W-9 Form Instructions

When is a W-9 required?
W-9 forms are required for all new landlords receiving housing assistance payments and tenants that are eligible for utility assistance.  Existing landlords and/ or tenants must fill out a new W-9 if he or she has a change in address or last name.  The W-9 form must be completed in accordance with federal guidelines.   The following tips will assist the client as he or she fills out the W-9 form.

Why is a W-9 important?
A W-9, which is a federal document, is required to obtain a Fairfax County vendor number.  A  Fairfax County vendor number is required to process any and all payments to landlords and tenants.  The information on the W-9 form must match federal social security numbers for tax reporting purposes.

What do I do with the completed form?
Once the form is completed, please return the original to your Housing Service Specialist via mail or with your signed contract.  Clear and legible fax copies of W-9 forms will also be accepted.

Tips for Filling out the Form W-9

1. Use a blue or black pen to fill out the form.
   
   
2. Clearly write your name on the appropriate line.  If the payee is an individual, write your name as it appears on your social security card. Place only one social security number for Individuals in the space marked “Social Security Number”.
   
   If the payee is a Business, write the full name of the Business as it appears on the company’s tax documents.   Place only one Employer Identification Number for a Business in the space marked “Employer Identification Number”. 
   Use a “print” style to write your information instead of using cursive so that letters and numbers will be clearly legible.  Obtaining a vendor number, which is required to process payment, will be delayed if the information is not legible.
    
3. If you make a mistake, you can not cross out the information and continue writing.  You must start over on a new form.  Any form that contains “white out” or crossed-out information will not be processed.  The vendor will have to fill out a new form. THIS WILL DELAY THE PROCESSING OF PAYMENTS as Finance will have to wait for the new W-9 to obtain a vendor number or make changes.
   
   
4. The original W-9 form must be signed and dated by the person filling out the form.  The name on the signature line MUST match the name on the address line.  If these names do not match, the form will not be processed and will be returned to the Housing Service Specialist.