Verification Process & Document Uploads
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      Should I Upload My W-9 Manually or Use PaymentWorks to Generate It Electronically?

      Overview

      When completing your New Vendor Registration Form, PaymentWorks offers you the option to generate an IRS W-9 Form electronically. This feature streamlines the process, saving time and effort. However, you also have the option to upload a manually completed W-9 form. Below, we explain both methods to help you decide which option works best for you and align with your customer’s preferences.

      Option 1: Generate Your W-9 Electronically (Recommended)

      By default, PaymentWorks will generate an IRS W-9 Form for you during the registration process. Here's how it works:

      • Automated Process: PaymentWorks uses the information you provide in the Tax Information section of the New Vendor Registration Form to fill out and electronically sign the W-9 on your behalf.
      • Consent Required: By selecting this option, you grant PaymentWorks permission to generate the form electronically.

      Advantages:

      • No need to print, complete, sign, scan, and upload the W-9.
      • Faster and more convenient.

      Option 2: Upload a Manually Completed W-9

      If you or your customer prefer, you can opt out of the electronic W-9 generation by selecting “No” in the Generate Electronic W-9 section of the form. This allows you to manually complete and upload your W-9.

      Steps to Upload a Manual W-9:

      1. Select “No” under the Generate Electronic W-9 question.
      2. Prepare your W-9:
        • Complete and sign the form manually.
        • Ensure the information matches the details entered in the Tax Information section of the registration.
      3. Upload your W-9:
        • Click on the Choose File button under the W-9 section.
        • Navigate to the saved W-9 file on your device and select Open to attach it.
        • Confirm the file has been successfully uploaded by checking for the file name displayed next to the Choose File button.

      Important Note: The manually completed W-9 must match the information provided in the Tax Information section to avoid delays in processing.

      Which Option Should You Choose?

      • Follow Your Customer’s Preference: Before making your decision, confirm whether your customer has specific requirements for how the W-9 is submitted.
      • Use Electronic W-9 Generation: Recommended for most users due to its convenience and accuracy.
      • Upload a Manual W-9: Choose this option if your customer or your organization requires a manually completed form.

      If you have further questions or need assistance, please contact your customer for more clarification on their preference.