Blank Gao W 9 Arizona PDF Form

Blank Gao W 9 Arizona PDF Form

The GAO W-9 Arizona form is a substitute for the standard W-9, used to request a taxpayer identification number and certification from individuals or entities doing business with the State of Arizona. This form ensures that the state can accurately report income and avoid backup withholding as required by the IRS. If you need to complete this form, please fill it out by clicking the button below.

The GAO W-9 form for Arizona is a crucial document for individuals and entities engaging in business with the State of Arizona. This form serves as a substitute for the standard W-9 and is specifically tailored to meet state requirements. It is essential for collecting the Taxpayer Identification Number (TIN) from vendors and payees, ensuring accurate reporting of income paid to them. The form includes sections where users can indicate the type of request, such as a new application or a change of address, and must select their entity type, which can range from individual sole proprietors to corporations. Additionally, it allows for the identification of minority business status, which is important for state contracting opportunities. The form also requests contact information and addresses for correspondence and payments, making it easier for the state to manage its vendor relationships. To avoid backup withholding, which could impact payment amounts, accurate completion and submission of this form is necessary. Lastly, the certification section requires the signer to affirm the correctness of the provided information, reinforcing the importance of accuracy in tax reporting.

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State of Arizona Substitute W-9: Request for Taxpayer Identification Number and Certification

Submit completed form to the State of Arizona Agency with whom you are doing business with for review and authorization.

Type of Request (Must select at least ONE)

 

 

New Location

Change - Select the

 

 

Tax ID

 

Legal Name

 

Entity Type

 

 

Minority Business Indicator

New Request

 

(Additional Address

type(s) of change from

 

Main Address

 

 

Remittance Address

 

 

Contact Information

 

 

 

 

 

 

 

ID)

the following:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Taxpayer Identification Number (TIN) (Provide ONE Only)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIN

 

 

 

OR

SSN

 

 

 

 

 

-

 

 

 

-

 

 

 

 

 

 

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Entity Name (As it appears on IRS EIN records, IRS Letter CP575, IRS Letter 147C or Social Security Administration Records, Social Security Card. If Individual, Sole Proprietor, Single Member LLC, enter First, Middle, Last Name.)

Legal Name

DBA Name

Entity Type (Must select ONE of the following)

 

Individual/Sole Proprietor or Single-Member LLC

The US or any of its political subdivisions or instrumentalities

 

 

 

 

 

Corporation

A state, a possession of the US, or any of their political subdivisions or

 

 

instrumentalities

 

 

Partnership

 

 

 

Other: Tax Reportable Entity

 

 

Limited Liability Company (LLC) including Corporations &

Description

 

 

 

 

Partnerships

Other: Tax Exempt Entity

 

 

Minority Business Indicator (Must select ONE of the following)

5

Small Business

Small Business- African American

Small Business- Asian

Small Business - Hispanic

Small Business- Native American

Small Business- Other Minority

Small, Woman Owned Business

Small, Woman Owned Business- African American

Small, Woman Owned Business- Asian

Small, Woman Owned Business- Hispanic

Small, Woman Owned Business- Native American

Small, Woman Owned Business- Other Minority

Woman Owned Business

Woman Owned Business- African American

Woman Owned Business- Asian

Woman Owned Business- Hispanic

Woman Owned Business- Native American

Woman Owned Business- Other Minority

Minority Owned Business- African American

Minority Owned Business- Asian

Minority Owned Business- Hispanic

Minority Owned Business- Native American

Minority Owned Business- Other Minority

Non-Profit, IRC §501(c)

Non-Small, Non-Minority or Non-Woman Owned Business

Individual, Non-Business

6

7

8

9

10

 

Veteran Owned Business

 

 

 

YES

 

 

NO

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Entity Address

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Main Address (Where tax information and general correspondence is to be mailed)

Remittance Address (Where payment is to be mailed)

 

Same as Main

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Address Line 1

 

 

 

 

 

 

 

 

Address Line 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Address Line 2

 

 

 

 

 

 

 

 

Address Line 2

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

City

 

State

 

 

Zip code

 

City

State

 

Zip code

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Vendor Contact Information

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name

 

 

 

 

 

 

 

 

 

Title

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Phone

Ext.

