Are you confused about how to fill out a W9? The process is usually very simple, and you probably have all the information you need to complete the form easily at hand. Read on to learn how to fill out a W-9.
The IRS requires individuals and businesses to file many documents. Some are directly associated with the payment of taxes and are mailed directly to the IRS; others are forms used to gather information. The W9 is used to standardize the process of requesting a payee's Taxpayer Identification Number (TIN), and is not routinely sent to the IRS. Although businesses may be required to complete a W-9, this page addresses how an individual should complete a W-9.
Filling in A W-9 Form
This video walks through each line of the W-9 form, providing information about what to write on each form. It discusses the types of entities that most commonly check off the exempt payee box, mentioning non profit and governmental organizations. The video is not a complete discussion of the form, however, as it mentions that the Taxpayer Identification Number needs to be either an EIN or a SSN, neglecting to mention the ITIN that some resident aliens need to complete the W-9
Step 1: About Form W-9
Business are required to file information returns, such as W-2s and 1099s, if they make certain payments to employees or contractors. In order to make sure that the reports are accurate, they need to have on file the name, address, and taxpayer information number of anyone they are likely to make such payments to. The W9 form is the IRS form that is used to collect that information from U.S. citizens and resident aliens. W9s are not sent in to the IRS, but are held by the business, and must be produced to an IRS agent if requested.http://www.irs.gov/pub/irs-pdf/iw9.pdf
Step 2: How To Complete a W-9
- Fill in your legal name. This should match to the name you use on your U.S. tax return if you are required to file.http://www.irs.gov/pub/irs-pdf/fw9.pdf
- Check the box labeled Individual/Sole Proprietor.
- Complete your address.
- Leave Exempt Payee blank- this is used by certain types of organizations, and very rarely applies to individuals.http://www.irs.gov/pub/irs-pdf/fw9.pdf
- The Requester's Name and Address is not required- some businesses may include their contact information there for convenience.
- The Account Number is another field provided for the convenience of the requester.
Step 3: Taxpayer Identification Number
While businesses have an Employer Identification Number, individuals generally use their Social Security number (SSN) in this box. Some resident aliens are not eligible to apply for Social Security numbers, however, and must obtain a Individual taxpayer Identification Number (ITIN). An ITIN is applied for with a form W7. If you have an ITIN, you will fill in the number for the Taxpayer identification number.http://www.irs.gov/pub/irs-pdf/fw9.pdf
If your application for either a SSN or a ITIN is pending, write "Applied For" in the box. You have 60 days to provide the number to the requester after completing the W-9.http://www.irs.gov/pub/irs-pdf/fw9.pdf
Step 4: Sign and Date the Form
After reviewing the form, and making sure that all information is correct, you need to sign and date the form. The form should then be returned to the company that requested you to complete it. The information will be used to prepare your W-2 or 1099 at year end, so make sure to let the company know if your name or address changes during the year. You may need to complete a new W-9.
Form W-9
Disclaimer
The content in this page is not a substitute for professional financial advice. Please contact your financial adviser before using the information presented here.
