IRS W-9 Form ... free download
If you are using independent contractors (aka consultants), or plan to use one, you will need IRS's Request for Taxpayer Identification Number and Certification W-9 Form completed by each one. But how do you know when to use the W-9 Form versus when to just accept their invoice like another vendor?
Needless to say, IRS is more than happy to lay out those guidelines for you. An independent contractor is an individual or sole proprietorship. Even if they have a business name and a FEIN (Federal Employer Identification Number), you will need to obtain the first name, last name, and Social Security number of any independent contractors doing business with you.
In addition, you need to report this information to the government once any independent contractor has been paid or contracted to be paid $600 or more. The report is due within 20 days of entering into a verbal or written contract for $600 or when your payments to the independent contractor total $600, whichever is earlier. Once you have access to the free W-9 Form I'm providing, you will also have access to the Report of Independent Contractors form you use to submit this information to the government.
Now here's one of those special California rules: even if your company is located outside of California, if your independent contractor is working within California you must still report it.
If the independent contractor is a corporation, general partnership, limited liability partnership, or limited liability company, no reporting is required. Some companies will be obvious but, if you're not sure, ask.
Unless your independent contractor is brand new this way of doing business, he or she will already be familiar with the W-9 Form. It's easiest and most efficient to have the W-9 Form completed when you are coming to a verbal or written agreement about project. You don't want to miss any filing deadlines because you haven't yet received the W-9 Form from your independent contractor.
Sign up below to get immediate access!
Your information stays private and you can cancel at any time.
NOTE: You only need to subscribe to ONE of my forms. You will receive immediate access to this form and also be sent an email with a link that gives you access to ALL my other free forms and information! An occasional email will follow with HR updates and news. You can unsubscribe at any time by clicking the link at the bottom of any email you receive from HR Jungle.