How to Process an IRS B-Notice

On Demand Webinar

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Steven Mercatante
  • Topic:   Taxation and Accounting
  • Credit:   ATATX 1.5
All Access Membership

IRS B-Notice processing rules are always tricky. Questions regarding where to start, who to contact, and when are among those that frequently cause confusion. Whether you are new or seeking an update this course will provide CPA’s, Accounts Payable, Payroll, and Tax professionals with plain English guidance to help you and your organization process IRS B-Notice’s with confidence.

The program will discuss the steps you need to take in response when you receive IRS B-notices, and what to do the first time you get a B-Notice for a particular vendor versus the second time. This program will also cover how the IRS name-TIN matching process works and how you can proactively create policies and procedures to lessen the number of B-Notices your organization receives each year. The bulk of the program will cover procedures your organization must follow in processing IRS B-Notices received because mistakes in your filing or because of the payor refusal to provide needed information as well as the establishment of procedures for the correct processing of B-Notices.

Agenda:

  • Reminders and what’s new in B-Notice processing
  • IRS B-Notice processing timelines
  • Reasons for receiving a B-Notice list and how to cut down on such notices
  • Step-by-step tips for performing your own due diligence prior to reaching out to vendors
  • B-Notice related TIN solicitation best practices in first B-Notice situations
  • Guidance on how to recognize when you are in a second B-Notice situation and what to do in response
  • B-Notice response do’s and don’ts
  • A discussion of how to recognize differences between B-Notice and penalty notice procedures 
  1. Introduction
  2. What’s New 00:01:12
  3. What’s New 1099 Filing Changes - Final Rules 00:13:07
  4. What’s New 1099 Filing Changes - FIRE 00:26:26
  5. 1099-NEC And 1099-MISC - Form 1099-NEC 00:32:43
  6. 1099-NEC And 1099-MISC - Form 1099-MISC 00:33:23
  7. The W-9 The First Step In Identifying a Problem 00:35:29
  8. The W-9: Name/TIN Matching The Key 00:41:04
  9. The W-9: Name/TIN Matching The Key Cont’d 00:41:49
  10. Form W-9 Solicitation Tips to Ensure You Capture Form 1099 Payee Data 00:42:19
  11. Your Payee Refuses To Provide Their TIN On The W-9 00:48:36
  12. Withholding Audits From Payment Situations 00:51:46
  13. Clean Up Your Files Prior To Form 1099 Reporting 00:53:55
  14. TIN Match Program Tips To Reduce B-Notices 00:56:52
  15. TIN Matching and Policies And Procedures 00:59:14
  16. TIN Match Program and Penalty Abatement 00:59:47
  17. Backup Withholding 01:00:44
  18. Backup Withholding and the New Form 1099-MISC Versus 1099-NEC 01:02:16
  19. Backup Withholding - Four Triggers 01:05:26
  20. Backup Withholding - IRS Expectations 01:06:24
  21. Backup Withholding - Example 01:07:28
  22. Backup Withholding - What if? 01:09:57
  23. Backup Withholding: The Form 945 01:10:23
  24. Backup Withholding: The Form 945 Cont’d 01:10:49
  25. B-Notice Response Best Practices 01:11:29
  26. B-Notice Response Best Practices Cont’d 01:15:38
  27. B-Notice Response Best Practices - 1st Notice 01:21:13
  28. B-Notice Response Best Practices - 2nd Notice 01:25:43
  29. B-Notice Response Best Practices - Tips 01:28:42
  30. B-Notice Response Best Practices - Final B Notice Thoughts 01:33:28
  31. IRS Form 972-CG Proposed Penalty Notice and Reasonable Cause 01:33:29
  32. IRS Form 972-CG Proposed Penalty Notice and Reasonable Cause Cont’d 01:34:49
  33. IRS Form 972-CG Proposed Penalty Notice and Reasonable Cause Cont’d 01:34:50
  34. IRS Form 972-CG Proposed Penalty Notice and Reasonable Cause Cont’d 01:35:46
  35. Protect Yourself- Presentation Closing 01:37:07
  36. Attendee Questions 01:38:17
  37. Presentation Closing 01:42:58
  • Audit 00:01:51, 00:03:19, 00:13:51, 00:51:49
  • Backup Withholding 00:07:48, 0:09:04, 00:11:33, 00:13:49, 00:32:45, 00:48:38, 01:00:45, 01:07:33, 01:09:45, 01:23:04, 01:29:21
  • B-Notice 00:01:12, 00:04:04, 00:06:29, 00:09:33, 00:19:35, 00:31:27, 00:37:42, 00:45:50, 00:53:01, 01:13:48, 01:20:34, 01:23:14
  • C-Notice 01:05:43
  • CP-2100 00:01:55, 00:10:08, 00:19:40, 01:14:23
  • CP-2100-A 00:00:56, 00:10:13, 01:14:24
  • DBA -Doing Business As 01:16:13
  • Department of Labor (DOL) 00:11:08
  • Disregarded Entity 00:35:35, 00:38:43, 00:41:06
  • EIN 00:36:07, 00:41:59, 00:45:41, 01:15:59, 01:26:42
  • Exempt 00:50:56
  • FIRE - File Information Returns Electronically 00:24:04
  • Form 1042-S 00:51:58
  • Form 1099-B 00:53:55
  • Form 1099-DIV 00:53:55, 01:05:50
  • Form 1099-INT 00:53:55, 01:05:46
  • Form 1099-K 00:53:55
  • Form 1099 MISC 00:19:51, 00:33:34, 00:48:43, 00:53:55, 01:02:46
  • Form 1099-NEC 00:06:46, 00:48:42, 00:53:55, 01:02:38, 01:08:02, 01:20:12
  • Form 1099-OID 00:53:55, 01:05:57
  • Form 1099-PATR 00:53:55, 01:05:54
  • Form 1099-R 01:20:19
  • Form 1099-S 01:20:20
  • Form 5498 01:20:23
  • Form 945 00:51:46, 01:04:07, 01:10:24, 01:20:12
  • Form 945-A 01:10:23
  • Form W-8 00:51:58
  • Form W-9 00:35:30, 00:36:14, 00:38:55, 00:42:32, 00:48:53, 01:01:37, 01:06:06, 01:13:27, 01:25:53
  • Independent Contractor 00:09:59
  • Inflation Reduction Act Of 2022 00:01:30
  • IRC 972-CG 00:59:14, 01:33:29
  • IRC Section 3406(a) 00:07:42, 00:49:07, 01:01:29
  • IRC Section 6041(a) 00:01:12
  • IRC Section 6109(a)(2) 00:01:12, 00:39:36
  • IRC Section 6721 00:59:47
  • IRC Section 6722 00:59:47
  • IRC Section 6724 00:59:47
  • ITIN 00:36:09
  • Limited Liability Company (LLC) 00:07:07, 00:30:33, 00:37:49, 00:38:42, 00:41:42, 01:16:03
  • Reasonable Cause 00:30:54, 00:41:44, 00:47:15, 00:59:46, 01:34:53
  • Resident Alien 01:27:15
  • Safe Harbor 00:22:35
  • Sole Proprietor 00:35:34, 00:41:24, 01:16:10
  • Substantial Presence Test (SPT) 01:27:20
  • Tax Gap 00:01:12
  • TIN 00:02:07, 00:04:20, 00:08:16, 00:29:43, 00:30:42, 00:35:51, 00:42:09, 00:54:39, 01:00:57, 01:13:59, 01:26:07
  • TIN Match Program  00:54:14, 00:59:51, 01:32:53
  • Transmitter Control Code (TCC) 00:21:46, 01:19:46
  • Vendor 00:03:01, 00:06:38, 00:22:07, 00:38:42, 00:42:28, 01:02:27, 01:13:35, 01:32:48

