All About Form W-9

Before we get into the information return filing season - 1099-MISC and W-2 forms are due in just over three months! - there might be some information you need, for which you’re not quite sure how to ask. We’re talking social security numbers and other identifying information you need to fill out the IRS information returns that show what you paid and to whom throughout the year.

Now your employees might not be so difficult; they should expect you’ll need that information to fill out their W-2s. In fact, you may have even already had them complete a Form W-9 upon hire. Oh, right, that’s the form we’re talking about today, by the way: Form W-9.

Form W-9?
That’s right, and it’s nothing like its cousin, Form W-2. Form W-9, the Request for Taxpayer Identification Number and Certification, is your legal, secure way to obtain the sensitive information you need to complete information returns, like your 1099s and W-2 forms. The main thing you’re looking for when you have someone fill out a W-9 is their taxpayer identification number (TIN), usually an SSN, EIN, or ITIN.

Now, normally, depending on who you’re getting to fill out the W-9 would determine how you asked them to fill it out. Your employees may have completed it as part of their new-hire paperwork or, if you provide investment opportunities, you may have included it in their investment account opening paperwork. The keyword here, obviously, is “paperwork,” which is why ExpressIRSForms has taken a special interest to include it as an e-sign-able option in our IRS forms line-up.

E-sign??
Right again! Just because you can now handle this form electronically doesn’t mean it needs to be sent to the IRS, hence (jazz hands!) e-signing. Since we knew many filers of the forms we offer (W-2s, 1099s, ACA Forms) would need the information from W-9 but might not have already had their payees/recipients complete it, we decided to include it as a secure option you can complete right from your ExpressIRSForms account.

So How Does That Work?
When you log into your ExpressIRSForms account, you should see a button that says “Request W-9.” Click this button to get started. You’ll enter your payer information (that’s you) along with the name(s) and email address(es) of those whose TINs you need. Within 5-10 minutes of you completing this step, your requests will be securely emailed to your recipients.

Once they get your request with a little explanation as to why they’re filling out Form W-9, your recipient(s) can either complete the form and send it back securely or reject your request. Either way, we’ll keep you updated on the status of all your pending and completed W-9 forms.

When a Form W-9 is completed, the status of that form will update in your ExpressIRSForms account. Then, you can view, download, or print the W-9 to use and keep for your records. Your ExpressIRSForms address book will even update with the new information you receive from your W-9s, making completing your information returns that much easier!

Get Those Digits!
So what are you waiting for? We already told you how close the new filing deadlines are! Get on over to ExpressIRSForms and get those TINs so you can complete your filing easily and ahead of schedule. And if you have any other questions in the meantime, don’t hesitate to give our all-star support team a call! We’re available by phone (704-839-2270) and live chat Monday through Friday, 9:00 a.m. to 6:00 p.m. EST, and by email (support@ExpressIRSForms.com) 24/7!