![]() More information on the Vendor Maintenance process can be obtained by visiting the AP website at. The completed/signed page 1 of the form should be faxed to Vendor Maintenance at (212) 851- 7904. If the form is not signed or the payee name, address or SSN/EIN does not match the new vendor request and/or the system, the request will not be processed. Columbia University employees and departments are expected to review the completed / signed form to ensure that the payee name, address and SSN / EIN match the vendor request and / or system and the form is otherwise complete prior to submitting to Vendor Maintenance. The information on page 1 must be completed and signed by the vendor. Detailed instructions for the requester of the W-9 form can found on the IRS website at. The W-9 form can be downloaded from the IRS website at. Employees of the University including students receiving expense reimbursement.Administrative staff with Accounts Payable responsibilityĪ W-9 form is not required for the following:.Junior Officers and Non-Officers with financial responsibility and oversight.Divisional Administrators with financial responsibility and oversight.Chairs of Departments, Directors of Institutes and Centers.based entities doing business with Columbia University. based individual/sole proprietor, corporation, partnership, LLC, or other entity specified by the IRS. The University must also electronically transmit a file to the IRS with accurate data pertaining to those vendors including Name, Address, Tax Identification Number and Gross Income.Īll Columbia University employees and departments that seek to acquire goods and or services from a U.S. On an annual basis, the University must issue 1099M tax statements to all eligible vendors regarding the income they received from Columbia. ![]() This policy primarily responds to the regulations of the IRS, which governs the taxation and reporting responsibilities of U.S. PRIMARY POLICY TO WHICH THIS POLICY RESPONDS This helps the University to avoid making inappropriate payments to fraudulent entities. Having a signed W-9 on file is considered evidence that the payee is a valid individual or business. Having a signed W-9 on file allows the University to report the correct combination of Tax Identification Number (TIN) and name, thus avoiding IRS penalties. Certain types of payments made to vendors must be reported to the IRS. IRS reporting requirements are facilitated.This policy helps the University with its compliance with IRS regulations concerning the issuance and accuracy of annual tax statements to vendors.
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