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FAQ

BOOKSELLING AND ROYALTIES

Ordering Books


How do I order a book?


You may order books directly from Xlibris, through popular online book sellers, or at the ordering desk of your local bookstore.


To order from Xlibris:


  • Call: 0800 443 678 (or +44 20 3014 4095 if calling from outside New Zealand)
  • Fax: (09) 353-1455
  • E-mail: orders@xlibris.co.nz
  • Web: Xlibris Online Bookstore
  • By mail, please send your order, along with a check or payment information to:
    Attn: Book Orders
    Xlibris LLC
    Suite 1A, Level 2
    802 Pacific Highway
    Gordon NSW
    2072

(Please note that for orders sent by mail, Xlibris has a processing turnaround time of 5 business days before order placement.)


To order from online bookstores, visit the following web sites:
www.amazon.com,
www.barnesandnoble.com,
www.booksamillion.com.


To order at a traditional bricks-and-mortar bookstore, visit the customer service desk. Our books are always available.

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Is there a minimum quantity for orders?


No. You can order as few as one copy at a time.

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How much does a book cost?

  • Paperback (retail) price varies with page count.
  • Hardback (retail) price varies with page count.

This seems high. Why?

We print books as they are ordered in quantities as low as one copy: your book is printed just for you. Traditional publishers print books in huge quantities; therefore, the cost they must recoup per book is lower. These prices are still within the normal bookstore range for paperbacks and hardbacks.

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Is there a discount for booksellers?


We offer industry standard discounts for booksellers: 20% on hardback and 40% on paperback Black & White Books, and 20% on hardback and 35% on paperback Full Colour Books. For orders through the channels, we offer a deep discount to the retailer of 48%.

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How much would I pay if I ordered copies of my own book?


When you order copies of your book you are entitled to an author discount in place of receiving royalties. The author discount ranges from 30% to 60% depending on the number of copies ordered.

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Who sets the price for my book?


Xlibris automatically sets the price for your book, based on page count and book type. This cost is directly related to the cost of production. If you would like to set the retail price of your book and your corresponding royalties, you can take advantage of the Set Your Own Price add-on service.

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Would I be able to cancel book orders and get refunds for them?


Xlibris does not issue refunds for book orders except in instances of poor printing quality. In that case, please contact our Book Sales Department within 45 business days after receiving your order.

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What is Xlibris’ return policy?


Xlibris will happily replace any books you receive that have physical defects free of charge. Because our books are custom manufactured for you as they are ordered, the industry standard for print-on-demand is that no other returns are accepted.

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What method do you use for shipping?


Our orders are shipped using Royal Mail or UPS Ground Service in the United Kingdom. Expedited shipping is available at an additional cost. International orders are shipped via UPS.

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How do I check the status of my order?


To check your order's status, call our book orders customer service line on 0800 443 678 (or +44 20 3014 4095 if calling from outside New Zealand), and they will tell you when you should expect your order to arrive. Please have your order number ready. All book orders are given an order number when the original order is placed. If the representative you speak with does not give you a number, be sure to ask for one.

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What are the shipping costs for books?


Xlibris offers a variety of shipping options to fit the various needs of our customers. Details about each shipping options are outlined below:

  • Next Day Air
    Xlibris uses UPS Next Day Air for packages sent via overnight shipping. The shipping time is one business day.
  • 2nd Day Air
    Xlibris uses UPS Second Day Air for packages sent via expedited shipping. The shipping time is two business days.
  • Standard First Class
    Xlibris uses Royal Mail Standard First Class as the standard method of shipping for all book orders. Xlibris is not liable for and will not replace any lost, damaged or stolen shipments.
  • Standard shipping
    Xlibris uses the US Postal Service as the standard method of shipping for all book orders. The shipping time is ten to fifteen business days. Xlibris is not liable for and will not replace any lost, damaged or stolen shipments.
  • Priority Shipping
    Xlibris will use either the US Postal Service or UPS for shipment of priority book orders. The shipping time is three to five business days.
  • International shipping
    Xlibris uses UPS for packages going to international destinations. Shipping time normally takes three to eight business days, however Customs procedures at the destination country may add delays - Xlibris is not accountable for delays caused by Customs.

