Electronic W9/W8 Form Instructions
- Acceptance of electronic signature
- LUC Faculty & Staff are able to send a unique link to vendors to complete the form
- The LUC contact receives an email once the vendor submits the form to AP
- Secure submission of sensitive information
- Automatic integration into DocFinity
- No longer need to submit W-9’s via secure transfer to Accounts Payable
- Enhanced ability to track expiration dates & proactively work with vendors for recertification
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An individual who is a U.S. citizen or U.S. resident alien;
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A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States;
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An estate (other than a foreign estate); or
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A domestic trust (as defined in Regulations section 301.7701-7).
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In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity;
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In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust;
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In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and not the beneficiaries of the trust.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions.
4. The type and amount of income that qualifies for the exemption from tax.
5. Sufficient facts to justify the exemption from tax under the terms of the treaty article.
- Failure to furnish TIN: If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect.
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Civil penalty for false information with respect to withholding: If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty.
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Criminal penalty for falsifying information: Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.
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Misuse of TINs: If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.
NAME
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Individual. Generally, enter the name shown on your tax return. If you have changed your last name without informing the Social Security Administration (SSA) of the name change, enter your first name, the last name as shown on your social security card, and your new last name.Note: ITIN applicant: Enter your individual name as it was entered on your Form W-7 application, line 1a. This should also be the same as the name you entered on the Form 1040/1040A/1040EZ you filed with your application.
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Sole proprietor or single-member LLC. Enter your individual name as shown on your1040/1040A/1040EZ on line 1. You may enter your business, trade, or “doing business as” (DBA) name on line 2.
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Partnership, LLC that is not a single-member LLC, C Corporation, or S Corporation. Enter the entity's name as shown on the entity's tax return on line 1 and any business, trade, or DBA name on line 2.
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Other entities. Enter your name as shown on required U.S. federal tax documents on line 1. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on line 2.
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Disregarded entity. For U.S. federal tax purposes, an entity that is disregarded as an entity separate from its owner is treated as a “disregarded entity.” See Regulations section 301.7701-2(c)(2)(iii). Enter the owner's name on line 1. The name of the entity entered on line 1 should never be a disregarded entity. The name on line 1 should be the name shown on the income tax return on which the income should be reported. For example, if a foreign LLC that is treated as a disregarded entity for U.S. federal tax purposes has a single owner that is a U.S. person, the U.S. owner's name is required to be provided on line 1. If the direct owner of the entity is also a disregarded entity, enter the first owner that is not disregarded for federal tax purposes. Enter the disregarded entity's name on line 2, “Business name/parent name/disregarded entity name.” If the owner of the disregarded entity is a foreign person, the owner must complete an appropriate Form W-8 instead of a Form W-9. This is the case even if the foreign person has a U.S. TIN.
IF the entity/person on line 1 is a(n) . . .
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THEN select . . . |
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Corporation
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Individual/sole proprietor or single-member LLC
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Limited liability company and enter the appropriate tax classification. (P= Partnership; C= C corporation; or S= S corporation)
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Partnership
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Trust/estate
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WHAT NAME AND NUMBER TO GIVE TO THE REQUESTER
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For this type of account:
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Give name and SSN of:
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1. Individual
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The individual
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2. Two or more individuals (joint account)
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The actual owner of the account or, if combined funds, the first individual on the account
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3. Custodian account of a minor (Uniform Gift to Minors Act)
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The minor
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4. a. The usual revocable savings trust (grantor is also trustee)
b. So-called trust account that is not a legal or valid trust under state law
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The grantor-trustee
The actual owner
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5. Sole proprietorship or disregarded entity owned by an individual
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The owner
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6. Grantor trust filing under Optional Form 1099 Filing Method 1 (see Regulations section 1.671-4(b)(2)(i)(A))
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The grantor*
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For this type of account:
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Give name and EIN of:
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7. Disregarded entity not owned by an individual
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The owner
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8. A valid trust, estate, or pension trust
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Legal entity
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9. Corporation or LLC electing corporate status on Form 8832 or Form 2553
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The corporation
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10. Association, club, religious, charitable, educational, or other tax-exempt organization
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The organization
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11. Partnership or multi-member LLC
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The partnership
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12. A broker or registered nominee
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The broker or nominee
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13. Account with the Department of Agriculture in the name of a public entity (such as a state or local government, school district, or prison) that receives agricultural program payments
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The public entity
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14. Grantor trust filing under the Form 1041 Filing Method or the Optional Form 1099 Filing Method 2 (see Regulations section 1.671-4(b)(2)(i)(B))
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The trust
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Principal Account Contact
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Accounts Receivable and Credit
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Sales Representative
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Customer Service and Support
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Send All Orders To
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Generally, individuals (including sole proprietors) are not exempt from backup withholding.
