Fill a Valid IRS W-9 Form Launch Editor Now

Fill a Valid IRS W-9 Form

The IRS W-9 form, officially known as the Request for Taxpayer Identification Number and Certification, is a crucial document for freelancers, independent contractors, and businesses in the United States. It is used to provide pertinent tax information to entities that pay them income, ensuring proper reporting to the Internal Revenue Service. Understanding and correctly filling out this form can help prevent potential tax issues and ensure compliance with tax laws.

Launch Editor Now
Jump Links

Businesses and individuals routinely navigate the complex world of tax regulations, finding themselves in situations that necessitate a clear understanding of various tax forms and their purposes. Among these forms, the IRS W-9 stands out as a crucial document designed for obtaining information from individuals or entities that provide services or goods. This form collects essential data like the taxpayer identification number (TIN), whether it be a Social Security number or an employer identification number, and the individual or entity's name and address, ensuring that they are correctly identified for tax purposes. It plays a pivotal role in the functioning of the taxation system, particularly in the context of reporting income paid to freelancers, independent contractors, and other non-employees. The completion and submission of a W-9 form, therefore, are not only about compliance but also about facilitating accurate tax reporting and withholding. By delving into the major aspects of the IRS W-9 form, one can gain insights into its significance, how it serves as a linchpin in tax documentation, and the consequences of not adhering to its requirements.

Preview - 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 Characteristics

Fact Name Description
Purpose of Form W-9 Form W-9 is used to provide a taxpayer identification number (TIN) to entities that are required to file information returns with the IRS. Entities request this form to report income paid to you or real estate transactions.
Requestor Businesses or financial institutions typically request a filled-out Form W-9 from freelancers, independent contractors, and other non-employees. The purpose is to gather information necessary for tax reporting.
Substitute Forms The IRS allows the use of substitute W-9 forms as long as they comply with the specifications outlined in the official IRS guidelines. These substitutes must request the same information and satisfy certain certification requirements.
Governing Law Form W-9 is governed by federal tax law, specifically the Internal Revenue Code. Unlike some other forms, it does not differ by state, ensuring a uniform process for reporting and documentation across the United States.

How to Use IRS W-9

After completing the IRS W-9 form, it's an important step in ensuring smooth financial transactions. Companies usually request a W-9 form to accurately report payments made to freelancers, independent contractors, and other non-employees. It's helpful to have your tax ID number or Social Security number, as well as other personal or business information handy before you start. Here is a step-by-step guide to fill out the form correctly.

  1. Start by entering your full name as shown on your income tax return.
  2. Fill in your business name or “disregarded entity” name if different from your personal name.
  3. Check the appropriate box for the federal tax classification of the person or entity named on the form. Options include individual/sole proprietor, C Corporation, S Corporation, Partnership, Trust/Estate, etc.
  4. Exemptions might not apply to most individuals; leave blank if you're not sure. This part is primarily for entities or individuals exempt from backup withholding or subject to FATCA.
  5. Enter your address, city, state, and ZIP code.
  6. Add your account numbers if required. This section is optional and usually relevant for direct deposit situations.
  7. Provide your taxpayer identification number (TIN). For individuals, this will be your social security number (SSN). For businesses, it may be your employer identification number (EIN).
  8. Sign and date the form, confirming that the information is accurate and that you're not subject to backup withholding.

After filling out the form, review it to ensure all information is correct. Incorrect information might lead to delays or other issues. Next, the form should be handed in to the requester and not sent to the IRS. Store a copy for your records, as you might need it for future reference. This process not only supports compliance with tax laws but also streamlines financial operations between contractors and businesses.

Important Queries on IRS W-9

What is the purpose of the IRS W-9 form?

The IRS W-9 form is primarily used by individuals and entities to provide their correct Taxpayer Identification Number (TIN) to entities that are required to file information returns with the IRS on their behalf. This may include income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, contributions you made to an IRA, and more. The information provided on the W-9 is used by payers to issue Form 1099s, which report various types of income to the IRS.

Who needs to fill out a W-9 form?

Individuals or entities who are engaged in various financial transactions that must be reported to the IRS are required to fill out a W-9 form. This includes freelancers, independent contractors, and vendors who receive payments from businesses over the course of a tax year. Additionally, beneficiaries of interest, dividends, and various payments that necessitate reporting to the IRS also need to complete this form.

Is my personal information safe when I submit a W-9?