All books ship from Xlibris’ US printing facility hence shipping charges are computed in US Dollars using prevailing exchange rates. For accurate quotes, please call us on 0800 443 678 (or +44 20 3014 4095 if calling from outside New Zealand), or email us at orders@xlibris.co.nz.

Shipping times are in addition to the production time it takes to create the books in your order. Xlibris only creates books once we receive your request and payment. Check payments have to be cleared before orders are processed. It usually takes ten business days to print paperbacks and fifteen business days to produce hard covers. Make sure you include this timeframe into your plans when you are deciding on your choice of shipping method. Xlibris is not liable for and will not replace any lost, damaged or stolen shipments via Media Mail.

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Will you ship to a post office box?


Yes, but only if the order is to be shipped via UPS.

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When will I receive my order? What is the shipping time?


Most customers who buy paperbacks receive them within one to two weeks, whereas customers who order hard covers have them in two to three weeks. We do our best to see that all orders for paperbacks are fulfilled within ten business days, plus shipping time (three to five business days in the United Kingdom, depending on where you live); hardback orders are fulfilled within 15 business days, plus shipping time. (Please note that if you sent your order in by regular mail, you will need to add another 5 days to the overall turnaround time.) We are constantly monitoring and modifying our printing and fulfilment processes in order to deliver books faster. Please note that all orders shipped via Media Mail are not insured. Xlibris is not liable for and will not replace any lost or stolen shipments via Media Mail.

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Can you guarantee that my books will arrive on time? What if they are lost, stolen, or damaged? Will Xlibris replace them?


Shipping times vary depending on the shipping option you choose. In case of delayed shipment of orders, Xlibris will not be responsible for the delay. In cases of damaged, lost, and stolen shipments in transit, Xlibris will likewise not be liable.

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Will Xlibris pay the shipping and handling fees of my order?


All shipping and handling fees must be paid for by the buying party.

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Royalties and Sales


How is the retail price of my book determined?


We shall provide a proposed retail price for the sales of your work in the distribution channel. However, if you purchase the option to set your own price, if offered, or if we otherwise permit you to set your own price, the retail price we suggest will be a proposed price for your work, and you will be responsible for accepting our suggested retail price or setting a different retail price for each format of the work, as long as the final retail price is within the limitation that we have set.

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Can I change the price of my book later?


After the Retail Price is set, we reserve the exclusive right to modify the retail price of the work, should production costs change or market conditions warrant. You must approve such retail price change prior to it taking effect. If you do not approve the retail price change or we cannot contact you to obtain approval for the retail price change, all or certain formats of the work will be removed from distribution.

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What discounts are available on Xlibris books?


Xlibris offers author discounts ranging from 30% to 60%, reseller discounts up to 48%, and discounts on direct sales. We try to make it as easy as possible for you, your customers, and book retailers to purchase copies of your published book.

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How does Xlibris calculate Royalty payments?


Please note that Royalties are paid to you on all sales of your Work EXCEPT: (a) sales of used copies of the Work; (b) sales of the Work to yourself; and (c) copies of the Work given to any person or entity (e.g. the media) free of charge.

Xlibris gives authors a royalty rate of ten percent (10%) through our distribution channels for print formats. Royalties are based on the payments we actually receive from the sale of printed copies of your book, less any shipping and handling charges or sales and use taxes. Also, we offer discounts to retail and wholesale customers, so the royalty amount you receive depends on what type of customer (i.e. retail or wholesale) bought your book and any discount they received. For each royalty-qualifying sale in print format through our website bookstores, you will receive twenty-five percent (25%) of the retail price.

For audio formats, you will receive one hundred percent (100%) of the difference of the Suggested Retail Price less the discounts (deductions) taken by any distribution channel for each sale of the individual Work. These deductions include promotional discounts, distribution discounts, and sales discounts.


Here's an example of a common sales transaction of a printed book:

  • The retail price (list price) for your paperback book is $15.95.
  • Your Xlibris royalty rate for retail transactions is 10 percent.
  • A retailer, such as Amazon, places an order for your book through Ingram Book Company, a wholesaler.
  • Ingram then resells the book to the retailer.

