W-9 & W-8BEN

Do I need to get a W-9/W-8BEN?

YES
  • The vendor will be paid with a check.
  • The vendor will be paid with a wire.
  • Accounts Payable does not have one on file.

NO
  • The vendor will be paid with a PCard.
  • All of the services/event will occur outside the U.S.
  • The payment is strictly a reimbursement (i.e. mileage or flight for a recruit)
    • All reimbursements must have a receipt (or map documentation for mileage).
  • Accounts Payable already has one on file.

What is the difference between a W-9 and a W-8BEN?

  • W-9
    • For ALL businesses (including non-profit) with an Employee Identification Number
    • For individuals with a Social Security Number
    • For individuals that are a resident alien of the U.S. with an Individual Taxpayer Identification Number
  • W-8BEN
    • For ALL businesses (including non-profit) without an Employee Identification Number
    • For individuals that don’t have a Social Security Number or an Individual Taxpayer Identification Number (i.e. not a U.S. citizen)

How do I get a W-9?

  • If the vendor is an individual, you can send him/her a blank copy to fill out for you.
  • If the vendor is a business, your contact should be able to get one from his/her Accounting Department.  Most Accounting Departments are very familiar with the form and already have one filled out that they can email/fax you.
  • If you have any trouble obtaining a W-9, please contact the Buyer in Procurement who is processing your Requisition.

All W-9s and W-8BENs must have a signature.

All W-9s must have EITHER a Social Security Number OR an Employee Identification Number but NOT BOTH or it will be returned.

If you have any questions about W-9s and W-8BENs, please contact Accounts Payable by email acctspay@liberty.edu or by phone (434) 592-3166.