 

 

Fax

 

Email

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Exemption from Backup Withholding and FATCA Reporting: Complete this section if it is applicable to you. See instructions for more details

Exemption Code for Backup Withholding

 

Exemption Code for FATCA Reporting

 

 

 

Certification

Under penalties of perjury, I certify that:

1.The number shown on this form is my correct Taxpayer Identification Number, and

2.I am not subject to Backup Withholding because: (a) I am exempt from Backup Withholding, or (b) I have not been notified by the IRS that I am subject to Backup Withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to Backup Withholding, and

3.I am a US citizen or other US person, and

4.The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

The Internal Revenue Service does not require your consent to any provision of this document other than the certifications required to avoid backup withholding.

Certification instructions: You must cross out item 2 above 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. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

Signature

Print Name

Date

 

 

 

GAO-W-9 (10/2019)

The State of Arizona Substitute W-9 Form Instructions

The State of Arizona (State), like all organizations that file an information return with the IRS, must obtain your correct Taxpayer Identification Number (TIN) to report income paid to you or your organization. The State uses the Substitute W-9 Form to obtain certification of your TIN in order to ensure accuracy of information contained in its payee/vendor system and to avoid Backup Withholding as mandated by the IRS. According to IRS regulations, the State must withhold 28% of all payments if a vendor/payee fails to provide the State its certified TIN. The Substitute Form W-9 certifies a vendor/payee's TIN. Any vendor/payee who wishes to do business with the State must complete the Substitute W-9 Form.

Part 1 - Type of Request: Select only one.

Part 2 - Taxpayer Identification Number (TIN): Enter your nine-digit TIN. The TIN is either your nine-digit Social Security Number (SSN) assigned by the Social Security Administration (SSA) or Employer Identification Number (EIN) assigned by the Internal Revenue Service (IRS).

Part 3 - Entity Name: Enter the legal name as it appears on IRS EIN records, IRS Letter CP575, IRS Letter 147C or Social Security Administration Records, Social Security Card. If Individual, Sole Proprietor, Single Member LLC, enter First, Middle, Last Name. Enter your DBA in the designated line if applicable.

Part 4 - Entity Type: Select only one for TIN given.

Part 5 - Minority Business Indicator: Select only one for TIN given.

Part 6 - Veteran Owned Business: Select only one for TIN given.

Part 7 - Entity Address: List the locations for tax reporting purposes and where payments should be mailed.

Part 8 - Entity Contact Information: List the contact information.

Part 9 - Backup Withholding and FATCA Exemptions: If you are exempt from Backup Withholding and/or FATCA reporting, enter in the Exemptions box, any code(s) that may apply to you.

Backup Withholding Exemption Codes: Generally, Individuals (including Sole Proprietors) are not exempt from Backup Withholding. Additionally, Corporations are not exempt from Backup Withholding when supplying legal or medical services. If you do not fall under the categories below, leave this field blank. The following codes identify payees that are exempt from Backup Withholding:

Code 1: An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b) (7) if the account satisfies the requirements of section 401(f) (2)

Code 2: The United States or any of its agencies or instrumentalities

Code 3: A state, the District of Columbia, a possession of the United States, or any of their political subdivisions or Instrumentalities

Code 4: A foreign government or any of its political subdivisions, agencies, or instrumentalities

Code 5: A corporation

Code 6: A dealer in securities or commodities required to register in the United States, the District of Columbia, or a possession of the United States Code 7: A futures commission merchant registered with the Commodity Futures Trading Commission

Code 8: A real estate investment trust

Code 9: An entity registered at all times during the tax year under the Investment Company Act of 1940

Code 10: A common trust fund operated by a bank under section 584(a)

Code 11: A financial institution

Code 12: A middleman known in the investment community as a nominee or custodian

Code 13: A trust exempt from tax under section 664 or described in section 4947

FATCA Exemption Codes: The following codes identify payees that are exempt from reporting under FATCA. These codes apply to persons submitting this form for accounts maintained outside of the United States by certain foreign financial institutions. If you are only submitting this form for an account you hold in the United States, leave this field blank. The following codes identify payees that are exempt from FATCA Reporting:

Code A: An organization exempt from tax under section 501(a) or any individual retirement plan as defined in section 7701(a) (37)

Code B: The United States or any of its agencies or instrumentalities

Code C: A state, the District of Columbia, a possession of the United States, or any of their political subdivisions or instrumentalities

Code D: A corporation the stock of which is regularly traded on one or more established securities markets, as described in Reg. section 1.1472-1(c)(1)(i)

Code E: A corporation that is a member of the same expanded affiliated group as a corporation described in Reg. section 1.1472-1(c) (1) (i)

Code F: A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state

Code G: A real estate investment trust

Code H: A regulated investment company as defined in section 851 or an entity registered at all times during the tax year under the Investment Company Act of 1940

Code I: A common trust fund as defined in section 584(a)

Code J: A bank as defined in section 581 Code K: A broker

Code L: A trust exempt from tax under section 664 or described in section 4947(a) (1)

Code M: A tax-exempt trust under a section 403(b) plan or section 457(g) plan

Part 10 - Certification: Please sign, date and provide preparer's name in appropriate space.