Your royalty on this retail sale is calculated as follows:

Source

Amazon.com

Paperback list price

$15.95

Royalty %

10%

Royalty Earned

$1.60


If your book is sold directly through the Xlibris bookstore, you receive a higher royalty amount. Your royalty on this sale directly through the Xlibris bookstore is calculated as follows:

Source

Xlibris website

Paperback list price

$15.95

Royalty %

25%

Royalty Earned

$3.99


For each royalty-qualifying sale of your work in digital format (e-book), you will receive 50% of the digital net, less any returns. The digital net equals the retail price less promotional discounts, distribution discounts, and sales taxes.

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What is the minimum amount for release of payments?


If your quarterly determination of royalties in any calendar year exceeds ninety ($90) NZD, the payment shall be issued according to the quarterly payment schedule. If the quarterly royalties due are equal to or less than ninety ($90) NZD, the quarterly royalty amount will be carried forward and added to the subsequent quarterly royalty amount due. Until the cumulative author royalties exceed ninety ($90) NZD, each quarterly author royalties will be carried forward and added to the cumulative author royalties. Cumulative author royalties at the end of a calendar year will be issued to you by 28 February.

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How am I paid for my royalties?


Royalties are calculated each calendar quarter, and payments are processed per the following schedule: first quarter (for sales January through March) payment by 31 May, second quarter (for sales April through June) payment by 31 August, third quarter (for sales July through September) payment by 30 November, and fourth quarter (for sales October through December) payment by 28 February of the subsequent year. The timing of actual receipt of the payment by the author may occur after these issuance dates, due to a variety of factors including, but not limited to, transit time in the mail.

If your quarterly determination of royalties in any calendar year exceeds ninety ($90) NZD, the payment shall be issued according to the quarterly payment schedule. If the quarterly royalties due are equal to or less than ninety ($90) NZD, the quarterly royalty amount will be carried forward and added to the subsequent quarterly royalty amount due (cumulative author royalties). Until the cumulative author royalties exceed ninety ($90) NZD, each quarterly author royalties will be carried forward and added to the cumulative author royalties. Cumulative author royalties at the end of a calendar year will be issued to you by 28 February.

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What do I get if my book is particularly well written or sells well?


The ultimate goal for the majority of authors is to get a publishing contract with a major publishing house. Xlibris supports excellence in both writing and sales. The Xlibris Author Spotlight, Critic's Choice Award and Best Seller Program are all designed to not only recognise your achievements as a writer, but to assist you with all important marketing and publicity for your work. Call your publishing consultant at 0800 443 678 (or +44 20 3014 4095 if calling from outside New Zealand) to find out more about eligibility and benefits associated with these programmes.

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When do book sales appear on my sales and royalty page?


For orders made through Xlibris, we add book sales to your sales and royalty page when the books are shipped to the customer. Sales made through our distribution channels will be added once they are submitted to us, which is either monthly or quarterly. Items that have been ordered, but not yet shipped, will not appear on your sales and royalty page. We receive shipping information each day, and as we receive notice that an item has been shipped, your report is automatically updated.

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Why does it take so long for Xlibris to post sales from Ingram or other retail bookstores?


All companies have a month-end close process to collect and validate financial information, and Xlibris is no exception. At the close of each month, Xlibris must collect sales and printing information from each of our business partners. We reconcile book orders and book sales with printing information to ensure that every single copy that is printed is accounted for. Then, we consolidate sales from many different sources into a single monthly statement for each author.

The process of collecting, consolidating, closing and posting sales information from our partners can take more than four weeks. It is important to remember that the sales statements are not final, however, because information posts to them as it is received. This process may take time, but we think it is essential to provide you with information that is 100 percent accurate and to account for each and every sale.

Although we strive to post sales statements as quickly as possible, four times per year it takes us six weeks to post statements due to our royalty payout schedule. During these quarterly payment periods, our staff is busy preparing quarterly statements and arranging individual royalty payments.

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A bookstore ordered copies of my book at the end of last month, but those sales aren't appearing on my monthly statement. Why?


There are two reasons this might occur. First, like many publishers, Xlibris records a sale and pays royalties only after books are physically shipped. We may have an order in process at the end of a month, but if the books haven't shipped that month, then the sale will not be recorded until the following month.

