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The IRS W-9 form plays a critical role in the financial operations of individuals and businesses across the United States, serving as a request for taxpayer identification number and certification. This essential document is utilized by entities to accurately report income paid to contractors, freelancers, and other non-employees to the Internal Revenue Service (IRS), thereby ensuring compliance with federal tax laws. Its importance extends beyond the realm of tax reporting, as it also facilitates the correct matching of individuals' or entities' tax ID numbers with their reported income. This process is vital for the prevention of tax evasion and the promotion of a transparent financial ecosystem. Furthermore, the form is instrumental in determining the need for backup withholding. Backup withholding refers to the practice of deducting taxes from payments not typically subject to withholding, like those to independent contractors, if certain conditions are met. By accurately completing and submitting this form, taxpayers can avoid potential penalties and ensure their tax liabilities are correctly assessed, highlighting the form's significance in the broader context of tax administration and compliance.

Sample - IRS W-9 Form

Form W-9

Request for Taxpayer

Give Form to the

(Rev. October 2018)

Identification Number and Certification

requester. Do not

Department of the Treasury

Go to www.irs.gov/FormW9 for instructions and the latest information.

send to the IRS.

Internal Revenue Service

 

1Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2Business name/disregarded entity name, if different from above

3.

 

 

 

 

 

 

 

3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the

4 Exemptions (codes apply only to

page

following seven boxes.

 

 

 

 

certain entities, not individuals; see

 

 

 

 

 

instructions on page 3):

on

Individual/sole proprietor or

C Corporation

S Corporation

Partnership

Trust/estate

 

 

Printor type. InstructionsSpecific

single-member LLC

 

 

 

 

Exempt payee code (if any)

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

 

Requester’s name

 

 

 

and address (optional)

 

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership)

 

 

 

Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check

Exemption from FATCA reporting

 

LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is

code (if any)

 

another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that

 

 

 

is disregarded from the owner should check the appropriate box for the tax classification of its owner.

 

 

 

Other (see instructions)

 

 

 

 

(Applies to accounts maintained outside the U.S.)

See

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6 City, state, and ZIP code

 

 

 

 

 

 

7List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN)

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

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Part II Certification

Social security number

 

 

 

 

 

 

or

Employer identification number

Under penalties of perjury, I certify that:

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

2.I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue 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 has notified me that I am no longer subject to backup withholding; and

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

4.The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding 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 retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign

Signature of

 

Here

U.S. person

Date

General Instructions

• Form 1099-DIV (dividends, including those from stocks or mutual

 

Section references are to the Internal Revenue Code unless otherwise

funds)

• Form 1099-MISC (various types of income, prizes, awards, or gross

noted.

proceeds)

Future developments. For the latest information about developments

• Form 1099-B (stock or mutual fund sales and certain other

related to Form W-9 and its instructions, such as legislation enacted

transactions by brokers)

after they were published, go to www.irs.gov/FormW9.

• Form 1099-S (proceeds from real estate transactions)

Purpose of Form

• Form 1099-K (merchant card and third party network transactions)

An individual or entity (Form W-9 requester) who is required to file an

• Form 1098 (home mortgage interest), 1098-E (student loan interest),

information return with the IRS must obtain your correct taxpayer

1098-T (tuition)

identification number (TIN) which may be your social security number

• Form 1099-C (canceled debt)

(SSN), individual taxpayer identification number (ITIN), adoption

• Form 1099-A (acquisition or abandonment of secured property)

taxpayer identification number (ATIN), or employer identification number

Use Form W-9 only if you are a U.S. person (including a resident

(EIN), to report on an information return the amount paid to you, or other

amount reportable on an information return. Examples of information

alien), to provide your correct TIN.

returns include, but are not limited to, the following.

If you do not return Form W-9 to the requester with a TIN, you might

• Form 1099-INT (interest earned or paid)

be subject to backup withholding. See What is backup withholding,

 

later.

Cat. No. 10231X

Form W-9 (Rev. 10-2018)

Form W-9 (Rev. 10-2018)

Page 2

By signing the filled-out form, you:

1.Certify that the TIN you are giving is correct (or you are waiting 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 a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and

4.Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting, later, for further information.

Note: If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.

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

An individual who is a U.S. citizen or U.S. resident alien;

A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States;

An estate (other than a foreign estate); or

A domestic trust (as defined in Regulations section 301.7701-7).

Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners’ share of effectively connected taxable income from such business. Further, in certain cases where a Form W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid section 1446 withholding on your share of partnership income.

In the cases below, the following person must give Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States.

In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity;

In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and

In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and not the beneficiaries of the trust.

Foreign person. If you are a foreign person or the U.S. branch of a foreign bank that has elected to be treated as a U.S. person, do not use Form W-9. Instead, use the appropriate Form W-8 or Form 8233 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities).

Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes.

If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items.

1.The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien.

2.The treaty article addressing the income.

3.The article number (or location) in the tax treaty that contains the saving clause and its exceptions.

4.The type and amount of income that qualifies for the exemption from tax.

5.Sufficient facts to justify the exemption from tax under the terms of the treaty article.

Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption.

If you are a nonresident alien or a foreign entity, give the requester the appropriate completed Form W-8 or Form 8233.

Backup Withholding

What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 24% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding include interest, tax-exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, payments made in settlement of payment card and third party network transactions, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding.

You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return.

Payments you receive will be subject to backup withholding if:

1.You do not furnish your TIN to the requester,

2.You do not certify your TIN when required (see the instructions for Part II for details),

3.The IRS tells the requester that you furnished an incorrect TIN,

4.The IRS tells you that you are subject to backup withholding

because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or

5.You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only).

Certain payees and payments are exempt from backup withholding. See Exempt payee code, later, and the separate Instructions for the Requester of Form W-9 for more information.

Also see Special rules for partnerships, earlier.

What is FATCA Reporting?

The Foreign Account Tax Compliance Act (FATCA) requires a participating foreign financial institution to report all United States account holders that are specified United States persons. Certain payees are exempt from FATCA reporting. See Exemption from FATCA reporting code, later, and the Instructions for the Requester of Form W-9 for more information.

Updating Your Information

You must provide updated information to any person to whom you claimed to be an exempt payee if you are no longer an exempt payee and anticipate receiving reportable payments in the future from this person. For example, you may need to provide updated information if you are a C corporation that elects to be an S corporation, or if you no longer are tax exempt. In addition, you must furnish a new Form W-9 if the name or TIN changes for the account; for example, if the grantor of a grantor trust dies.

Penalties

Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect.

Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty.

Form W-9 (Rev. 10-2018)

Page 3

Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.

Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.

Specific Instructions

Line 1

You must enter one of the following on this line; do not leave this line blank. The name should match the name on your tax return.

If this Form W-9 is for a joint account (other than an account maintained by a foreign financial institution (FFI)), list first, and then circle, the name of the person or entity whose number you entered in Part I of Form W-9. If you are providing Form W-9 to an FFI to document a joint account, each holder of the account that is a U.S. person must provide a Form W-9.

a.Individual. Generally, enter the name shown on your tax return. If you have changed your last name without informing the Social Security Administration (SSA) of the name change, enter your first name, the last name as shown on your social security card, and your new last name.

Note: ITIN applicant: Enter your individual name as it was entered on your Form W-7 application, line 1a. This should also be the same as the name you entered on the Form 1040/1040A/1040EZ you filed with your application.

b.Sole proprietor or single-member LLC. Enter your individual name as shown on your 1040/1040A/1040EZ on line 1. You may enter your business, trade, or “doing business as” (DBA) name on line 2.

c.Partnership, LLC that is not a single-member LLC, C corporation, or S corporation. Enter the entity's name as shown on the entity's tax return on line 1 and any business, trade, or DBA name on line 2.

d.Other entities. Enter your name as shown on required U.S. federal tax documents on line 1. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on line 2.

e.Disregarded entity. For U.S. federal tax purposes, an entity that is disregarded as an entity separate from its owner is treated as a “disregarded entity.” See Regulations section 301.7701-2(c)(2)(iii). Enter the owner's name on line 1. The name of the entity entered on line 1 should never be a disregarded entity. The name on line 1 should be the name shown on the income tax return on which the income should be reported. For example, if a foreign LLC that is treated as a disregarded entity for U.S. federal tax purposes has a single owner that is a U.S. person, the U.S. owner's name is required to be provided on line 1. If the direct owner of the entity is also a disregarded entity, enter the first owner that is not disregarded for federal tax purposes. Enter the disregarded entity's name on line 2, “Business name/disregarded entity name.” If the owner of the disregarded entity is a foreign person, the owner must complete an appropriate Form W-8 instead of a Form W-9. This is the case even if the foreign person has a U.S. TIN.

Line 2

If you have a business name, trade name, DBA name, or disregarded entity name, you may enter it on line 2.

Line 3

Check the appropriate box on line 3 for the U.S. federal tax classification of the person whose name is entered on line 1. Check only one box on line 3.

IF the entity/person on line 1 is

THEN check the box for . . .

a(n) . . .

 

 

 

 

Corporation

Corporation

Individual

Individual/sole proprietor or single-

Sole proprietorship, or

member LLC

Single-member limited liability

 

company (LLC) owned by an

 

individual and disregarded for U.S.

 

federal tax purposes.

