When our county hires and interpreter we currently don’t ask
for their SSN unless we are going to send them a 1099 because they have met
those requirements. However, when you put a vendor in IFS you need the SSN for
the individual. So we do a lot of back tracking to get the needed information
from the interpreters so we can pay them. Are counties having interpreter’s
fill out a W9 when they become an interpreter for your county, just as general
practice no matter if you use them one time or several times ongoing? Then if
you do, do you keep a file on each interpreter? Seems like a lot of paperwork,
interpreters come and go so quickly, but a lot of them do go over the 1099
threshold, and if they do, is a W9 required?
Thanks,
Steph
Stephani Diekmann
Fiscal Supervisor
Nobles County Community Services Agency
507-295-5222
13 comments:
Winona Co requires a W-9 for every vendor we set up.
We request a W-9 when we contract with any vendor whether it be an interpreter, translator, or lawn mower. This is done before the service is provided, or before any payment is issued. That way we don't have to track someone down to get a W-9 from them later. I keep a binder of all our W-9s on file in my office seperate from any contract files for easy reference. If you are filing a 1099 on any vendor, you must have a W-9 in your possession.
At Benton we collect a W-9 at the time we set up a new vendor. All W-9's are kept in a binder.
At Washington County we require a W-9 for any vendor that we pay.
Sibley County does a W-9 for all vendors that are set up.
Carlton County.
We get a W-9 for all new vendors and put in a file.
It has help avoid the SSN scramble in Jan for the 1099 process.
At Stearns a W-9 is required for all vendors.
Nicollet County requires W-9 when vendor is being set up. We will hold payments until we receive in our office. We scan our W-9 into our document imaging system.
Wadena requires a W9 for vendor, prior to issuing a payment, regardless of the type of payment. We do not require clients to complete a W9, they are the only exception to the policy.
At St. Louis, the Auditor's office requests W-9s from all vendors.
We are having someone from the IRS come to our 2018 AMSSA Conference to answer questions about W-9's and 1099's
At Wright County we request a W9 for each vendor before we set it up in IFS.
In Rice County, the same day a new vendor is entered, we send out a W9. This practice is for all new vendors that are not clients.
The return of the form is tracked on outlook under tasks. It is pended for two weeks. We try to not send payment until the form is received. Most of the time we are successful at this.
Lisa Stadler
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