Fill Out a Valid IRS W-9 Form

Fill Out a Valid IRS W-9 Form

The IRS W-9 form, formally known as the Request for Taxpayer Identification Number and Certification, plays a crucial role in the financial operations between entities and individuals in the United States. It serves as a method for individuals and businesses to provide their correct taxpayer identification number to entities who will pay them income, ensuring the appropriate reporting to the IRS. This process is vital for the accuracy of tax documents and the prevention of tax evasion.

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Embarking on the journey of understanding tax forms can often seem daunting, yet the IRS W-9 form stands out as a fundamental pillar in the framework of U.S. tax regulations, particularly for individuals and entities engaged in business transactions. This crucial document, requested by businesses and individuals who pay for services, plays a pivotal role in accurately reporting income and withholding taxes. The essence of the W-9 form lies in its simplicity; it's designed to gather the taxpayer identification number (TIN) or social security number (SSN) of U.S. persons (including resident aliens), ensuring that the IRS can effectively track payments for services and other income types. Beyond just a collection tool, the form serves as a declaration by the payee that they are responsible for their own income tax, acting as a safeguard against backup withholding. Its importance cannot be understated, as failing to provide a complete and accurate W-9 when requested can lead to a series of financial and legal repercussions, further emphasizing the need for diligent attention to this document. With its ties to other tax reporting forms such as the 1099-MISC and 1099-NEC, for reporting various types of income other than wages, salaries, and tips, comprehension of the W-9 form is essential not only for those directly involved in financial transactions but also for anyone looking to navigate the complexities of US tax obligations with confidence and precision.

Document Example

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 Breakdown

Fact Name Description
Purpose of Form W-9 Form W-9, Request for Taxpayer Identification Number and Certification, is used by individuals and entities to provide their taxpayer identification number to entities that will pay them income during the tax year.
Entities That Use Form W-9 Businesses and financial institutions often request a completed W-9 form from freelancers, independent contractors, and suppliers in order to report payments to the IRS correctly.
Information Required on Form W-9 Form W-9 requires the taxpayer’s name, address, and Social Security Number (SSN) or Employer Identification Number (EIN), depending on the entity type.
Federal Governing Law Form W-9 is governed by federal tax law as it relates to information reporting and backup withholding requirements.

IRS W-9 - Usage Guide

When the time comes to fill out an IRS W-9 form, it means you’re taking a step forward in either beginning or continuing a professional engagement that involves payment for services. This form is a vehicle for providing your tax identification information to the person or entity that will pay you. It’s essential for ensuring that all payments are properly reported to the Internal Revenue Service (IRS). Here's a straightforward guide to help you complete the W-9 form correctly, ensuring that your financial transactions are smooth and compliant with IRS regulations.

  1. Start by entering your full name as it appears on your income tax return in the space provided.
  2. If you are conducting business under a name different from your own, such as a dba (doing business as), enter this in the “Business Name/Disregarded Entity Name” section.
  3. Select the federal tax classification that applies to you. You may be an individual/sole proprietor, a corporation, a partnership, or other. Check the appropriate box.
  4. If your business is an LLC, specify the tax classification (C=C corporation, S=S corporation, Partnership) by entering the letter in the designated “LLC” space.
  5. Enter your Exemptions if they apply to you, which might include codes for exempt payees or exemption from FATCA reporting. Most individuals will leave this section blank.
  6. Fill in your address, city, state, and ZIP code where requested. This should be the address where you want to receive correspondence related to this form.
  7. Provide your taxpayer identification number (TIN), which might be your social security number (SSN) or your employer identification number (EIN), depending on your circumstances.
  8. In the “Requester’s Name and Address” section, enter the name and address of the person or entity requesting the W-9 from you. This might be filled in for you if the form was provided by the requestor.
  9. Review the information you’ve provided for accuracy. Double check your TIN, as providing an incorrect one could lead to backup withholding and potential fines.
  10. Sign and date the form in the designated area at the bottom. By doing this, you are certifying that the information is correct and that you are not subject to backup withholding.

Once completed, the W-9 form doesn’t get sent to the IRS. Instead, you'll provide it to the person or entity that requested it from you. They will use the information to prepare any necessary reports of transactions to the IRS, notably using the information to fill out a 1099 form if you are paid more than $600 in a year. Keeping a copy of the filled-out W-9 form for your records is a good practice. This ensures you have a record of what was submitted, should any questions or issues arise in the future.

More About IRS W-9

What is an IRS W-9 form?