 

 

 

 

LLC treated as a partnership for

Limited liability company and enter

U.S. federal tax purposes,

the appropriate tax classification.

LLC that has filed Form 8832 or

(P= Partnership; C= C corporation;

2553 to be taxed as a corporation,

or S= S corporation)

or

 

 

LLC that is disregarded as an

 

entity separate from its owner but

 

the owner is another LLC that is

 

not disregarded for U.S. federal tax

 

purposes.

 

 

 

 

Partnership

Partnership

 

 

 

Trust/estate

Trust/estate

 

 

 

Line 4, Exemptions

If you are exempt from backup withholding and/or FATCA reporting, enter in the appropriate space on line 4 any code(s) that may apply to you.

Exempt payee code.

Generally, individuals (including sole proprietors) are not exempt from backup withholding.

Except as provided below, corporations are exempt from backup withholding for certain payments, including interest and dividends.

Corporations are not exempt from backup withholding for payments made in settlement of payment card or third party network transactions.

Corporations are not exempt from backup withholding with respect to attorneys’ fees or gross proceeds paid to attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1099-MISC.

The following codes identify payees that are exempt from backup withholding. Enter the appropriate code in the space in line 4.

1—An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2)

2—The United States or any of its agencies or instrumentalities

3—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities

4—A foreign government or any of its political subdivisions, agencies, or instrumentalities

5—A corporation

6—A dealer in securities or commodities required to register in the United States, the District of Columbia, or a U.S. commonwealth or possession

7—A futures commission merchant registered with the Commodity Futures Trading Commission

8—A real estate investment trust

9—An entity registered at all times during the tax year under the Investment Company Act of 1940

10—A common trust fund operated by a bank under section 584(a) 11—A financial institution

12—A middleman known in the investment community as a nominee or custodian

13—A trust exempt from tax under section 664 or described in section 4947

Form W-9 (Rev. 10-2018)

Page 4

The following chart shows types of payments that may be exempt from backup withholding. The chart applies to the exempt payees listed above, 1 through 13.

IF the payment is for . . .

THEN the payment is exempt

 

for . . .

 

 

Interest and dividend payments

All exempt payees except

 

for 7

 

 

Broker transactions

Exempt payees 1 through 4 and 6

 

through 11 and all C corporations.

 

S corporations must not enter an

 

exempt payee code because they

 

are exempt only for sales of

 

noncovered securities acquired

 

prior to 2012.

 

 

Barter exchange transactions and

Exempt payees 1 through 4

patronage dividends

 

 

 

Payments over $600 required to be

Generally, exempt payees

reported and direct sales over

1 through 52

$5,0001

 

 

 

Payments made in settlement of

Exempt payees 1 through 4

payment card or third party network

 

transactions

 

 

 

1See Form 1099-MISC, Miscellaneous Income, and its instructions.

2However, the following payments made to a corporation and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys’ fees, gross proceeds paid to an attorney reportable under section 6045(f), and payments for services paid by a federal executive agency.

Exemption from FATCA reporting code. The following codes identify payees that are exempt from reporting under FATCA. These codes apply to persons submitting this form for accounts maintained outside of the United States by certain foreign financial institutions. Therefore, if you are only submitting this form for an account you hold in the United States, you may leave this field blank. Consult with the person requesting this form if you are uncertain if the financial institution is subject to these requirements. A requester may indicate that a code is not required by providing you with a Form W-9 with “Not Applicable” (or any similar indication) written or printed on the line for a FATCA exemption code.

A—An organization exempt from tax under section 501(a) or any individual retirement plan as defined in section 7701(a)(37)

B—The United States or any of its agencies or instrumentalities

C—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities

D—A corporation the stock of which is regularly traded on one or more established securities markets, as described in Regulations section 1.1472-1(c)(1)(i)

E—A corporation that is a member of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(1)(i)

F—A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state

G—A real estate investment trust

H—A regulated investment company as defined in section 851 or an entity registered at all times during the tax year under the Investment Company Act of 1940

I—A common trust fund as defined in section 584(a) J—A bank as defined in section 581

K—A broker

L—A trust exempt from tax under section 664 or described in section 4947(a)(1)

M—A tax exempt trust under a section 403(b) plan or section 457(g) plan

Note: You may wish to consult with the financial institution requesting this form to determine whether the FATCA code and/or exempt payee code should be completed.

Line 5

Enter your address (number, street, and apartment or suite number). This is where the requester of this Form W-9 will mail your information returns. If this address differs from the one the requester already has on file, write NEW at the top. If a new address is provided, there is still a chance the old address will be used until the payor changes your address in their records.

Line 6

Enter your city, state, and ZIP code.

Part I. Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (ITIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below.

If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN.

If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN.

