This policy formalizes the existing requirement for U.S. vendors doing business with the University to provide a completed and signed form W-9 to Accounts Payable. Vendor types include Individual/Sole proprietors, Corporations, Partnerships, Limited Liability Corporations, and Others specified by the IRS. This form must be received before payment will be issued to such entities.
This policy ensures that we have on file an accurate certification from vendors regarding their U.S. legal name and address, incorporation status, and taxpayer identification number. This information is vital in determining the eligibility of certain vendors for annual income tax reporting via Form 1099. The integrity and accuracy of our vendor file is based upon the receipt of a completed and signed W-9 form from each vendor and serves as the data source for annual tax form issuance.