W-9 tax forms do not expire but may be invalidated for several reasons. Here are the most common causes:
- Changes to Payee Information
If any details, such as the payee's name, company name, address, or other contact information, are updated, the W-9 tax form can be invalidated. This is because the information on the tax form must match the current details in the system. - TIN Validation Failure
The Taxpayer Identification Number (TIN) provided on the W-9 form must match the name associated with the TIN at the IRS. If there is a discrepancy, such as special characters in the name that are not recognized by the IRS, the validation will fail, and the form will be invalidated. - Manual Submission Errors
If the W-9 form is submitted manually and there are errors or inconsistencies in the information provided, it can lead to invalidation. This includes issues like incorrect or incomplete entries. - System Updates or API Calls
Sometimes, external API calls or system updates can change payee details, invalidating the tax form. For example, an API call that updates the payee's address can invalidate the form if the new address does not match the one on the submitted W-9.
If your payee's W-9 tax form has been invalidated, please ensure that all information is accurate and consistent with IRS records before resubmitting the form. If you need further assistance, you can contact Tipalti Support for help with specific issues.