Note: See What Name and Number To Give the Requester, later, for further clarification of name and TIN combinations.

How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local SSA office or get this form online at www.SSA.gov. You may also get this form by calling 1-800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/Businesses and clicking on Employer Identification Number (EIN) under Starting a Business. Go to www.irs.gov/Forms to view, download, or print Form W-7 and/or Form SS-4. Or, you can go to www.irs.gov/OrderForms to place an order and have Form W-7 and/or SS-4 mailed to you within 10 business days.

If you are asked to complete Form W-9 but do not have a TIN, apply for a TIN and write “Applied For” in the space for the TIN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments. You will be subject to backup withholding on all such payments until you provide your TIN to the requester.

Note: Entering “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon.

Caution: A disregarded U.S. entity that has a foreign owner must use the appropriate Form W-8.

Part II. Certification

To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W-9. You may be requested to sign by the withholding agent even if item 1, 4, or 5 below indicates otherwise.

For a joint account, only the person whose TIN is shown in Part I should sign (when required). In the case of a disregarded entity, the person identified on line 1 must sign. Exempt payees, see Exempt payee code, earlier.

Signature requirements. Complete the certification as indicated in items 1 through 5 below.

Form W-9 (Rev. 10-2018)

Page 5

1.Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification.

2.Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form.

3.Real estate transactions. You must sign the certification. You may cross out item 2 of the certification.

4.Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments made in settlement of payment card and third party network transactions, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations).

5.Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), ABLE accounts (under section 529A), IRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.

What Name and Number To Give the Requester

 

For this type of account:

Give name and SSN of:

 

 

 

1.

Individual

The individual

2.

Two or more individuals (joint

The actual owner of the account or, if

 

account) other than an account

combined funds, the first individual on

 

maintained by an FFI

the account1

3.

Two or more U.S. persons

Each holder of the account

 

(joint account maintained by an FFI)

 

4.

Custodial account of a minor

The minor2

 

(Uniform Gift to Minors Act)

 

5. a. The usual revocable savings trust

The grantor-trustee1

 

(grantor is also trustee)

The actual owner1

 

b. So-called trust account that is not

 

a legal or valid trust under state law

 

6.

Sole proprietorship or disregarded

The owner3

 

entity owned by an individual

 

7.

Grantor trust filing under Optional

The grantor*

 

Form 1099 Filing Method 1 (see

 

 

Regulations section 1.671-4(b)(2)(i)

 

 

(A))

 

 

 

 

 

For this type of account:

Give name and EIN of:

 

 

 

8.

Disregarded entity not owned by an

The owner

 

individual

 

9.

A valid trust, estate, or pension trust

Legal entity4

10.

Corporation or LLC electing

The corporation

 

corporate status on Form 8832 or

 

 

Form 2553

 

11.

Association, club, religious,

The organization

 

charitable, educational, or other tax-

 

 

exempt organization

 

12.

Partnership or multi-member LLC

The partnership

13.

A broker or registered nominee

The broker or nominee

 

 

 

For this type of account:

Give name and EIN of:

 

 

14. Account with the Department of

The public entity

Agriculture in the name of a public

 

entity (such as a state or local

 

government, school district, or

 

prison) that receives agricultural

 

program payments

 

15. Grantor trust filing under the Form

The trust

1041 Filing Method or the Optional

 

Form 1099 Filing Method 2 (see

 

Regulations section 1.671-4(b)(2)(i)(B))

 

 

 

1List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished.

2Circle the minor’s name and furnish the minor’s SSN.

3You must show your individual name and you may also enter your business or DBA name on the “Business name/disregarded entity” name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN.

4List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules for partnerships, earlier.

*Note: The grantor also must provide a Form W-9 to trustee of trust.

Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed.

Secure Your Tax Records From Identity Theft

Identity theft occurs when someone uses your personal information such as your name, SSN, or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund.

To reduce your risk:

Protect your SSN,

Ensure your employer is protecting your SSN, and

Be careful when choosing a tax preparer.

If your tax records are affected by identity theft and you receive a notice from the IRS, respond right away to the name and phone number printed on the IRS notice or letter.

If your tax records are not currently affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, questionable credit card activity or credit report, contact the IRS Identity Theft Hotline at 1-800-908-4490 or submit Form 14039.

For more information, see Pub. 5027, Identity Theft Information for Taxpayers.

Victims of identity theft who are experiencing economic harm or a systemic problem, or are seeking help in resolving tax problems that have not been resolved through normal channels, may be eligible for Taxpayer Advocate Service (TAS) assistance. You can reach TAS by calling the TAS toll-free case intake line at 1-877-777-4778 or TTY/TDD 1-800-829-4059.

Protect yourself from suspicious emails or phishing schemes. Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft.