When submitting a W-9, your personal information, such as your Social Security Number (SSN) or Employer Identification Number (EIN), is required. It is important to ensure that you are submitting this form to a trusted and legitimate requester. Since the form contains sensitive information, it should be transmitted securely to protect against identity theft. Always verify the identity of the requester and the purpose of the form before submission.

What should I do if my information changes after submitting a W-9?

If your information, such as your name, address, or TIN, changes after you have submitted a W-9, it is necessary to fill out a new form with the updated information and provide it to all of your payers. This ensures that the information on record with the IRS remains accurate and that any information returns prepared by payers, such as Form 1099s, are correctly reported.

Can a W-9 form be filled out and submitted electronically?

Yes, a W-9 form can be completed and submitted electronically. The IRS accepts electronic signatures, making it convenient to securely transmit this form without the need for printing and mailing. Ensure that you use a secure platform for filling out the form and that the requester accepts electronic submission.

How long should I keep a copy of the completed W-9 form?

It's advisable to keep a copy of the completed W-9 form for at least three years after the year in which the form was used. This corresponds with the period that the IRS recommends individuals and businesses keep their tax records in case of audits or queries regarding the information reported on your tax returns and the information returns reported by payers.

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

No, the W-9 form is not directly submitted to the IRS by the individual or entity completing it. Instead, it is provided to the requester (such as a financial institution, business, or employer) who requires it to accurately file information returns with the IRS. These entities use the information provided on the W-9 to prepare and submit forms like the 1099, which are then sent to both the IRS and the individual.

What happens if I refuse to fill out a W-9 form?

Refusing to complete a W-9 form when requested can lead to several consequences. The requester may withhold taxes at the backup withholding rate, which is a higher rate than what might normally apply to you. This withholding serves as a measure to ensure that the IRS collects taxes on potential income. Additionally, refusal to provide a W-9 could lead to the cancellation of services or the termination of contractual agreements, as businesses and financial institutions require this form to comply with IRS regulations.

Common mistakes

When it comes to handling the IRS W-9 form, even the smallest mistakes can create big ripples in the tax reporting process. The W-9, a critical piece of documentation used for tax reporting purposes, is seemingly straightforward. However, errors can occur more often than one might think. Let's cover a few common pitfalls that individuals and businesses should be wary of to ensure smooth sailing with the IRS.

  1. Incorrect Taxpayer Identification Number (TIN) or Social Security Number (SSN): Among the most crucial pieces of information on the W-9 is the taxpayer's identification number. This could be a Social Security Number for individuals or an Employer Identification Number (EIN) for businesses. A mistake here can lead to rejected tax documents, penalties, or even identity theft issues. Always double-check this section for accuracy.

  2. Using an Outdated Form: Tax codes and regulations evolve, and so do the forms needed to comply with them. The IRS periodically updates the W-9 form. A common error is using an outdated version, which might lack recent updates or fields. To prevent this, always download the latest version directly from the IRS website.

  3. Failure to Sign the Form: It might seem like a no-brainer, but forgetting to sign the W-9 form is a surprisingly common oversight. An unsigned form is considered invalid, leading to potential administrative delays and other complications. Always check that the form is signed before submission.

  4. Filling in Incorrect or Incomplete Information: From misspelled names to inaccurate addresses, the devil is often in the details. Every piece of information on the W-9 needs to be complete and correct. Inaccurate information can lead to mismatched tax records or the IRS being unable to match the form to the right taxpayer or entity.

To sidestep these pitfalls, individuals and entities should approach the W-9 with careful attention to detail. Keeping information up to date, ensuring the form's version is current, and thoroughly reviewing before submission can make all the difference. Remember, when in doubt, consulting with a tax professional can provide clarity and peace of mind.

Documents used along the form

The IRS W-9 form is a request for taxpayer identification number and certification. It plays a pivotal role in various financial transactions and legal arrangements, ensuring that the correct tax information is collected and reported. Complementing the W-9 form, several other forms and documents are frequently utilized to manage tax obligations, verify identity, and accurately report financial information. Each of these documents serves a specific purpose in both personal and business financial contexts.