147C Letter: The information on a 147C letter documents how an individual or business entity is filed with the Internal Revenue Service (IRS), and should match the information on business tax returns and 1099-K forms. The best way to request a 147C letter is to contact the IRS by phone

Audit: A formal examination of an organization's or individual's accounts or financial situation

Backup Withholding: Backup withholding is the tax that is levied on investment income, at an established tax rate, as the investor withdraws it. Backup withholding helps to ensure that government tax-collecting agencies (such as the IRS or Canada Revenue Agency) will be able to receive income taxes owed to them from investors' earnings. (www.investopedia.com)

C-Notice: Backup withholding notice from the IRS stating that the non-employee has understated income and is subject to backup withholding.

CP-2100: It is a notice that tells a payer that he or she may be responsible for backup withholding. It is accompanied by a listing of missing, incorrect, and/or not currently issued payee TINs. Largevolume filers will receive a CD or DVD data file CP2100, mid-size filers receive a paper CP2100, andsmall filers receive a paper CP2100A.

CP2100-A: It is a notice that tells a payer that he or she may be responsible for backup withholding. It isaccompanied by a listing of missing, incorrect, and/or not currently issued payee TINs. Largevolume filers will receive a CD or DVD data file CP2100, mid-size filers receive a paper CP2100, andsmall filers receive a paper CP2100A.

DBA -Doing Business As: Sometimes it makes sense for a company to do business under a different name. To do this, the company has to file what's known as a DBA, meaning "doing business as." A DBA is also known as a "fictitious business name," "trade name," or "assumed name."

Department of Labor (DOL): The United States Department of Labor is a cabinet-level department of the U.S. federal government responsible for occupational safety, wage and hour standards, unemployment insurance benefits, reemployment services, and some economic statistics; many U.S. states also have such departments.

