Frequently Asked Questions

The University of Tennessee’s Office of the Treasurer receives over 50-100 vendor requests per day. To enable the staff to work as efficiently as possible, please read the following frequently asked questions before contacting the Office of the Treasurer.

Disclaimer: The information provided in this document is not legal, accounting, or other professional advice. This information is intended to assist the University’s departments in obtaining correct W-9’s.
To comply with Federal and State laws and regulations, the University must have a correct and complete W-9 on file before the University is allowed to issue a payment to the vendor.

No. Remit-to addresses never go on a W-9.

Send an email to AP_Vendor@tennessee.edu that contains the UT vendor number and updated W-9. Do not submit a W-9 with the remit to address on it. A vendor’s remit-to address should never be on a W-9.

Send an email to AP_Vendor@tennessee.edu that contains the vendor’s W-9 and the new remit-to address. Do not do another vendor request for the updated remit-to address. Do not submit a W-9 with the remit to address on it. A vendor’s remit-to address should never be on a W-9.

Use IRIS transaction ZXK1 to create a remit-to address vendor number (a vendor number that starts with a “2”).

Be sure to upload the following forms:

  • a copy of the vendor’s W-9 that contains the vendor’s company address NOT the remit-to address AND
  • the Vendor Payment Selection Form (note: remit-to addresses NEVER go on a vendor’s W-9).

No. Remit-to addresses never go on a W-9. The address on the W-9 must be the same address that the vendor has on file with the IRS.

“TIN” stands for “Tax Identification Number.” There are two types of Tax Identification Numbers:

  1. Social Security Number (“SSN”): The SSN is assigned by the United States Internal Revenue Services (“IRS”) for individual U.S. citizens.
  2. Employer Identification Number (“EIN”): The EIN is assigned by the IRS for corporations and some other entities. The EIN also known as the Federal Tax Identification Number (commonly called a “Federal Tax ID”). So, the EIN and the Federal Tax Identification Number is the same number.

The following people or entities complete the IRS Form W-9:

  • People legally living in the United States (including resident aliens)
  • Partnership, Corporation, Company, Association, Estate, or Domestic Trust which has been organized in the United States or under the laws of the United States.

If a person is a nonresident alien of if the entity is a foreign entity (i.e. outside of the United States), the foreign person or foreign entity completes an IRS Form W-8.

If the W-9 is for an individual: only the person whose name appears on the W-9.

If the W-9 is for a company: only an authorized official from the entity whose name appears on the W-9.

UT student workers, staff, or faculty cannot sign a vendor’s W-9.

W-9 Example

The name listed on file with the IRS on the individual or entity’s tax return.

If the vendor is a partnership, the name of the partnership goes on the first line (not the name of the individuals).

Important note: the “doing business as” or “dba” name never goes in the first line (Name) field of the W-9.

W-9 Name Example

The vendor’s “doing business as” or “dba” name.

Blue or black ink pen signatures or electronic stamped signatures

Tip: The following is an example of the only type of electronic signature that the University will accept:
Adobe Digital Signature Example

Form W-9’s that have been whited out, crossed out, contain illegible handwriting, lack a valid signature, or are incorrect or incomplete.

No. The vendor needs to complete it themselves.

(Includes The University of Tennessee and Tennessee Board of Regents)
No. Several state laws and University policies prohibit a person selling goods or services to the State while that person is an employee of the State or within six months of termination of active employment with the State (the six month period begins from the person’s late paycheck or the person’s last day at work, whichever is later/longer).

See the University’s Conflict of Interest policy.