Accounts Payable now requires vendors to submit a W-9 form before they can be paid.

A W-9 form tells the Internal Revenue Service and Accounts Payable the vendor’s current address and Tax Identification number. The W-9 also lets us know what the vendor’s official name is and what name they do business under (dba). In most cases, the Federal Tax ID number for a sole proprietor is his or her social security number, and for corporations and companies, it is an IRS-established number. The main purpose of the W-9 is to assist the IRS in verifying dollar amounts paid to a vendor with the amount the vendor discloses on the Federal Income Tax form.

From now on vendors will be required to send A/P a W-9 form before we can issue a check. Once a W-9 is on file, they will not be required to send one for each payment thereafter. Accounts Payable will keep W-9s on file.

When departments complete an Invoice and Certification of Personal Services (ICPS) form, they are asked to have the vendor complete a W-9 form and submit along with the ICPS to Accounts Payable.

Also, when initiating a Special Purchase Order (SPO), departments are asked to include the vendor’s phone and fax number on the SPO. Accounts Payable will request a W-9 from the vendor. Once the completed W-9 is received by Accounts Payable, the SPO will be processed.

You can find this form on the S drive at: public/wordform/ mscd/ purchasing forms/ and either W9.pdf or ICPS with W9.pdf.

If you have questions or need assistance please contact Accounts Payable at x63079.