IRS form W-9 Guide

What is the W-9?

Form W-9 is the Request for Taxpayer Identification Number and Certification form from the Internal Revenue Service (IRS). Minnesota Management and Budget (a State of Minnesota agency) uses this information to confirm your identity.

Why do I need to fill out the W-9?

When you receive financial support (grants) from us, the money is considered taxable income and we must report these payments to the IRS. Without a completed W-9, we can’t process a payment for you.

There are two ways to complete the W-9:

• Download or print the Form W-9 (PDF) and email or mail it with your program application (make sure it’s signed!)
• For some programs, we offer a secure, online option using DocuSign. If this is available, the link will be in the online application or on the program information webpage.

How do I fill out the W-9?

Complete each section on page 1 of the PDF version of Form W-9 and return it to us with your application or fill out the same information using the DocuSign PowerSigner W-9 form. For more help and instructions, see pages 2-6 of the W-9.

Contact information

1. Name (REQUIRED)
   • Write your FULL name (the same as you use on your tax return)
2. Business name (okay to leave blank)
   • Complete only if you have a business name, trade name, DBA name or disregarded entity name
3. Federal tax classification (REQUIRED; choose only one)
   • If you’re filling out the form for just you, select “individual/sole proprietor”. Then go to #5.
   • If you are filling out the form for a business or organization with a different tax classification, select the appropriate box. Then go to #4.
4. Exemptions (okay to leave blank)
   • See page 3 of the W-9 instructions to see if this applies.
5. Address (REQUIRED)
   • Write the street address where you get your mail.
6. City, state, and ZIP code (REQUIRED)
   • Write the city, state, and ZIP code that go with your mailing address.
7. Account number(s) (okay to leave blank)

Part I – Taxpayer Identification Number (TIN)

• REQUIRED
  • If are applying just for yourself, write in your Social Security Number. Leave the Employer Identification Number blank.
  • If you are a resident alien and cannot get a Social Security Number, use your Individual Taxpayer Identification Number (ITIN). Enter it in the Social Security Number box.
  • If you are applying as a business and you have an Employer Identification Number (EIN), fill in that number and leave the Social Security Number box blank.

Part II – Certification

• REQUIRED. This is a legal document stating that you are providing true and correct information.
  • Read carefully, then SIGN and DATE.

What happens next?

We use this information to set up (or confirm) your account in the State of Minnesota system so we can send you a payment.

If you are paid $600 or more in a year, the State of Minnesota will send you a 1099 tax form the following January. The 1099 says how much money you were paid. Whether or not you receive a 1099, you must count these payments as income when you do your taxes.