Documentation Required

Documentation Required for WBENC Certification Application

Print PDF

The following is a list of documentation required to process for certification application. We recommend compiling all documents in advance before starting your online application.

A few important things to know: 

• All documents will be uploaded into WBENCLink2.0 as part of your online application.
• For documents listed as ‘mandatory,’ you must provide the document OR a written statement detailing the reason(s) it is being omitted and/or not applicable to the applicant company.
• For documents listed as ‘Required,” you must provide the document or check the Not Applicable box if it is not relevant to your business.
• Failure to provide the necessary documentation required to ascertain the company’s eligibility is reason for a denial.
• Your assigned Regional Partner Organization (RPO) and/or WBENC reserves the right to request additional documentation, if necessary, to determine the eligibility of your firm for certification as a WBE and WOSB (if applying for WOSB certification).
• Please do not upload password-protected documents, without providing the password for the File Description.
• Unless otherwise noted, requirements are the same for all business structures.
• NOTE: All documents will be treated with the utmost security and confidentiality.

• Signed Sworn Affidavit
  • Signed by the majority female business owner and notarized by an authorized notary of the U.S. or one of its territories.
  • Please note: Any changes made to legal documents after the notarized date cannot be taken into consideration during the application process.
• WBENCLink2.0 User Agreement
  • Signed by majority female owner
• Non-Refundable Processing Fee
  • Paid by credit card or by mailed check
  • NOTE: If your company elects to mail in a check, processing will not begin until the payment has been received by your assigned Regional Partner Organization.
• History of Business
  • Explain the start and history of your business, including when, where, why, with whom, and how the business was started/acquired, as well as an explanation of the primary business of the company.
• Professional and business license(s) (if applicable)
• Resumes of all owners, board of directors, and key management team
  • Biographies are not an acceptable substitute
  • Resumes should cover related professional experience

One of the documents requested below must be a photo identification for identify verification purposes.

• Evidence of gender for female owner(s)
  • Copy of current U.S. Passport, U.S. Birth Certificate, Driver’s License or State Identification Card
• Evidence of U.S. citizenship or Permanent Legal Resident status for female owner(s)
  • Copy of current U.S. Passport, U.S. Birth Certificate, naturalization papers, or Permanent Legal Resident Card (green card)
    • U.S. Passports in color are preferred

• Financial statements for the business {mandatory}
  • Profit and loss statement that aligns with the most recent tax return submitted.
  • Balance sheet that aligns with the most recent tax return submitted.
  • For a new business that has been in operation for less than one year, submit an opening balance sheet only.
• Three years’ Federal Income Tax returns, as filed with the IRS {mandatory}
  • Includes current and prior two years’ federal income tax returns for the business with all schedules and statements attached
    • If a company does not have three (3) years of taxes, please provide for the year(s) filed
  • For new businesses (no return filed), substitute one (1) year of personal federal tax returns of owners of 10% or more for the last tax year. For businesses less than three years old, substitute personal federal income tax returns for owners of 10% or more for the last tax year. When submitting personal tax returns, you may black out all social security numbers and all dependent names
  • If personal tax returns are being submitted, personal tax returns must be submitted by any individual that owns 10% or more of the company
  • If your company has applied for an extension to file for the most recent tax year, submit extension paperwork
  • If company information is filed on a Schedule C, please note this is not an official tax return and must be accompanied by the official Form 1040 submitted to the IRS (for sole proprietors/sole member LLCs).
  • Submitting only state returns will delay the processing of your file
• Please submit copies of the following documents that are currently active (listed under the Liabilities section of the the company’s Balance Sheet):
  • Debt instruments
    • Loan Agreements
    • Note Payables
    • Promissory Notes
    • Surety Agreements
    • Security Agreements
  • Equipment rental and purchase agreements or proof of equipment purchase
  • Real estate leases
• Copy of bank signature authorization card or corporate resolution {mandatory}
  • Bank signature card or proof of who has signature authority for the accounts, as well as any stipulations/restrictions pertaining to signatory authority should be provided by your financial institution
  • If the item does not exist or your financial institution does not release this information, please have your financial institution write a letter on its letterhead indicating the company name, type of accounts held, date account was opened, who has signature authority for those accounts, as well as any stipulations/restrictions pertaining to signatory authority (e.g., two signatures required for amounts greater than $10,000)
• Proof of capital and/or equity investment by female owner(s) {mandatory}
  • Any document or written statement indicating the method by which the female owner(s) obtained her ownership interest (e.g. cancelled checks, opening bank statement, proof of stock purchase, written statement by owner, list of contributed equipment/expertise, etc.)

