How do I complete the W-9 form?

Please refer to the IRS Instructions for Form W-9 for use in conjunction with this guide. If there are discrepancies between the following instructions and the IRS website, the IRS website takes precedence. 

What is form W-9?

Individuals and entities use the form to provide their taxpayer identification number to entities that will pay them income during the tax year. Companies use your W-9 for accounting purposes but does not send the form to the IRS.

Shareworks uses a substitute W9 that contains all of the relevant information required by the IRS.  The instructions in this document refer to the Shareworks version of the W9. 

Detailed Instructions

Personal Information – Verification

• Verify that the information in this section is correct.
  • It has been completed based on information in your Shareworks account, which is generally the name and address listed should be the same as shown on your US tax return.
  • If you need to update any information in this section, contact your HR department.
• Exemption from FATCA Reporting Code (if any): generally, individuals are NOT exempt from FATCA or backup withholding.
  • Leave this blank unless you meet one of the IRS’s exemptions.
  • A list of exemptions and the corresponding codes can be found at this link; please see information under Line 4, Exemptions.

Part I: Taxpayer Identification Number - MANDATORY

• Individuals - Enter your U.S. Taxpayer Identification Number (TIN).
  • Either a social security number (SSN) or an individual taxpayer identification number (ITIN).
• If you do not have a US TIN, but are a US citizen or have a valid green card, contact your HR department.
• Businesses – Enter your Employer Identification Number (EIN).
• If you are a non-resident alien (i.e. you are not a citizen of the US and you are not living in the US), do not complete the W-9. You need to complete a W-8BEN.  Contact your HR department.

Part II: Certification – MANDATORY

• You are certifying that the information on this form is correct to the best of your knowledge for items 1, 2, 3 and 4.
• Box – Item 2 applies.
  • This has been pre-checked as the default to indicate that you are not subject to backup withhold because at least one of these statements is true. That you:
    1. are exempt from backup withholding or
    2. have not been notified by the IRS that you are subject to backup withholding or
    3. have been notified by the IRS that you are NO LONGER subject to backup withholding.
  • If any one of these three statements is true, leave the check in the box.
  • If none of these three statements are true, uncheck the box and contact your HR department.
  • NOTE: You must uncheck “Item 2 applies: If you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return.
• Certification Instructions – Agree to Certification Box.
  • Check the box if you agree with all the information on the form.
  • Select the Save button at the bottom to save and submit a copy of the W9.

As an employee, it is your responsibility to understand all tax implications that impact your equity and/or share purchase holdings.