What's more likely, however, is that the bookstore ordered either through the largest wholesaler, Ingram Book Company, or directly through its printing arm, Lightning Source, Inc. (LSI). Ingram and LSI are on a 4/4/5 accounting cycle. This means that they operate on a four-week, four-week, five-week financial calendar rather than a monthly calendar. The financial month-end close always occurs on a Friday and therefore is not always at the calendar end of the month. LSI reports monthly sales to Xlibris according to the Ingram financial calendar, and Xlibris in turn reports those sales to authors in the sales statement. Any sales in a calendar month that occur after the financial month end will not appear on your statement until the following calendar month.

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How long does it take for a sale to be listed in my online “Sales Activity Report”?


The information in the “Sales Report” is updated throughout the quarter to give you an idea of how and where your book is selling. We deliver sales information to you as soon as we can, however this data cannot be updated in real time and may not reflect finalized information.

The time it takes a sale to be listed in your sales report is determined by the type of sale:

Sale type

Time until listed

Xlibris Bookstore

72 hours

Consumer sales (i.e., call-in purchases through Xlibris)

72 hours

Retail sales (e.g., Amazon.com)

Four weeks or more

Please note: External retailers — Apple, Amazon, Barnes and Noble, etc. — operate under their own schedules, and Xlibris cannot control the frequency with which they report sales information.

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How is the sales and royalty page organised?


The most recent book sales appear at the top of the page and continue down in reverse chronological order to your first sale. The sales are organised by month, with a monthly total row in blue. Within each month, the sales are organised by type of sale (reseller, Xlibris—by phone/by mail, etc.).

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What is an Order ID?


The Order ID is the confirmation number that we give customers when they purchase a book. We have included it on this page so that we can solve any issues that may arise as quickly as possible. If you reference an Order ID, we can access the record easily and quickly. Please make sure to ask for your Order ID at the time you place your book order.

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Why do two items have the same Order ID?


We often place mixed orders with paperbacks and hardbacks included in the same order. Your royalty pages have such items listed separately since the royalty owed to you is different for the different types of items sold.

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Why do you only show the city or town of the customers who purchased my book?


Due to privacy concerns, we are unable to include the customers’ names along with their addresses. Just as we do not provide your personal information to parties who wish to purchase our author lists, so too do we protect the privacy of customers who purchase books.

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I keep seeing an address on my page, with “LSI Wholesale.” Who are they?


LSI is an acronym for Lightning Source Incorporated, the print-on-demand subsidiary of Ingram Book Group, which is one of the largest book distributors in the United Kingdom. Almost all book resellers, including Amazon, Borders, Barnes & Noble, and hundreds of others, purchase Xlibris books through Ingram and LSI. In turn, LSI provides us with a monthly report of all Xlibris sales, which we then list on your sales and royalty report under the "LSI Wholesale Discount" heading.

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What is the pricing for the e-book? Can I control how much to charge?


All e-books have a default price of $9.99. For the e-book Opt-In Initiative, no price change will be allowed.

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What is the royalty percentage for e-books?


The author receives 50% of the digital net payments received from sales of the e-book. Royalties will not be paid on copies provided free of charge or sold to the author. You will always receive 50% of the digital net sale when sold. (Therefore, if sold on Xlibris.com at $3.99, you will receive $2.00. If sold in the retail channel at $3.99, the channel discount [varies by partner] will be deducted from the sales price, and you will receive 50% of what is left.)

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Where can I check my e-book royalties?


E-book sales and royalties can be tracked through your My Xlibris account, just like the printed version. Royalties for both printed and electronic book will be lumped together and sent to you via ONE royalty cheque.

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How does the Set Your Own Price (SYOP) service work?


SYOP pricing works on three main factors, Your book's final page count, the type of book—Black & White or Full-Color—and finally whether it is a paperback or hardcover version of your book. If you do not know how many pages your book has, that is ok. Based on the number of words in your manuscript, we should be able to estimate your book's final page count. Before a book is published, someone will contact you to confirm the final number of pages, retail price and royalty amount.


Royalties will always start at 1 dollar earned per book sale. This is true no matter where the book sale is made, whether it be through the Xlibris bookstore or online in the "channels" such as Amazon or Barnes & Noble. For each extra dollar you want to earn per sale, the retail price goes up by two dollars.