  • Form 1099-MISC: Used to report payments made in the course of a business to a person who's not an employee or to an unincorporated business. This includes freelance or contractor earnings, rents, and other types of miscellaneous income.
  • Form 1099-NEC: This form is used for reporting non-employee compensation, specifically, instituted to separate contractor income from other types of miscellaneous income on Form 1099-MISC.
  • Form 1040: The U.S. individual income tax return form is utilized by citizens or residents to file their annual income tax returns. It summarizes income, deductions, and credits.
  • Form W-4: Completed by employees to indicate their tax situation to their employer, which determines how much federal income tax to withhold from the employee's paycheck.
  • Form W-2: Issued by employers to report an employee’s annual wages and the amount of taxes withheld from their paycheck. This form is critical for preparing your tax returns.
  • Form 1099-INT: Used to report interest income from banks and other financial institutions, necessary for individuals to report on their federal income tax returns.
  • Form 1099-DIV: Reports dividends and distributions from investments, providing the taxpayer with the details needed to complete their tax return.
  • Form 8300: This form is used to report cash payments over $10,000 received in a business transaction, essential for compliance with anti-money laundering regulations.
  • Form 8962: Used for the premium tax credit, a refundable tax credit to assist eligible individuals and families with low to moderate income afford health insurance purchased through the Health Insurance Marketplace.

Together, these forms provide a comprehensive framework for managing and reporting financial data. Individuals and businesses are indeed advised to understand the importance and specific requirements of each to maintain compliance and facilitate accurate tax reporting. Proper usage of these documents can ease the process of tax preparation, ensuring that all financial activities are correctly accounted for and reported to the relevant tax authorities.

Similar forms

The IRS W-9 form is similar to the IRS W-4 form in that both are used for tax purposes related to employment. However, the W-4 form is specifically used by employees to inform their employers of their tax withholding preferences, while the W-9 is used for freelancers or independent contractors to provide their taxpayer information to entities they work for. The information gathered through these forms helps in determining tax obligations accurately.

Another related document is the IRS 1099-MISC form, which businesses use to report payments made to non-employees, such as independent contractors. The information provided on a W-9 form is used by the business to fill out the 1099-MISC form, detailing the compensation paid to the freelancer or contractor over the tax year. This process underscores the importance of W-9 forms in reporting income received outside of traditional employment.

The IRS Form W-8BEN shares similarities with the W-9 as both are used to collect taxpayer information. However, the W-8BEN is used by foreign individuals to certify their non-U.S. status and claim any applicable benefits under tax treaties. This distinction highlights the W-9’s specific role for U.S. persons or entities in providing their Social Security Number (SSN) or Employer Identification Number (EIN) for tax reporting purposes.

The IRS Form 1040 is the standard U.S. individual income tax return form, which may seem distinct but is actually complemented by the information provided on a W-9. For freelancers and independent contractors, the income reported via forms like the 1099-MISC, which is based on information from the W-9, is included in the individual's 1040 form. This illustrates how the W-9 indirectly influences one’s personal income tax filing.

The IRS Form 8850, Pre-Screening Notice and Certification Request for the Work Opportunity Tax Credit, while different in purpose, also collects tax identification information from employees. This form is used by employers to qualify for a tax credit when hiring individuals from certain target groups. Like the W-9, it requires personal information and taxpayer identification numbers but serves to benefit the employer directly.

Form I-9, Employment Eligibility Verification, is used by employers to verify an employee’s identity and eligibility to work in the United States. Although its main purpose is for employment verification rather than tax reporting, both the I-9 and the W-9 require individuals to provide personal identification information. The key difference lies in the I-9's focus on legal work status documentation.

Lastly, the IRS Form 8962, Premium Tax Credit, is indirectly related to the W-9 through its role in the health insurance marketplace. Individuals use this form to calculate the tax credit they can claim for health insurance premiums paid. If someone is self-employed and reports income via a 1099 form, the amount of premium tax credit they’re eligible for could be influenced by their reported income, stemming from what they provide on their W-9.

Each of these documents, while serving different specific purposes within the U.S. tax code and employment law, shares a connection with the IRS W-9 form through the common thread of requiring personal and taxpayer identification information. This underscores the integral role the W-9 plays in a wide range of financial and employment-related processes.

Dos and Don'ts

When dealing with the IRS W-9 form, accurate and cautious completion is key. This document, crucial for correct tax handling, requires attention to detail. Below are essential dos and don'ts to keep in mind.

Do:

  1. Verify your name and business name (if applicable) match the records on your tax return to avoid mismatch errors.
  2. Provide your correct Taxpayer Identification Number (TIN), which could be your Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN).
  3. Ensure the form is up to date by using the latest version available from the IRS website.
  4. Sign and date the form to certify the information is accurate.
  5. Review the completed form for errors before submission, as incorrect information can lead to processing delays or penalties.