GAO-W-9 (10/2019)

Get Gao W 9 Arizona

File Specifics

Fact Name Details
Form Purpose The Gao W 9 Arizona form is used to request a taxpayer identification number (TIN) and certification for individuals or entities doing business with the State of Arizona.
Submission Requirement Completed forms must be submitted to the specific State of Arizona agency with which the individual or entity is conducting business.
Entity Types Applicants must select an entity type from options including Individual, Corporation, Partnership, or Limited Liability Company (LLC).
Minority Business Indicator Applicants are required to indicate if they qualify as a minority business, with several categories available for selection.
Backup Withholding Failure to provide a certified TIN may result in the State withholding 28% of all payments as mandated by IRS regulations.
FATCA Reporting The form includes sections for exemptions from FATCA reporting, applicable to certain foreign financial institutions.
Certification Requirement Signatures are required to certify that the information provided is accurate and that the individual or entity is not subject to backup withholding.
Governing Law This form is governed by IRS regulations and Arizona state law regarding tax identification and reporting.
Last Revision Date The current version of the Gao W 9 Arizona form was last revised in October 2019.

How to Use Gao W 9 Arizona

Completing the GAO W-9 Arizona form is an essential step for individuals and businesses wishing to engage in transactions with the State of Arizona. After filling out the form, it must be submitted to the appropriate state agency for review and authorization. Below are the steps to properly complete the form.

  1. Identify the Type of Request: At the top of the form, select at least one option that applies to your situation (e.g., New Request, Location Change).
  2. Enter Your Taxpayer Identification Number (TIN): Provide your nine-digit TIN or Social Security Number (SSN) in the designated field.
  3. Provide Your Entity Name: Enter the legal name as it appears on IRS records. If applicable, include your Doing Business As (DBA) name.
  4. Select Your Entity Type: Choose the entity type that corresponds to your TIN from the provided options.
  5. Indicate Minority Business Status: Select one option that reflects your business's minority status, if applicable.
  6. Veteran Owned Business: Indicate whether your business is veteran-owned by selecting yes or no.
  7. Fill Out Entity Address: Provide your main address and, if different, the remittance address where payments should be sent.
  8. Complete Vendor Contact Information: List your name, title, phone number, fax number, and email address.
  9. Exemptions from Backup Withholding and FATCA Reporting: If applicable, enter any exemption codes that apply to you.
  10. Certification: Sign and date the form, and print your name in the designated area to certify the information provided.

Your Questions, Answered

  1. What is the GAO W-9 Arizona form?

    The GAO W-9 Arizona form, also known as the Substitute W-9, is a document used by the State of Arizona to collect taxpayer identification information from individuals or entities that wish to do business with the state. This form helps ensure accurate reporting of income and compliance with IRS regulations.

  2. Who needs to fill out the GAO W-9 Arizona form?

    Any individual or entity that wants to conduct business with the State of Arizona must complete this form. This includes vendors, contractors, and service providers who will receive payments from the state.

  3. What information is required on the form?

    The form requires several pieces of information, including:

    • Taxpayer Identification Number (TIN) or Social Security Number (SSN)
    • Legal name as it appears on IRS records
    • Entity type (e.g., individual, corporation, partnership)
    • Minority business indicator, if applicable
    • Entity address and contact information

  4. What is the purpose of the minority business indicator?

    The minority business indicator allows the State of Arizona to identify and support minority-owned businesses. Selecting the appropriate category can help ensure that these businesses have access to state contracts and opportunities.

  5. What happens if I do not provide a TIN?

    If you fail to provide a certified TIN, the State of Arizona is required by IRS regulations to withhold 28% of all payments made to you. This withholding is a penalty for not complying with reporting requirements.

