We are required to file the information provided on the W-9 with the IRS whenever we pay an individual or entity a cumulative amount of $600 or more for goods or services rendered.

Since we have no way of knowing how much we will spend with each vendor over the course of the year, we require this information in order to build the vendor in our accounting system.

Some companies and individuals that we do business with operate outside the US. They may not have a W-9, but they will have a similar form for reporting their TIN (taxpayer Identification number).

In addition to the W-9, we will need a phone number, email address and contact name to add/update a vendor in the system. 

It is important that the address listed on the W-9 and the address listed on the invoice match.

If a company moves or changes their address, it is important to obtain a new W-9 with the updated information.

More Ways to get assistance:

We offer live vendor support on Zoom every Thursday from 11:00 AM–12:00 PM 

For additional resources, visit our Vendor Invoice Support page