The IRS W-9 form, officially titled "Request for Taxpayer Identification Number and Certification," is a document that businesses use to gather information from individuals (such as independent contractors, freelancers, and vendors) who provide services to them. This information is used to prepare and file informatory returns, like Form 1099-MISC, to report payments made to these service providers during the tax year.

Who needs to fill out a W-9 form?

Any individual or entity that will receive payments from a business for services provided as an independent contractor, freelancer, or vendor needs to fill out a W-9 form. It’s also required if you are involved in certain transactions like mortgage interest payments, acquisition or abandonment of secured property, cancellation of debt, contributions to an IRA, and other financial transactions.

Do I have to hand over my Social Security Number on the W-9?

Yes, in most cases, you will need to provide your Social Security Number (SSN) or, if you're doing business as a separate entity (like a partnership, corporation, or limited liability company), you will provide your Employer Identification Number (EIN). This serves as your taxpayer identification number (TIN) and is crucial for the IRS's tax reporting processes.

How do I submit a completed W-9 form?

A completed W-9 form should be provided directly to the requester, not to the IRS. Once you've filled out the form, you should deliver it through secure means to protect your personal information. This could be through encrypted email, a secure portal, or mailed using a service with tracking abilities.

Is there a deadline for submitting a W-9 form?

There's no official IRS deadline for submitting a W-9 form. However, the requester may set a deadline to ensure they have the necessary information to file their tax information returns by their deadlines. It’s in your best interest to submit the form as soon as possible after it's requested.

What happens if I don't submit a W-9 form?

If you do not submit a W-9 form, the company that requested it is required by the IRS to withhold taxes from your payments at the backup withholding rate. This means you may receive less income upfront and will have to claim any overpayment of taxes when you file your annual tax return.

Can I refuse to fill out a W-9 form?

While you can technically refuse to fill out a W-9 form, doing so may lead the requester to withhold taxes from your payments at the backup withholding rate and could jeopardize your future business relationships. It is generally in your best interest to complete and submit the form to ensure accurate tax reporting and full payment for your services.

Is the information provided on a W-9 form protected?

The individual or entity that requests your W-9 form is responsible for safeguarding your personal information. They should only use the information for tax reporting purposes and must keep it confidential. It's important to only share your W-9 form with reputable companies and to send it through secure methods to protect your sensitive information.

Common mistakes

One common mistake people make when completing the IRS W-9 form is providing an incorrect Taxpayer Identification Number (TIN). The TIN is crucial for tax reporting purposes, as it identifies the individual or entity to the Internal Revenue Service (IRS). An incorrect TIN can lead to potential fines or difficulties in tax processing, which might delay refunds or result in unexpected tax liabilities.

Another error often encountered is failing to accurately report the individual or entity's legal name. The name listed on the W-9 must match the name associated with the taxpayer identification number provided to the IRS. Discrepancies between these names can trigger audits or result in withheld payments under the Backup Withholding rules, causing unnecessary financial complications for the payee.

A third mistake involves the selection of the federal tax classification. Individuals, particularly those who operate businesses or freelance, might incorrectly classify themselves, not realizing the implications of their choice. Misclassification might not only affect how taxes are calculated and paid but could also influence eligibility for certain tax benefits or obligations. This mistake emphasizes the importance of understanding tax statuses and their respective impacts thoroughly.

Finally, failure to sign the form is a surprisingly common oversight, yet it is crucial. The signature provides a certification that the information provided on the W-9 is accurate and true. Without this verification, the form is incomplete and not legally binding, which may halt transactions or payments until a properly executed form is provided. An unsigned form can easily be overlooked, but its absence can significantly disrupt financial operations.

Documents used along the form

When dealing with financial and tax matters, especially in the United States, the IRS W-9 form is a familiar document used to collect taxpayer identification and certification from individuals who are working as freelancers, independent contractors, or are otherwise engaged in business that necessitates reporting payments to the Internal Revenue Service (IRS). Together with the W-9 form, there are several other forms and documents commonly utilized for a comprehensive approach to financial and tax reporting. Each of these documents serves a specific purpose, contributing to the efficient handling of financial information and tax compliance.

