Vendor IRS Form Matrix
IRS documents (W9, W-8BEN, W-BEN-E) for new vendors need to be signed and dated within the last 12 months. Any changes to these documents (i.e. name, address or TIN change) should be signed and dated within the last three months, in addition the approximate date of the change should also be included. Any documentation that states the details of the change should be provided as that helps to ensure effective and timely processing of the change request.
Requirements prior to and going forward from 12-1-2015
| IRS Form | Type of Vendor | What Process | Documentation Required |
|---|---|---|---|
| W-9 | ALL US Businesses, Citizens (INCLUDES Employees & Stu Travel) and resident aliens | Add new vendor ‐ ALWAYS required: Exception REFUND ONLY | Yes |
| "New Employee & Stu Travel files only to be synced on an as needed basis -- not just in case" | |||
| W-9 | Business type | Change in tax home, name or business structure | Yes |
| W-9 | Business type | Change in Remit Address | No -- Invoice Required |
| W-9 | Person (other than travel) type | Change in tax home, name or change to business type | Yes |
| W-9 | Person (other than travel) type | Change in Remit/Mailing Address | No |
| W-9 | Person (Employee or Student Travel) | Change in tax home or name | Yes |
| W-9 | Person (Employee or Student Travel) | Change in Remit/Mailing Address | No |
| W‐9 | ALL NEW & EXISTING | N/A | Yes |
| W‐8BEN‐E | International Business ‐ WITHOUT US presence | Add new vendor ‐ ALWAYS required: Exception REFUND ONLY | Yes |
| W‐8BEN‐E | International Business ‐ WITH US presence | International Business with US presence should have US TIN and provide W‐9 | Yes |
| W‐8BEN‐E | International Business without US presence | Change in tax home, name or business structure | Yes |
| W‐8BEN‐E | International Business without US presence | Change in Remit/Mailing Address | No -- Invoice required |
| W‐8BEN‐E | ALL NEW & EXISTING | N/A | Yes |
| W‐8BEN | ALL Non‐resident Aliens (not businesses or travel) | Add new vendor ‐ ALWAYS required: Exception REFUND ONLY | Yes |
| W‐8BEN | Internationals (not businesses or travel) | Change in or addition of address or change of name | Yes |
| W‐8BEN | Internationals (not businesses or travel) | Change in TIN or residency status | Yes |
| W‐8BEN | ALL NEW & EXISTING | N/A | N/A |
| FYI | An address on a W‐9 could be PO Box address, if that is the address they have on file with the IRS. | ||
| FYI | TAX HOME ADDRESS | This is the address that is to be on the IRS documents. Having a Remit address on the IRS document in addition to the Tax Home address is optional. The Remit is not to be there as the only address for the vendor unless "tax home" and "remit" are the same. | |