W9 Request Form (to issue a 1099)

W-9 Requirement for Paying Individuals and Companies

Any time an individual—or in many cases, a company—needs to be paid for services performed for your church, and there is any chance they will receive more than $600 in a calendar year, a W-9 must be on file. This ensures we can issue a 1099 when required. Additionally, since 1099s are delivered digitally, we also need the vendor’s email address.

Who Needs a W-9?

• Individuals – A W-9 is always required before payment.
• Companies – Some companies also require a 1099. When adding a new vendor, always ask if they will need one at the end of the year. If so, submit a W-9 form request.

Submitting a W-9 Request

Click the link below to submit a W-9 form request. As soon as you submit, the person/company will receive a DocuSign request to complete the W-9. Please let them know in advance so they aren’t caught off guard.

Once the W-9 is on file, unless you have set them up for recurring payments, a check request must be submitted through your church’s support form to issue payment.

If you do not have access to your support form, please contact your church’s primary myXP representative, as we cannot provide the link directly to anyone they have not already shared it with.

Important Notes

• W-9s only need to be submitted once—contractors just need to update their contact and direct deposit info as needed.
• If a required W-9 is not received by year-end, the church is responsible for manually submitting 1099 information to the IRS.
• This form must be submitted by someone from the church. We cannot process a W-9 if it is submitted directly by the contractor.
• During the W-9 process, vendors will be encouraged to set up direct deposit. Please strongly encourage all contractors to choose this option to prevent payment delays or lost checks.

W9 Request

As we are required to have a W-9 on file, the DocuSign request will continue to remind the recipient for six months until it is completed. If a W-9 was requested in error or is no longer needed, please inform the recipient that they should void the request on their end.