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Form Specifications
| Fact Name | Details |
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| Purpose of the Form | The Idaho W-9 form is used to collect taxpayer identification information for reporting purposes to the IRS. |
| Governing Law | This form is governed by the Internal Revenue Code and Idaho state law regarding tax reporting. |
| Required Information | Taxpayers must provide their name, address, and taxpayer identification number (either Social Security Number or Employer Identification Number). |
| Backup Withholding | Taxpayers must certify that they are not subject to backup withholding, or indicate their exemption status. |
| Direct Deposit Option | Part II of the form allows individuals to authorize direct deposit for vendor payments, which is optional. |
| Submission Methods | The completed form can be submitted via email or mailed to the Idaho State Controller's Office. |
| Penalties for Incorrect Information | Providing incorrect information may lead to delays in payments and potential penalties imposed by the IRS. |
| Confidentiality | The form emphasizes the importance of protecting taxpayer identification information to avoid civil and criminal penalties. |
| U.S. Person Requirement | This form is intended solely for U.S. persons; foreign individuals must use the appropriate Form W-8. |
| Vendor Remittance Application | Taxpayers who opt for direct deposit can access payment information through the Vendor Remittance application on the SCO website. |
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Common mistakes
When completing the Idaho W-9 form, many individuals make common mistakes that can lead to delays or complications. One frequent error is leaving the name field blank. The form requires the name as it appears on your income tax return. Omitting this information can cause significant issues, including delays in processing your payment.
Another common mistake involves the incorrect selection of tax classification. The form provides several options, and it's crucial to check only one box that accurately reflects your federal tax classification. Selecting multiple boxes or the wrong classification can lead to misreporting to the IRS, which may result in penalties or additional scrutiny.
People often overlook the requirement to provide a correct Taxpayer Identification Number (TIN). This number is essential for the IRS to match your payments with your tax return. Failing to include your TIN or providing an incorrect number can delay your payment and may subject you to a penalty. Always double-check this information before submitting the form.
Finally, individuals sometimes neglect to sign and date the form. This step is critical as it certifies that the information provided is accurate and complete. Without a signature and date, the form may be considered invalid, further delaying any potential payments. Ensure that you complete this final step to avoid unnecessary complications.
Your Questions, Answered
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What is the purpose of the Idaho W-9 form?
The Idaho W-9 form is primarily used to collect taxpayer information from individuals or businesses that will receive payments from the State of Idaho. This information is essential for reporting purposes to the Internal Revenue Service (IRS). By providing your name, address, and taxpayer identification number, you help ensure that the payments you receive are accurately reported to the IRS, which can help avoid potential tax issues.
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Who needs to fill out the Idaho W-9 form?
Any individual or business entity that will be receiving payments from the State of Idaho must complete the Idaho W-9 form. This includes independent contractors, vendors, and any other parties that provide services or goods to the state. It is important to note that only U.S. persons, including resident aliens, should use this form. Foreign persons should use the appropriate Form W-8 instead.
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What information is required on the Idaho W-9 form?
The form requires several key pieces of information. You must provide your name as it appears on your tax return, your business name if applicable, your taxpayer identification number (either Social Security Number or Employer Identification Number), and your address. Additionally, you will need to indicate your federal tax classification by checking the appropriate box. If you wish to receive payments via direct deposit, you will also need to fill out the relevant sections for that option.
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What happens if I do not provide accurate information on the Idaho W-9 form?
Providing inaccurate information can lead to delays in payment processing. If the name and taxpayer identification number do not match IRS records, it may result in penalties. Specifically, you could face a $50 penalty imposed by the IRS for failure to provide correct information. Furthermore, making false statements could lead to civil penalties or even criminal charges, depending on the severity of the infraction.
Dos and Don'ts
When filling out the Idaho W-9 form, there are several important dos and don'ts to keep in mind. Here’s a helpful list to guide you through the process:
- Do ensure that your name matches exactly as it appears on your income tax return.
- Do provide a valid Taxpayer Identification Number (TIN), either your Social Security Number or Employer Identification Number.
- Do double-check that you only check one box for your federal tax classification.
- Do include your current address, including city, state, and ZIP code.
- Don't leave any required fields blank; this could delay processing.
- Don't forget to sign and date the form before submitting it.
- Don't provide false information, as this may lead to penalties.
- Don't use the form if you are a foreign person; instead, use the appropriate Form W-8.
Documents used along the form
The Idaho W-9 form is a crucial document for individuals and businesses in Idaho when it comes to reporting income to the IRS. Alongside this form, there are several other documents that may be necessary to facilitate various transactions and ensure compliance with tax regulations. Here are four important forms that often accompany the Idaho W-9.
- Direct Deposit Authorization Form: This document allows individuals or businesses to authorize the Idaho State Controller's Office to deposit payments directly into their bank accounts. By completing this form, recipients can opt for electronic payments, which can be faster and more convenient than traditional checks.