For example: You have just ordered a Premium Package for a Black & White book and it is determined that your book is going to be 299 pages long. A 299 page paperback with SYOP will retail for $15.99 and the hard cover for $22.99 with base royalties of one dollar. If you wish to raise the royalty amount to two dollars for each book sold, the new retail prices would be $17.99 for paperback and $24.99 for each hardcover.

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Why should I purchase the SYOP service?


Purchasing SYOP will allow you to control the retail price of your book to a much greater degree than was ever previously possible. In many cases, authors with SYOP will enjoy much lower retail prices than Xlibris has ever offered in the past.


Authors will also be able to set their royalty amounts to any dollar amount they desire, starting at one dollar. There is no limit to the dollar amount you may set your royalty amount to.

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Can anyone take advantage of SYOP?


Yes! All authors may opt into the SYOP program. Picture book and Short book authors may want to note that doing so though may result in higher retail prices of their existing titles.

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SYOP is included in my publishing package. Do I have to take advantage of this service?


Not at all. Set Your Own Price is included in the Executive and Platinum Packages as an option. You have until you sign the final approval for your book to determine whether you would like to utilize this program or not.

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How often can I change my SYOP book price and/or royalty amounts?


As often as you like. One very important thing to note though is that each change will immediately reflect on the Xlibris book store. It will however take up to 6 weeks for any updates to books available through online retailers such as Amazon or Barnes & Noble to reflect on their websites, this is because of their processing and upload time. As such, it is not recommended that you change your pricing more than once every 6 weeks to guarantee that your book is always being bought at its desired price.

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Do my hardcover and paperback royalties have to be the same amount?


No. You are completely free to set royalties earned for each book type independently of one another. If you want to earn $5 for each paperback sold and $3 for each hard cover. Then feel free to set the royalties for these amounts.

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I have a friend who would like to publish with Xlibris. Do I get an incentive for referrals?


Of course. If you introduce friends or family to the benefits of publishing with Xlibris and they decide to publish a book with us, we will gladly give you a referral fee of $100. To Refer-A-Friend simply fill out the on-line form with the names and contact information of authors who could benefit from Xlibris' services. You will receive $100 for each referred author who publishes a book with us. The referral bonus will be sent to you by check once your referral's book is completed.

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Am I eligible to refer a friend?


Yes. Whether you're an Xlibris author or not, as long as you have a valid email address, you're able to participate in the programme.

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Who can I refer?


Anyone! You may know a writer, an author or someone who just likes the idea of publishing his own book, novel, cookbook or family photo album for pleasure. Whatever their interests, we have a publishing solution that will suit their needs.

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What qualifications should my friend have to get referred?


Your friend will be eligible for referral as long as he/she has not already signed up with Xlibris or our mailing list, and is not an existing Xlibris author.

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How easy is it to join Refer-a-Friend?


Extremely easy! Just fill out the Referral Form and you'll be up and running in no time at all.

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How much does Refer-a-Friend cost?


It doesn't cost you anything. Our program works on a "commission" basis—which means Xlibris will reward you $100 for each referred friend that becomes an Xlibris author. Once your friend's book is published and it becomes available on the Xlibris online bookstore, you will receive a full Refer-A-Friend credit.

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Is there any limit on the number of people I can refer?


Definitely not. We would like you to refer as many interested friends and authors as possible. You will be issued a credit for every successful referral that publishes their book with Xlibris.

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What counts as a successful referral?


We class a successful referral as when someone recommended by you under this program purchases an Xlibris publishing package, goes through the entire publishing process and becomes "Publication Complete" (their book becomes available in our online bookstore).

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Are there any usage limits?


No. Some referral programs may have a different reward structure depending on how many referrals are sent per month. But with Xlibris' Refer-A-Friend program, there is no limit on the number of referrals you can send to us each month.

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Is it possible to send a referral to several friends at the same time?


Sure. Refer-a-Friend is designed to be user friendly and easy to navigate. If you would like to send a referral to multiple recipients, you can enter their information in the fields provided. To prevent spam and bulk mailing, we have a built in measure that allows a maximum of 25 referrals per day.

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What should my friends do if they are referred?