  6. Can I be exempt from backup withholding?

    Yes, you may be exempt from backup withholding if you meet certain criteria. You will need to provide the appropriate exemption codes on the form if applicable. Generally, individuals and certain entities may qualify for exemption based on their tax status.

  7. How do I submit the GAO W-9 Arizona form?

    You must submit the completed form to the specific State of Arizona agency with which you are doing business. Each agency may have different submission methods, so it's important to check their requirements.

  8. What should I do if my information changes?

    If your information changes, such as your address or business status, you must complete a new GAO W-9 Arizona form and submit it to the relevant agency. It’s crucial to keep your information up to date to avoid any issues with payments or compliance.

  9. What is the certification section for?

    The certification section requires you to confirm that the information provided is accurate and that you are not subject to backup withholding. Signing this section is essential to validate your TIN and avoid unnecessary tax withholding.

Common mistakes

  1. Incorrect Taxpayer Identification Number (TIN): Many individuals mistakenly enter an incorrect TIN or Social Security Number (SSN). Ensure that the number you provide is accurate and matches IRS records.

  2. Omitting the Legal Name: Some people forget to include their legal name as it appears on official documents. Always use the name that matches IRS records to avoid confusion.

  3. Choosing Multiple Entity Types: Selecting more than one entity type can lead to processing delays. Remember, you must select only one entity type that corresponds with your TIN.

  4. Not Indicating Minority Business Status: Failing to select a minority business indicator when applicable can result in missed opportunities. If you qualify, make sure to check the appropriate box.

  5. Incomplete Address Information: Providing incomplete or incorrect address details can hinder communication. Verify that both your main and remittance addresses are accurate and complete.

  6. Neglecting to Sign the Form: Some forget to sign the certification section. A signature is required to validate the information provided, so don’t skip this step!

  7. Ignoring Backup Withholding Information: Failing to address backup withholding can lead to unexpected tax consequences. If you’ve been notified by the IRS, be sure to cross out the relevant item in the certification.

Documents used along the form

The GAO W-9 Arizona form is an essential document for individuals and entities doing business with the State of Arizona. It serves as a request for taxpayer identification and certification. Alongside this form, several other documents may be required to ensure compliance and proper record-keeping. Below is a list of commonly used forms and documents that may accompany the GAO W-9 Arizona form.

  • IRS Form W-9: This federal form is similar to the GAO W-9 and is used to provide taxpayer identification information to entities required to report payments to the IRS. It is often requested by businesses for independent contractors and freelancers.
  • IRS Form 1099: This form is used to report various types of income other than wages, salaries, and tips. Businesses must issue this form to report payments made to independent contractors or vendors who have provided services during the year.
  • Vendor Registration Form: Some state agencies require vendors to complete a registration form to establish their eligibility for doing business. This document typically collects basic information about the vendor and their services.
  • Certificate of Insurance: Vendors may need to provide proof of insurance coverage to protect against liability. This certificate verifies that the vendor has the necessary insurance policies in place.
  • Business License: A copy of the business license may be required to confirm that the vendor is legally authorized to operate within the state or locality. This document ensures compliance with local regulations.
  • Affidavit of Eligibility: This document may be needed to affirm that the vendor meets specific eligibility criteria, such as being a minority-owned or woman-owned business, which can be relevant for certain contracts.

Each of these documents plays a critical role in the vendor onboarding process and ensures that all parties comply with state and federal regulations. It is advisable to gather all necessary forms to facilitate a smooth business relationship with the State of Arizona.

Similar forms

The IRS Form W-9 is perhaps the most well-known document similar to the Arizona Substitute W-9. Both forms serve the same primary purpose: to collect a taxpayer's identification number (TIN) for reporting income. The W-9 is used nationwide by various entities to request TINs from individuals and businesses, ensuring that the correct tax information is reported to the IRS. Just like the Arizona version, the standard W-9 requires the individual or business to certify that the TIN provided is accurate and that they are not subject to backup withholding. This certification helps prevent tax-related issues for both the payee and the payer.

The 1099 form is another document that closely relates to the Arizona Substitute W-9. While the W-9 collects the TIN, the 1099 form is used to report various types of income other than wages, salaries, and tips. When a business pays an independent contractor or vendor, they typically request a W-9 to obtain the contractor's TIN. Later, they will issue a 1099 form to report the payments made to that contractor during the tax year. Thus, the W-9 and 1099 work together in the income reporting process, ensuring that the IRS receives accurate information about income distributions.

