USA AP: Who gets the W-9 form?

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Hello,

I'm curious on what the best practices is at other companies. I'm having a disagreement with someone who is not in the accounting department on this topic:

Someone comes to you with an invoice that needs to be paid to a new vendor. Who is responsible for requesting the W-9 form?

At my current employer, its always been the practice for the person who is engaging the new vendor to request the W-9 form. But certain people at my company want this to be to changes to the accounts payable clerks responsibly.

So I am coming to all you asking what is the best practice on this?

Regards,
Patrick
 

kirby

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The folks engaging the new vendor should REQUEST the form to get this taken care of quickly. A simple request is not a huge burden on their backs.
The AP folks should ENSURE the form is obtained and should follow up with the vendor to get the form.
 

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