STD_Form_204_-_205_Business_Docusign_Link.docx
DOCX document 26 KB Posted
- Attached to
- Public Relations Firm - 25CM000307
- Solicitation number
- 25CM00307A
- Issued by
- California
About this file
The document is a California State Government tax and payment information form set consisting of STD 204 (Payee Data Record) and STD 205 (Payee Data Record Supplement), which are required for non-government entities seeking to receive payments from California state agencies. These forms are used to collect critical vendor information for tax reporting purposes, specifically to facilitate accurate 1099 reporting, and replace the standard IRS W-9 form for state transactions.
The STD 204 is mandatory and requires suppliers to provide key details including their Tax Identification Number, mailing address for 1099 reporting, business entity type, and California residency status. The STD 205 is optional but can be used to document supplemental information such as alternate addresses, additional location details, and organizational contacts. Both forms must be completed with matching certifier signatures, with the STD 205 signature dated within seven calendar days of the STD 204 signature. The State of California's Supplier Management and Reporting Team (SMaRT) strictly enforces these documentation requirements for potential state government payment transactions.
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Text version
STD 204 - The Payee Data Record
· Per SAM 8422.190[footnoteRef:1], the STD 204 is required for Non-Government payees prior to entering into a transaction that may lead to payment from any State of California Government agency. [1: ]
· The State of California uses the STD 204 in lieu of IRS form W-9. While the STD 204 looks and collects similar information as the W-9, The Supplier Management and Reporting Team (SMaRT) will not accept the W-9 in place of the STD 204.
· The purpose of the form is to collect information with the intent of reporting the payments to any potential 1099 accurately. This includes:
· Tax Identification Number (TIN)
· Mailing Address for 1099
· Business entity type
· California Residency Status
· The supplier must provide a valid address to receive potential 1099 information returns on this form.
STD 205 – The Payee Data Record Supplement
· This form is optional
· The supplier may use this form to provide information that is not presented on the STD 204. This includes:
· The same address should not be used for both the STD Form 204 & STD form 205.
· Addresses not used to report 1099 payments
· Alternate Payment addresses
· Addresses of additional locations for the supplier
· Organizational Contacts for the supplier
· The STD 205 is not required for supplier to receive payment from a State of California agency.
· The STD 205 must be accompanied by a valid STD 204 when submitted by the supplier. (i.e. the STD 205 will not be accepted without a STD 204 that provides the relevant 1099 information for the supplier)
· The certifier (signee) of the STD 205 must match to certifier of the STD 204.
· Signature dates on the STD 205 must be within one week (seven calendar days) of the signature date on the STD 204.
STD Form 204 Payee Data Form – DocuSign version
STD Form 205 Payee Data Record Supplement - DocuSign Version
File details come from the government source that posted it. Updated .