  • IRS Form 1099-MISC: Issued to freelancers, independent contractors, and other non-employees to report payments made for services performed for a business or trade. It's often necessary when a company pays $600 or more during the tax year.
  • IRS Form 1099-NEC: Used to report non-employee compensation. This form replaced the 1099-MISC for reporting individual's earnings not considered wages from employment, mainly for independent contractors starting in the tax year 2020.
  • IRS Form 1040: The U.S. individual income tax return form that individuals use to file their annual income tax returns. It's where all sources of income are reported, including wages, dividends, and freelance earnings.
  • IRS Form W-4: Used by employees to indicate their tax situation to their employer, including marital status, the number of allowances and dependents, or any additional amount to withhold from each paycheck for taxes.
  • IRS Form W-2: Provided by employers to employees and the IRS at the end of the tax year, reporting the employee’s annual wages and the amount of taxes withheld from their paycheck.
  • IRS Form 941: Employers use this quarterly federal tax return form to report income taxes, social security tax, or Medicare tax withheld from employees' paychecks. It's also used to pay the employer's portion of social security or Medicare tax.
  • IRS Form 8822: This form is utilized for reporting a change of address for a taxpayer. It ensures the IRS has the correct address on file for sending notices or refunds.
  • IRS Form 4868: Used to apply for an automatic extension of time to file a U.S. individual income tax return. It provides an additional six months to file.
  • IRS Form 4506-T: Request for Transcript of Tax Return. Individuals and businesses use it to request a transcript of their tax return from the IRS, often necessary for loan applications and to verify income.

Together, these forms represent the cornerstone of financial and tax documentation for individuals, businesses, and contractors in the U.S. Understanding each form's purpose and requirements can streamline tax reporting, ensure compliance, and avoid common pitfalls associated with tax filings and financial documentation. Ensuring that these forms are correctly filled out and timely submitted is integral to maintaining good standing with the IRS and other financial entities.

Similar forms

The IRS W-9 form is reminiscent of the W-4 form in that both are utilized by individuals to provide necessary tax information to their employers. However, while the W-9 is often used by freelancers and independent contractors to inform clients of their tax identification numbers, the W-4 is filled out by employees to indicate their tax withholding preferences. Both forms play crucial roles in ensuring that the correct tax information is reported to the Internal Revenue Service (IRS).

Similarly, the 1099-MISC form bears resemblance to the W-9, as it involves independent contractors. The 1099-MISC is used by businesses to report payments made to non-employees, such as freelancers, for services provided. Before issuing a 1099-MISC, a company will ask a contractor to complete a W-9 form to obtain their correct taxpayer identification number and ensure accurate reporting of their income to the IRS.

The W-8BEN form is another document related to the W-9, but it is used by foreign individuals performing work outside of the U.S. This form allows non-U.S. residents to claim tax treaty benefits, including reduced rates or exemptions from U.S. withholding tax. While the W-9 is for U.S. persons (including citizens and entities) to declare their tax identification numbers, the W-8BEN serves a similar purpose for foreign individuals to communicate their foreign status and claim benefits under a tax treaty.

The IRS form 1040 is an annual income tax return document that is also related to the information provided on a W-9. Individuals use the form 1040 to report their annual income and calculate the amount of tax owed to the federal government. The taxpayer identification number (TIN) provided on the W-9 enables accurate reporting and matching of 1099 forms and other income documents to the taxpayer’s 1040 form, ensuring the proper calculation of taxes owed.

The SS-4 form is instrumental for entities needing to obtain an Employer Identification Number (EIN) from the IRS. Like the W-9 form, which collects a taxpayer's identification number for reporting purposes, the SS-4 is filled out by businesses, trusts, estates, and other entities to apply for an EIN. This EIN is then used to identify the entity for tax reporting and other federal purposes, similar to how individuals use their Social Security number.

The W-2 form is related to the W-9 in the context of tax reporting requirements. However, the W-2 is specifically for individuals who are employed by a company. Employers use the W-2 form to report an employee’s annual wages and the amount of taxes withheld from their paycheck. While the W-9 is used to gather information for potential 1099 reporting, the W-2 ensures that employees’ earnings and withholdings are accurately reported to the IRS.

Lastly, the W-7 form shares a purpose with the W-9 in that it is used to apply for an IRS individual taxpayer identification number (ITIN). The W-7 is necessary for individuals who are not eligible to obtain a Social Security Number (SSN) but need an ITIN for federal tax reporting purposes. Similarly, the W-9 captures a person's or entity's taxpayer identification number, whether it's an SSN or an EIN, for tax identification and information reporting to the IRS.

Dos and Don'ts

Filling out the IRS W-9 form is a crucial step for individuals and entities receiving payments in the course of their business. It's essential to provide accurate information to ensure compliance with tax regulations. Below are key dos and don'ts to consider when completing this form.

Things You Should Do

  1. Verify your Taxpayer Identification Number (TIN). Whether it's your Social Security Number (SSN) or your Employer Identification Number (EIN), ensuring the number is correct is paramount.

