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IRS Form W9: Where it All Starts!

Identifying employees with the W9 Form…

We are taking a step back from PDFfiller‘s tax season review to discuss the w9 form which isn’t actually seasonal, but is essential for all businesses taxes!

What is form W-9?

IRS Form W-9 is a tax form used by employers to properly identify their employees. Every taxpayer has an identification number. In order for employers to properly withhold taxes from an employee’s pay, they need the employee’s identification number. Form W-9 provides an employer with that identification number.

Who needs form W-9?

Businesses with employees need the W9 form to properly file their taxes. In some special cases, such as if you are an independent contractor, your client may request a W-9 from you to report how much they paid you.

What other forms accompany form W-9?

Form W-9 is usually accompanied by form W-4. The W9 form gives the employer all of the required identification information, and the W-4 helps them to calculate how much to actually withhold.

How do I fill out form W9?

Form W9 is very straightforward. You will simply enter in your name, business name (if applicable), your tax classification, full address, and social security number. If you are a business, you will fill out your employer identification number (EIN) instead of your social security number. If you are a resident alien and do not have a social security number, you will enter in your individual taxpayer identification number (ITIN) instead of a social security number.

For more on filling out the W9 form, check out the following video:

When is form W-9 due?

Form W-9 does not have a due date. It is typically provided to employees upon their hire date and then kept on file.

Where do I send form W-9?

Forms should simply be kept on file for the IRS to review if necessary. They are mostly used by businesses for reference purposes to file taxes at the end of the tax year. It is not necessary to send form W-9 anywhere.

Now that you’ve got the basics down, try using PDFfiller‘s template creation tool to create a form W-9 template for your business  and save yourself time and typing! Also, be sure to check out our W9 app in the app store.