Form W-9 (Rev. 10-2018)

Page 6

The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does not request personal detailed information through email or ask taxpayers for the PIN numbers, passwords, or similar secret access information for their credit card, bank, or other financial accounts.

If you receive an unsolicited email claiming to be from the IRS, forward this message to phishing@irs.gov. You may also report misuse of the IRS name, logo, or other IRS property to the Treasury Inspector General for Tax Administration (TIGTA) at 1-800-366-4484. You can forward suspicious emails to the Federal Trade Commission at spam@uce.gov or report them at www.ftc.gov/complaint. You can contact the FTC at www.ftc.gov/idtheft or 877-IDTHEFT (877-438-4338). If you have been the victim of identity theft, see www.IdentityTheft.gov and Pub. 5027.

Visit www.irs.gov/IdentityTheft to learn more about identity theft and how to reduce your risk.

Privacy Act Notice

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation of debt; or contributions you made to an IRA, Archer MSA, or HSA. The person collecting this form uses the information on the form to file information returns with the IRS, reporting the above information. Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, states, the District of Columbia, and U.S. commonwealths and possessions for use in administering their laws. The information also may be disclosed to other countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Under section 3406, payers must generally withhold a percentage of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to the payer. Certain penalties may also apply for providing false or fraudulent information.

Form Information

Fact Number Fact Detail
1 The IRS W-9 form is officially titled "Request for Taxpayer Identification Number and Certification".
2 This form is used by individuals and entities to provide their correct Taxpayer Identification Number (TIN) to entities that pay them income.
3 The W-9 form is pivotal for businesses to accurately file information returns with the IRS, reporting payments made in the course of their trade or business.
4 Individuals or entities that are required to file an information return with the IRS must obtain and keep the W-9 form from their payees.
5 The form requires the submission of either a Social Security Number (SSN) or an Employer Identification Number (EIN), depending on the filer's status.
6 Failure to provide a W-9 when requested can lead to backup withholding, where the payer must withhold tax from the income at a rate set by the IRS.
7 The W-9 form is not submitted directly to the IRS but given to the person or entity requesting it, who may then use the information for IRS filings.
8 There are no submission deadlines for the W-9 form; however, it should be filled out and provided promptly when requested by a payer.
9 While the W-9 form is a federal form, certain states may have their own requirements or equivalent forms for state tax purposes.
10 There are penalties for not providing a W-9 when required, or for providing false or fraudulent information.

Detailed Guide for Writing IRS W-9

Fulfilling the requirements for financial and employment documentation is an integral part of ensuring compliance with tax laws. One key form used in this process is the IRS W-9 form, requested by companies and individuals who pay you for services. Completing this form correctly ensures that all your information is accurate for tax purposes, helping both you and the requesting party to avoid potential issues with the IRS. Let's walk through the steps needed to accurately complete the IRS W-9 form.

  1. Begin by entering your full legal name as shown on your income tax return in the space provided.
  2. Fill in your business name or disregarded entity name if it differs from the name entered in the first step.
  3. Check the appropriate box for the federal tax classification that best describes your status (e.g., individual/sole proprietor, C Corporation, S Corporation, Partnership, Trust/Estate).
  4. Exemptions codes are rarely used by individuals; unless you are specifically instructed to do so, you typically do not need to fill in anything in the sections for Exemptions.
  5. Provide your address, including city, state, and ZIP code, in the designated area. This should be the address where you can receive mail.
  6. Enter your list account number(s) if required to do so by the requester. This step is optional and may not be applicable in all situations.
  7. Supply your Social Security Number (SSN) or Employer Identification Number (EIN), depending on your tax status. If you don’t have an EIN, your SSN will suffice.
  8. Sign and date the form to certify that the information provided is correct. Your signature also certifies that you are not subject to backup withholding and that you are a U.S. person (including a U.S. resident alien).

After completing the IRS W-9 form, review it thoroughly to ensure all information is correct and no sections have been inadvertently overlooked. Once you're satisfied with the form's accuracy, submit it to the requester. Remember, the W-9 form is not sent to the IRS but retained by the individual or entity that requested it for their records and to comply with information reporting requirements. Correct completion of this form is a straightforward but vital part of your financial and tax responsibilities.

Important Points on IRS W-9

What is an IRS W-9 form and why is it important?

The IRS W-9 form, officially titled "Request for Taxpayer Identification Number and Certification," is a document used in the United States to verify a person's taxpayer identification number (TIN). Businesses often require it from individuals who provide services to them as independent contractors, freelancers, or vendors. The W-9 is crucial because it ensures that all paid services are appropriately reported to the Internal Revenue Service (IRS), helping both parties comply with federal tax laws. Without it, businesses may face difficulties in accurately reporting their expenses, and individuals may not correctly report their income, possibly leading to penalties.

