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W-9 Forms
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You can adjust the settings in MakersHub to require W-9’s be obtained from vendors before a payment is submitted.
Update your Settings
To require W-9’s before payments can be made, navigate to Admin settings and select Payments. Toggle on Always Require Tax Form (W-9). This will require users to have a verified tax form before a payment can be scheduled.
Override Tax Form
When enabled, the tax form requirement can only be overridden by an Admin.
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With this enabled, when a user tries to schedule payment without a verified tax form, a notification will appear indicating that there is no tax form. Only users with Admin permissions can override this restriction and process payments without a W-9.
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Add a W-9
To upload or request a W-9, navigate to the Vendor Detail Page. This can be accessed when scheduling payment by clicking on the Vendor Name.
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In the bottom left corner, you can select Add a W-9 Form.
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If you have an email under the Contact Information, you can request the vendor submit a W-9 form . Alternatively, you may upload the W-9 form if you have a copy on hand.
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Upload a W-9
Should you have a copy of the W-9 in your files, select Upload a W-9 form.
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A pop-up will appear where you can select the W-9 from your files and click Open to upload.
Vendor Request W-9
Should you not have a copy of the vendor’s W-9, you can select Request vendor to submit W-9 form.
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You can select the vendor contact and format an email that will be sent on your behalf with a secure link to add their W-9 details. Click Email Request to send the email.
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The vendor will then receive an email where they can select Add W-9 Details to securely upload their W-9 information.
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Vendors can Fill out a W-9 Form or Upload a W-9 form from their documents.
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Upon completion, you will receive an email notification that the W-9 has been submitted for your review. You can select Verify Tax Form to be taken to the Vendor Detail page in MakersHub.
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In the event that you have not received the submission from the vendor, you may also select Send Reminder to send a follow-up email to the vendor.
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Verify Tax Form
Once a vendor or a user submits a W-9, it needs to be verified by an Admin or a user with Accounting Access. To verify the W-9, Navigate to the Vendor Detail page and select Review and Verify.
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A pdf will then appear with the option to Verify or Delete the W-9. If the information is correct, you may select Verify.
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A time stamp will be shown with the date and time the payment was verified.
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Now that the W-9 has been successfully added, you can schedule payments for your vendor.