One can download and print a W-9 form for free.
If a person has changed their name due to marriage etc., that person should see the instructions on the downloadable form for what to do in that instance.
If one is a single foreign person and not a resident alien, do not use Form W-9. In its place use IRS form W-8.
Request for Taxpayer Identification Number and Certification - is the title of the W-9 Form.
The top most section to fill in is covered in this next section followed by the other sections with explanations.
Persons making payments to another must under certain conditions withhold and pay to the IRS a percentage of such payments. That is called "back-up withholding".
Revue of the W-9 form and instructions.
To Fill in the Form W-9
The box selections to be checked are:
There is another section where you can choose to check (if it applies) a box for "Exempt Payee".
Next on the section to fill out are the Address (number, street, and apt. or suite no.)
The next line is easy as well as it asks for the City, State and Zip code.
Of the W-9 form asks for your TIN or (Taxpayer Identification Number).
The form tells us that: We must enter the TIN in the appropriate box. The TIN provided must match the name given on the “Name” line to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3.
On Page 3 essentially, they say If you are a resident alien and can't for whatever reason get a SSN then you use your IRS Individual taxpayer identification number (ITIN). That number is entered in the "Social Security number box.
To Apply For an ITINIf you don't have an ITIN, you can get one by applying.
You can download the appropriate Form W-7 and the W-7 instructions (9 pages) from these links.
For other entities, it is your employer identification number (EIN).
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter.
To get a Social -Security number apply using this Form SS-5.
Purpose of the Form
A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA.
Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:
Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners’ share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income.
Part ll - Certification
It starts with "Under penalties of perjury, I certify that:" Those are heavy words so be careful to be very truthful. The Form states that...
The next part for you to fill in is the grand ending it says,
That is the end of what must be filled out on the form, but it does have a 3+ page section of instructions that go into more detail than is covered here so be sure to read the instructions to be sure not to make an error on the form.
Important to remember:
Payments that you receive will be subject to backup withholding if:
There are penalties.
As of now the fine for failure to furnish a correct TIN is $50.00 unless there is reasonable cause and not willful neglect.
Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.
Watch out for Emails from the IRS.
You shouldn't get an email form the IRS as they don't initiate communicate that way. Our IRS does not ask for personal detailed information through email. The IRS doesn't ask taxpayers for passwords, the PIN numbers, or other secret access information for bank, financial accounts or credit cards.
An email that does this is likely a false, phishing or spam email and the source is trying to get your information for devious purposes.
What name and number to give requester?
1. List first and circle the name of the person whose number you furnish. If only one person
joint account has an SSN, that person’s number must be furnished.
Read the downloaded W-9 instructions pages 2, 3, 4 of the W-9 Instructions Section.
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