Well, you are on the right track and you are correct in that you likely
really do not have to complete the W-9. But it is still possible that one
is needed and sending one in any way won't be the end of the world. This
could be an "automatic" request and sometimes it is appropriate to complete
one:
https://smallbusiness.chron.com/nonprofit-organizations-need-use-w9-34576.html
I had a similar reaction decades ago when I received a 1099 when I was at
Duke. In fact, at both at Duke and NC State I would periodically receive
1099s. After getting over the initial perplexing moment the first time
this happened, I walked to my CFOs office and handed him the form and ask
him what to do? He opened a locked file cabinet and pulled out a folder
and dropped the 1099 in there where it joined dozens of others going back
years, explaining that some vendors simply automatically do this without
thinking and just forward any others I might get to him for "safe keeping."
Speak with your CFO and seek their advice but completing the form may be
just fine.
John
John H. Taylor
Principal, John H. Taylor Consulting
2604 Sevier St.
Durham, NC 27705
johntaylorconsulting@gmail.com
919.816.5903 (cell/text)
Serving the Advancement Community Since 1987
On Tue, Feb 19, 2019 at 3:50 AM Heather Breerwood <
hbreerwo@loyno.edu>
wrote:
> An organization has agreed to be a sponsor for a music festival at our
> university. This sponsor has agreed to cover the cost of a third party to
> do some promotions for the event. The sponsor is asking that my university
> complete a W9 in exchange for this sponsorship.
>
> To me, this seems incorrect. The W9 should be filled out by the
> promotional company and not by my university. We could then issue the
> sponsoring organization a gift in kind receipt (with no value) for
> sponsoring the services of the promotional company. If we received a cash
> donation directly from the sponsor, no W9 would be required by the social
> media company or by my institution.
>
> Am I on the right track?
>
> -Heather
>
> --
>
> Heather Post Breerwood, MBA ‘16
>
> Director, Advancement Information Systems
> Office for Institutional Advancement
> Loyola University New Orleans
> 7214 St. Charles Avenue
> Greenville Hall, Box 909
> New Orleans, LA 70118-3538
> PH: 504-861-5856 <callto:504-861-5856>
>
> C: 770-262-6423 <callto:770-262-6423>
> FAX: 504-861-5793 <callto:504-861-5793>
>