W-9 and Required Vendor Documents
To maintain accurate vendor records and ensure compliance with applicable requirements, all vendors must provide current, complete, and accurate documentation to Property Management. Vendors are responsible for keeping their information and required documents up to date throughout the vendor relationship.
Required documentation may include, as applicable:
- W-9 Form – A completed and current W-9 must be provided for tax reporting purposes.
- Certificate of Insurance (COI) – Vendors must maintain required insurance coverage and provide a current certificate upon request or renewal.
- Contractor or Professional License Information – Provide copies or details of any licenses, registrations, or certifications required to legally perform the services.
- Current Business & Contact Information – Maintain accurate business name, mailing address, phone number, email address, and primary contact information.
- ACH Authorization – Complete and accurate banking information and ACH authorization must be provided when electronic payments are used.
- Required Vendor Agreements – All applicable contracts, agreements, acknowledgments, and policy documents must be completed and maintained as required by Property Management.
- Additional Documentation – Any other documents reasonably requested by Property Management must be provided within the requested timeframe.
Vendors must promptly notify Property Management of any changes to their business information, licensing, insurance coverage, banking information, or other required documentation.
Payment may be delayed until all required vendor documentation has been received, reviewed, and verified. Vendors are responsible for ensuring that documentation remains current and does not expire without updated information being provided.
Failure to maintain required documentation may result in payment delays, suspension of work assignments, or other appropriate action by Property Management.
