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Why Is My W9 Being Rejected?

When you submit a W9, it is reviewed and the information is passed to the IRS for verification.  If you've submitted your W9 Tax Form and it is being rejected, it means that the IRS has informed our system that there is an issue with your TIN or Name.  The most common reason for rejection is one of the following:

  • A typo with your Social Security Number or EIN (ie: Your TIN).
  • The name you entered on your tax form does not associate with the Social Security Number or EIN you entered.

Tips for verifying your SSN or EIN before submitting your Tax Form again:

  1. Double-check the SSN or EIN number: Ensure that all digits are entered correctly. A simple typo can cause a mismatch. Catapult cannot see your SSN or EIN (Nor do we know your SSN or EIN), so it's impossible for us to know whether you entered it correctly or not.
  2. Match the name: The name on your tax form should exactly match the name associated with your SSN or EIN with the IRS. Check for spelling errors or differences in formatting.
  3. Reference your official documents:
    1. For SSN verification, use your Social Security card or IRS notices.
    2. For EIN verification, refer to the IRS Form SS-4 Confirmation Letter, IRS Notice CP 575, or IRS Letter 147C where your EIN is listed.
  4. Helpful resource: You can visit the IRS website for more information on Social Security Number (SSN), Employer Identification Number (EIN), and how to ensure your details are correct:
    https://www.irs.gov/individuals/international-taxpayers/taxpayer-identification-numbers-tin
Additional Causes for W-9 Form Rejection:
  1. Incorrect or Mismatched Personal/Business Information:
    • Discrepancy with IRS Records: The name, address, or Taxpayer Identification Number (TIN) provided on the W-9 does not match the data on file with the IRS or Social Security Administration (SSA). For example:
      • The name listed does not match the SSN or EIN registered with the IRS.
      • For a single-member LLC, the owner's name or LLC name may not align with the TIN provided.
    • Solution: Verify the name and TIN either using your most recent Tax Return or you can verify with the IRS or your local tax professional.
  2.  Incorrect TIN:
    • Incorrect TIN: The SSN or EIN is invalid, transposed, or does not exist in IRS records.
    • Example: Providing an EIN for a single-member LLC that hasn't been issued by the IRS or using an SSN with a typo.
    • Solution: Double-check the TIN before submission. For single-member LLCs, use the owner’s SSN if no EIN is issued, or apply for an EIN at irs.gov.
  3.  Incorrect Tax Classification:
    • The federal tax classification box (e.g., Individual/Sole Proprietor, LLC, Corporation) is incorrect.
    • Example of Error: A single-member LLC that incorrectly checks “Corporation” instead of “Individual/Sole Proprietor or Single-Member LLC” when treated as a disregarded entity.
    • Solution: For a single-member LLC, check “Individual/Sole Proprietor or Single-Member LLC” unless it has elected corporate tax status (e.g., via Form 8832 or 2553). Confirm with a tax professional if unsure.
  4. Incomplete or Missing Information 
    • Business Name Discrepancy: The business name (Line 2) is omitted or incorrect for LLCs or DBAs.
    • Example of Error: A single-member LLC omits the LLC name on Line 2 or leaves the address blank.
    • Solution: When filling out the required fields, for single-member LLCs, include the owner's name on Line 1 and LLC name on Line 2 (if applicable).

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