W9 Request Form (to issue a 1099)
W-9 Requirement for Paying Contractors
Before your church pays any individual or company for services, a W-9 must be on file if there's any chance they'll receive $600 or more in a calendar year. This gives us what we need to issue a 1099 at year-end.
Who needs a W-9?
- Individuals — always required before payment
- Companies — not always, but ask. If they expect to receive a 1099 at year-end, you'll need one on file.
When in doubt, request one. It's easier to have it and not need it than to chase it down in December.
How it works
1. You submit the request.
Use the link below to enter the contractor's name, email, and a few details about the services and payment. That's all you do.
2. They receive an email.
The contractor gets a link to complete their W-9 directly — no account needed, no app to download. Give them a heads-up so they know to expect it.
3. They fill it out and sign.
The form walks them through their tax information and gives them the option to set up direct deposit at the same time. Strongly encourage this — it prevents delays and lost checks.
4. It's handled from there.
Once submitted, our team receives everything needed to process payment and keep their file current.
Recurring vs. one-time payments
If this contractor will be paid on a regular schedule, note that in your request. We'll set them up accordingly so payments can go out without a check request each time.
For one-time or irregular payments, a check request through your church's support form is still required each time.
A few things to keep in mind
- A W-9 only needs to be submitted once. Contractors just need to let us know if their contact or banking information changes.
- This request must come from someone at the church — contractors cannot submit their own W-9 through this system.
- If a W-9 is not on file by year-end and one was required, the church is responsible for manually filing the 1099 information with the IRS.
- The contractor will receive reminders until the form is completed. If a request was sent in error, let us know and we'll cancel it.