The Gao W 9 Arizona form serves as a Substitute W-9 for individuals and entities doing business with the State of Arizona. This form is essential for providing your Taxpayer Identification Number (TIN) and certifying that the information is accurate to avoid backup withholding. For anyone looking to engage in business with the state, filling out this form is a necessary step.
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The GAO W-9 Arizona form serves as a crucial document for individuals and entities engaging in business with the State of Arizona. This form is essentially a request for a Taxpayer Identification Number (TIN) and certification, ensuring that the state has accurate information for tax reporting purposes. When completing the form, users must select the type of request they are making, whether it be for a new location or a change in their existing information. The form requires the submission of a TIN, which can be a Social Security Number (SSN) or an Employer Identification Number (EIN), alongside the legal name of the entity as recognized by the IRS. Additionally, applicants must specify their entity type, which can range from individuals to corporations or partnerships. The form also includes a section to indicate minority business status and whether the entity is veteran-owned. Accurate completion of the GAO W-9 is essential, as failure to provide a certified TIN may result in backup withholding on payments made by the state. Finally, the form requires a certification under penalties of perjury, affirming the correctness of the provided information and compliance with IRS regulations.
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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.)
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
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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 2
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.
Filling out the GAO W-9 Arizona form is straightforward. This form is essential for providing your taxpayer identification information to the state. Once completed, submit it to the Arizona agency you are working with. They will review and authorize it, allowing you to move forward with your business dealings.
What is the purpose of the GAO W-9 Arizona form?
The GAO W-9 Arizona form is used to request your Taxpayer Identification Number (TIN) and certification for tax purposes. The State of Arizona requires this form to ensure accurate reporting of income paid to individuals or businesses. Completing the form helps avoid backup withholding, which can result in a 28% deduction from payments if the TIN is not provided.
Who needs to fill out the GAO W-9 Arizona form?
Any vendor or payee wishing to do business with the State of Arizona must complete the GAO W-9 form. This includes individuals, sole proprietors, corporations, partnerships, and other entities. It is essential for ensuring that the State has the correct tax information on file.
What information is required on the GAO W-9 Arizona form?
The form requires several key pieces of information. You must provide your TIN, which can be either a Social Security Number (SSN) or an Employer Identification Number (EIN). You will also need to enter your legal name, entity type, and address. Additionally, you must indicate if you qualify as a minority or veteran-owned business, if applicable. Finally, you must certify that the information provided is accurate and that you are not subject to backup withholding.
What happens if I do not submit the GAO W-9 Arizona form?
If you fail to submit the GAO W-9 Arizona form, the State will be required to withhold 28% of all payments made to you. This withholding is mandated by the IRS for individuals or entities that do not provide their certified TIN. Submitting the form is crucial to avoid unnecessary deductions from your payments.
Filling out the GAO W-9 Arizona form can seem straightforward, but many people make common mistakes that can lead to delays or complications. Understanding these pitfalls can help ensure that your submission is accurate and complete.
One frequent mistake occurs in the Taxpayer Identification Number (TIN) section. Individuals sometimes confuse their Social Security Number (SSN) with their Employer Identification Number (EIN). It's crucial to provide the correct nine-digit TIN, as using the wrong number can result in processing issues and potential backup withholding. Always double-check that the number you enter matches the documentation provided by the IRS or Social Security Administration.
Another common error involves the Entity Name field. People often fail to write their legal name as it appears on official IRS documents. For individuals, this means including your first, middle, and last name. If you're operating under a "Doing Business As" (DBA) name, make sure to include it in the designated area. Neglecting this detail can lead to mismatches in records, causing unnecessary complications.
When selecting the Entity Type, some individuals mistakenly choose more than one option. The form requires you to select only one type that corresponds to your TIN. This mistake can confuse the processing agency and delay your application. It’s essential to carefully read the instructions and make the appropriate selection based on your business structure.
Additionally, many people overlook the Minority Business Indicator section. It’s important to select only one option that accurately represents your business status. Failing to do so can misrepresent your business and affect eligibility for certain programs or contracts. Take the time to review the options and choose the one that fits best.
Lastly, individuals often forget to sign and date the certification section. This step is crucial, as the form requires your signature to validate the information provided. Without it, your submission may be considered incomplete, leading to further delays in processing. Always remember to check that you have signed and dated the form before submitting it.
By being aware of these common mistakes, you can fill out the GAO W-9 Arizona form more effectively. Taking the time to review each section carefully will help ensure that your submission is accurate and complete, allowing you to focus on your business rather than paperwork issues.
When completing the GAO W-9 Arizona form, several other documents may also be required to ensure compliance with state and federal regulations. Each of these forms serves a specific purpose and can facilitate a smoother process in your dealings with the State of Arizona.
Understanding these accompanying documents can help you navigate the administrative requirements effectively. It is advisable to gather all necessary forms to ensure a seamless process in your business transactions with the State of Arizona.
When completing the GAO W-9 Arizona form, it is important to follow specific guidelines to ensure accuracy and compliance. Here are some key points to consider:
By adhering to these guidelines, you can help ensure that your form is processed smoothly and efficiently.
This form is required for both individuals and businesses. If you're a sole proprietor or a single-member LLC, you still need to complete it.
Submit the completed form only to the specific Arizona agency with which you are doing business. This ensures proper processing.
Completing the Gao W-9 is mandatory for vendors. Without it, the state may withhold 28% of your payments due to IRS regulations.
You must provide either your Social Security Number (SSN) or Employer Identification Number (EIN). Using the correct number is crucial for compliance.
The form requires you to select a specific minority business indicator. This helps the state understand the diversity of its vendors.
Submitting incorrect information can lead to penalties, including backup withholding. Always double-check your entries.
Certification is a critical part of the process. By signing, you confirm that your information is accurate and that you’re not subject to backup withholding.
When filling out the GAO W-9 Arizona form, keep these key takeaways in mind: