TIN Verification, B-Notices, and Backup Withholding: Best Practices

On Demand Webinar

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Chuck Borek
  • Topic:   Taxation and Accounting
  • Credit:   CPE 2.0, ATATX 1.5
All Access Membership

Issuers of 1099 Forms can adopt best practices and procedures that streamline the year end process and provide assurance that 1099s are correct, at least so far as vendor names and TINs  are concerned. While certain errors in reporting dollar amounts are considered “inconsequential” under new de minimis error rules, errors in the payee name or TIN are never considered inconsequential and can result in penalties.

Best practices to avoid errors and penalties include TIN solicitation, TIN verification, timely and appropriate response to IRS notices including issuing and follow up on B-Notices to payees, and procedures to implement and discontinue backup withholding as required.

The webinar will discuss the solicitation process including solicitation using and analyzing Form W-9, annual solicitations, B-notices and solicitations in response to IRS notices, and what to do when the vendor does not provide a TIN or provides an incorrect TIN.

It will cover how to register to use the IRS TIN verification service, how the system matches names and numbers and how this can help in preparing submissions to prevent false positive or negative responses from the system. It will cover how to submit TINs for verification and what to do when the system indicates a mismatch between the name and number of the vendor.

Procedures related to IRS notification of a name number mismatch or propose penalties for incorrect information returns are also covered including procedures the payer must follow in issuing B-Notices to payees.

The session will discuss establishment of procedures for proper administration of backup withholding.


  • Reminders and what’s new
  • IRS matching process
  • Penalties
  • Establishing reasonable cause
  • Solicitations
  • TIN verification
  • Notices
  • Backup withholding

Learning Objectives:

  • You will learn reminders and what's new
  • You will learn the IRS matching process
  • You will learn current penalty rates
  1. Introduction
  2. Form MISC And Form-NEC Example 00:03:15
  3. Tax Code Requirements (IRC 3406) 00:08:00
  4. What Payments Are Subject To Backup Withholding? 00:13:58
  5. What Payments Are Subject To Backup Withholding? Cont’d 00:14:25
  6. What is a Taxpayer Identification Number (TIN)? 00:15:16
  7. What is an Individual Taxpayer Identification Number (ITIN)? 00:17:11
  8. How Do You Obtain Someone’s TIN or ITIN? 00:19:24
  9. Exemptions From Backup Withholding 00:22:59
  10. Exemptions From Backup Withholding Con’d 00:24:02
  11. Exemptions From Backup Withholding Con’d 00:24:59
  12. Foreign Persons 00:26:00
  13. Should I Backup Withhold On A Payee Who is A Nonresident Alien? 00:33:43
  14. How Is Backup Withholding Reported? 00:34:20
  15. What Should I Do If A Payee Refuses or Neglects To Provide A TIN? 00:36:04
  16. What Is A CP2100 Or CP2100A Notice? 00:40:02
  17. Solicitation requirement if CP2100 or CP2100A is Received 00:41:18
  18. What is a “B” Notice? 00:44:06
  19. “B” Notice Requirements 00:46:39
  20. First B-Notice Example 00:49:00
  21. Second B-Notice Example 00:52:41
  22. What If You Receive A Second CP2100 or CP2100A Notice In The Same Calendar Year As The First Notice? 00:54:26
  23. What Should You Do If A “B” Notice is Returned As “Undeliverable”? 01:00:02
  24. When Do I Send  “B” Notice To A Payee? 01:00:43
  25. If you get a new TIN from a payee during the B Notice process, Do You Need To Correct The Form 1099 Filing That Was Issued? 01:02:40
  26. What If The Payment You Made Was A One Time Payment And You Don’t Expect To Pay That Person Again? 01:04:10
  27. What Happens If You Don’t Comply With The B-Notice Procedure? 01:05:39
  28. Can The Penalties Be Abated? 01:08:57
  29. What Is The Relationship Between The Requirements To Make An Annual Solicitation and The Requirements To Send A “B” Notice? 01:11:36
  30. What Should I Do If A TIN Was Actually On File But Was Omitted From The Form 1099 or Reported Incorrectly? 01:12:23
  31. What Should I Do If This Is The First Notification And The Form W-9 is Returned With The Same Incorrect Information? 01:14:35
  32. If I Don’t Do Business Anymore With A Payee, Or If It Was Only A One Time Transaction, What Should I Do With The “B” Notice? 01:15:07
  33. When Should You File A Corrected 1099? 01:15:46
  34. Flowcharting for Incorrect Names/TINs 01:16:59
  35. Flowcharting for Incorrect Names/TINs Con’t’d 01:18:01
  36. Flowcharting for Missing TINs 01:19:29
  37. Flowcharting for Missing TINs Cont’d 01:19:43
  38. TIN Verification 01:19:48
  39. Accessibility 01:21:00
  40. Current TIN Matching Program 01:21:59
  41. Current TIN Matching Program Cont’d 01:23:03
  42. Current TIN Matching Program Cont’d 01:25:57
  43. Do I need To Register Through Secure Access? 01:27:09
  44. Registration 01:33:46
  45. Items Needed For Registration 01:38:22
  46. Items Needed For Registration Cont’d 01:38:50
  47. Verifying Your Identity 01:39:37
  48. Can I Change My Username When I Register Through Secure Access? 01:40:07
  49. Notes 01:40:31
  50. Wrap-Up 01:41:21
  51. Presentation Closing 01:44:25
  • 501(c)(3) 00:23:11
  • Backup Withholding 00:08:39, 00:08:42,00:14:02, 00:14:09, 00:22:55, 00:23:31, 00:33:51, 00:38:32, 00:40:23, 00:44:08, 00:49:55, 01:04:38, 01:15:00, 01:22:08
  • B-Notice 00:41:25, 00:43:37, 01:04:53, 01:05:54, 01:11:42, 01:15:15, 01:17:19
  • CP2100 00:40:03, 000:41:40, 00:43:36, 00:45:06, 01:03:11, 01:11:45
  • CP2100A 00:40:06, 01:11:46
  • EIN 00:32:44, 01:32:29
  • Exempt 00:19:57, 00:23:07
  • Form 1099-K 00:14:48
  • Form 1099-MISC 00:05:40, 00:07:17,Form 1099-NEC 00:05:43, 00:05:45, 00:05:57, 00:19:52
  • Form 945 00:34:23
  • Form W-2 00:07:51, 00:29:48, 00:31:03
  • Form W-9 00:12:34, 00:20:50, 00:22:00, 00:44:24, 00:49:47, 00:57:27, 01:14:36
  • Independent Contractor 00:29:26
  • IRC Section 3406(a) 00:08:06
  • IRC Section 501(a) 00:23:09
  • IRS Letter 1948C 01:08:57
  • IRS Notice 972CG 00:41:52, 01:06:23
  • IRS Secure Access 01:27:09
  • ITIN 00:17:19, 00:20:48, 00:22:09, 00:25:33, 00:54:36
  • Liability 00:24:48
  • Limited Liability Company (LLC) 00:20:24, 00:31:21, 01:32:32, 01:37:44
  • Nonresident Alien (NRA) 00:17:16, 00:17:38, 00:33:46
  • Reasonable Cause 01:09:06, 01:10:23
  • Resident Alien 00:17:15, 00:17:37, 00:26:24
  • S Corporation 01:36:03
  • Sole Proprietor 00:33:26
  • TIN 00:05:22, 00:08:15. 00:12:07, 00:15:17, 00:20:47, 00:32:17, 00:36:09, 00:38:25, 00:43:02, 00:59:13, 01:11:55, 01:16:36
  • TIN Match Program01:21:22
  • W-8BEN 00:26:03, 00:32:31
  • W-8BEN-E 00:26:17, 00:32:37

