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 1099 software > Learning Center > Guide to Information Returns

What is IRS Form 1096?
 

Definition

Form 1096 is a one-page, summary or compilation sheet that shows the totals of the information returns that you are physically mailing to the IRS.

You need to submit a separate 1096 for every type of information return you have given to a recipient, even if you only prepared one of each kind. For example, if you prepared and submitted two 1099-MISC forms and one 1099-R form (for retirement payments), you must submit a 1096 summarizing the 1099-MISC forms and another 1096 summarizing the 1099-R form.

If you are filing by paper, you need to submit Form 1096 with the information returns you are submitting.  You must submit the RED ink form to the IRS. Do not download and print a 1096 from the web or from our software and submit, even if your printer can print the form in red color. You can order the 1096 forms for free at this link.

If you are filing electronically, the 1099Fire™ software will automatically generate these totals and be submitted when you file that collection of information returns.

Who must file Form 1096

Any person or entity who files, by paper, forms W-2G, 1098, 1098-E, 1098-T, 1099-A, 1099-C, 1099-CAP, 1099-DIV, 1099-G, 1099-H, 1099-INT, 1099-LTC, 1099-MISC, 1099-OID, 1099-PATR, 1099-Q, 1099-R, 1099-S, 1099-SA, 3921, 3922, 5498, 5498-ESA, and/or 5498-SA, must prepare and submit Form 1096 as well.

Form 1096 due dates

The due date depends on which information returns you are submitting.  File Form 1096:
  • With Forms 1099, 1098, 3921, 3922 or W-2G no later than the end of February each year along with the applicable returns which the form summarizes
  • With Forms 5498, 5498-ESA or 5498_SA by June 1

If you are filing electronically, you have an additional month to file Form 1096 and can seek an extension of time.

How do I complete Form 1096?

Enter the name and address of the filer.  This filer information must be the same as the information you enter in the upper left area of Forms 1099, 1098, 3921, 3922, 5498 or W-2G.

Enter a name of a person to contact, and an e-mail address, phone number and fax number.

Box 1 or 2. Enter the Employer ID Number (Box 1) or Social Security Number (Box 2), if you don't have an EIN. Enter data in Box 1 or Box 2 but not both. Again, this TIN must be the same as the TIN you used in the upper left area of Forms 1099, 1098, 3921, 3922, 5498 or W-2G.

Box 3. Enter the total number of forms (not pages) you are submitting with this 1096.  The 1098, as an example, has 3-forms per page.  If you complete all 3-forms on that 1-page, enter the number "3" in Box 3.  If you complete 2 of the 3-forms on that 1-page, enter the number "2" in Box 3.
 
Box 4. Enter the total federal income tax withheld on all the forms you are submitting. If you didn't withhold any federal income tax, indicate "0".

Box 5. Enter the total amount of reported payments on all the forms you are submitting. Leave this box blank if you are filing Forms 1099-A or 1099-G.

In Box 6, enter an "X" in the box for the type of form you are submitting. For example, if you are submitting 1099-MISC forms, enter an X in the 1099-MISC box.

The last question asks if this is your final return. Enter an "X" for question 7 if you are not be required to file Forms 1099, 1098, 3921, 3922, 5498 or W-2G by paper or electronically in the future.

Don't forget to sign and date the form.

Please send an e-mail to info@1099fire.com with any comments you might have.

 

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