Don't:

  1. Leave mandatory fields empty; incomplete forms might be rejected.
  2. Use correction fluid or tape; if you make a mistake, it's better to start with a new form to maintain readability.
  3. Ignore requests for a completed W-9 form from entities you conduct business with; failing to provide it could lead to backup withholding.
  4. Send the form without retaining a copy for your records; it's important to have proof of what was submitted.
  5. Share your completed W-9 form openly or with untrusted sources; it contains sensitive information that could be targeted by identity thieves.

Misconceptions

The IRS W-9 form, often associated with tax reporting and compliance, is misunderstood by many. This form, fundamental for accurate tax reporting, has several misconceptions surrounding its purpose and use. By clarifying these, individuals and entities can navigate tax-related responsibilities with greater assurance. Here is a list of misconceptions:

  • Only employees need to complete a W-9. In fact, the W-9 form is largely used by freelancers, independent contractors, and other non-employees. Businesses use the information to report payments made to these non-employees via Form 1099-NEC.
  • The W-9 form is submitted to the IRS. This is incorrect; the form is provided directly to the person or entity that requested it. This entity uses the information to report payments to the IRS, but the W-9 itself is not sent to the IRS.
  • W-9 forms need to be updated yearly. There's no annual requirement for updating W-9 forms. However, it's essential to submit a new form if your name, business name, address, or taxpayer identification number changes.
  • Completing a W-9 form means you are an employee. This is a misunderstanding. The W-9 form is primarily for individuals or entities that are not employees but receive compensation for services. It helps entities report payments made to non-employees.
  • Foreign workers must fill out a W-9 form. Generally, foreign workers should not complete a W-9. Instead, they may be required to fill out a Form W-8BEN or a similar form to document their foreign status and claim any applicable benefits under a tax treaty.
  • W-9 forms are complicated to fill out. While tax forms can be daunting, the W-9 is relatively straightforward. It requires basic information, such as your name, address, taxpayer identification number (TIN), and certification.
  • Individuals should collect W-9 forms from everyone they pay. Only payers engaged in business or trade need to collect W-9 forms from non-employees to whom they make reportable payments.
  • Failure to provide a W-9 form has no consequences. If a person or entity requests a W-9 from you and you do not provide it, you may be subject to backup withholding. This means the payer must withhold income tax from your payments at a rate set by the IRS.

Understanding these misconceptions can help individuals and businesses correctly handle their tax obligations and avoid common pitfalls associated with the IRS W-9 form. Proper adherence to tax requirements safeguards against potential issues with the IRS.

Key takeaways

The IRS W-9 form serves as a request for taxpayer identification number and certification. It is instrumental for individuals and entities in providing their correct taxpayer identification number to entities that will pay them income. Understanding the key functions and appropriate use of this form is essential for compliant financial operations. Below are nine crucial takeaways concerning the filling out and using the IRS W-9 form:

  • Identification of the Requester: The form is often requested by businesses or individuals who intend to pay you, ensuring they have the correct information for tax reporting purposes.
  • Accuracy is Essential: Providing accurate information, specifically your taxpayer identification number (TIN), which could be your Social Security Number (SSN) or Employer Identification Number (EIN), is crucial. Incorrect information can lead to backup withholding and other tax implications.
  • Updating Information: If your personal information, such as your name or TIN, changes, it is important to provide an updated W-9 to all entities you have furnished the form to ensure continuous compliance with IRS requirements.
  • Privacy Protection: Given the sensitive information on the form, it should be sent and stored securely. Be cautious of fraudulent requests and verify the legitimacy of any requestor.
  • Freelancers and Contractors: Individuals who work as independent contractors or freelancers are often asked to complete a W-9 form so that their income can be accurately reported by their clients through a 1099-MISC form.
  • FATCA Reporting: The Foreign Account Tax Compliance Act (FATCA) codes may also be relevant to entities filling out the form, indicating their status for FATCA reporting.
  • No Submission to the IRS: Unlike many tax forms, the W-9 is not directly submitted to the IRS. Instead, it is provided to the person or entity that requested it, who might then use it for information reporting to the IRS.
  • Exemptions: Certain payees and payments are exempt from backup withholding and reporting requirements. The W-9 form has spaces to indicate exemption status, but these should only be completed if applicable and based on IRS guidelines.
  • Record Keeping: Both the requester and the individual or entity completing the form should keep copies for their records, typically for a period of three years, to support tax filings and verification if challenged by the IRS.

Proper completion and understanding of the W-9 form's purpose are integral steps in ensuring compliance with tax regulations and avoiding potential penalties. Both requesters and responders should handle the form with diligence and attention to detail.

Please rate Fill a Valid IRS W-9 Form Form
4.64
(Stellar)
14 Votes

Different PDF Templates