- Remittance Advice Application: This application is essential for those who choose direct deposit. It enables users to view their payment information online. The application provides a secure platform to access remittance details, ensuring that recipients are informed about their payments without needing paper statements.
- Florida Motor Vehicle Bill of Sale: This legal document is essential for transactions regarding vehicles in Florida. It serves as proof of purchase and includes critical details such as price and vehicle description. For more information, you can visit legalpdf.org.
- IRS Form W-8: Foreign individuals or entities must submit this form instead of the W-9. It certifies their foreign status and is used to claim tax treaty benefits. This form is critical for compliance with U.S. tax laws when dealing with foreign parties.
- Taxpayer Identification Number (TIN) Verification: This document is used to verify the accuracy of a taxpayer's identification number. It helps ensure that the information provided on the W-9 is correct, which is vital for avoiding issues with the IRS and ensuring timely payments.
Understanding these additional forms can help individuals and businesses navigate the complexities of tax compliance and payment processing in Idaho. Properly completing and submitting these documents will facilitate smoother transactions and minimize potential delays in receiving payments.
Detailed Instructions for Filling Out Idaho W 9
Completing the Idaho W-9 form is a straightforward process that requires accurate information to ensure timely payments. After filling out the form, you will need to submit it to the Idaho State Controller’s Office for processing. Here are the steps to fill out the form correctly:
- Obtain the Form: Download the latest version of the Combined Substitute W-9 from the Idaho State Controller’s Office website.
- Fill in Your Name: Enter your name as it appears on your income tax return in the first line of Part I.
- Business Name: If applicable, provide your business name or disregarded entity name on the next line.
- Select Tax Classification: Check only one box that applies to your federal tax classification, such as Individual/Sole Proprietor, C Corporation, S Corporation, etc.
- Exemptions: If you qualify for any exemptions, fill in the appropriate codes in the exemption section.
- Address: Provide your complete mailing address, including the number, street, apartment or suite number, city, state, and ZIP code.
- Taxpayer Identification Number: Enter your Social Security Number (SSN) or Employer Identification Number (EIN) in the designated space.
- Contact Information: Include your phone number and email address for further communication.
- Certification: Read the certification statements carefully. By signing the form, you confirm that the information provided is accurate.
- Signature: Sign and date the form at the bottom of Part I.
- Direct Deposit Authorization (Optional): If you wish to receive payments via direct deposit, complete Part II by selecting the request type and account type, then provide the required account information.
- Remittance Advice: In Part III, indicate your preference for receiving payment information by checking the appropriate box.
Once you have completed the form, make sure to review all entries for accuracy. Submit the form either by email or mail, along with any required documentation, to the Idaho State Controller’s Office. This will help ensure that your payments are processed without delay.
Document Example
Idaho State Controller's Office |
Agency Use Only |
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Agency Number: _____________________ |
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P.O. Box 83720 |
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Boise, ID |
Contact Name: _______________________ |
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servicedesk@sco.idaho.gov |
Contact Phone: _______________________ |
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Combined Substitute
Part I - Substitute
Name (as shown on your income tax return). Name is required on this line; do not leave this line blank:
Business name/disregarded entity name, if different from above:
Check appropriate box for federal tax classification; check only one of the following seven boxes: |
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Exemptions (codes apply only to certain |
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S Corporation |
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C Corporation |
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Partnership |
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Trust/Estate |
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entities, not individuals): |
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Individual/ |
ole |
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roprietor or |
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Exempt Payee Code (if any) ____________ |
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Limited Liability Company. Enter the Tax Classification (C = C Corporation, S = S Corporation, P = Partnership): |
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Exemption from FATCA |
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Note. For a |
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reporting code (if any) __________________ |
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classification of the |
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(Applies to accounts maintained outside the U.S.) |
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Other: |
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Address (Number, Street, and Apt. or Suite No.):
City, State, and ZIP Code:
Taxpayer Identification Number:
Social Security Number |
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Employer Identification Number |
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Phone:
Confirm
Under penalties of perjury; I certify that:
1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2.I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and
3.I am a U. S. citizen or other U. S. person; and
4.The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Person Completing this Form:___________________________________________________________ Title: _______________________________________________
Signature: __________________________________________________________________________ Date: _______________________________________________
Part II - Direct Deposit Authorization (Optional) Please see Instructions - Part II.
New Change Cancel |
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C - Checking Account |
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Request Type: |
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Account Type: |
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S - Savings Account |
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Account Holder Name/Title (Title required if company account):
Account Verification:
If the chosen Request Type is Change or Cancel, provide the account number that is currently receiving deposits:
I hereby authorize and request the Idaho State Controller’s Office (SCO) and the Idaho State Treasurers Office (STO) to initiate credit entries for vendor payments to the account indicated above. I agree to abide by the National Automated Clearing House (NACHA) rules with regard to these entries. Pursuant to the NACHA rules, the SCO and STO may initiate a reversing entry to recall a duplicate or erroneous entry that they previously initiated. This authority will continue until such time as SCO and STO have had a reasonable opportunity to act upon written notice to terminate or change the direct deposit service initiated herein.