The IRS Form 1040 is also relevant when discussing the Arizona Substitute W-9. The 1040 is the standard individual income tax return form used by U.S. taxpayers to report their annual income. The information collected on the W-9, such as the TIN, is essential for accurately completing the 1040. Taxpayers must report all income received, which may include amounts reported on a 1099. Therefore, the W-9 facilitates the accurate reporting of income on the 1040, ensuring that individuals fulfill their tax obligations correctly.

Lastly, the State of Arizona’s Vendor Registration Form shares similarities with the Arizona Substitute W-9. This form is used by the state to register vendors who wish to do business with Arizona agencies. Like the Substitute W-9, it collects information such as the vendor's TIN and business type. The vendor registration process ensures that the state has the necessary information to issue payments and report income accurately. Both forms aim to streamline the process of doing business with the state while ensuring compliance with tax regulations.

Dos and Don'ts

When filling out the GAO W-9 Arizona form, it's important to follow certain guidelines to ensure accuracy and compliance. Here’s a list of things you should and shouldn't do:

  • Do double-check your Taxpayer Identification Number (TIN) for accuracy before submitting.
  • Do select the correct entity type that applies to your situation.
  • Do ensure that the legal name you provide matches what is on your IRS records.
  • Do provide complete contact information, including phone and email.
  • Don't leave any required fields blank; incomplete forms may delay processing.
  • Don't forget to sign and date the form before submission.

Misconceptions

  • Misconception 1: The GAO W-9 form is only for businesses.

    • This form is not limited to businesses. Individuals, including sole proprietors, can also complete it to provide their Taxpayer Identification Number (TIN).

  • Misconception 2: You can use any format for your TIN.

    • The form specifically requires a nine-digit TIN, which can be either a Social Security Number (SSN) or an Employer Identification Number (EIN). It must be formatted correctly.

  • Misconception 3: Completing the form guarantees payment.

    • While the GAO W-9 is necessary for tax reporting, submitting the form does not ensure that payment will be made. It simply certifies your TIN for reporting purposes.

  • Misconception 4: You can skip sections if they don’t apply to you.

    • All sections must be completed as applicable. Leaving sections blank may lead to processing delays or rejection of the form.

  • Misconception 5: Only certain entities need to fill out the form.

    • Any vendor or payee wishing to do business with the State of Arizona must complete the GAO W-9 form, regardless of their entity type.

  • Misconception 6: The form is only required once.

    • Changes in business status, location, or TIN may require you to submit a new form. Always update the form if your information changes.

  • Misconception 7: There are no penalties for not submitting the form.

    • Failure to provide a certified TIN can result in backup withholding at a rate of 28% on payments made to you.

  • Misconception 8: The form is only for tax-exempt organizations.

    • While tax-exempt organizations do use the form, it is also required for individuals and businesses that are not tax-exempt.

  • Misconception 9: You don’t need to provide a signature.

    • A signature is mandatory to certify the accuracy of the information provided. Without it, the form is incomplete.

Key takeaways

Understanding the GAO W-9 Arizona form is essential for anyone looking to do business with the State of Arizona. Here are key takeaways regarding this important document:

  • Purpose: The GAO W-9 form is a request for Taxpayer Identification Number (TIN) and certification, necessary for reporting income paid to individuals or entities.
  • Submission: Complete the form and submit it to the Arizona agency you are engaging with for review and authorization.
  • Type of Request: Select at least one option indicating whether this is a new request, a location change, or another type of update.
  • Taxpayer Identification Number: Provide either your Social Security Number (SSN) or Employer Identification Number (EIN). Only one TIN should be provided.
  • Entity Name: Enter your legal name as it appears on IRS records. If applicable, include your Doing Business As (DBA) name.
  • Entity Type: Choose the correct entity type from the provided options, such as individual, corporation, or partnership.
  • Minority Business Indicator: Indicate if you qualify as a minority-owned or woman-owned business by selecting the appropriate option.
  • Contact Information: Provide your contact details, including name, title, phone number, and email address for future correspondence.
  • Certification: Sign and date the form, certifying that the information provided is accurate and that you are not subject to backup withholding.

Completing the GAO W-9 form accurately is crucial to avoid potential issues with tax reporting and payments. Ensure that all sections are filled out correctly to facilitate smooth transactions with the State of Arizona.