In accordance with IRS regulation, we are 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 which the University pays. 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 viewed here. This list will be routinely updated. If the person or company you wish to have paid is not listed, you must receive a W-9 from that person or company before submitting for payment. No payment will be issued without a current W-9 on file. The current form W-9 is available at http://www.irs.gov/pub/irs-pdf/fw9.pdf
If you do receive a W-9 from a vendor, attach the W-9 to your requisition or contract before submitting for payment or routing.
To summarize, you should request a form W-9 from all vendors unless that vendor is on the index list OR if you become aware that a vendor that is on the list has changed names (i.e., if an individual has incorporated).