I acknowledge that electronic payments to the designated account must comply with the provisions of U.S. law, as well as the requirements of the Office of Foreign Assets Control (OFAC). I affirm that, regarding electronic payments the State of Idaho may remit to the financial institution for credit to the account that I have designated, the entire payment amount is not subject to being transferred to a foreign bank account.
Signature of Authorized Signer on the Account
Print Name:
Sign and Date:
Part III – Remittance Advice Web Applications (Required)
View payment information on the SCO vendor portal for this location only.
View payment information on the SCO vendor portal for all locations.
Required for Direct Deposit:
Attach a voided check (not a deposit slip) or bank verification letter confirming the account information provided is valid.
Instructions - Part I
SCO will only accept the most current version of the Combined Substitute
The State of Idaho is about to pay you an amount that may be reported to the Internal Revenue Service (IRS). The State of Idaho will comply with all applicable Federal and State of Idaho reporting requirements. If the amount is reportable to the IRS, they will match this amount to your tax return. In order to avoid additional IRS scrutiny, we must provide the IRS with your name and Social Security Number or Employer Identification Number. The name we need is the name that you use on your tax returns related to this payment. We are required by law to obtain this information.
For instructions to complete Part 1, please review the full IRS Form
U. S. Person: This form may be used only by a U. S. person, including a resident alien. Foreign persons should furnish us with the appropriate Form
Penalties: Failure to provide a correct name and Taxpayer Identification Number will delay the issuance of your payment and may subject you to a $50 penalty imposed by the IRS under section 6723. If you make a false statement with no reasonable basis that results in no backup withholding, you could be subject to a $500 civil penalty. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.
Confidentiality: If we disclose or use your Taxpayer Identification Number in violation of Federal law, we may be subject to civil and criminal penalties.
Privacy Act Notice: You must provide your TIN whether or not you are required to file a tax return. If you do not provide your TIN, certain penalties may apply. Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA or Archer MSA. The IRS uses the number for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states and the District of Columbia to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, or to Federal and state agencies to enforce Federal
Instructions - Part II
Complete this section if you wish to receive payments by direct deposit. If you elect to receive payments by direct deposit, you will be provided access to SCO Vendor Remittance applications on the SCO website and paper remittance advice payment information will no longer be issued.
Submit your direct deposit request via one of the following methods:
•Online Form - Fill out and submit this form with an attached scan of a voided check (not a deposit slip) or bank verification letter of your checking or saving account number. Form location:
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•Mail - Fill out the form and send it along with a voided check (not a deposit slip) or a bank verification letter of your checking or savings account number to the following address:
Idaho State Controller's Office
P.O. Box 83720
Boise, ID
Invalid account information will be rejected, generating a notice of change. A notice of change will void this request form. Payments will continue to be sent via mailed paper warrant until a direct deposit request is processed successfully.
If you are changing or canceling your direct deposit, please provide the account number that is currently receiving deposits in this request.
Instructions – Part III
The Idaho State Controller’s Office provides vendors the ability to view payment information through Vendor Remittance applications accessed via the SCO website, www.sco.idaho.gov. For more information, refer to the Vendor Remittance FAQ page available on the SCO website.
Access to Vendor Remittance Applications for Vendors that receive payments via Direct Deposit: All vendors that receive payments via direct deposit are provided access to Vendor Remittance with viewing access to payment information for one or all address locations associated with the Taxpayer Identification Number provided in Part I. Initial sign in instructions will be sent to your email address provided in Part I.
Access to Vendor Remittance Applications Without Receiving Payments by Direct Deposit: Complete Part I and Part III of the form, choosing whether to view payment information for one or all address locations associated with the Taxpayer Identification Number
provided in Part I. Initial sign in instructions are sent to the email address provided in Part I.
Misconceptions
Misconception 1: The Idaho W-9 form is only for businesses.
This is not true. While many businesses use the form, it is also applicable to individuals. Any U.S. person, including sole proprietors and freelancers, can use the Idaho W-9 to provide their taxpayer identification information for payments they receive.
Misconception 2: You can leave the name section blank if you are using a business name.
This is incorrect. The Idaho W-9 requires the name as shown on your income tax return. Leaving this section blank can lead to delays in payment processing and potential penalties. Always provide your legal name along with your business name if applicable.
Misconception 3: The form is optional for all vendors.
This is misleading. If you are receiving payments from the State of Idaho, you must complete the Idaho W-9 form. It is essential for tax reporting purposes and ensures that the state has the correct information to report to the IRS.
Misconception 4: Once submitted, the information on the Idaho W-9 form cannot be changed.
This is not accurate. If your information changes, such as your address or taxpayer identification number, you can submit a new Idaho W-9 form. It’s important to keep your information current to avoid issues with payment processing and tax reporting.