Copyrights are registered under.





CLICK HERE

List all Record Labels associated with your SR copyrights.

Type in your percentage of the royalties as designated by your contract with other copyright owner(s).

This lets sound exchange know how you divide your royalties with the other copyright owner(s).. Choose one.

If you share these copyrights, you will be required to enter in more information... SEE FIGURE 1 below.

FIGURE 1:

Enter the Name, Phone Number, and Email of each Copyright owner that you share your rights with.

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7) Section seven of this application is the “SoundExchange Membership” section. This section deals

with the Membership Agreements. Read through the agreements shown, and then sign by typing your

name to complete this section.

This is the signature that signifies that you are wishing to join sound exchange as a Copyright Owner Member.

These signatures are actual electronic signatures showing that you have read the Agreements

pertaining to your registration and that you understand them and agree. The reason you have to sign

two times is that, in this example, i have shown a registration for an “Artist & Copyright Holder”.

Becoming a member is important because it allows you to register your titles with Sound Exchange in

a more exact manner (kind of like ASCAP, BMI, & SESAC).

AND IT IS FREE TO JOIN OF COURSE!!!

This is the signature that signifies that you are wishing to join sound exchange as a Featured Artist Member.

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7) Section eight of this application is the “Authorization & Submission” section. This section is the

final section of the online registration form. You will agree to the privacy policy and sign your online

registration form here.

Once you have read and understand the privacy policy, click the box to agree.

This section explains Sound Exchange’s Policies and Procedures.

If you know anyone else that you wish to inform about Sound Exchange, you can click yes to enter their contact info. SEE FIGURE 1 BELOW.

Type in your signature to authorize this form.

Create a password that will allow you to modify your account.

Take a second to go back and look through the entire from, and then click “Submit” to send your application.

FIGURE 1:

If you clicked yes above, you can enter the email address(s) or phone number(s) of anyone you know that you want Sound Exchange to contact.

THIS COMPLETES YOUR ONLINE REGISTRATION WITH SOUND EXCHANGE.

Documents

Sound Exchange- The Registration Process