If your referral is interested to find out more about publishing their book with Xlibris, they may contact Xlibris by:

  • Responding to the Refer-a-Friend email
  • Calling on 0800 443 678 (or +44 20 3014 4095 if calling from outside New Zealand)

At the time of application, please ask your friend to provide referral information (included in the Refer-A-Friend invitation email), which identifies YOU as the referrer, so you will be eligible to receive the $100 reward. They can provide any one of the following pieces of information:

  • Your name
  • The title of your book
  • The valid contact number we have on file for you
  • The valid e-mail address we have on file for you

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How can I ensure that my friends’ privacy will not be infringed upon?


Xlibris understands the importance of protecting the information of all users, and will never share either your or your friend's account information with any third party.

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When can I get my $100 referral fee?


As soon as we have accurate confirmation from our database that the person you referred is now "Publication Complete", we will immediately process your referral reward and send your check through mail.

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Tax Information


What do I need to know?


Xlibris will mail a Form1099-MISC to each U.S. author who was issued a payment for $10.00 or more in royalties (or incurred backup withholding greater than $0.00) during the calendar year. The income and withholding represent royalties from Quarter 4 of the previous year through Quarter 3 of the Form 1099-MISC year. The form will be mailed by 31 January, and should be delivered to the author in February. This form is required by the Internal Revenue Service (IRS) to report royalty income and withholding. If the author was not paid any monies during the calendar year, then he or she will not receive a Form 1099-MISC. The IRS requires Xlibris to have the form mailed/postmarked by 31 January, not delivered by 31 January.

International authors will receive a Form 1042-S instead of a Form 1099-MISC for the royalties earned and the amount withheld during the calendar year. The Form 1042-S will be mailed by 15 March.

The IRS requires Xlibris to have a Form W-9 or Form W-8BEN on file for each author who may earn royalties. The tax form must include the individual or company’s U.S. Taxpayer Identification Number (SSN, EIN, or ITIN). If the author refuses to provide the form or the digital equivalency, Xlibris will begin withholding taxes at the rate of 28% for U.S. citizens (or resident aliens) or 30% for nonresident aliens living outside the U.S. in accordance with U.S. tax law.

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What do I need to know about my IRS Tax Form?


To comply with U.S. tax withholding and reporting requirements, we require a valid IRS Form from our authors. Where there is no IRS Form received by our offices identifying your Taxpayer Identification Number or Social Security Number, we are required to withhold 28% from royalties of U.S. residents and remit this to the U.S. tax authorities. Further, the IRS may charge you a penalty of $50 for not providing us with your correct TIN or SSN.

To ensure we are not forced to withhold any of your royalties due to U.S. tax laws, please take a few moments to complete the following IRS Form:

W-9 Form
Once you have completed the relevant form simply send it to the following address:
Royalty Department
Xlibris Publishing
1663 Liberty Drive
Bloomington, IN 47403

Please ensure that all sections, including Taxpayer Identification Number and Signature, are completed prior to submitting the forms.

Forms must be submitted no later than 5 December of each calendar year.

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What tax information can Xlibris provide for me?


Xlibris will provide a Form 1099-MISC or Form 1042-S stating royalties earned during a calendar year and the amount of withholding, to assist you in accurately reporting your royalty income. For further information please consult your professional tax consultant.

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When does Xlibris mail the 1099-MISC or 1042-S?


By law, Xlibris is required to mail the previous year’s Form 1099-MISC by 31 January of the current year. For non-U.S. persons, the previous year’s Form 1042-S will be mailed by 15 March of the current year.

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Why didn’t I get a 1099-MISC this year?


If you were issued payment for less than $10.00, and did not have backup withholding in the previous calendar year, you will not receive a 1099-MISC.

If you were issued payment for $10.00 or more, or did have back-up withholding in the previous calendar year, please check that the address we have on file for you is accurate.

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If I was paid under $10.00 in royalties, do I have to report it on my income tax?


For any questions on reporting your income to the IRS, please consult your professional tax consultant.

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Why is the income stated on my 1099-MISC or 1042-S form not equal to the sum of my royalty payments for the calendar year?


The tax form reports the total royalties income earned over the calendar year and taxes withheld. “Royalties income earned” is the amount of your checks before withholding. Your payments equal the difference between your total income on the form and any taxes withheld.

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When will Xlibris post Quarter 4 2013 royalties so I can complete my income tax return?


