Form W-9

Form W-9: How to complete the taxpayer identification form

Form W-9, Request for Taxpayer Identification Number and Certification, is used to provide a taxpayer identification number (TIN) and other information to a person or business that is required to report certain payments to the IRS. The payer uses the information on Form W-9 to prepare information returns such as Form 1099.

What is Form W-9 used for?

Form W-9 provides a taxpayer's correct name, tax classification and taxpayer identification number to a requester. The requester uses this information when reporting certain payments to the IRS. Form W-9 is generally provided to the requester rather than sent directly to the IRS. The form itself does not calculate or collect income tax.

Who needs to fill out Form W-9?

Form W-9 is generally completed by a U.S. person, including an individual or business, when a payer or other requester needs a taxpayer identification number for information reporting.

Common examples include:

• Freelancers and independent contractors
• Sole proprietors and single-member LLCs
• Vendors and consultants
• Businesses receiving reportable payments
• Certain individuals receiving interest, dividends or other reportable income

Employees generally do not complete Form W-9 for their employment income. Form W-4 is used to provide information needed for federal income tax withholding from wages.

Why is a W-9 being requested?

A business, financial institution or other payer may request Form W-9 when it needs a taxpayer's information to meet federal information reporting requirements. Providing an accurate TIN is important because an incorrect or missing TIN can result in backup withholding or other reporting issues. Because Form W-9 may contain a Social Security number or employer identification number, it should be provided through a secure method to an appropriate requester.

How to get and fill out Form W-9

The current Form W-9 can be obtained from the IRS. A requester may also provide a blank copy for completion.

The form generally requires:

• Name
• Business name or disregarded entity name, when applicable
• Federal tax classification
• Address
• Taxpayer identification number, such as an SSN or EIN
• Applicable certifications
• Signature and date

The tax classification and TIN should match the information associated with the taxpayer. Additional requirements may apply depending on the taxpayer's circumstances.

Does Form W-9 affect taxes?

Completing Form W-9 does not itself create a tax liability or cause federal income tax to be withheld from a payment. It provides the payer with information needed for tax reporting.cIf a valid TIN is not provided when required, the payer may be required to apply backup withholding at 24% to certain payments and remit the withheld amount to the IRS. Certain payments may also be reported to the recipient and the IRS on an information return such as Form 1099.

Is Form W-9 the same as Form 1099?

No. Form W-9 and Form 1099 serve different purposes. Form W-9 provides the payer with the recipient's taxpayer identification information. Form 1099 is an information return that a payer may issue to report certain payments made during the year. For example, a business may request Form W-9 from an independent contractor and later use the information provided to prepare Form 1099-NEC to report nonemployee compensation.

Does Form W-9 expire?

A Form W-9 generally does not have a standard expiration date. However, a new Form W-9 may be required if information on the existing form changes, such as a change in name, tax classification or taxpayer identification number.

Complete Form W-9 with Lumin

Need to provide a completed Form W-9 to a business or organization? Use Lumin’s fillable Form W-9 template to enter the required taxpayer identification information and complete the certification section. Review the details, make any necessary changes and download the completed form for submission to the requester.