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Except as provided below, corporations are exempt from backup withholding for certain payments, including interest and dividends.
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Corporations are not exempt from backup withholding for payments made in settlement of payment card or third party network transactions.
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Corporations are not exempt from backup withholding with respect to attorneys' fees or gross proceeds paid to attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1099-MISC.
Code
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Description
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1
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An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2)
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2
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The United States or any of its agencies or instrumentalities
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3
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A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities
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4
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A foreign government or any of its political subdivisions, agencies, or instrumentalities
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5
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A corporation
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6
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A dealer in securities or commodities required to register in the United States, the District of Columbia, or a U.S. commonwealth or possession
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7
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A futures commission merchant registered with the Commodity Futures Trading Commission
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8
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A real estate investment trust
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9
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An entity registered at all times during the tax year under the Investment Company Act of 1940
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10
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A common trust fund operated by a bank under section 584(a)
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11
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A financial institution
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12
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A middleman known in the investment community as a nominee or custodian
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13
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A trust exempt from tax under section 664 or described in section 4947
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IF the payment is for . . .
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THEN the payment is exempt for . . .
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Interest and dividend payments
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All exempt payees except for 7
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Broker transactions
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Exempt payees 1 through 4 and 6 through 11 and all C corporations. S corporations must not enter an exempt payee code because they are exempt only for sales of non-covered securities acquired prior to 2012.
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Barter exchange transactions and patronage dividends
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Exempt payees 1 through 4
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Payments over $600 required to be reported and direct sales over $5,000
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Generally, exempt payees 1 through 5
*However, the following payments made to a corporation and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys’ fees, gross proceeds paid to an attorney reportable under section 6045(f), and payments for services paid by a federal executive agency)
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Payments made in settlement of payment card or third party network transactions
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Exempt payees 1 through 4
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Code
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Description
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A
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An organization exempt from tax under section 501(a) or any individual retirement plan as defined in section 7701(a)(37)
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B
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The United States or any of its agencies or instrumentalities
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C
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A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities
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D
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A corporation the stock of which is regularly traded on one or more established securities markets, as described in Regulations section 1.1472-1(c)(1)(i)
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E
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A corporation that is a member of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(1)(i)
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F
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A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state
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G
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A real estate investment trust
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H
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A regulated investment company as defined in section 851 or an entity registered at all times during the tax year under the Investment Company Act of 1940
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I
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A common trust fund as defined in section 584(a)
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J
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A bank as defined in section 581
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K
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A broker
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L
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A trust exempt from tax under section 664 or described in section 4947(a)(1)
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M
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A tax exempt trust under a section 403(b) plan or section 457(g) plan
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1. Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification.
2. Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form.
3. Real estate transactions. You must sign the certification. You may cross out item 2 of the certification.
4. Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments made in settlement of payment card and third party network transactions, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations).
5. Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), IRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.
Accounts Payable Department
820 North Michigan Avenue
WTC, Lewis Tower-Room 602
(312)915-8760
Payables@LUC.edu