The IRS W-9 form is a crucial document used for confirming a person's taxpayer identification number (TIN) by the Internal Revenue Service (IRS). It plays a vital role in situations where income is paid or financial transactions are made that necessitate the report to the IRS. Understanding its purpose and how to accurately fill it out can significantly streamline the process of tax reporting and compliance.
For anyone navigating the complexities of financial transactions in the United States, understanding the function and importance of the IRS W-9 form is crucial. This seemingly simple form plays a vital role in ensuring the proper reporting and taxation of various income streams, from independent contracting work to certain types of bank account earnings. Used by businesses and individuals alike to provide and request crucial tax identification information, the W-9 necessitates accuracy and attention to detail. It serves as a declaration by the person or entity filling it out, affirming their tax identification number, whether it’s a Social Security number for individuals or an Employer Identification Number for businesses, is correct and current. Furthermore, it helps entities paying income to properly report earnings to the Internal Revenue Service (IRS), making it indispensable in the prevention of tax evasion. While it might not be required with every financial interaction, its role in maintaining the integrity of the nation's tax system cannot be overstated, demanding a thorough understanding by all who engage in taxable transactions.
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)
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.
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
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)
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.
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
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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
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.
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.
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
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))
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
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.
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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.
Completing an IRS W-9 form is a straightforward process but an important one. It's a request for your taxpayer identification number (TIN), which is crucial for entities or individuals that pay you to report income paid to you to the IRS. Ensuring this form is filled out accurately and provided to the requester promptly is key to making sure your financial records are in order, and to avoid any potential issues with the IRS. Let's walk through the steps needed to fill out this form correctly.
Once you have filled out the W-9 form, double-check all the information to ensure it's accurate and complete. The requester of the form will handle its submission to the IRS, so your task is to provide it to them directly. Remember, the IRS W-9 form is a critical document for tax reporting purposes. Filling it out correctly and promptly helps maintain your tax compliance and supports a transparent financial system.
What is an IRS W-9 form used for?
The IRS W-9 form is crucial for freelance workers, independent contractors, and certain investors in the United States. It serves as a request for taxpayer identification number and certification. Businesses typically use this form to gather information from individuals who they pay for services. This information is necessary for the business to accurately report earnings to the IRS, usually through forms such as 1099-MISC for freelance or contract work, and 1099-INT for interest earnings.
Who needs to fill out a W-9 form?
If you're working as an independent contractor, a freelancer, or if you're receiving certain types of income like interest, dividends, or rent, you're likely to be asked by the business or entity paying you to complete a W-9 form. This is because the IRS requires these payers to report payments made to individuals by using the information provided on the W-9, including the recipient’s taxpayer identification number (TIN), which could be a Social Security Number (SSN) or an Employer Identification Number (EIN).
How is the information on a W-9 form used?
The primary use of the information provided on a W-9 is to enable payers to complete information returns (like 1099 forms) that they send to the IRS and to the person who fills out the form. The information returns report how much the individual has been paid during the year. It's also used to withhold taxes if required under the backup withholding rules. This is why it's crucial for individuals to provide accurate information when completing the form, as any discrepancies might lead to issues with the IRS.
Is the W-9 form submitted directly to the IRS?
No, the W-9 form is not submitted directly to the IRS by the person completing it. Instead, it's given to the requester (like a business or financial institution) that has asked for it. The requester keeps the form on file for their records and uses the information to report income paid to the IRS and to the payee on forms like the 1099-INT or 1099-MISC. However, it's important that individuals still take care when filling out the form because any misinformation can lead to penalties or fines if discrepancies are found during an audit.
What should I do if my personal information changes after I have completed a W-9 form?
Should your personal information change—such as your name, address, or taxpayer identification number (TIN)—after you have already submitted a W-9 form to a requester, it is your responsibility to provide an updated form. This ensures that the information used to report payments to the IRS remains accurate. Keeping your information current is important to avoid potential mix-ups or issues with your tax returns. If you're uncertain whether a particular change necessitates an updated W-9, consulting with a tax professional can provide guidance tailored to your specific situation.
When filling out the IRS W-9 form, individuals often encounter pitfalls that can lead to errors or complications. Here are seven common mistakes to be aware of:
Not using the current form version: The IRS updates its forms periodically. Using an outdated version of the W-9 may result in incorrect or missing information.
Misunderstanding the purpose of the form: The W-9 form is used to provide your tax identification number to entities that will pay you. Misunderstanding its purpose can lead to incorrectly reporting income or compliance issues.
Entering incorrect Taxpayer Identification Number (TIN): The TIN is crucial for tax reporting. Entering an incorrect number can result in underreported earnings and potential penalties.
