Vendors
Vendor Tax Documentation Requirements
Heartland Community College requires a new vendor to submit a completed tax form prior to being added to our vendor system and before payment can be issued.
Required Form by Vendor Type
U.S. Individual and organization: IRS Form W-9
Foreign individuals: IRS Form W-8BEN
Foreign entities: IRS Form W-8BEN-E
Form W-9 Requirements
All submitted W-9 forms must meet the following requirements to be accepted. Forms that do not meet these requirements will be rejected, and a new form will be required.
- Must be the most current version of the IRS Form W-9
- Field 1: Legal name of the individual or entity
- Field 2: Business name or disregarded entity name (if applicable and different from Field 1)
- Field 3: Appropriate federal tax classification
- Limited Liability Companies (LLCs) must indicate they are taxed as:
- C Corporation
- S Corporation
- Partnership
- Limited Liability Companies (LLCs) must indicate they are taxed as:
- Fields 5 & 6: Mailing address
- If the remittance address differs from the individual’s or organization’s address listed on the W-9 one of the following will be required:
- A new W-9 reflecting the correct remittance address, or
- An invoice on official letterhead listing the preferred remittance address
- If an invoice on official letterhead is provided, a follow-up confirmation of the remittance address via phone may be required
- If the remittance address differs from the individual’s or organization’s address listed on the W-9 one of the following will be required:
- Part I: Taxpayer Identification Number (TIN)
- Social Security Number (SSN) or Employer Identification Number (EIN)
- Part II: Certification
- Signature and date required
- Signatures must be wet signatures (handwritten) or time-stamped digital signatures
- Forms may also be printed, signed, scanned, and uploaded
Secure Submission Requirement
Do not email tax forms under any circumstances. Tax forms contain sensitive information and must be submitted using our secure ShareFile link.
If you have any questions, please contact the Accounts Payable team at accountspayable@heartland.edu.
Accessibility
Heartland Community College strives to ensure that its services are accessible to people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards. If you encounter any accessibility barriers, please contact us at accountspayable@heartland.edu.