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).
      • Your Country of Citizenship (U.S. vs Non-U.S.)

      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.

      2. Update Your Information

        • Log in to your PaymentWorks account and navigate to your Company Profile.
        • Make any necessary corrections to the Legal Name and TIN fields.
        • If you are a Canadian citizen, ensure your Country of Origin is selected as "Canada" and in the TIN Type, select Non-US Tax ID to enter your SIN (Social Insurance Number)
        • Save your changes.

      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 in the Business Details section of your Company Profile.

      Why IRS Validation Matters

      Most customers require your IRS validation status to be VALID before approving your registration. Ensuring your Legal Name and TIN match exactly with IRS records is critical to avoid delays in completing your registration.

      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.