To have the ability to electronically sign W-9 forms, you must be the user designated with the Trustee Suite W-9 Signer user rights.  From the top Main Menu toolbar (File Menu), select ‘File’ > ‘Security’ > ‘User Rights (page 1)’, which invokes the screen shown below.

In the upper right portion of the screen, check the ‘W-9 Signer?’ box to add rights.  You must also have the ‘Electronically Process W-9s’ option selected from the ‘System-Wide Options’ tab of the System Options screen (accessed via the top Main Menu toolbar (File Menu); select ‘File’ > ‘System Options’), as shown below on the right side of the screen under W-9 Processing.

W-9 E-Signing

When a Tax Identification Number (TIN) is initially entered (manually or automatically) for a new asset case account, the system will ask if you would like to “e-sign” for an electronic W-9 transmission.

Note:  To use this feature, you must be the authorized W-9 signer, as described above, and agree to the legal terms required.

Select ‘Yes’ to agree to the legal terms of this feature, and e-sign the W-9.  If you select ‘No’, you can electronically or manually process the W-9 at a later time from the Electronic W-9 Signing screen.

Accessing the Electronic W-9 Signing Screen

From the top Main Menu toolbar (File Menu), select ‘Bank Communication’ > ‘Electronic W-9 Signing’ to invoke the screen shown below.

Electronic W-9 Signing Screen

The Electronic W-9 Signing screen allows you to electronically sign or manually process your W-9 forms.  The grid is comprised of the following columns:  Current Status of the W-9, the TIN, Case Number, Debtor, Trustee Number, Account Number and Date, Time Sent and Old Status.

The Electronic W-9 Signing screen lists the status of all W-9 forms you were prompted to e-sign.

E-Sign a Single W-9

1. Click on the item in the ‘Status’ field.
2. Click on the drop-down arrow which will then display a list of options:  ‘Unsigned’, ‘E-Signed’ and ‘Manually Process’.
3. Click on ‘E-Signed’.

4. Click on ‘OK’ (inactive when no items are in the grid) to save changes and exit the screen.

5. The TIN requests will be automatically sent to the bank via Bank communication.  To check the status, select the ‘Bank Communication’ tab via the top Main Menu toolbar (File Menu) and select the ‘Items to Send’ tab from the drop-down menu.  Any items needing approval before being sent will display in the queue.

Electronic W-9 Signing Screen (All Options beneath the Grid)

• Sign All (inactive when no items are shown in the grid) – Click on the ‘Sign All’ button to electronically sign all pending W-9s listed.
• Unsign All (inactive when no items are shown in the grid) – Click on the ‘Unsign All’ button to change the status of all pending W-9s to ‘Unsigned’.
• Print eW-9 Copy(s) – Select this checkbox to print copies of e-signed W-9s.  If this checkbox is selected, you will be prompted to print when you select ‘OK’.
• OK – Click on ‘OK’ to approve and save any changes made.  Any W-9s selected to be processed manually will be moved to the ‘Print W-9 Forms’ feature.  For more information on manually processing W-9s, see the Print W-9 Forms section below.
• Cancel – Click on ‘Cancel’ to exit the screen without saving your changes.
• More Options – Click on the ‘More Options>>’ button at the bottom right of the Electronic W-9 Signing screen to view the following additional screen options:
  • Manually Process All – Select the ‘Manually Process All button’ to change the status of all pending W-9s to Manually Process.
  • Cases to Show / Old Status:
    • Signed & Unsigned:  Select this button option to view only signed and unsigned W-9s.
    • Transmitted:  Select this button option to view e-signed W-9s that have been transmitted to the bank.
    • Manual:  Select this button option to view W-9s marked to manually process.