Graphite IRS W-9 Validation Process

The W9 is a document used in the United States for tax purposes.

Graphite Connect’s validation process of W-9 forms is multi-layered.

A third party is used to verify the Legal Company Name is a match for the TIN.
Graphite leverages OCR technology to validate that the information on the document corresponds to the information entered in Graphite Connect.
When information cannot be verified automatically, Graphite reviews the document manually.

The following process details the verification of the form to meet the IRS requirements and ensure the information accuracy:

W9’s version. The version of the W9 must be the March 2024 rev. or later.
Legal company name. The company's legal name or the individual’s name must be entered on line one depending on the tax classification (see W9’s IRS instructions for further details). The legal name on line one has to match the legal name entered on the profile in Graphite Connect.
DBA. The business name/disregarded entity name, if different from the one on line one, can be entered on line two. If the W9 shows a DBA, it has to be entered on the profile.
Tax classification. The W9 can only have one checkbox selected as per the IRS instructions, and the LLC type must be indicated if the Limited Liability Company checkbox is checked.
Address. A valid (standard format) address must be entered. This address can be a PO box.
Tax Identification Number. Only one Tax ID can be entered, preferably the EIN if available. The SSN can only be used when the tax classification is “individual/sole proprietor or single-member LLC”. The Tax ID will be reviewed against the IRS records with a third-party verification tool to verify accuracy and, when available, that the Tax ID matches with the legal name.
Signature and signing date. The W9 has to be signed and dated. Digital signatures are valid.

Suppliers registered in the United States that meet the following criteria are flagged as 1099 Eligible in the respective ERP Connection Data topic.