Quarter 4 royalties will not be paid to you until the following calendar year; therefore, Quarter 4 royalties will be included on the Form 1099-MISC or 1042-S you receive the following year. Please refer to the Form 1099-MISC or 1042-S you may receive from Xlibris to learn the amount of money that has been reported as royalty income (and withholding) for tax filing purposes. Form 1099-MISC will be mailed by 31 January of the current year, and Form 1042-S will be mailed by 15 March.

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I submitted a Form W-9 or a Form W-8BEN in the past. Why am I being asked for it again?


If you receive a request from Xlibris to submit your tax information, then we do not have your Form W-9 or W-8BEN in our system, and we need you to resubmit the appropriate form. We may not be able to assign a received tax form to your account due to an issue with matching your tax form with your author account, the tax form may include an incomplete address, or it could be another reason.

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I opted out of submitting my tax information. Why does Xlibris continue to request my tax information?


The IRS requires that we have a complete tax Form W-9 or W-8BEN on file even if an author has opted-out of submitting tax information. We are required to request the tax form annually.

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If my company should receive the royalties instead of me, as the author, what do I need to do?


First, an account for your company must be created in our system. To have an account created for the company, speak to customer support about a reassignment of rights. Second, a Form W-9 needs to be filled out for the company using the company EIN for the tax ID. Third, the company’s W-9 must be submitted either online through the company’s Xlibris account, or by mail (be sure to reference the company’s Xlibris account number).

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My company’s W-9 was accidentally added to my individual account (or vice versa). How can I correct this?


If your company’s W-9 was added to your individual account, please correct by submitting your individual W-9 and referencing your individual Xlibris account. Also, make sure that your company’s W-9 is connected to your company’s account. If your individual W-9 was added to your company’s account, please rectify this by submitting your company W-9 and referencing your company Xlibris account.

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I am a non-US citizen, what do I need to know about my IRS Tax Form?


To comply with U.S. tax withholding and reporting requirements, we require a valid IRS Form from our authors. Where there is no IRS Form received by our offices identifying your Taxpayer Identification Number or Social Security Number, we are required to withhold 30% from royalties of non-U.S. residents and remit this to the U.S. tax authorities. Further, the IRS may charge you a penalty of $50 for not providing us with your correct TIN or SSN.

To ensure we are not forced to withhold any of your royalties due to U.S. tax laws, please take a few moments to complete the following IRS Form:

W-8BEN Form
Please click here for instructions on how to complete the W-8BEN Form
Once you have completed the relevant form simply send it to the following address:

Royalty Department
Xlibris Publishing
1663 Liberty Drive
Bloomington, IN 47403
United States

Please ensure that all sections, including Taxpayer Identification Number and Signature, are completed prior to submitting the forms.

Forms must be submitted no later than 5 December of each calendar year.

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How do I know if my country has a tax treaty with the United States that allows me to claim a lower rate of withholding?


If applicable, you may claim a reduced rate of withholding as a resident of a foreign country with which the United States has an income tax treaty. See the Tax Treaty Tables within Internal Revenue Service (IRS) Publication 515 (see the helpful links below), “Withholding of Tax on Non-resident Aliens and Foreign Entities”, under “Copyrights” for your country’s tax treaty rate. Submit Form W-8BEN when requested by Xlibris whether or not you are claiming a reduced rate of withholding.

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What if I don’t have an ITIN?


If you do not have a Social Security Number (SSN) and are not eligible to get one, you must obtain an Individual Taxpayer Identification Number (ITIN) to claim your country’s reduced tax treaty rate (if applicable). To apply for an ITIN, file Form W-7, “Application for IRS Individual Taxpayer Identification Number” (see helpful links below) with the IRS. It usually takes 4-6 weeks to receive an ITIN from the IRS.

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What if I don’t have an EIN?


Companies may apply for a U.S. Employer Identification Number (EIN) by filing a Form SS-4 with the IRS.

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How do I file Form W-7 with the IRS (to obtain an ITIN)?


