{"id":2021,"date":"2023-12-09T09:37:20","date_gmt":"2023-12-09T09:37:20","guid":{"rendered":"https:\/\/www.tax1099.com\/blog\/?p=2021"},"modified":"2025-09-19T13:33:11","modified_gmt":"2025-09-19T13:33:11","slug":"comprehensive-guide-on-how-to-verify-w-9-information","status":"publish","type":"post","link":"https:\/\/www.tax1099.com\/blog\/comprehensive-guide-on-how-to-verify-w-9-information\/","title":{"rendered":"A Comprehensive Guide on How to Verify W-9 Information\u00a0\u00a0"},"content":{"rendered":"<p>Do you know a study conducted by payroll software provider Gusto in 2022, found that 34% of businesses said they had experienced fraud related to W-9 forms? This included instances where contractors had provided fake or stolen Social Security numbers, as well as cases where businesses had simply not verified the information on the forms.<\/p>\n<p>And failure to verify W-9 information can have several negative consequences for organizations. For example, it can lead to:<\/p>\n<ul>\n<li><strong>Tax penalties:<\/strong> The IRS requires businesses to collect and verify W-9 forms from all independent contractors they pay $600 or more per year. If a business fails to do this, it may be subject to tax penalties.<\/li>\n<li><strong>Inaccurate tax reporting:<\/strong> If a business does not verify W-9 information, it may incorrectly report its tax liability. This can lead to additional taxes and penalties down the road.<\/li>\n<li><strong>Fraud:<\/strong> W-9 fraud is a growing problem, and businesses that fail to verify W-9 information are at increased risk of being targeted. Fraudsters may use fake or stolen Social Security numbers to collect payments from businesses, or they may create fake W-9 forms to claim tax refunds.<\/li>\n<\/ul>\n<p>Now that you understand the importance of verifying the W-9 information, let\u2019s understand how to verify it accurately.<\/p>\n<p>Ensuring the accuracy of information on IRS W-9 forms is crucial for various reasons. Let&#8217;s go over the key validations you should perform:<\/p>\n<h2>Legal Name &amp; Tax ID<\/h2>\n<p><strong>1. IRS TIN Match:<\/strong> To avoid discrepancies with IRS records and the associated penalties, cross-verify the Legal Name and Tax ID on the W-9 form with IRS records using an online service or directly with the IRS themselves.<\/p>\n<p><strong>2. IRS Exempt Organization:<\/strong> For non-profit recipients, it&#8217;s essential to check if they are registered as a tax-exempt organization with the IRS after performing the IRS TIN Match.<\/p>\n<p><strong>3. Duplicate Vendor Check:<\/strong> If you work with multiple Accounting Systems\/ERPs, search for duplicate vendors across all systems using Legal Name, Tax ID, and address. This helps prevent duplicate payments.<\/p>\n<p><strong>4. System of Award Management (SAM):<\/strong> Government entities and organizations receiving federal funding should search the exclusion list using the Legal Name. It&#8217;s prohibited to award contracts to entities on this list.<\/p>\n<p><strong>5. Death Master File Check:<\/strong> Sometimes you may be provided a valid name and Tax ID combination but it is associated with a deceased person. This is a somewhat difficult scam to find as the IRS will provide you with a positive Name\/TIN match result. To catch these, you can use a vendor that can complete a Death Master File (DMF) verification for you along with a <a href=\"https:\/\/www.tax1099.com\/features\/tin-lookup-tin-check-verification\">TIN check<\/a>.<\/p>\n<p><strong>6. OFAC\/Specially Designated Nationals (SDN) List:<\/strong> Check the Legal Name against the OFAC\/SDN List. If any vendors appear in the search results, refrain from setting them up in the vendor master file, as it&#8217;s prohibited for US entities to do business with them. Notify leadership for further verification.<\/p>\n<h2>Address Verification<\/h2>\n<p><strong>1. USPS:<\/strong> Ensure the validity and standardization of addresses for error-free delivery for the US addresses handled by USPS.