Form W-9, Request for Taxpayer Identification Number and Certification

To file a Form 1099-NEC, businesses need the information captured on Form W-9. Certain businesses and organizations are exempt from backup withholding in certain instances and will need to fill out this line. Should any of these apply to your situation, you’ll need to provide a number or letter code from the instructions representing the reasons behind making this declaration.

About Form W

If you are exempt, this form is your means of communicating that exception to the paying party. Now, some sole proprietorships also have EINs, but the IRS prefers that sole proprietors use their SSNs on Form W-9. Again, doing so will make it easier to match any 1099s you receive with your tax return, which you will file under your SSN. As someone requesting Form W-9, you can provide a printed version or request a digital copy to be completed online instead. Make sure to get the latest version to keep the information current. Unlike a Form W-2—which is required for each employee—your organization only needs to complete one Form W-3.

Small business guide to health benefits

And if you get an email from the IRS, it’s definitely a phishing attempt, and you should forward the email to The IRS doesn’t initiate contact with taxpayers via email. If you think the person requesting the form has no business asking for it, though, refusal is probably a good idea. If you refuse in response to a legitimate request, your client will withhold taxes from your pay at a rate of 24%. Businesses have a heavy obligation from the IRS to obtain a completed Form W-9 from anyone they pay $600 or more to during the year. The requester of the taxpayer information is not exempt from penalties either. If the requester discloses or uses the taxpayer’s TINs in violation of federal law, the requester may be subject to civil or criminal penalties.

About Form W

Let’s take a look at who is required to fill out a W-9, what information is required, and the purpose of the form. In addition, you have the option to list relevant account numbers at the end of this top section of the Form W-9. This account number section may be used to uniquely identify someone based on a number within the client’s system. For example, someone may request you to fill out a Form W-9. As you happen to be supplier #45 in their records, they may ask you to make note of your supplier number on this line.

Form W-9 – What Is It and How Is It Used?

Even though employees are legally required to supply certain personal information to their employers, an employee’s privacy is protected by law. An employer who discloses an employee’s personal information in any unauthorized way may be subjected to civil and criminal prosecution. The W-9 differs from a W-4 Form—which is more commonly supplied by employees to direct employers—in that the W-9 does not inherently arrange for the withholding of any taxes due. Form W-9 is another small task on a business owner’s to-do list. While it may seem like a hassle, getting W-9 forms is vital for staying in compliance with the law and meeting obligations to your vendors and the IRS. If you have any employees for your small business, you must submit a Form W-3 to the SSA to summarize your W-2s.

  • Exemption codes are for those payments that are exempt from backup withholding.
  • Any required taxes based on gains related to the provided W-9 are the responsibility of the TIN holder listed on the document unless the taxpayer is subject to backup withholding.
  • The good news here is that filling out a W-9 is a fairly short form.
  • That means you’ll be responsible for the employer’s share of Social Security and Medicare taxes, and you won’t be eligible for unemployment compensation if you are laid off.
  • The requested information includes the contractors’ name, address, and TIN.
  • If so, congratulations—you get to learn the ins and outs of IRS Form W-9!
  • A U.S. person is defined as an individual, partnership, corporation, estate, or domestic trust.

You’re generally only required to sign it if the IRS has notified you that you previously provided an incorrect TIN. Technicalities aside, however, the person who asked you to fill out Form W-9 will probably consider it incomplete or invalid if you haven’t signed it. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. In addition, the W-9 may be a company’s primary means of obtaining your personal information. As this information may get logged into their accounting system when you get set up as a supplier in their records, this address may be used to furnish your 1099 or mail you other important tax documents.

W-9 tax form questions

It’s also important to sign and date the bottom of the form. Don’t send employment tax forms, cash, checks, or other payment methods to the SSA. Enter your SSN, EIN or individual taxpayer identification as appropriate. If you’re asked to complete Form W-9 but don’t have a TIN, apply for one and write “Applied For” in the space for the TIN,
sign and date the form, and give it to the requester. When you receive financial support (grants) from us, the money is considered taxable income and we must report these payments to the IRS.

With TurboTax Live Full Service Premium, have a dedicated expert uncover every tax deduction and file your investment and self-employment taxes for you. We’ll search 500 tax deductions & credits to provide comprehensive coverage. If completing your W-9 as a business, use this line to provide the information. For best practices on efficiently downloading information from, including the latest EDGAR filings, visit You can also sign up for email updates on the SEC open data program, including best practices that make it more efficient to download data, and enhancements that may impact scripted downloading processes.

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