The W-7 tax form needs to be submitted by you, the author, to the IRS directly. This form is not processed or submitted by Xlibris. Xlibris can supply you with a support letter that will need to be submitted with Form W-7. Once this process is completed, the IRS will supply you with an ITIN. The ITIN will need to be included on the W-8BEN form that can be completed online through your secure author account or sent to Xlibris directly. If you require a W-7 support letter, please make the request with customer support and be sure to include your author account number, legal name, and mailing address.

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What is a 1099-MISC form?


Form 1099-MISC is used to report royalty income and backup withholding. The form is for each person who was issued payment for $10.00 or more in royalties during the calendar year or anyone who had backup withholding regardless of the $10.00 minimum.

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Who will receive a 1099-MISC form?


Authors who have been issued payment of $10.00 or more in royalties, or who have had backup withholding during the calendar year, will receive a 1099-MISC form. Form 1099-MISC applies to U.S. residents and U.S. resident aliens ONLY and is not sent to nonresident aliens or foreign persons. Nonresident aliens and foreign persons receive Form 1042-S.

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Will Xlibris send me a 1099 to report additional income from royalty payments?


If you earned $10.00 or more in royalties within a fiscal year, we will automatically send you a 1099 statement. The 1099 reports your additional income in royalties during the first, second, and third quarter of the current year and the fourth quarter of the previous year. It is the form you need to use to report taxes showing additional earning or contractual work. (If you are not a U.S. citizen, you will receive a 1042, very similar to the 1099.)

If you have questions regarding reporting taxes, please contact your tax professional.

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What if there is an error in the 1099-MISC form? Is it too late to make changes?


1099-MISC forms are not due to be filed with the IRS until 31 March, so we still have time to make changes if necessary. Even after that, we can still file corrected forms with the IRS, so do not panic if something might be wrong.

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The amount on my 1099-MISC form doesn’t match my checks; what is wrong?


The amount of royalties reported on the 1099 is the gross amount of royalties paid before any backup withholding. The royalty amount should match the amount of royalties on your statements from Q4 of the previous year to Q3 of the 1099 year, plus any iPad or offset distribution royalties wherever applicable. Subtracting the withholding (box 4) from the royalty income (box 2) should equal the total monies paid to you during the 1099 year. If after careful analysis, you still believe there is an error, please contact Xlibris customer support.

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One of my cheques was not received during the tax year. May I request a corrected 1099-MISC?


If the check was sent to the address on-file during the tax year, the 1099-MISC must include the income (and withholding if applicable) associated with the payment. If the check has still not been received, please contact customer support and request a re-cut.

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Why isn’t there a “Recipient’s Identification Number” on my 1099-MISC form?


The “Recipient’s Identification Number” is the box that should include your U.S. Taxpayer Identification Number (TIN). U.S. persons should submit a Form W-9 to Xlibris to report their Social Security Number (or EIN for a business). If we receive the update before the IRS filing deadline, 31 March, we can guarantee that the updated form with the new identification number will be submitted to the IRS. We encourage online submission of the Form W-9 through your secure author account.

Please note: authors may incur a penalty from the IRS for failing to report their TIN or for providing an invalid TIN.

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The “Recipient’s Identification Number” on my 1099-MISC form is incorrect; what do I do?


Submit a Form W-9 to provide Xlibris with your corrected Social Security Number (or EIN for a business). If we receive the update before the IRS filing deadline, March 31, we can guarantee that the updated form with the new identification number will be submitted to the IRS. We encourage online submission of the Form W-9 through your secure author account.

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The “Recipient’s name” on my 1099-MISC form is incorrect; what do I do?


The recipient name on your Form 1099-MISC is the person or entity who earned royalties income during the tax year. In most cases, the name must remain unchanged. However, if you were the recipient of the royalty income during the year and there is a spelling error with the last name, then we may be able to issue a correction before filing with the IRS on 31 March. To request a 1099-MISC name correction, contact Xlibris customer support.

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The “Recipient address” on my 1099-MISC form is incorrect; what do I do?


The IRS does not match addresses. If you have received the form, then there is no need to request a new form with an updated address. If you would like to update your address for future mailings, please contact Xlibris customer support.

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I cannot locate my 1099-MISC form; how can I request a copy?


Please contact Xlibris customer support and request a copy of your 1099-MISC form. Be sure to indicate the tax year. The copy can be e-mailed with the Taxpayer Identification Number masked, or sent by the post if necessary.

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