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Forms & Insurance Requirements 

IRS Forms

Form W-9

Form W-8BEN (Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding and Reporting for Individuals)

Form W-8BEN-E (Certificate of Entities Status of Beneficial Owner for Entities)

Please retrieve forms from https://www.irs.gov.

 

All vendors who wish to conduct business with UNF must complete a Vendor Application and W-9 Form. The Vendor Application Form is located at https://www.unf.edu/procurement/Vendor_Application.aspx. You may e-mail them to banner-purchase@unf.edu, fax them to (904) 620-2462, or mail them to the address below.

University of North Florida
Procurement Services
1 UNF Drive, Suite 2950
Jacksonville, FL 32224-7699

Please note that both forms must be submitted to Procurement Services. The W-9 alone is not sufficient, even for purchase card orders. Also, please note that the processing time between submitting the forms and the vendor being entered in Banner is typically one to two days and may be longer at certain times of the year.


Completing the W-9

 
You should always consult with your accountant, tax attorney, or the Internal Revenue Service (IRS) for guidance on specific tax matters. The following information regarding the proper notation of names/TIN’s on vendor/supplier W-9’s and vendor applications as reflected in Section J of the IRS General Instructions for Certain Information Returns (2018) is as provided as a courtesy only, and in no way represents tax advice.

If your entity is a...

  • Sole Proprietor: Individual’s name goes on first Name line; DBA/Business name can be entered on the second Name line. Either the SSN (IRS preferred) or TIN can be used.
  • LLC: In general, for a single member LLC, owner’s name goes on first Name line; LLC’s name goes on second Name line. The owner’s SSN is used unless the LLC is taxed as a corporation or partnership (use TIN if that’s the case).
  • Individual: Individual’s name goes on first Name line; individual’s SSN is used.
  • Corporation or Partnership: Company name goes on first Name line; company TIN is used. 

Insurance Requirements for Vendors and Non-Construction Contracts

Vendors (whether corporation, sole proprietorship or partnership) shall procure and maintain during the term of the contract insurance as required by the University of North Florida. Insurance requirements are specified at http://www.unf.edu/ehs/.