W-9 and Tax Exempt Forms and Documents

• Before providing the IRS Approved Substitute W-9 to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. 1. The requester’s identity
   2. The requester is a legitimate UW supplier/vendor
   3. The requester is a legitimate supplier/vendor of the department providing the documents
   4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

• When a requester asks for the UW W-9 or tax exempt documents, the Tax Compliance Office recommends sending the requester the following three documents: (1) IRS Form W-9, (2) WI DOR Certificate of Exempt Status (CES), and (3) WI DOR Form S-211 or S-211-SST.
• Information and identification numbers referenced on the UW tax documents are valid for all UW Campuses (Four Year Campuses and UW Colleges).

Download the IRS Approved Substitute W-9 (PDF)

If the requester will not accept the IRS Approved Substitute W-9, you may send them the IRS Form W-9 (PDF) (source: IRS.gov). Instructions for Form W-9 (PDF)

• Before providing the IRS Form W-9 to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. 1. The requester’s identity
   2. The requester is a legitimate UW supplier/vendor
   3. The requester is a legitimate supplier/vendor of the department providing the documents
   4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

• When a requester asks for the UW W-9 or tax exempt documents, the Tax Compliance Office recommends sending the requester the following three documents: (1) IRS Form W-9, (2) WI DOR Certificate of Exempt Status (CES), and (3) WI DOR Form S-211 or S-211-SST.
• Information and identification numbers referenced on the UW tax documents are valid for all UW Campuses (Four Year Campuses and UW Colleges).

The IRS Form W-9 can be signed by any current University of Wisconsin employee since it only provides general public information about the University of Wisconsin. Please complete the standard IRS Form W-9 as follows:

• Box 1: University of Wisconsin System
• Box 2: University of Wisconsin Madison
• Box 3: Check box labeled Other write in State Agency (State Educational Institution) on the line after the Other box
• Box 4: Exempt Payee Code = 3
• Box 4: Exempt FATCA reporting code = C
• Box 5: Enter address of department completing the W-9
• Box 6: Enter address of department completing the W-9
• Box 7: Optional
• Part I: Enter UW’s EIN under the Employer Identification Number box. EIN is 39-1805963
• Part II: The IRS Form W-9 can be signed by any current University of Wisconsin employee since it only provides general public information about the University of Wisconsin.

The W-9 form linked below has been partially completed for your convenience:

Download the UW–Madison W-9 Form (PDF)

You may provide the IRS 147C EIN Verification Letter to any requester. However, before providing the letter to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Download the UW IRS 147C EIN Letter (Word doc)

Linked below is the University of Wisconsin System Sales and Use Tax Exemption Certificate as a wallet-sized card for UW employees to carry while on UW business. Employee may print the cards out, put them back-to-back, and laminate them. Laminated copies are also available by contacting the UW Travel Office at uwtravel@bussvc.wisc.edu.

Download the Tax Exempt Certificate Wallet Card (PDF)

The Certificate of Exempt Status (CES) linked below is the most current CES issued by the Wisconsin Department of Revenue (WI DOR). These CES are not renewed or issued on a regular basis by the WI DOR. As stated on the CES, it is valid unless cancelled by the Wisconsin Department of Revenue.

Before providing the WI DOR CES to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Download the WI DOR CES (PDF)

Before providing WI DOR Form S-211 to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Steps to complete Form S-211

• Fill in the Business Address line for the UW paying department’s business address including city, states, and zip code.
• Fill in the Seller Information.
• Complete the last line of the Form S-211 which includes
  • Purchaser signature
  • Purchaser names (Print or type)
  • Purchaser title
  • Date signed by the purchaser

Form S-211 must be signed by a representative of the UW department making the purchase, since they are responsible for the purchase and use for exemption purposes.

Form S-211 can be signed by any current University of Wisconsin employee since it only provides general public information about the University of Wisconsin.

Form S-211 on the WI DOR website (PDF)

The version of Form S-211 linked below has been partially completed for your convenience:

Download the UW System Form S-211 (PDF)

Before providing WI DOR Form S-211-SST to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Steps to complete Form S-211-SST

• Line 3: Fill in the Business Address line for the UW paying department’s business address including city, states, and zip code.
• Line 3: Fill in the Seller Information.
• Complete the last line of Form S-211-SST, which includes the following:
  • Purchaser signature
  • Purchaser names (Print or type)
  • Purchaser title
  • Date signed by the purchaser

Form S-211-SST must be signed by a representative of the UW department making the purchase, since they are responsible for the purchase and use for exemption purposes.

Form S-211-SST can be signed by any current University of Wisconsin employee since it only provides general public information about the University of Wisconsin.

Form S-211-SST on the WI DOR website (PDF)

The version of Form S-211-SST linked below has been partially completed for your convenience:

Download the UW System Form S-211-SST (PDF)

Before providing the tax exempt letter from UW System General Counsel to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Tax Exempt Letter from UW System General Counsel (PDF)

Before providing the credit letter to any requester, it is the responsibility of all UW employees, departments, and divisions to confirm the following:

1. The requester’s identity
2. The requester is a legitimate UW supplier/vendor
3. The requester is a legitimate supplier/vendor of the department providing the documents
4. Note: Do not provide tax documents if you cannot positively identify and confirm all of the above requester criteria.

Credit Letter  (PDF)