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:
- are exempt from backup withholding or
- have not been notified by the IRS that you are subject to backup withholding or
- 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.
- 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:
- 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.