There’s one proactive step workers’ comp providers must take now to avoid potential payment snags for injured workers’ treatment: complete an updated W-9 form dated 2026 and submit it with each bill.

While this is an annoying administrative burden, each year, payers deny payment based on an outdated W-9. For that reason, we recommend submitting an up-to-date W-9 with every bill, so the payer has no excuse to withhold reimbursement.

daisyBill clients can use our software’s ‘Billing Documents’ feature to upload a digital version of the W-9 and enable daisyBill to automatically include it with every bill (see instructions with screenshots below).

Read on to see how an updated 2026 W-9 can be an important line of defense to protect your revenue.

W-9: Key Fields to Update

If a payer receives a bill, and information on that bill conflicts with the W-9 the payer has on file for the provider, the payer may decline to reimburse. At that point, the provider has to submit a new W-9 and wait for the payer to update their information before reprocessing the bill.

We recommend precluding this easily avoidable payment delay. Every provider should fill out a fresh W-9 in 2026, as follows:

• Use the most recent version of the W-9; as of this writing, the March 2024 version is the most current. However, the IRS plans to release a new version at some point this year.
• Make sure the billing name and TIN are correct.
• Make sure the address matches the address in Box 33 of the CMS-1500 billing form.
• Make sure the signature line reflects a date in 2026.

With each bill for workers’ comp treatment, submit this updated W-9 as an attachment.

This way, if the CMS-1500 has any information that conflicts with the information on file with the payer, the payer can simply update the information on their end based on your (new) W-9.

daisyBillers: Upload Your W-9 for Easy Attachment

For providers and billers using daisyBill, it’s easy to upload a new W-9 to your account’s Billing Documents.

First, choose a Billing Provider from the ‘Settings’ menu.

Then, click ‘Billing Documents’ under ‘Incomplete Bill Settings.’

In ‘Billing Documents,’ click the button to add a document.

From here, you can upload your W-9. Simply type a name under ‘Billing Document Description’ (such as “2026 W-9”) and drag and drop the PDF of your W-9 into the PDF file field.

Important: Be sure to set the toggle to automatically attach the document to all new bills. This way, your updated W-9 will accompany every bill you submit.

To finalize your new W-9, click ‘Upload.’ Your W-9 is now in the system.

Payment delays resulting from outdated billing information are avoidable with just a little up-front administrative action. Don’t give payers any reason to refuse correct reimbursement!

daisyBill makes revenue management for workers’ comp a breeze. Click below to see how.

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