Verification Process & Document Uploads
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      Resolving Invalid Tax Information

      When completing your PaymentWorks vendor registration, your tax information is validated against the IRS database. If there’s an issue, an INVALID status will appear in your Company Profile. Here’s how to resolve it.

      What Does an INVALID Status Mean?

      The INVALID status appears in the EIN or SSN validation field within the Business Details tab of your Company Profile when the IRS database does not recognize the combination of:

      • Your Legal Name (as entered on Line 1 of your W-9).
      • Your Tax Identification Number (TIN) (either EIN or SSN).
      • Your Tax Classification (e.g., individual, corporation, partnership).

      You will also receive an email notification if your tax information fails IRS validation.

      Steps to Resolve an INVALID Tax ID Status

      1. Verify Your Legal Name and TIN

        • Check the Legal Name and TIN you provided against the information on your W-9 form.
        • Ensure the Legal Name is entered exactly as it appears on official documentation, such as:
          • IRS SS-4 Form (Application for Employer Identification Number).
          • IRS CP575 Notice (EIN Confirmation Letter).
          • Social Security Card (for individual SSNs).
        • Any discrepancies, such as abbreviations, punctuation, or spacing, can cause the validation to fail.
        • If you are a sole proprietor, this is typically your full personal name.

      2. Update Your Information

        • Log in to your PaymentWorks account and navigate to your Returned Customer Registration Form.
        • Click on the Tax Information tab.
        • Make any necessary corrections to the Legal Name and TIN fields.
        • Please look over your form carefully to make sure all information is accurate.
        • Once complete, click Submit at the bottom of the Additional Information tab.

      3. Revalidate with the IRS

        • After updating your information, PaymentWorks will automatically run a new IRS validation.
        • You can check the updated IRS validation status by clicking My Payee Profile on the left-hand navigation menu > then view your Legal Entity Information.

      Why IRS Validation Matters

      Your IRS validation status must be VALID before your registration can move forward. If your status is INVALID, the PaymentWorks system will automatically return the registration form to you to resolve the issue—your customer will not be able to review your form until this is corrected.

      To avoid delays, make sure your Legal Name and Taxpayer Identification Number (TIN) match exactly with IRS records.

      Need Additional Help?

      If you continue to see the INVALID status after verifying and updating your information, consult your tax advisor or contact the IRS for further assistance. For EIN-related inquiries, the IRS Business & Specialty Tax Line can be reached at 800-829-4933.