New Vendors and IRS requirements

In order to ensure compliance with Internal Revenue Service (IRS) guidelines, the Accounting Office is requiring an IRS form W-9 be submitted for all new vendors prior to making payment.  A new vendor is defined as an individual or company that does not have an assigned active Peoplesoft Vendor ID number.  A search in the vendor system will need to be completed to determine if they are a new or existing vendor.  New vendors will not be set up in Peoplesoft until a completed W-9 is obtained.  Form W-9 is not required for employee or student reimbursements.    

A Form W-9 is called “Request for Taxpayer Identification Number and Certification” and is issued by the IRS. The form is used by the State of North Dakota to obtain the TIN of individuals and businesses and to obtain their federal tax classification.

The information on a W-9 is used by the State of North Dakota to determine whether payments made to the individual or business (based on their federal tax classification) may be required by the IRS to be reported on a 1099-Misc form. The IRS requires that the State have on file the correct TIN for individuals and businesses whose payments are reported on a 1099-Misc. If the State reports incorrect information they may be subject to fines and penalties from the IRS.

The Accounts Payable voucher has been updated to reflect this change.  Thank you for your help in keeping NDSU compliant.

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