When should you fill out a W-9 form?

You should fill out a W-9 form whenever a new business relationship requires you to receive payments for services, goods, or real estate transactions. Common instances include starting work as an independent contractor, opening a new bank account that earns interest, or receiving dividends from investments. It's a way for businesses to gather the necessary information to issue 1099 forms correctly, which report non-employee compensation, interest, dividends, and other types of income at the end of the year.

What information do you need to provide on a W-9 form?

The W-9 form asks for your name, business name (if different), tax classification (such as individual/sole proprietor, partnership, corporation), and your taxpayer identification number (TIN), which is typically your Social Security number (SSN) for individuals or an Employer Identification Number (EIN) for businesses. You also need to certify that the information is correct by signing the form.

Is there a risk in providing my SSN or EIN on the W-9 form?

While there is always a risk in sharing personal information, such as your SSN or EIN, the W-9 form is a standard and necessary document for tax reporting purposes. It is important to ensure that you are providing this information to a legitimate business or entity that requires it for lawful reasons. Protecting your personal information is critical, so if you have concerns about the security measures a company has in place, it's okay to ask them about it before you submit your form.

How do I submit my completed W-9 form?

Submission methods can vary depending on the requesting company's preferences. Some may prefer a physical copy, while others might accept electronic submissions via email or a secure online portal. It's essential to follow the instructions provided by the entity requesting the W-9 to ensure it's received and processed correctly. Always use secure methods when sending sensitive information to reduce the risk of identity theft.

Do I need to send a copy of my W-9 form to the IRS?

No, you do not send a copy of your W-9 form to the IRS. The purpose of the W-9 is for the person or business that pays you to have your correct taxpayer information on file to report income paid to you on a Form 1099-NEC, 1099-MISC, or another appropriate form. The business keeps the W-9 for their records and to show why they did not withhold income tax from the payments they made to you. Your responsibility is to ensure the information on the W-9 is accurate and up-to-date and to report your income correctly on your tax return.

Common mistakes

Filling out the IRS W-9 form, a crucial document for accurate tax reporting and compliance, often comes with pitfalls that many might not be aware of. One common mistake is providing incorrect taxpayer identification numbers (TINs). Whether it’s a Social Security Number (SSN) for individuals or an Employer Identification Number (EIN) for businesses, errors in these numbers can lead to significant processing delays and potential tax issues.

Another error involves not using the legal name that appears on tax returns. Individuals and entities must ensure the name on the form aligns with the name registered with the IRS. Discrepancies here can cause confusion and unnecessary back-and-forth with the IRS, potentially affecting tax obligations and financial transactions.

Often, people overlook the importance of the certification section. Failing to sign the certification at the bottom of the form invalidates it. This oversight can delay financial processes, as it assures the IRS that the information provided is accurate and that the individual or entity is aware of the implications of providing false information.

Choosing the incorrect tax classification can also complicate matters. The W-9 includes various classifications such as individual/sole proprietor, C corporation, S corporation, partnership, etc. Mistakenly selecting the wrong classification impacts how the income is reported and taxed by the IRS. It's vital to understand the legal structure of the entity or self-employment status to accurately fulfill this section.

Errors in filling out the exemptions field can be problematic. This section, which often goes misunderstood, requires specific codes if the payee is exempt from backup withholding or FATCA reporting. Many individuals leave it blank or misinterpret their qualifications for exemption, which can lead to unnecessary withholding or reporting hurdles.

Neglecting to provide a complete address is a simpler, yet frequent oversight. The address should match the one the IRS has on file, as this ensures any correspondence or documents reach the correct destination promptly. A mismatch or incomplete address can delay important communications.

Many also forget to update their W-9 information after certain changes, such as a legal name change due to marriage or divorce, or changes in business structure. Keeping the W-9 current is crucial for maintaining accurate tax records and ensuring compliance with IRS requirements.

A small but significant detail often missed is checking the requester’s legitimacy. Before providing sensitive information on the W-9, it's important to verify the request comes from a legitimate source. This vigilance helps protect against identity theft and fraud.

Lastly, a common mistake is not keeping a copy of the completed form. Having a record is essential for future reference or if discrepancies arise. It serves as proof of compliance and accuracy of the information provided at that time.

In conclusion, while filling out the W-9 form may seem straightforward, attentiveness to these common mistakes is crucial for ensuring smooth financial operations and tax compliance. By paying close attention to detail and verifying information accuracy, individuals and entities can avoid unnecessary complications with the IRS.