Disregarded Entity: A disregarded entity refers to a business entity with one owner that is not recognized for tax purposes as an entity separate from its owner. A single-member LLC ( “SMLLC”), for example, is considered to be a disregarded entity. (www.pntax.com)

EIN: The Employer Identification Number, also known as the Federal Employer Identification Number or the Federal Tax Identification Number, is a unique nine-digit number assigned by the Internal Revenue Service to business entities operating in the United States for the purposes of identification.

Exempt : Exempt employee is a term that refers to a category of employees set out in the Fair Labor Standards Act. They do not receive overtime pay, nor do they qualify for the minimum wage

Form 1042: Form 1042, also "Annual Withholding Tax Return for U.S. Source Income of Foreign Persons", is used to report tax withheld on certain income of foreign persons.

Form 1099-DIV : Form 1099-DIV: Dividends and Distributions is an Internal Revenue Service (IRS) form sent to investors who receive distributions from any type of investment during a calendar year. Investors can receive multiple 1099-DIVs. Each Form 1099-DIV should be reported on an investor's tax filing.

Form 1099-INT: Form 1099-INT is the IRS tax form used to report interest income. The form is issued by all payers of interest income to investors at year end and includes a breakdown of all types of interest income and related expenses. Payers must issue Form 1099-INTs for any party to whom they paid at least $10 of interest during the year.

Form 1099-K: A payment settlement entity (PSE) must file Form 1099-K for payments made in settlement of reportable payment transactions for each calendar year. A PSE makes a payment in settlement of a reportable payment transaction, that is, any payment card or third party network transaction, if the PSE submits the instruction to transfer funds to the account of the participating payee to settle the reportable payment transaction.

Form 1099-MISC: The Form 1099-MISC is an Internal Revenue Service (IRS) tax return document used to report miscellaneous payments made to nonemployee individuals, such as independent contractors, during the calendar year. (www.shrm.org)

Form 1099-NEC: In the context of 1099 tax filing, NEC stands for “Nonemployee Compensation” (the first letters of the three words None, Employee and Compensation). Most tax payers recognize NEC as box 7 on Form 1099-MISC. NEC is used to report income paid to independent-contractors / the-self-employed (referred to as 1099 employees for simplification purposes). So, while employers report income that gets paid to employees on Box 1 (Wages, tips, other compensation) of the W2 form, payers report income that gets paid to none-employees on Box 7 (NEC) of the 1099-MISC form. As an individual, if you received form 1099-MISC instead of Form W-2 then the payer did not consider you an employee and did not withhold income tax or social security and Medicare tax.

Form 1099-OID: Form 1099-OID is a tax form intended to be submitted to the Internal Revenue Service by the holder of debt instruments which were discounted at purchase to report the taxable difference between the instruments' actual value and the discounted purchase price.

Form 1099-PATR: File Form 1099-PATR, Taxable Distributions Received From Cooperatives, for each person to whom the cooperative has paid at least $10 in patronage dividends and other distributions described in section 6044(b), or from whom you withheld any federal income tax under the backup withholding rules regardless of the amount of the payment.

Form 1099-R: Form 1099-R is a tax form from the Internal Revenue Service (IRS) for reporting distributions from annuities, profit-sharing plans, retirement plans, IRAs, insurance contracts, or pensions.

Form 1099-S: A Form 1099-S is a tax document used to ensure that the full amount received for a real estate sale of some kind is accurately reported. A 1099-S can also be used to report income made on a rental property or investment property. For selling real estate, the buyer must complete and file their own 1099-S.

Form 5498: Tax Form 5498 is used to report contributions on IRAs, which include traditional and Roth, as well as Savings Incentive Match Plan for Employees (SIMPLE) and Simplified Employee Pension (SEP). Many people are under the impression that they need Tax Form 5498 in order to file their final return. (www.irs.gov)

Form 945: IRS Form 945 is titled Annual Return of Withheld Federal Income Tax. Form 945 is used to report withheld federal income tax from nonpayroll payments, including distributions from qualified retirement plans.

Form 945-A: Use this form to report your federal tax liability (based on the dates payments were made or wages were paid) for the following tax returns.*Forms 945 and 945-X for federal income tax withholding on nonpayroll payments.*Forms CT-1 and CT-1 X for both employee and employer Tier I taxes and employer Tier II taxes.*Forms 944 and 944-X for federal income tax withheld plus both employee and employer social security and Medicare taxes.

Form W-8: Form W-8 is filled out by foreign entities (citizens and corporations) in order to claim exempt status from certain tax withholdings. The form is used to declare an entity's status as non-resident alien or foreign national who works outside of the United States.