<\/p>\n<p><strong>2. Third-Party Tools:<\/strong> Similar to USPS but with added benefits. There are third-party tools like Smarty Streets that verify addresses and provide status information, such as whether an address is vacant, inactive, or a PO Box. It helps prepare and send out forms like 1099s\/1042s for both US and non-US addresses.<\/p>\n<p><strong>3. Electronic solicitations:<\/strong> Electronic solicitations have become a pivotal tool for companies seeking a streamlined and efficient means of meeting their regulatory obligations. Leveraging platforms like <a href=\"https:\/\/www.tax1099.com\/\">Tax1099<\/a> can enhance your outreach strategy, making the process of electronically delivering forms to recipients seamless and cost-effective.<\/p>\n<p>Now that you know how to verify W-9 information, it is time to understand when your business should request a W-9 form.<\/p>\n<h2>When Must Vendors Complete a W-9 Form?<\/h2>\n<p>Vendors should provide a W-9 to businesses anytime their Form W-9 information changes as well as when they are onboarded as a new supplier. Changes in the vendor&#8217;s name (business name or person&#8217;s legal name), address, and Taxpayer Identification Number (TIN) are a few examples of changes that may require a new W-9 form. When a vendor&#8217;s legal company structure changes, it is best to collect a new W-9.<\/p>\n<p>It should be noted that the vendor submits a W-9 form before knowing the entire amount paid within a calendar year. If the total amount paid is less than $600, the supplier may still submit a W-9 without receiving a <a href=\"https:\/\/www.tax1099.com\/1099-forms\/efile-1099-misc-form\">1099-MISC<\/a> or <a href=\"https:\/\/www.tax1099.com\/1099-forms\/efile-form-1099-NEC\">1099-NEC<\/a>. The $600 threshold applies to the obligation to issue a tax form, but a form can be submitted for any amount at the payer\u2019s discretion.<\/p>\n<p>Get the W-9 documents as soon as you can. Obtaining an initial Form W-9 later on can be more difficult, especially if the supplier is no longer doing business with you.<\/p>\n<p>If you received a CP2100 or CP2100A from the IRS, you may be required to request new W-9 forms from your recipients. These forms (called B-Notices) notify you that the IRS believes your submitted information is incorrect. When received, you must either collect corrected information (usually with a W-9) or begin backup withholding on payments to the vendor and remit that to the IRS.<\/p>\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow text-center\">\n<h3>Automate W-9 verification to lower administrative costs and avoid tax penalties.<\/h3>\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/web.tax1099.com\/#\/signup?ref=blog\">Start E-Filing Now<\/a><\/div>\n<\/div>\n<\/blockquote>\n<p>Related article: <a href=\"https:\/\/www.tax1099.com\/blog\/how-often-should-a-w9-be-updated\/\">How Often Should a W-9 Be Updated?<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Do you know a study conducted by payroll software provider Gusto in 2022, found that 34% of businesses said they had experienced fraud related to W-9 forms? This included instances where contractors had provided fake or stolen Social Security numbers, as well as cases where businesses had simply not verified the information on the forms. [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":2022,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[294],"tags":[129,296,19,20],"class_list":["post-2021","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-forms","tag-form-w-9","tag-how-to-verify-w-9-information","tag-w-9","tag-w-9-form"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>A Comprehensive Guide on How to Verify W-9 Information\u00a0\u00a0 | Tax1099 Blog<\/title>\n<meta name=\"description\" content=\"Want to verify the w9 information? Here is the detailed guide on the steps, tips, and tricks on how to accurately verify the w9 information.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.tax1099.com\/blog\/comprehensive-guide-on-how-to-verify-w-9-information\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Comprehensive Guide on How to Verify W-9 Information\u00a0\u00a0 | Tax1099 Blog\" \/>\n<meta property=\"og:description\" content=\"Want to verify the w9 information? 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