As a taxpayer, you probably hate receiving 1099s. If you're in business, you probably hate sending them out. In fact, no one likes 1099s except the IRS. The agency loves them because they allow its computers to keep tabs on ordinary taxpayers, even while it audits fewer than 1% of all individual tax returns.
The IRS matches nearly all 1099s and W-2s (those are the wage-report forms from your employer) against your 1040 or other tax forms. In the calendar year 2015 it sent 3.7 million CP2000 notices to taxpayers saying that, based on those matches, they owed more money. By contrast, it audited almost 1.4 million returns.
(For background reading, see 10 Steps to Tax Preparation.)
1. It's Better to Give Than Receive
This time of year they're inevitable. Generally, businesses must issue the forms to any payee (other than a corporation) who receives at least $600 during the year. And that's just the basic threshold rule; there are many, many exceptions. That's why you probably get a Form 1099 for every bank account you have, even if you earned only $10 of interest income.
2. There Are Many Varieties of 1099
There's a 1099-INT for interest; 1099-DIV for dividends; 1099-G for state and local tax refunds and unemployment benefits; 1099-R for pensions and payouts from your individual retirement accounts; 1099-B for broker transactions and barter exchanges; 1099-S for real estate transactions, etc. In fact, there's a dizzying array. There are many categories, but the Form 1099-MISC (for miscellaneous) seems to prompt the most questions and covers the biggest territory.
3. What If You Don’t Get All Your 1099s?
The most important thing to remember is that you are responsible for paying the taxes you owe even if you don’t get the form, so following up with the business might be a good idea. If the company submits form 1099 to the IRS, but for some reason (see #4 below) you don’t receive it, the IRS will send you a letter – actually, a bill – saying that you owe taxes on the income. That letter could come as long as years later. If the business didn't file the 1099 form for you on the income, you should report it as miscellaneous income. It might be worth asking a tax pro for other alternatives.
4. Beware Changed Addresses
Whether or not the payer has your correct address, the information will be reported to the IRS (and your state tax authority) based on your Social Security number. That means you have an interest in making sure payers have your correct address. Update your address directly with payers, as well as putting a forwarding order in with the U.S. Post Office. You'll want to see any forms the IRS sees.
5. The IRS Gets Your 1099, Too
Any Form 1099 sent to you goes to the IRS too – often a little later. The deadline is Jan. 31 for mailing 1099s to most taxpayers, but some are due Feb. 16, others are due to the IRS at the end of Feb. Some payers do send them simultaneously to taxpayers and the IRS. Most payers mail taxpayer copies by Jan. 31 and then wait a few weeks to collect all of the IRS copies, summarize them and transmit them to the IRS, usually electronically.
6. Report Errors Immediately
The time delay means you may have a chance to correct obvious errors. So don't just put arriving 1099s in a pile; open them immediately. Suppose you get a 1099-MISC on Jan. 31 reporting $8,000 of pay, when you know you received only $800 from the company that issued the form? Tell the payer immediately. There may be time for the payer to correct it before sending it to the IRS. That's clearly better for you. If the payer has already dispatched the incorrect form to the IRS, ask the payer to send in a corrected form. There's a special box on the form to show it is correcting a prior 1099 – so the IRS doesn't just add the amounts together!
7. Report Every 1099
The key to Form 1099 is the IRS' computerized matching. Every Form 1099 includes the payer's employer identification number and the payee's Social Security (or taxpayer identification) number. The IRS matches nearly every Form 1099 with the payee's tax return. If you disagree with the information on the form but you can't convince the payer you're right, explain it on your tax return. Example: Suppose you received a $100,000 payment from your car insurance company to cover your medical expenses and pain from whiplash you suffered in an accident. Payment for personal physical injuries is excludable from income, and it shouldn't normally be the subject of a Form 1099. If you haven't succeeded in convincing your insurance company to cancel the form 1099, try to explain it on your tax return. One possibility is to include a zero with a "see note" on line 21, the "other income" line of your Form 1040. Then in the footnote, show something like this:
Payment erroneously reported by XYZ insurance on Form 1099: $100,000
Amount excludable under Section 104 for personal physical injuries: $100,000
Net to Line 21: $0
There's no perfect solution, but one thing is clear: If you receive a Form 1099, you can't just ignore it, because the IRS won't.
8. IRS "Dunning Letters"
No one likes a tax audit, and there are numerous tales about what will provoke one. But this much is clear: If you forget to report the $500 of interest you earned on a bank account, the IRS will send you a computer-generated letter billing you for the tax on that interest. If it's correct, just pay it.
9. Consider State Taxes, Too
Most states have an income tax, and they will receive all the same information the IRS does. So if you missed a form 1099 on your federal return, be aware that your state will probably catch up with it, too.
10. Don't Ask, Just Tell
Keeping payers advised of your current address is a good idea, as is reporting errors to payers. But that's where I'd stop. In other words, if you don't receive a Form 1099 that you expect, don't ask for it. If you are expecting a Form 1099, you no doubt know about the income, so just report that amount honestly on your tax return. IRS computers have no problem with that.
In my experience, if you call or write the payer and raise the issue, you may be buying trouble. The payer may issue the 1099 form incorrectly. Or you may end up with two of them, one issued in the ordinary course (even if it never got to you) and one issued because you called. The IRS computer might end up thinking you had twice the income you really did.