501(c)(3): A 501(c)(3) organization is a corporation, trust, unincorporated association, or other type of organization that is exempt from federal income tax under section 501(c)(3) of Title 26 of the United States Code. It is the most common type of the 29 types of 501(c) nonprofit organizations in the United States. (en.wikipedia.com)

B-Notice: A notice from the IRS stating that one or more tax ID numbers were missing from a 1099 or do not match the IRS records.

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)

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.

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 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 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 W-2: Form W-2 is an Internal Revenue Service tax form used in the United States to report wages paid to employees and the taxes withheld from them. Employers must complete a Form W-2 for each employee to whom they pay a salary, wage, or other compensation as part of the employment relationship. - Wikipedia (https://en.wikipedia.org/)

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 501(a): Section 501 of the U.S. tax code outlines which types of nonprofit organizations are tax exempt. The section of this code that provides for exemption is section 501(a), which states that organizations are exempt from some federal income taxes if they fall under sections 501(c) or 501(d), or under section 401(a).

IRS Letter 1948C : The IRS may issue Letter 1948C to ask for additional explanation or information to support the request to waive the proposed penalty. If the filer doesn't respond by the time indicated on the letter, the IRS will deny the waiver request and assess the proposed penalty.

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.

IRS Secure Access: The IRS is using ID.me, a trusted technology provider, to provide identity verification and sign-in services. If you have an ID.me account from a state government or federal agency, you can sign in without verifying your identity again. If you’re a new user, you’ll have to create a new ID.me account. This identity verification process applies to IRS services including Online Account, Get Transcript Online, Online Payment Agreement, Get an Identity Protection PIN (IP PIN), Tax Pro Account, and Submit Forms 2848 and 8821 Online. The purpose is to prevent taxpayer impersonations and account takeovers by identity thieves.

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/)

Liability: In financial accounting, a liability is defined as the future sacrifices of economic benefits that the entity is obliged to make to other entities as a result of past transactions or other past events, the settlement of which may result in the transfer or use of assets, provision of services or other yielding of economic benefits in the future.

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.

Nonresident Alien (NRA): This income is taxed at a flat 30% rate, unless a tax treaty specifies a lower rate. Nonresident aliens must file and pay any tax due using Form 1040NR, U.S. Nonresident Alien Income Tax Return or Form 1040NR-EZ, U.S. Income Tax Return for Certain Nonresident Aliens with No Dependents.

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.

S Corporation: An S corporation, for United States federal income tax, is a closely held corporation that makes a valid election to be taxed under Subchapter S of Chapter 1 of the Internal Revenue Code. In general, S corporations do not pay any income taxes.

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.

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.

W-8BEN: Form W8-BEN, Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding, is used by a foreign person to establish both foreign status and beneficial ownership, and to claim income tax treaty benefits with respect to income other than compensation for personal services. Give Form W-8 BEN to the withholding agent or payer if you are a foreign person and you are the beneficial owner of an amount subject to withholding. Submit Form W-8 BEN when requested by the withholding agent or payer whether or not you are claiming a reduced rate of, or exemption from, withholding.

W-8BEN-E: W-8BEN-E is an important tax document which allows businesses operating outside of the U.S. to claim tax exemption on U.S.-sourced income. The official document title is Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities).

Guest Speaker

  • Chuck Borek

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ATATX Credit

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