W-9, The Perfect Start to Perfect 1099's

Live Webinar

Webinar Details $219

  • Webinar Date: September 10, 2024
  • Webinar Time: 12:00pm - 1:40pm EDT   live
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Steven Mercatante
  • Topic:   Taxation and Accounting
  • Credit:   ATATX 1.5, CPE 2.0, IRS 2.0
All Access Membership

Join our upcoming webinar to stay ahead of the latest updates and compliance requirements related to IRS Form W-9. As the IRS continues to evolve its regulations, it's crucial for businesses and individuals to understand the changes, including new filing dates and increased penalties. This session will cover everything you need to know to ensure your W-9 forms are accurate, timely, and compliant, helping you avoid costly mistakes and penalties.

What’s New

  • Filing Dates
  • Increased Penalties

Questions Answered:

  • WHO should receive a W-9
  • WHO is responsible for the accuracy of W-9 information
  • WHAT does “disregarded entity” mean
  • WHAT is the importance of “tax classification”
  • WHEN are W-9’s due to Payees
  • WHEN should W-9’s be rejected & re-sent to Payees
  • HOW can I avoid name & TIN mismatch problems

Time-Saving Tips:

  • Advantages of IRS e-services
  • Verify TIN, EIN, SSN with IRS e-services
  • Train staff to verify the correctness of W-9 information
  • Train staff when to backup withholding
  • Most common mistakes on 1099’s
  • Tips on avoiding IRS penalties
  • Importance of Procedural Manual & staff training

Learning Objectives:

  • WHO should receive a W-9
  • Verify TIN, EIN, SSN with IRS e-services
  • Most common mistakes on 1099’s

Level: Basic
Format: Live webcast
Instructional Method: Group: Internet-based
NASBA Field of Study: Taxes 
Program Prerequisites: None
Advance Preparation: None

  1. Introduction 
  2. It All Starts With The Law 00:01:23
  3. 1099-NEC 00:06:52
  4. 1099-MISC 00:08:46
  5. The Key to 1099 Compliance Is The W-9 00:12:07
  6. Name and TIN “Cheat Sheet” 00:34:28
  7. Name and TIN “Cheat Sheet” Cont’d 00:35:39
  8. W-9 Best Practices - When to Get an Updated Form W-9 00:36:25
  9. W-9 Best Practices - Payee Refuses to Provide a TIN 00:44:06
  10. W-9 Best Practices - Identifying Your Payment: Exempt Payments 00:50:24
  11. W-9 Best Practices - Identifying Your Payee: How to Know Who’s Who 00:53:15
  12. W-9 Best Practices - U.S. Persons 00:54:57
  13. W-9 Best Practices - W-9 Red Flags for Non-U.S. Payees 00:55:58
  14. W-9 Best Practices - Problem Payees - U.S. Corporations 01:00:22
  15. W-9 Best Practices - The LLC 01:03:24
  16. W-9 Best Practices - The LLC as the Disregarded Entity 01:05:54
  17. Accountable Plans and Expense Reimbursements 01:08:20
  18. Validating Data –The Exempt Organization 01:10:19
  19. Validating Payee Data –TIN Match Program 01:12:34
  20. Validating Payee Data –TIN Match Program - Using The Tool 01:14:36
  21. Validating Payee Data –TIN Match Program - Delegated Authority 01:16:42
  22. Watch Out For The Middleman 01:17:33
  23. Backup Withholding Basics 01:19:16
  24. Backup Withholding Basics -  Four Triggers 01:21:16
  25. Fringe Benefits Basics 01:22:12
  26. B-Notice Response Best Practices - Reasons 01:23:34
  27. B-Notice Response Best Practices - IRS Matches 01:28:56
  28. B-Notice Response Best Practices - 1st Notice 01:31:29
  29. B-Notice Response Best Practices - 2ndNotice 01:33:06
  30. B-Notice Response Best Practices - Solicitations 01:34:23
  31. B-Notice Response Best Practices - Final Thoughts 01:35:15
  32. Protect Yourself 01:36:47
  33. Attendee Questions 01:37:44
  34. Presentation Closing 01:45:03
  • Accountable Plan 01:08:28
  • Audit 00:25:35, 00:26:41, 00:36:25, 00:39:47, 00:53:57
  • Backup Withholding 00:02:45, 00:08:28, 00:12:25, 00:24:28, 00:38:18, 01:08:11, 01:19:47, 01:31:29
  • B-Notice 00:02:59, 00:12:31, 01:22:03, 01:23:39
  • DBA -Doing Business As 00:30:23
  • Disregarded Entity 00:17:33, 00:31:04
  • Due Diligence 00:02:20, 00:22:23, 00:39:13
  • EIN 00:35:47, 00:42:00, 00:58:42
  • Exempt 01:10:21, 01:12:29
  • Expense 01:09:04
  • Expense Reimbursement 01:08:25
  • FATCA 00:20:40, 00:24:36
  • Form 1042-S 00:22:18, 00:53:49
  • Form 1099-B 01:12:34
  • Form 1099-DIV 01:12:34
  • Form 1099-INT 01:12:34
  • Form 1099-K 01:12:34
  • Form 1099-MISC 00:07:10, 00:11:04, 00:31:48, 01:19:57
  • Form 1099-NEC 00:07:10, 01:19:54
  • Form 1099-OID 01:12:34
  • Form 1099-PATR 01:12:34
  • Form 8832 01:14:16
  • Form 945 01:22:16
  • Form 990 01:10:42
  • Form W-2 01:22:52
  • Form W-8 00:22:18, 00:43:
  • Form W-9 00:00:07, 00:03:41, 00:07:03, 00:08:10, 00:12:19, 00:19:49, 00:23:33, 00:28:30, 00:36:43, 00:43:56, 00:52:21, 01:07:24, 01:11:17, 01:18:07, 01:21:47
  • Fringe Benefits 01:22:22
  • Golden Parachute Payments 00:08:46
  • Gross Proceeds Payment 00:08:46
  • Independent Contractor 01:08::27
  • Inflation Reduction Act Of 2022 00:27:27
  • IRC Section 3406(a) 00:02:43
  • IRC Section 6041(a) 00:02:28, 00:53:09
  • IRC Section 6109(a)(2) 00:02:35, 00:12:36, 00:26:27
  • IRC Section 6724 00:39:34
  • IRS Notice 972CG 00:39:43
  • ITIN 00:56:50
  • Limited Liability Company (LLC) 00:17:21, 00:17:45, 00:30:52, 01:00:43, 01:03:32
  • Nonresident Alien (NRA) 00:53:42
  • Reasonable Cause 00:05:32, 00:39:25, 01:08:15, 01:16:54
  • Resident Alien 00:55:12
  • Sole Proprietor 00:17:39, 00:30:55, 00:41:48, 01:06:59
  • Tax Exempt Organization Search Tool 01:10:36
  • Tax Gap 00:01:31
  • TIN 00:03:13, 00:12:27, 00:13:33, 00:28:50, 00:34:38, 00:44:13, 01:07:26, 01:29:00
  • TIN Match Program 01:12:41
  • Transaction 01:17:46
  • Vendor 00:03:11, 00:04:03, 00:08:08, 00:12:23, 00:16:02, 00:20:49, 00:50:49, 01:19:28, 01:26:40

