By Roger Chartier

A Substitute W9 Form

The W9 substitute form isn't something that you see very often but it comes up from time to time.

The substituted W9 form is both similar and yet a bit different. They are specific to the agency or company that is asking for it. Often it is created in house to use when neccesary.

At the bottom of the page you can learn how to create your own.

On this page there are links to various styles of substitute W9 forms and you can examine them for the differences.

This can be helpful for you to create one for your government, business or personal use.
In the end the use for the form will remain the same as the government form in that it primarily wants your legal name, tax address, and social security number, ITIN or Federal ID number, etc.

Some questions on the form that differ from the W9 that the IRS issues

Are typically related to the company or government agency that issues the form.

Here Are a few

  1. A quote "University of Oregon - The University of Oregon is processing a payment. To conform to IRS regulations for Form 1099, we must have a Federal Tax Identification Number or Social Security Number in our files for ALL VENDORS and INDIVIDUALS receiving payments from The University of Oregon. (Although the information may be similar to what is typically provided on an IRS W-9 Form, an IRS W-9 Form may not be submitted in lieu of this UO Substitute W-9 Form)".

  2. From the Federal Deposit Insurance Company a quote " Section 6109 of the Internal Revenue Code requires you to give your correct Taxpayer Identification Number (TIN) to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. The IRS will use the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation and to cities, states, and the District of Columbia to carry out their tax laws. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 30% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply."

  3. Fidelity Investments - a quote:
    "If the IRS has notified you that you are currently subject to backup withholding because you failed to report all interest and dividends on your tax return, CROSS OUT this bullet."

  4. The Commonwealth of Massachusetts - a quote: "If you have questions on completing this form, please contact the Office of the State Comptroller. (617) 973-2468. Upon completion of this form, please send it to the Commonwealth of Massachusetts Department you are doing business with."

    You can download these Substitute W9 Forms for your perusal

  1. Cherokee Nation

  2. Derry New Hampshire

  3. Federal Deposit Insurance Company

  4. Fidelity Investments

  5. U.S. House of Representatives

  6. Commonwealth of Massachusetts

  7. New Mexico Department of Finance and Administration Financial Control Division

  8. New York State Office of the State Comptroller

  9. State of Tennessee

  10. Texas Department of Assistive and Rehabilitative Services

  11. University of Oregon

  12. University System of New Hampshire

  13. State of Alaska

Why We Exist

We want you to be more informed.

A lot of folks panic when they are asked to fill out a W9 form.

My first episode with one left me with a feeling of confusion because I did not read the instructions to be sure of what I was doing.

I just had at it without reading anything and it was overwhelming - never again.
Take a little time to read the instructions and it is very simple to deal with.

Now when I fill one out I simply do it in about a minute.
It gets very simple to deal with these and if you do them often enough it is a breeze!