  2. Use your legal name or the name of your business as registered with the IRS. This helps in matching your TIN to your name in the IRS records.

  3. Fill out all required fields completely. Incomplete forms may be considered invalid and could lead to delays in processing.

  4. Sign and date the form. An unsigned form is not valid and cannot be used to accurately report your income to the IRS.

  5. Submit the form to the requester promptly. Delays can impede the processing of payments and affect your tax reporting.

Things You Shouldn't Do

  • Don't use a TIN that is not yours. Using someone else's TIN can lead to serious legal consequences.

  • Don't leave fields blank. If a field is not applicable, it's better to write "N/A" instead of leaving it empty.

  • Don't provide false information. Misrepresenting your identity, TIN, or any other information on the form is against the law.

  • Don't send the form directly to the IRS. The W-9 is provided to entities that pay you, not to the IRS itself.

  • Don't ignore requests for a new W-9. If your information changes or the payer has reason to believe a new form is needed, filling it out promptly is important.

Misconceptions

Understanding the IRS W-9 form is crucial for both individuals and businesses, yet it's frequently surrounded by misconceptions. This form, primarily used for documenting taxpayer identification number and certification, is often misunderstood in terms of its purpose, who needs to fill it out, and its implications for taxes. Below, we dispel some common misconceptions surrounding the W-9 form.

  • Only employees need to complete a W-9. This is not correct. Independent contractors, freelancers, and other non-employees who do business with a company must also fill out a W-9. It's used by businesses to gather information from vendors they pay so they can prepare information returns for the IRS.
  • Submitting a W-9 means your taxes are taken care of. Submitting a W-9 does not mean that taxes are withheld from payments to you. It's simply a way for those who pay you to report how much they've paid you. You're responsible for paying your own taxes.
  • Filling out a W-9 will automatically subject you to backup withholding. In fact, backup withholding is not a standard procedure but a specific condition that applies in certain situations, such as when you fail to report all your interest and dividends on your tax return. The majority of taxpayers will not be subject to backup withholding.
  • The information you provide on a W-9 is only used for federal tax purposes. While the primary use is indeed for federal tax purposes, the information can also be used for other legal purposes. For example, it might be relevant in matters concerning state taxes or compliance with other federal laws.
  • There's no need to update a W-9 unless you start working with a new company. It's important to update your W-9 form if your personal information, such as your name or Taxpayer Identification Number (TIN), changes. This ensures that all records are accurate and match with the IRS databases, avoiding potential issues.
  • Any request for a W-9 form is legitimate. Be cautious. Phishing scams can sometimes masquerade as legitimate requests for a W-9. Verify the authenticity of any request for your information, especially if it's coming from a source you're not familiar with.
  • The W-9 form is complicated and requires professional help to complete. The form is actually straightforward and typically requires just your name, address, TIN, and certification. While it's always wise to consult with a tax professional if you have questions, many will find they can complete a W-9 on their own.

It's essential to approach the W-9 form with accurate information and a clear understanding of its requirements. Mistakes or misunderstandings can lead to tax issues or penalties down the line. If you're ever unsure about the form or your tax obligations, seeking professional advice is a wise choice.

Key takeaways

The IRS W-9 form is an essential document for freelancers, independent contractors, and certain investors in the United States. Here are key takeaways to keep in mind when you're filling out and using this form:

  • Identity Verification: The W-9 form serves as a means for businesses to gather your correct taxpayer identification number (TIN), which could be your Social Security Number (SSN) or Employer Identification Number (EIN), to ensure they report your income accurately to the IRS.
  • Accuracy is Crucial: Always provide accurate and complete information on your W-9. Incorrect information can lead to issues like withholding errors or fines from the IRS.
  • Privacy Matters: Due to the sensitive information on the W-9, be cautious about who you give it to. Only share it with entities that genuinely require it for tax reporting purposes.
  • Freelancers and Contractors: If you’re working as an independent contractor or freelancer, expect to fill out a W-9 form for each client who pays you $600 or more during the tax year.
  • Updating Information: Should your personal information or tax status change (e.g., name, address, TIN), you need to submit a new W-9 to your clients to ensure their records, and subsequently the IRS's records, are up to date.
  • No Direct IRS Submission: Typically, you don’t send the W-9 form to the IRS. Instead, you provide it to the person or business that requested it, and they use the information to fill out a 1099-NEC or other tax forms that do get sent to the IRS.
  • Backup Withholding: Sometimes, you might be subject to backup withholding, where the payer must withhold a part of your earnings for taxes. Correctly completing your W-9 can help prevent unnecessary withholding.
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