Adding W-9 Form

There are two ways to complete a W-9 in SupplierGateway.

1. From a registration segment during the registration process
2. From the Organizational Profile

Adding W-9 from the Registration Process

1-1. Select the W-9 Section in the registration sequence

1-2. Click on Add New W-9

1-3 Complete the required items in the form

 

If you are exempt from backup withholding...

1-4 If you select yes for "Exempt from backup withholding" you will see this dialog box. Please read carefully and select the correct option.

 

Adding a W-9 from the update Organizational profile

To add a new W-9 form, login into the portal and from the system navigation on the left hand side, under Settings>>Update Organizational Profile. This is available to administrators only. 

1. Select Update Organizational Profile
2. Click on the W9 tab. 
3. Click on Add New. (see 1-2 Above)
4. Fill out or update the form.  Ensure all information in the W9 form is correct and submit.(see 1-3 & 1-4 Above)

Who is required to Fill out a W-9 Form?

A W-9 form, formally known as the "Request for Taxpayer Identification Number and Certification," is used in the United States primarily for tax reporting purposes. The following individuals and entities are typically required to fill out a W-9 form:

1. Independent Contractors and Freelancers:

   • Any individual or business that provides services to another business as an independent contractor rather than an employee. This includes freelancers, consultants, and self-employed individuals.

2. Vendors and Suppliers:

   • Businesses or individuals who sell goods or services to other businesses.

3. Gig Workers:

   • People who earn income through gig economy jobs, such as rideshare drivers, delivery drivers, and other temporary or part-time work.

4. Landlords:

   • Property owners who receive rental income from their tenants, if the rental income exceeds $600 in a tax year.

5. Investors:

   • Individuals or entities that receive interest, dividends, or other types of income from financial institutions or investment firms.

6. Partners in a Business Partnership:

   • Each partner in a partnership may need to fill out a W-9 form to provide their Taxpayer Identification Number (TIN) to the partnership.

7. Corporations, LLCs, and Other Business Entities:

   • Businesses that are paid by other businesses, including corporations, limited liability companies (LLCs), and sole proprietorships.

8. Attorneys and Law Firms:

   • Attorneys who receive payments for legal services from clients or other businesses.

Why a W-9 Form is Needed

The W-9 form provides the requesting business with the necessary taxpayer identification information (such as a Social Security Number (SSN) or Employer Identification Number (EIN)) to report payments made to the individual or entity to the Internal Revenue Service (IRS). This is essential for:

• Preparing and issuing 1099 forms, which report various types of income other than wages, salaries, and tips.
• Ensuring that the correct TIN is associated with the reported income to prevent backup withholding or IRS penalties.

Important Considerations

• Accuracy: It's crucial to provide accurate information on the W-9 form to avoid issues with the IRS.
• Privacy: The completed W-9 form contains sensitive information and should be handled securely to protect against identity theft.
• Updates: If your TIN or other information on the W-9 changes, you should provide an updated W-9 form to the requester.

In summary, if you or your business receive payments that need to be reported to the IRS by another business, you are likely required to fill out a W-9 form.