Understanding your W-9 for payments via Ramp

To comply with U.S. tax regulations, Ramp, our payment platform, requires a W-9 form from U.S. individuals and entities receiving payments.

This article explains what a W-9 is, why it is needed, and how to complete and submit it to Ramp to ensure smooth payment processing.

What is a W-9 form?

The IRS Form W-9, Request for Taxpayer Identification Number and Certification, is a standard Internal Revenue Service form. It collects your name, address, and Taxpayer Identification Number (TIN), which can be your Social Security Number (SSN) or Employer Identification Number (EIN).

Payment processors like Ramp use this information to identify payees for tax reporting purposes.

Why does Ramp need my W-9?

• IRS requirement: U.S. tax law requires businesses and payment platforms to report payments over $600 in a calendar year to independent contractors, including content licensors.

• Tax reporting: The W-9 provides Ramp with the information needed to issue an IRS Form 1099-NEC at the end of the year, detailing your earnings for tax filing purposes.

• Avoid backup withholding: Submitting a valid W-9 prevents Ramp from withholding a portion of your payments for taxes, which can happen if a W-9 is missing or incorrect.

Who needs to submit a W-9?

If you are a U.S. citizen, resident alien, or a U.S.-taxable entity (such as a corporation, partnership, or LLC) and receive payments via Ramp, you are required to submit a W-9.

How to complete your W-9

Ramp will prompt you to provide your W-9 information directly within their platform. You can also refer to the official IRS W-9 form:
Official IRS W-9 PDF

Key sections to complete:

• Line 1 (Name): Enter your legal name as shown on your tax return.

• Line 2 (Business name, if any): Enter your business name, if applicable; otherwise, leave blank.

• Line 3 (Federal tax classification): Select the correct classification (e.g., Individual/Sole Proprietor, C Corporation, S Corporation, Partnership, Trust/Estate, LLC).

• Line 5 & 6 (Address): Enter your current mailing address.

• Part I (TIN): Enter your SSN or EIN.

• Part II (Certification): Read and sign to certify that the information is correct.

How to submit your W-9 to Ramp

Ramp provides a secure method to submit your W-9 directly through their platform or by uploading a completed PDF.

Important: Do not send your W-9 to Troveo. Ramp is responsible for collecting and securing this information.

What happens after I submit my W-9?

Once submitted and verified by Ramp, your payments should process without interruption (assuming other payment details are correct).

At the end of the calendar year, if you received over $600 in payments, Ramp will issue a Form 1099-NEC for your tax records.

Common questions

Q: I'm not a U.S. citizen or resident. Do I need a W-9?
No. Non-U.S. persons may need to complete a Form W-8BEN (or another W-8 series form). Check with Ramp for their requirements for international payees.

Q: My payment is less than $600. Do I still need to submit a W-9?
Even if payments are under $600, Ramp may require a W-9 to properly identify payees and prevent backup withholding. It is best to submit it when requested.

Q: Is my information secure?
Ramp uses industry-standard security measures to protect your tax information.

Q: What if I have issues completing the W-9 or submitting it to Ramp?
For platform-specific issues, contact Ramp support directly. For general W-9 questions, consult the IRS website or a tax professional. For persistent issues, submit a ticket to our support team.

Submitting your W-9 promptly to Ramp ensures seamless payment processing and compliance with tax regulations. Thank you for helping us keep your payments running smoothly.