Status and form, verification, reporting setup, fraud checks, foreign payees and the file, as tick boxes. Read it below, copy the text, print it, or download the .docx for your letterhead.
Template from tincompliance.com. A one-page checklist for setting up a new vendor or payee so that nothing that causes a notice later is skipped. Print it, attach it to the vendor file, or build it into the AP system as required fields.
Vendor name | [ ] |
Requested by | [ ] |
Date | [ ] |
Vendor number | [ ] |
☐ U.S. or foreign? (Foreign: W-8, not W-9. See section 5.)
☐ Form W-9 received, signed and dated. Current revision.
☐ Line 1 is the name that goes with the TIN (individual name with an SSN; legal entity name with an EIN).
☐ Federal tax classification box checked; if LLC, the tax classification letter is filled in.
☐ One TIN only, nine digits.
☐ Name/TIN pair verified against IRS records. Date: [ ] Result: [ ]
☐ If mismatch: payee contacted with the likely cause, corrected W-9 received, re-verified. Date: [ ]
☐ Address validated (USPS). Remit-to address matches the W-9 or a documented exception.
☐ Sanctions screening (OFAC SDN and Consolidated; SAM.gov / OIG / state lists where applicable). Date: [ ] Result: [ ]
☐ Industry credential checked where applicable (NPI and Medicare enrollment; FMCSA authority and insurance; license).
☐ 1099 reportable? Payment type: [ ] Form and box: [ ]
☐ Corporation exception applies? (Not for medical/health care or attorney payments.)
☐ Payment method: card payments are reported by the card processor on 1099-K, not by us.
☐ Backup withholding flag set if no TIN or if the IRS has instructed withholding.
☐ Vendor not already in the master under another name or number.
☐ Bank account change requests verified by call-back to a known number, never from the request email.
☐ Email domain matches the vendor's website; free-mail addresses documented.
☐ Correct W-8 (BEN, BEN-E, IMY, ECI) received and signed; treaty claim complete if a reduced rate is applied.
☐ Expiry date calendared: December 31 of the third year after signature.
☐ Payment type and U.S. source determined; 1042-S reporting set up.
☐ W-9/W-8, verification result, screening result and this checklist saved to the vendor record. Retained four years after the related return's due date.
Completed by | [ ] |
Reviewed by | [ ] |
Setup released on | [ ] |
A general-purpose starting point, not legal advice. Your facts, and your counsel, control what you send.