• List of all full- and part-time employees by name, position, and length of service or date of hire, including all owners {mandatory}
• Employee payroll for the month prior to submitting the application {mandatory}
  • Indicate time span of the pay period on the document
  • For each employee, list his/her name, title/position, hours worked for the pay period indicated, gross pay for the pay period indicated, hourly pay rate and/or commission earned in period (if applicable)
  • Information is required for internal employees, not those who are leased to/from other companies
• W-2s and/or 1099 forms from every officer, director, or owner receiving compensation from the company for the most recent year {mandatory}
• Trust agreement(s) that involve the majority female owner(s)
• Employee Stock Ownership Plan Agreements (ESOPs)
• Submit copies of the following documents that are currently active:
  • Any agreement(s) that impact or influence the management and/or operations of the applicant company. Ex. Consulting, licensing, long term service agreements, etc.
• Submit copies of the following documents that are currently active:
  • Franchise Agreements (if applicable)

Note: Requirements differ by business structure.

Sole Proprietorships

• Assumed Name Documents

Partnerships

• Partnership Agreements {mandatory}
• Limited Partnership Certificate
  • If Applicant is a limited partnership, submit a certificate of existence and a copy of the certificate of limited partnership issued by the state of formation

Corporations

• Articles/Charter of Incorporation {mandatory}
• Current corporate bylaws with all amendments {mandatory}
• Minutes from most recent meeting of shareholders {mandatory for WBE & WOSB}
  • Name of company
  • Date of meeting
  • Names of shareholders participating
  • Elections of directors
    • Note: Number of directors elected must match specifications in bylaws
  • Any other governance actions by the shareholders, if applicable
  • Date and signature
• Minutes from most recent meeting of board of directors {mandatory for WBE & WOSB}
  • Name of company
  • Date of meeting
  • Names of directors participating
  • Elections of officers
    • Note: Officer positions must match specifications in bylaws
  • Any other governance actions by the board of directors, if applicable
  • Dated and signed
• Both sides of ALL stock certificates issued, including voided and/or canceled {mandatory}
• Stock Transfer Ledger (Record of stock certificates issued and transferred)
  • WOSB Applicants: This document must be submitted, per SBA guidance; otherwise, the WOSB application will not be processed.
• Voting agreements and other equity interests including stock options, warrants, buy/sell agreements, and right of first refusal

Limited Liability Company

• Articles of Organization or Articles of Formation and any amendments {mandatory for WOSB}
• LLC Regulations, Operating Agreement and/or Member Agreement {mandatory for WOSB}
  • WOSB Applicants: This document must be submitted, per SBA guidance; otherwise, the WOSB application will not be processed. It must include Members, Management Structure (decision making authority), ownership percentages, voting procedures, etc. with formal date and signature.

All businesses seeking WOSB Certification in addition to WBENC WBE certification must also submit:

• Printout of the first page of System Award Management (SAM) Registration showing an “Active” status.
  • A Unique Entity Identifier (UEI) is required for completion of the WOSB Certification application (UEIs are issued by sam.gov)
• Proof of Exclusions section from the SAM Registration (PDF)
  • Go to https://www.sam.gov/
  • Under Entity Information, select Exclusions
  • Click Actions and select Download

Partnerships, Corporations, and LLCs must submit one of the following:

• 1st page of IRS Form 941 (Quarterly Tax Return) for preceding 12 months OR
• W-3 (Transmittal of Wage & Tax Statements) for past year OR
• List of all employees for the past year, if Form 941 or W-3 are not available/applicable
• Based on the business’ structure the following documents will be mandatory requirements
  • Partnership
    • Partnership agreement (including Buy Out Rights and Profit Sharing)
  • Corporation
    • Current corporate Bylaws with all amendments (including any voting agreements/equity interests)
    • Stock Transfer Ledger (Record of stock certificates issued and transferred)
    • Shareholder and Board of Director Meeting Minutes (see requirement above)
  • LLC
    • LLC Regulations, Operating Agreement and/or Member Agreement with any amendments
      • This document must be submitted, per SBA guidance; otherwise, the WOSB application will not be processed. It must include Members, Management Structure (decision making authority), ownership percentages, voting procedures, etc. with formal date and signature.

NOTE: Failure to submit the mandatory required documents will result in the WOSB application being closed.