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!

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E-Sign Form W-9 With ExpressIRSForms

You may have noticed that ExpressIRSForms now offers e-signing for Form W-9, Request for Taxpayer Identification Number and Certification. Now you may be wondering exactly what Form W-9 is, whether or not you need to file it, or even why we said “e-sign” instead of “e-file.” Well if you’re wondering any of those things, this blog is for you.

Purpose of Form W-9
From W-9 is used by individuals or entities who are required to file an information return (like a W-2 or 1099) with the IRS; the W-9 is used to obtain the correct taxpayer identification number (TIN) needed for the specific return they’re filing. The TIN needed is usually a social security number (SSN), individual taxpayer identification number (ITIN), or employer identification number (EIN). By using Form W-9 to obtain a correct TIN, payers can report on an information return the amount paid to each payee (employee, contractor, recipient, etc.) as accurately and smoothly as possible.

Who Needs to File?
Technically, Form W-9 is never filed with the IRS. Instead of providing information to the IRS, it was created to provide information to those filing with the IRS. Anyone who needs to file a W-2, 1099, or other information return but doesn’t have the TIN for the payee for whom the return is filed needs to submit a Form W-9 to that payee. The payee then fills out Form W-9, signs it, and returns it to the payer. The payer (usually an employer) then keeps the W-9 on file to use for filings of future information returns.

E-Signing Form W-9
Form W-9 used to come in a giant stack of paperwork that had to be filled out at the beginning of each job you started, contracted work you began, or investment you made. It still might these days, but there is an electronic alternative many payers are choosing to utilize. One such electronic alternative is ExpressIRSForms. Rather than passing out or mailing paper W-9 forms, you can use ExpressIRSForms to securely email a W-9 to your recipient. Once they’ve filled it out and e-signed it, you’ll be notified by email, and the form will be updated in your ExpressIRSForms account. You can then save a PDF of this form to your computer or print a hard copy for your records.

Form W-9 has joined the growing lineup of forms offered by ExpressIRSForms, which includes 1099s, W-2s, Affordable Care Act Forms, and correction and extension forms. Take a look at ExpressIRSForms.com today to see how we can help you in the upcoming filing season! And if you need any help along the way, we’re available Monday through Friday from 9 a.m. to 6 p.m. EST by phone at (704) 839-2270 or by live chat through our website. We also provide 24/7 customer service through email at support@expressirsforms.com.

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