Omitting business name or mismatched names: If you're operating under a business name, this should be accurately recorded on the form. Mismatches between the name on your tax return and the name provided can trigger IRS inquiries.
Neglecting to indicate the correct tax classification: Different entities are taxed differently. Failing to properly classify your entity—for example, as an LLC, S corporation, or sole proprietor—can affect your tax obligations.
Failing to sign and date the form: An unsigned or undated form is considered invalid. This oversight can delay payments and trigger tax filing issues.
Ignoring special situations: There are particular circumstances, such as foreign status or exemption codes, that require additional information. Overlooking these specifics can lead to reporting errors or withheld payments.
Attention to detail and a good understanding of the form's requirements can help avoid these pitfalls, ensuring accurate tax reporting and smooth financial operations.
When handling contracting or freelance work, the IRS W-9 form is essential but usually not the only document needed. This form, used for certifying a contractor's tax identification number, often comes with a suite of supplementary forms and documents. These additional items ensure compliance, clarify contractual obligations, and provide detailed information on payment terms among other facets of the professional relationship. Here's a look at several noteworthy documents often used in conjunction with the IRS W-9 form.
Collectively, these documents form a comprehensive dossier that supports the W-9 form. They not only ensure legal and fiscal compliance but also define the relationship between the contracting parties, securing a mutual understanding of obligations and expectations. It's important to be familiar with each document's purpose and requirements to facilitate a smooth contractual process.
IRS W-4 Form: Similar to the W-9, the W-4 form is used by employees to determine the amount of taxes to be withheld from their paychecks. While the W-9 is often used by freelancers or independent contractors to provide their taxpayer identification number (TIN) and certification to entities they work for, the W-4 gathers an employee's withholding allowances based on their personal situation.
IRS W-8BEN Form: This form targets foreign individuals who receive income from U.S. sources and serves a purpose similar to the W-9 by establishing their foreign status and eligibility for tax withholding rates under tax treaties. Both forms are crucial for tax reporting and withholding but cater to different categories of individuals based on their residency or citizenship status.
Form 1099-MISC: Often issued in conjunction with the W-9, the 1099-MISC form is used to report miscellaneous income. Freelancers and independent contractors usually provide a W-9 to their clients, who in turn use the taxpayer information provided on the W-9 to prepare the 1099-MISC. This form documents how much they have paid to the contractor over the tax year.
Form 1040: Although used primarily by individuals to file their annual income tax returns, Form 1040 intersects with the information collected on the W-9 for determining the correct income tax. Independent contractors often use the information they provide on the W-9 to fill in their income on Form 1040 accurately.
Form 1099-NEC: Replacing Form 1099-MISC for reporting nonemployee compensation, Form 1099-NEC works in tandem with the W-9. Contractors provide a W-9 that includes their TIN to the entities they do business with, who then report payments made to those contractors using Form 1099-NEC. It highlights the direct connection between the provision of taxpayer information and the reporting of payments made.
Form SS-4: While the W-9 is used to provide an individual's or entity’s taxpayer identification number, Form SS-4 is the application used to obtain an Employer Identification Number (EIN) from the IRS. Entities that might later use a W-9 to report income paid to contractors or freelancers will typically need an EIN, making SS-4 an upstream counterpart in the taxpayer identification process.
When handling the IRS W-9 form, accuracy and attention to detail are critical. This form is crucial for freelancers, independent contractors, and others who receive certain types of income. It ensures that the correct information is reported to the Internal Revenue Service (IRS) for tax purposes. To guide you, here are several dos and don'ts to keep in mind:
Do:
Don't:
Completing the IRS W-9 form is a responsibility that should be taken seriously. By following these tips, you can ensure that your form is correct, reducing the risk of future tax issues. Always keep a copy of the form for your records, in case questions arise later. Tax laws and requirements can be complex, so consider consulting with a tax professional if you have specific questions or concerns.
The IRS W-9 form is often misunderstood by individuals and business entities alike. It's essential to clear up these misconceptions to ensure compliance with tax laws and regulations. Here are six common misunderstandings:
The IRS W-9 form is a critical document used for accurately reporting income to the Internal Revenue Service. It's imperative to understand its purpose, how to fill it out correctly, and the potential consequences of not complying with the IRS's requirements. Here are eight key takeaways to consider when dealing with the W-9 form:
Creating a Job Application - Discussing any relatives in the company upfront helps manage any potential issues of nepotism or bias.
Traders Joes - Start your application process with Trader Joe's by filling out the form focused on gathering important background information.
Workplace Accident Report - Designed to be filled out with ease, reducing the stress on the injured employee.