Accountable Plan: An accountable plan is a plan that follows the Internal Revenue Service (IRS) regulations for reimbursing workers for business expenses in which reimbursement is not counted as income. ... However, these expenses must be business-related to fall under an accountable plan.

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

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)

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."

De Minimis: Too trivial or minor to merit consideration.

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)

Due Diligence: Due diligence is a process or effort to collect and analyze information before making a decision or conducting a transaction so a party is not held legally liable for any loss or damage. The term applies to many situations but most notably to business transactions.

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

Expense: Offset (an item of expenditure) as an expense against taxable income.

Expense Reimbursement: Expense reimbursement is a method for paying employees back when they spend their own money on business-related expenses. These expenses generally occur when an employee is traveling for business but can occur in other work-related situations. (www.thebalancecareers.com)

FACTA - Fair and Accurate Credit Transactions Act: The Fair and Accurate Credit Transactions Act (FACTA) is a federal law enacted by the United States Congress in 2003. Its stated purpose was to enhance consumer protections, particularly in relation to identity theft.

Form 1099-B: Proceeds From Broker and Barter Exchange Transactions is an Internal Revenue Service (IRS) tax form that is issued by brokers or barter exchanges. The form lists the gains or losses of all broker or barter exchange transactions.

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 8832: Form 8832 is the Entity Classification Election form from the IRS. It is filed to elect a tax status other than the default status for your entity. For example, an LLC can elect to be taxed as a C Corporation.

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 990 : Form 990 (officially, the "Return of Organization Exempt From Income Tax") is a United States Internal Revenue Service form that provides the public with financial information about a nonprofit organization. It is often the only source of such information.

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-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/)

Fringe Benefits: An extra benefit supplementing an employee's salary, for example, a company car, subsidized meals, health insurance, etc.

Golden Parachute Payments: Golden parachute payments are payments of compensation made to individuals whose companies experience a change in control

Gross Proceeds Payment: When a business sells an asset, whether tangible or intangible, it receives a payment, which is the gross proceeds. The amount includes the costs of production and other costs and expenses related to the transaction.

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.

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.

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.

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.

Tax Exempt Organization Search Tool: Tax Exempt Organization Search helps users find information about a tax-exempt organization’s federal tax status and filings.

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.

Transaction: In QuickBooks, a transaction type identifies what kind of transaction occurred, such as a customer transaction, bill payment or a bank transfer. When you submit a transaction, you type in a transaction code to represent it.

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.

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Guest Speaker

  • Steven Mercatante