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W-9 and Tax ID Help Topics (USA)

  • Updated

Note: this article is for sellers based in the United States of America Only.

Quick Reference

If you're completing tax information through our payment portal and have questions about the W-9 or TIN (Taxpayer Identification Number) validation process, you're in the right place.

Below is a list of common questions with links to detailed articles. Each article provides step-by-step guidance to help you complete your form correctly and ensure timely payment and no delays.

If you are a U.S. individual or business — or a non-U.S. business with U.S. tax obligations — you are required to have a TIN. The most common types include:

  • SSN (Social Security Number) – for individuals
  • EIN (Employer Identification Number) – for businesses
  • ITIN (Individual Taxpayer Identification Number)

Please note it can take several weeks to obtain a TIN from the IRS.

How do I make sure my W-9 passes TIN validation?

To pass TIN (Taxpayer Identification Number) validation, the information on your W-9 must exactly match IRS records. That includes:

  • The legal name entered in Line 1 of the W-9 (either your full individual name or your registered business name)
  • Your SSN (if you are an individual) or EIN (if you are a business)

Any mismatch between the name and TIN may cause validation to fail.

Referencing your SS-4 form from IRS will be helpful with entry as well. 

I file taxes as an individual. How should I complete my W-9?

  • Under your contact details, set your payee type to Individual
  • In the "Name" field, enter your full legal name exactly as it appears on your IRS tax return
    • Do not use abbreviations, special characters, or nicknames
  • Leave Box 2 on the W-9 form empty
  • Enter your SSN
  • The name in the signature field should match the name in the contact information section

I file taxes as a business. How should I complete my W-9?

If you file taxes as a company:

  • Under your contact details, set your payee type to Company
  • In the "Name" field, enter your business’s full legal name as registered with the IRS
    • Do not use your personal name
    • Do not use abbreviations, special characters, and ensure there’s no typos or mistakes
  • Leave Box 2 on the W-9 form empty
  • Enter your EIN
  • Complete the tax form signature field

How does my Tax Identification Number get validated?

Tipalti uses the IRS’s TIN matching tool to validate your information. The validation process:

  • Compares the name and TIN on your W-9 with IRS records
  • Strips special characters from your name before submitting to the IRS (the IRS does not accept them)
  • Marks you as “payable” if validation is successful

If the name and TIN do not match IRS records, validation will fail and payments will be held.

What should I do if TIN validation fails?

If your W-9 fails validation:

  1. Confirm that the entity listed on Line 1 matches the TIN you entered:
    • If you listed a personal name, ensure the SSN is correct
    • If you listed a business name, ensure the EIN is correct
  2. Check for typos or formatting issues in your name or TIN
  3. If your EIN was issued recently, it may not be in the IRS system yet. Wait 2–3 weeks, then try again.
  4. If the issue persists, notify your payer and provide a copy of the IRS letter confirming your EIN. Your payer can contact Tipalti to assist with validation.

Tipalti attempts TIN validation daily. If the IRS validation system is unavailable or delayed, your payer will be notified.

Further Support

If you have further questions or are encountering issues not addressed in this article, our Seller Support Team is available to support you: Click here to Live Chat with Support

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