How to complete Form W-9: Request for Taxpayer Identification Number & Certification in Wrapbook

The following help article provides general instructions on how to complete this form in Wrapbook.  If you have questions about how to complete tax information based on your specific situation, consult with a CPA or other tax professional.

Overview of Form W-9

A W-9 is a tax form used by the IRS to collect information from U.S. contractors and loan-out companies. It serves several important purposes:

• Collects your Taxpayer Identification Number (TIN) - either your Social Security Number (SSN) for individuals or Employer Identification Number (EIN) for loan-out companies

• Verifies your tax classification - particularly important for loan-out companies, which must be either S Corporations or C Corporations when working with Wrapbook

• Provides certification that:

  • Your TIN is correct

  • You're not subject to backup withholding

  • You are a U.S. person

The information you provide on your W-9 must exactly match your tax records to ensure accurate tax reporting.

Who needs to complete Form W-9

Form W-9 (Request for Taxpayer Identification Number and Certification) is required for all U.S. contractors and loan-out companies working through Wrapbook.

Why Form W-9 is important

Workers classified as loan outs must complete Form W-9 In order to use Wrapbook. If you don't fill out a W-9 when required:

• You won’t be able to submit your timecards or receive payments

• You may be subject to backup withholding, where the payer must withhold a percentage of your payments to ensure tax compliance

• Your payments will be subject to mandatory 1099 reporting regardless of the amount

How Your W-9 Identity Works in Wrapbook

When you're paid through Wrapbook, your W-9 determines how your earnings are reported to the IRS. Whether your payments are tied to your personal SSN or a business EIN depends on your loan-out status.

If you’re not a Loan Out: Your W-9 will use your personal name and SSN. Wrapbook can only route payments through a business entity if that entity is a qualifying loan-out company: S-Corp, C-Corp, or an LLC filing as an S-Corp or C-Corp. Other business types are not eligible.

If you’re a Loan Out: Your W-9 will reflect your loan-out company's legal name and EIN. Wrapbook automatically populates your W-9 using the information in your Loan-out Info.

What about kit and box fees?

If you are not set up as a loan out, all payments — including kit fees and box rentals — are tied to your personal SSN. This is because Wrapbook reports all line items under the same tax identifier on file for you.

How W-9s are completed in Wrapbook

In Wrapbook, if you’re classified as a loan-out worker, your primary details and the information required for Part I of the Form W-9 are automatically added to your Form W-9 based on the information in your Loan-out Info.

This information includes:

• Company Legal Name

• DBA

• EIN

• Federal Tax Classification

• Address

• Jurisdiction of Incorporation

• Article of Incorporation

You can update this information only if you haven’t received a payment from Wrapbook.

To update your W-9 information as a loan-out worker:

1. Login to Wrapbook

2. In the left-side navigation, click Settings

3. On your Settings page, click the Edit button next to Loan-Out Info

4. After you’ve made your changes, click the attestation and then click the Save button. Once you do this, your W-9 in Wrapbook will be automatically updated to include the new information.

If you’ve already received a payment, this information will be locked. In this case you’ll need to reach out to our Support Team for help updating this information.

How to find your Form W-9 in Wrapbook

In Wrapbook you can access Form W-9 from your Tax documents.

To access:

1. Login to your Wrapbook account

2. In the left-side navigation, click Tax documents

3. Your W-9 will be listed on the page. Click the button next to it to view its details.

How to enter Form W-9 exemptions and/or backup withholding

To update the exemption information that appears in Box 4 of your Form W-9 in Wrapbook and/or your backup withholding information:

1. Login to your Wrapbook account

2. In the left-side navigation, click Tax Documents

3. Click the Edit button next to W-9 Form.

4. Click the dropdown menus to update your exemptions and/or backup withholding information.  If you make updates to your exemptions and/or backup withholding information, be sure to click the Save & continue button to re-sign your W-9 Form. Note that the changes will be reflected going forward only. Changes are not retroactive.

How to sign your Form W-9

1. Login to your Wrapbook account

2. In the left-side navigation, click Tax Documents

3. Next to W-9 Form click the Review & Sign button

4. On the Review and sign W-9 Form page, under Please enter your full name to sign, click the field to enter your full name as it appears in the Form and then click the Submit button

Important Notes

• All information must match your tax records exactly

• If the information entered in your Settings, Loan-Out Info or Profile indicates that you should complete a Form W-9, you’ll be automatically prompted to review the information entered in the Form, sign, and date during project onboarding

• The W-9 Form must be signed and dated to be valid

• If you haven’t been paid through Wrapbook before, you can delete your W-9 information or update it.  If you’ve been paid through Wrapbook before or otherwise need help removing or correcting your W-9 information in Wrapbook, please contact the Support Team.

Backup Withholding

Backup withholding is a tax requirement where a payer must withhold a percentage of payments to ensure tax compliance.

• When backup withholding applies, 1099s must be issued regardless of the payment amount

• For loan-out companies, this means:

  • Wrapbook becomes the payer of record

  • 1099s are issued with Wrapbook's tax ID (FEIN) instead of the client's

Backup withholding may be required in certain situations, such as:

• If you provided an incorrect TIN (Taxpayer Identification Number)

• If you have previously underreported interest or dividend income

• If you have failed to report interest, dividend, or patronage dividend income to the IRS

• If you failed to certify that you're not subject to backup withholding

When you sign the W-9, you are certifying that you are not subject to backup withholding. If circumstances change and you become subject to backup withholding, you must notify the payer.

FAQ

To help you understand how W-9s work in Wrapbook, we’ve put together this list of frequently-asked questions.

Click the arrow next to a question to see the answer.