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![Page 1: Internal Revenue Service Federal, State, & Local Governments Louisiana Association of School Business Officials November 7, 2012 HOW TO AVOID INFORMATION.](https://reader035.fdocuments.in/reader035/viewer/2022062216/56649d9f5503460f94a8ac61/html5/thumbnails/1.jpg)
Internal Revenue ServiceFederal, State, & Local Governments
Louisiana Association of School Business Louisiana Association of School Business OfficialsOfficials
November 7, 2012November 7, 2012
HOW TO AVOID INFORMATION REPORTING
PROBLEMS FOR
GOVERNMENT ENTITIES
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FSLG MISSION STATEMENT
Provide Government Entities top quality service by helping them understand and comply with their tax responsibilities and by applying the tax law with integrity and fairness to all.
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TOPICS for Today
Purpose of Form 1099-MISCForm W-9Backup WithholdingPenaltiesIRS On-Line TIN Matching ProgramFiling Information Returns Electronically
(FIRE)
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FORM 1099-MISC MISCELLANEOUS INCOME
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What is a Form 1099-MISC?
Information return required to report certain types of payments* made to non-employees and others
*Payments made BY Federal, State and
Local government agencies are reportable
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Types of Payments/Services Reported on the FORM 1099-
MISC ( By Box)
Rents – Box 1Other Income – Box 3Backup Withholding (BWH)– Box 4Medical/Health Care Payments – Box 6Nonemployee Compensation – Box 7
Attorney’s Fees - Box 7
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Types of Payments/ServicesReported on 1099-MISC
(cont’d)
Gross Proceeds to Attorneys – Box 14
Related to Legal Services
Corporate Exemption Does NOT
APPLY
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Who Does NOT Get a Form 1099-MISC?
Employees Corporations Except: Attorneys or Medical or Health Care Service Providers
Businesses that provide you with: Merchandise Inventory Equipment, supplies, parts only* *Parts provided with services are reportable
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When are Forms1099-MISC Required to be
Filed?
When Payments for services = $600 or more in a calendar year
Furnish to Payee by January 31, xxxxTO IRS with 1096 transmittal:
File Paper by last day of February File Electronically by last day of March
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Transmittal Form 1096
Use Form 1096 for each TYPE
of Information Return you file
Filer Information: Please put a contact
name and a Telephone Number!
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Using Form W-9
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Purpose of Form W-9
Provide to every vendor who performs services for your entity
Used to obtain an identifying number of a vendor
Identifies type of business operation - i.e. Sole Proprietor, LLC, Corporation, Partnership
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LLCs AND
REPORTABLE PAYMENTS
May be a partnership or a corporationSecure a Form W-9 to determine its statusProviding legal, medical and/or health
services
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BACKUP WITHHOLDING
Internal Revenue Code section 3406Required to withhold if
Payee failure to furnish valid TIN requires immediate withholding
Received a CP2100 or CP 2100A notice from the IRS
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WHEN TO BEGIN BACKUP WITHHOLDING
Aggregate payments for the calendar year equal or exceed $600
Immediately if in the preceding year you were required to
-- issue a related information return, or - -- impose backup withholding on such paymentsRate is 28% after May 28, 2003
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CP2100/2100A NOTICE
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FIRST “B” NOTICE
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SECOND “B” NOTICE
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NOTICE 972-CG
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WHEN TO STOP BACKUP WITHHOLDING
Failure to Furnish TIN - stop within 30 calendar days of payee furnishing correct TIN
Notice from IRS (incorrect TIN) - stop withholding within 30 calendar days after you receive a certified Form W-9
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REPORTING BACKUP WITHHOLDING
Report withholding to payee and to IRS in Box 4 of Form 1099-MISC
Reporting required even if the amount of the payment is below the normal threshold for filing Form 1099
Send copy A of all paper Forms 1099 to the IRS with Form 1096
Total withheld reported on Form 945
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FORM 945
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COMMON ERRORS
Failure to obtain correct identifying information
Failure to aggregate payments Assuming payee is a corporation
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FAILURE TO FILE PENALTIES
Correctly file within 30 days after the due date – $30 per return with $250,000 cap
On or before August 1 – $60 per return with $500,000 cap
No return filed or correctly file after August 1 – $100 per return with $1.5 million cap
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FAILURE TO FURNISH PAYEE STATEMENTS
$100 per statement, no matter when the correct statement is furnished
May be reduced for failures corrected: -- Within 30 days after the due date: $30 per
return
-- On or before August 1: $60 per return
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ABATEMENT OF PENALTIES
Must be for reasonable cause; cannot be due to willful neglect
May make the request after penalty is assessed
Reasonable Causes -- Significant mitigating factors -- Failure was due to events beyond filer’s control
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IRS ONLINE TIN MATCHING PROGRAM
Available to payers who file information returns subject to backup withholding
Free for registered usersQuick verification of Name/TIN
combinations
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ELIGIBLE USERS
Payers or their authorized agentsAuthorized Agent - employee or external vendor
contracted to transmit information on behalf of the governmental entity
Authorized agent not required – you can register and use it yourself
Individual must be approved by the principal and registered
Service not to be used for any other purpose
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ADVANTAGES OF USING TIN MATCHING
Fast and reliable verification FreeIndividual records can be printedSubmissions may meet reasonable cause
regarding penalty relief
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REQUIREMENTS TO PARTICIPATE
Filed an information return in the past two yearsComply with all terms of Revenue Procedure
2003-9Transmit only name/TIN combinations for which
you will make paymentsTransmit only combinations you have not
previously requestedMaintain confidentiality of informationProvide IRS information necessary to monitor
program
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METHODS TO SUBMIT REQUESTS
Interactive Submit up to 25 name/TIN combinations on-line Up to 999 combinations per day Response in real time (normally about five seconds)
Bulk Submit a text file with up to 100,000 name/number
combinations per submission Receive a response to a secure mailbox within 24 hours
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RESPONSE CODES
0 – Match1 – Missing or incorrect TIN2 – TIN not currently issued3 – Does not match4 – Invalid request5 – Duplicate request6, 7, 8 – TIN type unknown, but matches SSN or
EIN records, or both
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REGISTRATION
“Principal” for the organization must initiate registration
Each designated user receives a token at home address – must validate within 28 days of initial registration
When all users are confirmed, principal completes registration
To register: search for e-services on IRS.govSee Publication 2108A or call 1-866-255-0654
(01-512-416-7750 for international callers)
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FIRE SYSTEM
Filing Information Returns Electronically (FIRE)Available to all filers; use required for larger-
volume payersBenefits
Paperless Secure Easy to use Efficient Fast
Flexible
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WHO CAN USE THE FIRE SYSTEM?
Available to all filers of Information Returns
REQUIRED where filing 250 or more Information Returns
Status of filing available within 2 daysDue date of filing is later than paper filing
for most returns
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FIRE FILING REQUIREMENTS
Software required to file in proper formatSubmit Form 4419 Create your FIRE AccountList of Approved IRS e-file for Business
Providers available at www.irs.gov and Publication 1582
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ELECTRONIC FILING REQUIREMENT
250 + applies to each type of formApplies separately to original & corrected
returnsComplete online Form 8809 to request an
extension for filing information returns via FIRE
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Forms or Assistance
IRS website: www.irs.govFSLG website: www.irs.gov/govtsForms: 1-800-TAX-FORMAssistance: Contact your FSLG
Specialist
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QUESTIONS??