Form W-9: Form W-9 (officially, the "Request for Taxpayer Identification Number and Certification") is used in the United States income tax system by a third party who must file an information return with the Internal Revenue Service (IRS). It requests the name, address, and taxpayer identification information of a taxpayer (in the form of a Social Security Number or Employer Identification Number). - Wikipedia (https://en.m.wikipedia.org/)

IRC Section 3406(a): Requires that, under certain circumstances, including the payee's failure to provide a TIN, the payer must perform backup withholding.

IRC Section 6041(a): Provides that persons engaged in trade or business must report certain payments on an information return.

IRC Section 6109(a)(2): Requires that a payee provide a TIN to the payer when the payment will be reportable on an information return.

IRC Section 6721: If an employer fails to file a correct Information, return by the due date, and cannot show reasonable cause, the employer may be subject to a penalty as provided under IRC Section 6721.

IRC Section 6722: IRC Sec. 6722 authorizes a civil penalty for failing to provide payees with correct copies of statements furnished to the IRS.

IRC Section 6724: I.R.C. § 6724(a) Reasonable Cause Waiver — No penalty shall be imposed under this part with respect to any failure if it is shown that such failure is due to reasonable cause and not to willful neglect.

IRS Notice 972CG: The IRS started mailing 972CG penalty notices in July 2013 regarding 1099's with missing or incorrect TIN/Name Combinations. A 972CG is a NOTICE OF PROPOSED CIVIL PENALTY. A simple way to prevent this costly penalty is to verify that your information is correct prior to filing.

ITIN : An Individual Taxpayer Identification Number is a United States tax processing number issued by the Internal Revenue Service. It is a nine-digit number that begins with the number 9, and the 4th and 5th digits, also known as second section, range from 70 to 88, 90 to 92 and 94 to 99.

Independent Contractor: An independent contractor is a person or entity contracted to perform work or provide services to another entity as a non-employee. As a result, independent contractors must pay their own Social Security and Medicare taxes. - Investopedia (https://www.investopedia.com/)

Inflation Reduction Act Of 2022: The Inflation Reduction Act will protect Medicare recipients from catastrophic drug costs by phasing in a cap for out-of-pocket costs and establishing a$35 cap for a month's supply of insulin. And, as an historic win, Medicare will be able to negotiate prices for high-cost drugs for the first time ever.

Limited Liability Company (LLC): An LLC is a corporate structure where members cannot be held accountable for the company’s debts or liabilities. This can shield business owners from losing their entire life savings if, for example, someone were to sue the company. Can be a single member (much like a sole proprietor) or a multi-member. It shares certain traits of both corporations as well as partnerships or sole proprietorships. It is not a corporation.

Reasonable Cause : Reasonable cause is based on all the facts and circumstances in your situation. The IRS will consider any reason which establishes that you used all ordinary business care and prudence to meet your federal tax obligations but were nevertheless unable to do so.

Resident Alien : A resident alien is a foreign person who is a permanent resident of the country in which he or she resides but does not have citizenship. To fall under this classification in the United States, a person needs to either have a current green card or have had one in the previous calendar year.

Safe Harbor: A safe harbor is a provision of a statute or a regulation that specifies that certain conduct will be deemed not to violate a given rule. It is usually found in connection with a vaguer, overall standard. Under the safe harbor, a “rental real estate enterprise” is treated as a trade or business for purposes of Sec. 199A if at least 250 hours of services are performed each tax year with respect to the enterprise. ... The safe harbor requires that separate books and records be maintained for the rental real estate enterprise.

Sole Proprietor: A business that legally has no separate existence from its owner. The sole proprietorship is the simplest business form under which one can operate a business. The sole proprietorship is not a legal entity. It simply refers to a person who owns the business and is personally responsible for its debts.

Substantial Presence Test (SPT) : The Substantial Presence Test (SPT) is a criterion used by the Internal Revenue Service (IRS) in the United States to determine whether an individual who is not a citizen or lawful permanent resident in the recent past qualifies as a "resident for tax purposes" or a "nonresident for tax purposes"; it is a form of physical presence test. The SPT should be used in conjunction with the Green Card Test (the criterion that the individual possessed a valid Green Card at any time of the year). An individual who satisfies either one or both of these tests is treated as a resident for tax purposes.

TIN: A Taxpayer Identification Number is an identifying number used for tax purposes in the United States and in other countries under the Common Reporting Standard. In the United States, it is also known as a Tax Identification Number or Federal Taxpayer Identification Number.

TIN Match Program: TIN Matching is part of a suite of Internet-based pre-filing e-services that allows “authorized payers” the opportunity to match 1099 payee information against IRS records prior to filing information returns.

Tax Gap: The gross tax gap is the difference between true tax liability for a given tax year and the amount that is paid on time. It is comprised of the nonfiling gap, the underreporting gap, and the underpayment (or remittance) gap.

Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.


Guest Speaker

  • Steven Mercatante

ATATX Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in accounting.