How long should we keep vendor W-9s?

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As long as a supplier is active, you should have their W-9 on file; If a supplier is no longer active, then according to IRS General Instructions for Forms 1099, information returns filed with the IRS and all information pertaining to the returns filed (including W-9s) must be maintained for a period of three years from the due date of the return. If backup withholding applies, then records must be maintained for a period of four years from the due date of the return.

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