Documents used along the form

Forms and documents often accompany the IRS W-9 form, a standard tax document used to provide information when a person or entity is engaged in financial transactions that necessitate reporting income to the Internal Revenue Service (IRS). Beyond the necessity for a W-9 form, other documents are equally vital in ensuring compliance and accurate reporting of financial activities. Here's a concise overview of some of these significant documents, which serve varying purposes, from verifying identity to reporting payments and withholding taxes.

  • Form 1099-MISC: This document is used to report miscellaneous income. It's often used by businesses to report payments made to contractors who are not employees. It covers a variety of income sources, not limited to professional service fees, royalties, and rent.
  • Form 1099-NEC: Introduced for reporting nonemployee compensation, this form is specifically for reporting payments of $600 or more to individuals who are not employees, such as independent contractors. It's essential for businesses that engage with freelancers or other non-employee workers.
  • Form W-4: This form is completed by employees to indicate their tax situation to their employer. Unlike the W-9, the W-4 determines the amount of federal income tax to withhold from the employee’s paycheck.
  • Form 1042-S: Relevant for payments made to foreign persons, including non-resident aliens, foreign corporations, and foreign partnerships, among others. The 1042-S form reports income and withholdings to the IRS.
  • Form W-8BEN: This form is completed by foreign individuals to certify their status and claim any applicable treaty benefits, including exemptions from certain withholdings on income.
  • Form W-2: Issued by employers to report wages paid to employees and the taxes withheld from them, the W-2 is a crucial document for employees during tax season, enabling them to file their annual income tax returns.

Understanding the interplay between these forms and the IRS W-9 is crucial for businesses and individuals to navigate the complexities of tax reporting and compliance. Each document has a specific purpose and understanding when and where it should be used helps in maintaining accurate records and avoiding potential complications with the IRS.

Similar forms

The IRS W-9 form is similar to the Form 1099-MISC, as both are used for tax reporting purposes, primarily concerning individuals who work as independent contractors or freelancers rather than traditional employees. The Form 1099-MISC is used by businesses to report payments made to non-employees, and the information to fill it out can come from the W-9, which collects taxpayer identification numbers and other personal information.

Comparable to the W-9, the W-4 form is utilized by employers for tax withholding purposes. While the W-9 is used to collect information from freelancers and contractors for IRS reporting requirements, the W-4 is filled out by employees to indicate their tax situation to their employer so that the correct amount of federal income tax can be withheld from their paychecks.

The IRS Form W-8BEN shares similarities with the W-9 as it is also used to provide the necessary information about an individual's tax status, but it is specifically for foreign individuals. The W-8BEN is used to certify foreign status and claim any applicable treaty benefits for reduced withholding, contrasting the W-9’s purpose of validating U.S. persons for information reporting under U.S. tax law.

Another document akin to the W-9 is the Form SS-4, which is used to apply for an Employer Identification Number (EIN). Both the W-9 and the SS-4 involve tax identification numbers; however, the SS-4 is for entities needing an EIN for tax reporting purposes, whereas the W-9 collects a taxpayer’s identification number for reporting payments made to them.

The IRS 1040 form also has similarities to the W-9. The 1040 is the standard Federal Income Tax Return form for individuals, which reports annual income and calculates taxes owed or refunds due. Individuals and entities use the W-9 to provide their taxpayer identification number to others who need to report income paid to them, partly based on the annual information summarized on the 1040.

Form 8283, used for reporting non-cash charitable contributions, is somewhat similar to the W-9 because it involves tax reporting. However, while the W-9 is used to collect taxpayer information for payment reporting, Form 8283 is used by the taxpayer to report valuable non-cash donations to charities for deduction purposes on their tax return.

Similar to the IRS W-9, the IRS Form 4506-T is used in the tax reporting and verification process. Form 4506-T is used to request tax return transcripts, tax account information, W-2 information, and 1099 information. The connection to the W-9 comes through the W-9’s role in providing taxpayer identification for reporting purposes, which can later be verified or reviewed through documents obtained via Form 4506-T.

The Form 8812 is related to the W-9 as it involves taxpayer identification numbers for the purpose of claiming additional child tax credits. While the W-9 helps report income and verify taxpayer identity for business or contractual relationships, Form 8812 is used by individuals to calculate and claim any additional child tax credit they may be eligible for, using information including their taxpayer identification number.

Lastly, the Schedule C (Form 1040) presents a similar need for taxpayer identification as the W-9 but is specifically used by sole proprietors to report profits and losses from their business. Like how the W-9 gathers taxpayer information for reporting payments, the Schedule C uses the individual's taxpayer identification number to tie business income and expenses to the proprietor’s personal tax return.

Dos and Don'ts

Filling out the IRS W-9 form is a critical step for individuals and businesses to correctly report financial information for taxation purposes. It's important to approach this task with care to ensure accuracy and compliance with the Internal Revenue Service (IRS) rules. Below are key dos and don'ts that one should consider when completing this form.

