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Orientation for New Grant Recipients
NC Tobacco TrustFund Commission
AGENDA
1. Contract
2. W9 Tax Form
3. ACH Vendor (Direct Deposit Form)
4. State Certification Form (This one must be
Notarized!)
5. Reports and Documentation
W9 Tax Form
• Remember the grant
money is taxable income
and you will receive a
Misc. Income statement
next year from the
University.
• The W9 form designates
the tax payer
• Most farmers do one of
the following….
Option 1
1. Personal name on line 1
2. Mailing Address
3. Social Security Number
4. Sign and Date
Do NOT do this:
Jim and Mary Brown or
Lucy Smith and Bobby Jones
Example:
1. Jim Brown
2. Mailing address
3. Jim’s social security number
4. Sign and Date
Option 2: Use this option if you have an EIN number and you
want the business to pay the tax liability.
• Business name on line 1
• Business Mailing Address
• EIN number
• Sign and Date
Example:
• Sunshine Strawberries
• Business address
• EIN number
• (NO social security number)
• Sign and Date
No EIN Number?
• If you have a business name on your bank account, but
no EIN number.
• Write your personal name on line 1, followed by DBA
(doing business as)
• For Example:
• Jane Smith (DBA Jane’s vegetable farm)
• Mailing Address
• Jane Smith personal Social Security number
• Don’t forget your signature and date!!
Tax Advisor
If you are unsure how to complete the W9
please take a moment to check with your
accountant or business advisor.
ACH Vendor Formfor Direct Deposit into
your bank account.
A void check or deposit slip
that shows your account
numbers must be provided
with the ACH form
If you do not use checks,
ask the bank to provide a
printed form with your
account numbers.
ACH Vendor forms without a bank printed
document to confirm the account will NOT be
accepted.
This is to make sure the funds
are deposited into the correct
account.
Wait! Do You Have a Vendor Number???
• Have you taken a class at NC State?
• Have you received one paycheck from NC
State?
If you answered yes to either question then you
probably have a vendor number. Write a note at
the top of the Vendor ACH form: I believe I have
vendor number please update with the current
information provided on this form.
State Grant CertificationThis form is required by the funder
This document asks two
questions:
1. Do you owe
Delinquent Taxes to the
State?
2. Are you related to any
person on the NC
Tobacco Trust Fund
Commission Board?
If the answer to both questions is NO,
take the form to a Notary Public and
sign it in front of the notary.
• Bring you driver’s license or form of ID
• Most banks have a Notary and many Extension offices
have a Notary.
• If you are unsure about either question, or have
questions about any of the forms please send me an
email or phone. (Jackie Miller 919-628-0163)
Return the Forms by Mail to Me
Return all four forms by mail to me.
Addressed envelope in your packet.
NC AgVentures
North Carolina State University
College of Agriculture and Life Sciences
NCSU Box 7602
Raleigh, NC 27695
Year-end report: Inside your packet you will also find a
copy of the Year-End report that is due next Jan. Your
reports will be online and similar to the application, but I
provided the hard copy so you know what to expect.
Tax Exempt farm number: Also, I provided an article
about applying for a tax exempt farm number. A tax
exempt number can SAVE money throughout the year. We
suggest you talk to your tax accountant or business advisor
to see if it could help you save money too!
Contract Overview
• The contract states that you will use the
grant funds for the project described in
your grant application.
• The contract lists your total award amount
and payment schedule.
Online Project Reports
1) June Project Update
2) Year-end Report
3) Copies of Receipts
4) Photos
Receipts
Handwritten is okay
Save original receipts for taxes
Receipts dated Feb. 18,
or later
Handwritten receipts are
okay
Save your original
receipts for taxes
Scans or photo copies
AUDIT!
Promote the Tobacco Trust Fund Commission
SITE VISITS
www.ncagventures.org
Many Thanks to Our Sponsor
NC Tobacco Trust Fund Commission