IRS W 9 Form. paid. Note: The. 1 of 6

Transcription

1 A W 9 must be on file for all companies and individuals beingg paid by the City The completed W 9 should be submitted to Accounts Payablee along with the voucher/ /invoice to be paid Note: The W 9 should only be used for US citizens and US based companies The W 8 Form should be completed for foreign individuals or companies However, a W 9 should be used for foreign individuals or companies that have a SSN or EIN The IRS Form W 9 Request for Taxpayer Identification Number and Certification can be found under the Forms and Publications section of the IRS website Instructions_IRS_W9docx 1 of 6

2 A direct link to the IRS W 9 Request for Taxpayer Identification Number and Certification in pdf format is also available pdf/fw9pdf Instructions_IRS_W9docx 2 of 6

3 Open the W 9 pdf document This form may be completed by hand or typed and printed; it also must be signed & dated in pen or with an electronic signature Signatures in pencil will not be accepted Detailed instructions for filling out the W 9 form are as follows: Name: a Full legal name of individual or company This name must be exactly what is on an individual s Social Security card or the name a company used when it applied for a Federal Tax Identification Number (Fed TIN) or an Employer Identification Number (EIN) b For a company name, the full spelling of all words should be used Acronyms and abbreviations should only be used if they appear on documents used when applying for a Fed TIN or an EIN c For a company name, it should be clearly indicatedd if two wordss or letters are combined with no space in between d For an individual, the first, middle, and last name should be included If four names then clearly specify whether it is two last names or two middle names and also whether any names are hyphenated 2 Business name/disregarded entity name: a If a company does business under a different namee it can be included here (eg an alternate name appears on their invoices or they want checks to be written out to different name) Note: Checks will only be written out to a Trade Name if it matches the Fed TIN/EINN and is on the invoice Instructions_IRS_W9docx 3 of 6

4 3 3 Federal Tax Classification a Must check one and only one box that represents the tax classification b The box for Exempt payee is not a tax classification and should not be the only box checked If the entity is exempt, a tax classification must also be selected c The classification Other should be checked for the entities not listed The type should be written in (eg Governmental, Trust/Estate, Nonprofit Organization exempt under IRS code Section 501(a) or 501(c)(3), etc) d A Limited liability company (LLC) should also indicate a tax classification of C, S or P 4 4 Address and City, state and ZIP code: a For companies with a US address, the full mailing address as recognized by the US Postal Service should be used b If an additional addresss line uses a unit indicator,, the type should be specified (eg APT, STE, BLDG, RM, etc) The # sign should not be used if a unit type exists c If a Student, the address must be the permanentt Home Address as listed in the Studentt System Instructions_IRS_W9docx 4 of 6

5 Requester s name and address: For a company, information for an individual may be provided 6 List account number(s): Optional account information may be provided 7 Tax Identification Number: Either an SSN for an individual or Fed TIN/ /EIN for a business entity/company must be provided 8 Signature: The form must be signed in ink or with an electronic signature; signatures in pencil will not be accepted 9 Date: The date the form is signed should be provided Instructions_IRS_W9docx 5 of 6

6 **ADDITIONAL NOTES For handwritten forms, write legibly in pen For forms prepared on the computer, remember to sign and date the form in pen before sending (if not using electronic signature) If highlighting, only use a yellow colored highlighter All other colors cause the writing to become unreadable when scanned Instructions_IRS_W9docx 6 of 6