Expiration of forms W-9 and W-8BEN

Tax compliance manager Jose Carus sent an email memo on August 26th, detailing the university’s compliance policy on W-9 and W-8BEN forms.  Below is his partial email:

  • W-9 forms will remain valid unless a change in circumstances makes any new information on the form incorrect, for example, a change in name or a change in type of entity.  Please note that a change in address does not require a new W-9.
  • W-8BEN forms (for nonresident aliens) will remain valid only for the calendar year in which they are signed.  Therefore, if a payment request is submitted in 2010 with a W-8BEN signed in 2009, this would not be accepted, and a new W-8BEN would need to be obtained.

For forms that are not valid based on the criteria above, campus Business Services will put your payment request on hold and inform you that you need to get a valid W-9 or W-8BEN before the payment is released for processing.