ServiceXG Basics

Update W-9 information

Update W-9 information for providers after receiving a W-9 form. Correct tax information is required to:

• Issue providers 1099-MISC tax forms
• Pay claims (Tax ID is required)

The IRS will advise you if it receives a 1099-MISC form from a provider with an invalid Tax ID. To gather correct information, your fund office might send out W-9 The W-9, Request for Taxpayer Identification Number and Certification, is an IRS form that you can send to providers to obtain correct tax information. forms to providers. When you receive a completed W-9 form, verify the form information against that in the system and update any missing or incorrect information.

This topic covers updating the provider's W-9 name and address. To update the provider's Tax ID, see Update an NPI.

1. Search for the billing provider.
2. In the Provider session, select the Provider menu and then Billing Provider Information.
   
   

3. Select the Tax Information tab.

   

   Tax information field descriptions

   * indicates a required field

   Field	Description
   W9 Last Review Date	The last date an operator reviewed the W-9 information on file. Click and select a date or enter a date in MM/DD/YYYY format.
   Pend All Claims	Select the check box to pend all claims from this Tax ID and then select the pend code that will be assigned to this provider's claims. P31 is the default pend code. For example, if a billing provider fails to respond to a W-9 request, you may wish to pend all claims from the billing provider.
   W9—Name
   Group/Individual	The name information as per the W-9 form. Select either Group or Individual to indicate the federal tax classification. Note: If you switch an existing group to an individual, you may have to rearrange the names that display in the Last, First, and Middle Name boxes.
   Name Control	A four-digit IRS control number. See the 1099-MISC Information booklet for more information. If Name Control is blank, its value is defaulted as you enter or update information in the Line 1 field. For a Group, the value defaults to the first four characters of Line 1, with quotation marks, spaces, and the word "THE" removed. For an Individual, the value defaults to the four characters of the Last Name.
   Line 1	The group's name. This corresponds to the spaces allowed by the IRS on the W-9 form. Use Line 2 if additional space is needed for the name.
   Line 2	The second line of the group's name.
   W9—Name (Individual)	Individual demographic fields. Last Name*— The individual's last name. First Name— The individual's first name. Middle Name— The individual's middle name. You can enter a middle initial rather than a full name. Prefix— A title that displays at the beginning of a person's name to indicate marital status and gender, education, or occupation, (e.g., Dr., Mrs., PhD, etc.) Generation— Suffix to distinguish persons that share the same name in a family, (e.g. Jr., II, Sr, etc.) Select a generation from the list. Title— A professional or some other designation that comes at the end of a name, for example, CPA, MD, ESQ, etc. Select a title from the list.
   W9—Address (The address information as per the W-9 form)
   Foreign Country	Select either Yes or No to indicate whether the country is a foreign country (not USA).
   Invalid Address	Invalid Address- Check box indicating the address isn't valid.
   Street Address or P.O. Box	Second line of the provider's address. Note: The address does NOT use the POSTNET validation process.
   City, State, Zip	Third line of the provider's address.

    

   W9 request history table fields

   Field	Description
   Requested Date	The date the fund office requested a W-9 from the billing provider.
   Requested Operator	The operator that updated the Requested Date.
   Requested System Date	The date the operator updated the Requested Date.
   Received Date	The date the fund office received the W-9 form from the billing provider.
   Received Operator	The operator that updated the Received Date.
   Received System Date	The date the operator updated the Received Date.

4. On the Tax Information tab for the billing provider, enter today's date for the W-9 Last Review Date. Click and select a date or enter a date in MM/DD/YYYY format.
   
   

5. Review the W-9 name and address information on file with the information on the form. If the information on file doesn't match or is missing, update the information to match the form.

   

• The individual or group practice name in ServiceXG must match the name shown on the provider's tax return. For group practices/partnerships, you have two boxes for the name (Line 1 and Line 2). Line 1 corresponds to the spaces allowed by the IRS on the W-9 form.

6. If a billing provider fails to respond to a W-9 request, you might want to pend all claims from the billing provider. To do so, select the Pend All Claims check box and then select the appropriate pend code from the list.
   
   
7. If the W-9 form received was in response to a W-9 request:
   • To add a new request:, click and enter the Requested Date and or the Received Date.
   • To update a request: select the W9 Request row and click . Enter the Received date.
     

8. Click to save.

SEE ALSO