Upload a W-9

Article author
Laura Florence
  • Created

What you need to know

US companies are required to upload an IRS W-9 Tax form to complete their company profile in graphiteConnect.

Access to Tax information (such as W-9 or SSN) is Restricted. Only users with Tax permission can view or edit tax fields. If you need to update a user's permissions please see Adding New Users for instructions.

**If you already uploaded a W-9 and need to upload a new one, you will need to delete it before you can upload the new W-9. Please see the instructions at the end of this article on how to delete an existing W-9.

 

1. Verify the W-9 is IRS-approved

Make sure that you have an IRS-approved version of your W-9. The IRS requires Revision Oct 2018 or later.

Get the latest IRS approved form

 

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2. Unlock the W-9 field by two-factor authentication

Users with tax permission will use two-factor authentication to confirm their identity for access to the restricted field. Two-factor authentication is completed by sending a temporary identification code by email or text message. 

Users with the Tax permission will see an “unlock field” link on the EIN/SSN and W-9 fields.

Click on the link to select whether you would like the authentication code sent by email or text.

 

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3.  Select the W-9 file to upload

Once you authenticate, put the field into edit mode by double-clicking on the field. Once in edit mode, you will be prompted to add a file, either by dragging a file or browsing your computer to upload a file. 

After the file has uploaded, simply click ‘Save’ and you are all set.

 

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How to Delete a W-9 and Upload a New One

If you already uploaded a W-9 and need to upload a new one, you will need to delete the existing one before you can upload the new copy. These are the steps for deleting a W-9 file in order to upload a new W-9.

 

1. Unlock the Restricted W-9 field with two-factor authentication

Users with the Tax permission will see an “unlock field” link on the EIN and W-9 fields.

When you click on that link, select whether you would like the authentication code sent by email or text.

 

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2. Click on the 3 dots to the right of the W-9 and select "Edit"

 

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3. Delete the existing file by clicking on the trash bin icon

 

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The previous W-9 file is now deleted.

 

4. Drag your new file or click browse to upload a new W-9

 

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