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Your Annual Reminder to File Worker 1099s

Published on: Published in: Taxes

Article Highlights:

  • 1099-NEC Filing Requirements
  • Independent Contractor Filing Threshold
  • Form W-9
  • Worksheet

This is our annual reminder that if you use workers other than employees to perform services for your business and pay them $600 or more for the year, you are required to issue each one a Form 1099-NEC after the end of the year to avoid facing the loss of the deduction for their labor and expenses. The 1099s for 2022 must be provided to workers no later than January 31, 2023.

The requirement to file Form 1099-NEC may also apply to landlords considering the 20% pass-through deduction (Sec. 199A deduction) for business income. The IRS, in regulations for this tax code section, cautions landlords that to be treated as a trade or business (and therefore to generally be eligible for the 199A deduction), they should consider reporting payments to independent contractor service providers on IRS Form 1099-NEC. This generally wasn’t required for rental activities in the past and still isn’t required when a rental is classified as an investment rather than as a trade or business.

It is not uncommon to, say, have a repairman out early in the year, pay them less than $600, and then use their services again later and have the total for the year exceed the $600 limit. As a result, you could easily overlook getting the necessary information, such as their complete name and tax identification number (TIN), to file the 1099s for the year. Therefore, it is good practice to have unincorporated individuals complete and sign the IRS Form W-9 the first time you use their services. Having properly completed and signed Form W-9s for all independent contractors and service providers eliminates oversights and protects you against IRS penalties and conflicts.

The government provides IRS Form W-9 as a means for you to obtain the data required to file 1099s for your vendors, contractors or service providers. This data includes the individual’s name, address, type of business entity and TIN (usually a Social Security number or an Employer Identification Number) as well as certifications of the ID number and citizenship status. It also provides verification that you complied with the law should the individual provide you with incorrect information. We highly recommend that you have potential vendors, contractors, etc., complete Form W-9 prior to engaging in business with them. The form can either be printed to fill out or completed onscreen and then printed. A Spanish-language version is also available. The W-9 is for your use only and is not submitted to the IRS.

CAUTION: 1099-NEC worker reporting does not apply to household workers, as they are considered employees. Call for additional information.  

To avoid a penalty, the government’s copies of the 1099-NECs must also be sent to the IRS by January 31, 2023. The penalties can be significant, ranging between $50 and $290 for each 1099-NEC filed late.

1099-NEC forms must be filed electronically or on special optically scannable forms. If you need assistance with filing 1099-NEC or have questions related to this issue, please give this office a call. You can complete the 1099-NEC worksheet and forward it to this firm to prepare 1099s. Also, make sure you have all of your non-employee workers or service providers complete a Form W-9 for 2022.