IRS Form W-9  (.pdf form)

Senate Bill 542, chaptered in 1999, requires additional reporting requirements for businesses beginning January 1, 2001. In order to comply with these reporting requirements and ensure that necessary documentation is on file with Accounts Payable, County policies and procedures mandate the following, effective as of January 1, 2001:

IRS FORM W-9

All County agreements for services, whether they are contracts, purchase orders or purchase claims, now require IRS Form W-9 information (Request for Taxpayer Identification Number) as part of the County's acceptance of that agreement. The W-9 form is our source document for the correct name, address, identification number, and type of entity that the County is entering into the agreement with.

This information is required for each Board contract for services, even if a completed form is on file from a prior agreement. Departments are responsible for obtaining this information from their vendors during the negotiation of contracts.

Each Purchase Order or Purchase Claim that includes services requires W-9 information to be on file with the Auditor-Controller. Departments are responsible for obtaining W-9 information from the vendor or for verifying that the Auditor's information requirements have already been satisfied. Purchasing can assist in this process when departments are not involved with the vendor contact.

Forms completed at the departmental level should be forwarded with the purchase requisition to Purchasing, with the purchase claim paperwork to the Auditor's office, or with the contract to the Administrative Office. Purchase orders will NOT be cut, purchase claims will NOT be processed immediately, and contracts will NOT be placed on the Board agenda if this information is missing.