Procurement

Supplier Forms

To ensure compliance with Internal Revenue Service (IRS) requirements, WHOI will require departments to obtain an IRS Form W-9 or Form W-8 for each new vendor

All new vendors (suppliers, and non-employees) who submit invoices or requests for payment, including payments for honorariums, must supply WHOI with a copy of completed Form W-9 or Form W-8. 

  1. The Form W-9/W-8
    1. Verifies payee’s business’s legal name and mailing address
    2. Ensures payee’s correct Tax Identification Number (EIN or SSN)
  • U.S. vendors are required to provide completed Form W-9
  • Non- U.S. individuals are required to provide completed Form W-8BEN
  • Non-US entities are required to provide completed Form W-8BEN-E
  • In limited circumstances, a foreign entity may provide an alternative Form W-8 (e.g., W-8EXP, W-8ECI) in response to a request for a Form W-8.
The following forms are required for all entities.

Vendor Application Form

If you are new supplier to WHOI, you MUST complete a vendor application form prior to any transactions with WHOI.

ACH is our preferred method of payment to payees holding "domestic" bank accounts in the United States.   Please include ACH banking details and remittance email on the form.

We also ask for this form when we refresh our databases or, discover a discrepancy in your file.



Form W-9 (pdf)

Form W-9, Request for Taxpayer Identification Number (TIN) and Certification

Use this form to provide your correct TIN to the person who is required to file an information return with the IRS to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA.



Form W-8BEN (pdf)

Form W-8BEN, Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding

Give this form to the withholding agent or payer if you are a foreign person and you are the beneficial owner of an amount subject to withholding. Submit Form W-8BEN when requested by the withholding agent or payer whether or not you are claiming a reduced rate of, or exemption from, withholding.



Form W-8BEN-E (pdf)

Form W-8BEN-E, Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)

This form is used by foreign entities to document their status for purposes of chapter 3 and chapter 4, as well as other code provisions.



Certifications

The following certifications are required based on dollar value.

Non Segregated Facility Certification

When a procurement exceeds $10,000 this certification is required.

Non Debarment Certification

When a procurement exceeds $30,000 this certification is required.

Clean Air Certification

When a procurement exceeds $100,000 this certification is required.

Certification and Non-Disclosure regarding Payments

When a procurement exceeds $100,000 this certification is required.