Do:

  1. Verify your personal information, including your full legal name and Social Security Number (SSN), to ensure they align with the details on your Social Security card. If you are representing a business, use the employer identification number (EIN).
  2. Confirm the correct version of the form is being used. The IRS occasionally updates forms, so using the most current version is imperative.
  3. Sign and date the form. A W-9 isn't considered valid without the signature of the requester, certifying that the information is accurate.
  4. Use secure methods when sending the form. Given the sensitive nature of the information on the W-9, which includes your SSN or EIN, sending it through encrypted email or a secure portal is advisable.

Don't:

  1. Leave fields blank. Where a field doesn't apply to you, consider filling it with "N/A" instead of leaving it empty to indicate that you did not overlook it.
  2. Ignore requests to update information. Should your circumstances or your business' information change, it's critical to submit an updated W-9 form as soon as possible.
  3. Use incorrect or outdated information. Always ensure the details you provide, such as your TIN (Taxpayer Identification Number), are current and accurately reflect your tax status.
  4. Overlook the privacy of your information. Be cautious about whom you are sending your form to and confirm the necessity and legitimacy of the request to protect your personal data.

Misconceptions

There are several misconceptions about the IRS W-9 form that are worth clarifying to ensure both individuals and entities are properly informed about its purpose, requirements, and consequences. The following are some common misunderstandings:

  • Only Employees Need to Fill It Out: A common misconception is that W-9 forms are only for employees. In reality, this form is primarily used for freelancers, independent contractors, and other non-employees to provide their taxpayer identification number (TIN) to the entity from which they are receiving payment. It's a way for businesses to collect the necessary information to report income paid to these individuals on form 1099-NEC.

  • Submitting a W-9 Means Taxes Are Taken Out of Payments: When individuals submit a W-9, they often believe it results in automatic tax deductions from their payments, similar to a W-4 form for employees. However, the W-9 does not initiate any withholding; it merely collects taxpayer information. The responsibility to pay taxes rests with the individual, who may need to make quarterly estimated tax payments.

  • W-9 Forms Are Submitted to the IRS: Another misconception is that completed W-9 forms should be sent directly to the IRS. This is not the case. The form is given to the person or business that will pay you, enabling them to report what they have paid to you correctly. They retain the form and send you a 1099-NEC form if applicable.

  • A New W-9 Form Is Needed for Each Payment: People often think they need to fill out a new W-9 form for every payment or project. Generally, one W-9 form per payer is adequate until your information changes (e.g., name or address change). If your details remain the same, you do not need to submit new forms for each payment.

  • The W-9 Is an Optional Form: Some individuals and businesses might perceive the W-9 as optional. However, failing to provide a completed W-9 when requested can lead to backup withholding, where the payer must withhold taxes from your payment at a flat rate. Completing the form when requested is essential to prevent withholding and ensure accurate tax reporting.

  • Foreign Contractors Always Need to Fill Out a W-9: This is incorrect. Foreign persons or entities typically use Form W-8 instead of a W-9. The W-9 form is specifically for U.S. persons (which includes citizens and resident aliens) or entities (like corporations or partnerships) established under U.S. laws. The correct form ensures proper reporting and tax withholding compliance.

Key takeaways

When dealing with the IRS W-9 form, understanding its purpose and the proper way to complete and use it is crucial for both individuals and entities. This form is fundamental for accurately reporting taxable income and withholding taxes. Here are key takeaways to guide you through this process:

  • The IRS W-9 form is primarily used by businesses to gather information from contractors, freelancers, and other non-employees to report their income to the IRS accurately.
  • Individuals and entities are required to provide their correct Taxpayer Identification Number (TIN), which could be a Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN).
  • Filling out a W-9 form is necessary when a person or entity makes payments to you that must be reported to the IRS, typically through a 1099 form for independent contractors.
  • Privacy is paramount. The W-9 form contains sensitive information. Ensure it is sent and stored securely to prevent identity theft or fraud.
  • If there are changes to your name, business name, address, or TIN after you have filled out a W-9, you must submit a new form to reflect these changes.
  • Failure to provide a W-9 when requested can lead to backup withholding. The payer must withhold taxes from your income at a rate currently set by the IRS and send this money to the IRS on your behalf.
  • A W-9 form does not need to be sent to the IRS by the person completing it. Instead, it is given to the person or business that requested it and is kept for their records.
  • There is no official deadline for submitting a W-9, but promptly providing it when requested ensures you're paid without unnecessary delays or withholding.
  • Completing a W-9 form accurately is crucial. False or fraudulent information can lead to penalties, interest, or additional taxes.
  • Consulting with a tax professional if you have questions about your tax situation or how to fill out the form correctly can save you from many potential issues down the line.
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