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Tips for 1099 paper filing

June 6th, 2013 No comments

This article lists and discusses tips for 1099 paper filing. If you have any tip that is not listed here, please add your comments below to this article.  We are always eager to hear about any new 1099 paper filing tips.

DON’T

1. Do not buy the forms (unless your really pushed for time). The red-ink forms are free.  You can order by phone by calling 800-TAX-FORM.  There is no charge for calling, shipping or handling and the IRS will ship up too 100 forms per call.

2. Do not photocopy Copy A or download the forms from the internet and try to print Copy A and mail them in.  The red-ink Copy A forms have a special red-ink.  Even if you have a color printer and print Copy A in red colored ink, its not the same kind of red-ink that the IRS uses to create the form.  Consequently, the forms will not scan and will be rejected.  You have to get the official red-ink forms from the IRS.

3. Do not cut or separate Copy A of the forms. Form 1098, for example, has 3 Form 1098 records for one sheet of paper.  For Copy B, you can cut these individual records and distribute to the payee’s. But for Copy A, don’t cut the form at all.  Leave it whole.

4. Do not staple, tear, tape or fold any forms. Prepare Copy A for each 1099 and their corresponding 1096.  Send the Copy A forms along with the 1096 to the IRS in a flat mailing.  Staples, tape or anything else will interfere with the IRS scanners.

5. Do not submit any copy to the IRS except Copy A.  Do not submit Copy B or C to the IRS.

6. Do not use prior year forms unless you are reporting prior year data.  If you are filing for tax year 2011, don’t find a 2010 tax year form and scratch out “2010” and write 2011 at the top and mail even if there were no changes in the forms from one year to another.

7. Do not use dollar signs ($), ampersands (&), asterisks (*), commas, or other special characters in the money amount boxes. Don’t write 0 or “zero” or “none” in a money amount box when no entry is required.

8. Do not use apostrophes (‘), asterisks (*) or other special characters on the payee name.

DO

1. Handwritten forms are acceptable. Write neatly!  Everything you write must be completely legible and accurate.  Use black ink and block print (no script characters).

2. You can type on the forms as well.

3. Keep a copy of your information returns you filed with the IRS or have the ability to reconstruct the data for at lesat 3 years, 4 years for Form 1099-C.

4. Remove the pinfeed holes before mailing.  The official forms that the IRS mails you has a perforated edge with a multiple of pinfeed holes on that edge.  Remove the edge, then mail.

5. File on time.  You can request a 30-day time extension online for paper and electronic filing.  It will automatically be granted.  But you have to file for the extension before the due date and this just gives you an extension for mailing Copy A to the IRS.  You still need to get Copy B to the payee by the end of January.

6. Know your recipient. How well do you know the person you hired to do some miscellaneous work around the house?  Know enough so that you can accurately fill out these 1099 forms at the end of the year.  When its the middle of the summer and you pay someone $600 or more for miscellaneous contract work, your not thinking about taxes and information returns that are due in January. Know enough about your recipient so that your not scrambling in January for their mailing address and TIN.

If you have any tips, please let us know.  Add them below.

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Rules for Paper filing 1099 IRS Forms

June 3rd, 2013 No comments

There is a tremendous level of comfort in filing 1099 forms by paper. Especially if you are submitting just a few 1099 tax forms per year.

My accountant is probably 80 plus years old (I never asked him his exact age). Every year when I file my taxes, I have one 1099-MISC tax form that needs to be filled out and submitted. My accountant fills out IRS Form 1099-MISC by hand with an ordinary pen and hands it to me to mail.

There were 2-questions I investigated and write about below.

Can I submit handwritten 1099 forms to the IRS?

Yes.  General Instructions for Certain Information Returns can be found on the internet. If you search for Paper Document Reporting you can read:

“Although handwritten forms are acceptable, they must be completely legible and accurate to avoid processing errors.”

Use black ink, block print and not script characters. The general instructions also state that if you have no data for a particular box to just leave it blank. Do not enter 0 or “none” if you have no money value.

Send the 1099 form along with the 1096 form as separate forms. Do not use staples on any of the forms.

Where to mail paper information returns?

If your principal business or legal residence is located in:

Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia or West Virginia, then you mail your paper information returns to Department of the Treasury, Internal Revenue Service Center, Austin, TX 73301.

If your principal business or legal residence is located in:

Alaska, California, Colorado, District of Columbia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Oklahoma, Oregon, South Carolina, South Dakota, Tennessee, Utah, Washington, Wisconsin or Wyoming, then you mail your paper information returns to Department of the Treasury, Internal Revenue Service Center, Kansas City, MO 64999.

And if your legal residence or principal place of business is outside the United States, file with the Department of the Treasury, Internal Revenue Service Center, Austin, TX 73301.

Due Dates

Copy A of 1099 forms typically must be postmarked and mailed by the end of February.  If you file electronically, you get an extra month of time to file.  Also when filing electronically, you can automatically apply for an receive a one month extension.

I hope this helps when paper filing this year.

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