Policy 5411 – IRS Form W-9 Requirements
Effective Date: 6/10/2014
Responsible Office: Office of the Comptroller
In accordance with IRS regulation, the University is required to maintain a current IRS Form W-9 on file for all vendors used by the University. This rule encompasses any person or company to whom the University remits payment for the purchase of goods and services. Because of the volume of vendors the University uses, it is the responsibility of each department to ensure a W-9 is received from a vendor before submitting a requisition. To avoid requesting duplicates, a list of all W-9s the University has received can be accessed at the Comptroller’s home site in both an Excel file and a PDF file. This document will be routinely updated by the Office of the Comptroller. If the person or company to be paid is not listed, a W-9 from that person or company must be obtained by the individual department before submitting a request for payment. The W-9 obtained by the department should be attached to the purchase requisition, payment voucher, or contract before submitting for payment or routing.