For businesses, issuing a 1099 form is a key task. No matter if you are new to the filing process or just need a refresher, knowing how to fill out and submit a 1099 form to vendors are essential skills. 

For tax compliance purposes, there are precautions to take to remain in compliance with federal regulations and avoid IRS penalties. In this guide, we’ll walk you through everything you need to know to accurately fill out and submit your 1099 forms.

What is a 1099 Form?

A 1099 form is an official tax document used for reporting certain types of income that have been paid to individuals or entities that are not your employees. Such amounts may include payments for the services of independent contractors, vendors, or sole proprietors. The 1099-NEC is the most common form, and specifically denotes non-employee compensation. Another commonly used version is the 1099-MISC for miscellaneous income, which includes rent or legal settlements. 

Knowing how to fill out a 1099 form keeps this income accurately reported to the Internal Revenue Service. This assists the payer and the recipient in fulfilling their own tax obligations and helps prevent compliance issues.

Who should issue a 1099 Form? 

Typically, any business or individual who pays $600 or more to a non-employee—which can be individuals, contractors, partnerships, or labor organizations—is required to issue a 1099 form in a calendar year. Examples of this would include hiring a vendor, independent contractors, or consultants to do work. You need to know how to submit a 1099 form to a vendor if, for example, you hired a web designer, writer, or virtual assistant during the year and paid them over $600.

If landlords and property managers pay vendors for services such as repairs, they may also have to issue a 1099. Similarly, attorneys, health care providers, and others in service-based industries frequently supply you with 1099s to report certain payments to them.

Keep in mind – if you paid via credit card, debit card, or a third-party payment system (like PayPal), those payments may have already been reported to you via Form 1099-K by the payment processor. Knowing when and how to fill out a 1099 form is critical in order to ensure that you are complying with IRS regulations.

When should you issue your 1099 Form to a vendor? 

To issue your 1099 form, the deadline is January 31st of the year to which the tax year payments are made. Penalties are one of the key enforcement mechanisms for ensuring filing is completed on time. If mailing 1099s, they must be post marked by January 31st. Validating the TINs or Looking up the EINs you need early can make it easier to prepare 1099s. As long as you know how to fill out a 1099 form correctly, and have ensured your vendor TINs match IRS records, you should have no trouble meeting these deadlines.

How to issue your 1099 Form 

To submit your 1099 form, collect recipient details, fill out the form accurately, and submit it to both the IRS and the recipient by the required deadline.

1. Gather the Necessary Information 

Before you fill out a 1099 form, it is most efficient to collect the following information about the recipient (the vendor, person, or business you’re paying): 

  • Full name 
  • Address 
  • Taxpayer Identification Number (TIN)
  • Federal Tax Classification 

Now, here’s where things get a bit more specific. The TIN can either be the person’s Social Security Number (SSN) or the Employer Identification Number (EIN) for businesses. It’s essential that the TIN is correct to ensure the IRS can properly link the payment to the right individual or entity. Mismatched or missing TINs will result in IRS Penalty.

2. Fill Out the 1099 Form 

Once you have the necessary information, it’s time to fill out the form. For a 1099-NEC, here are the key sections you’ll need to complete: 

  • Box 1: Report the total amount paid to the contractor for services rendered. 
  • Other boxes: Depending on the specifics of the payment, you may need to fill in other sections, like reporting any federal tax withheld or state information. 

If you’re unsure about the amount, go back to your records to confirm. You want to make sure every payment is accounted for and reported correctly. 

3. Validate the TIN 

This is one of the most important steps in the process. The Taxpayer Identification Number (TIN) is essentially the ID the IRS uses to track the vendor, business, individual or entity’s tax records. If the TIN you have on file is mismatched or missing, you risk submitting an incorrect 1099, which could result in IRS B or P notice penalties. 

What is TIN Validation? 

TIN validation is the process of checking whether the TIN you have on file matches the IRS records. If the TIN is incorrect, the IRS will flag your form, and that can lead to penalties.

To ensure the business/vendor TIN you have on file is accurate, businesses can use a real-time TIN validation service like EINsearch. This tool allows you to ensure the TIN you have on file matches IRS records to verify it is correct before submitting the 1099 form to the IRS. By doing this, you can be sure the TIN you’re using is valid and avoid errors that can result in subsequent fines and can slow down the processing of your 1099 forms. 

If you have a large volume of TINs to validate in preparation for filling out 1099 forms, you can submit a Batch TIN Match to EINsearch and receive your file back within as little as 72 hours. Here are other important pieces of information you can obtain from EINsearch batching solutions if you need your file appended:

  • Business Name
  • EIN
  • Address
  • City
  • State
  • Zip
  • NCOA

4. Submit the Form 

Once the form is completed and the TIN is validated, it’s time to submit it. Here’s what you need to know:

1099-MISC Form Deadlines: 

  • You must submit the 1099-MISC form to the vendor, contractor, freelancer, etc. by February 28th for paper filing. 
  • If you file electronically, the deadline extends to March 31st. 
  • You also need to send a copy of the form to the recipient by January 31st, so they have time to review it before they file their taxes. 

1099-NEC Form Deadlines:

  • You must submit the 1099-NEC form to the vendor, contractor, freelancer, etc. by January 31st for paper filing. 
  • If you file electronically, the deadline extends to March 31st. 
  • You also need to send a copy of the form to the recipient by January 31st, so they have time to review it before they file their taxes.

If you miss these deadlines, you may be subject to penalties, which can range from $50 to $500 per form, depending on how late the submission is. 

5. Electronic Filing or Paper Submission? 

The IRS encourages businesses to e-file their 1099 forms because it’s faster, more accurate, and reduces the risk of errors. If you issue 250 or more 1099 forms, you’re required to file electronically. You can use the IRS e-file system or opt for IRS-approved third-party e-filing services. 

If you choose to submit 1099s on paper, make sure to send the forms to the correct IRS address and use the proper envelopes. Paper filing can take longer to process, so electronic submission is usually the best option if you’re looking to avoid delays, or potential loss of the paperwork by U.S. mail. 

Why is TIN Validation So Important? 

It’s not just about filling out the form correctly — it’s about ensuring that the information matches what the IRS has on file. The Taxpayer Identification Number (TIN) is critical to linking your payments to the proper individual or business in the IRS database. 

By verifying the TIN beforehand, you can avoid the risk of: 

  • Incorrect filings 
  • Delays in processing your forms 
  • Penalties from the IRS 

Using tools like EINsearch for real-time TIN matching is an excellent way to ensure everything is accurate before submission. This service allows businesses to validate the TIN of their contractors or vendors instantly, giving you peace of mind that your 1099 forms will be processed smoothly and thus avoiding IRS penalties for mismatched TINs or missing EINs. 

Final Thoughts: Don’t Skip the Details! 

Filling out the 1099 form is an important part of tax compliance, but with a little attention to detail and the right tools, it doesn’t have to be stressful. Ensure your TINs are validated, double-check the information on the form, and remember the key deadlines. If you want to make the process even easier, consider using services like EINsearch to help with real-time TIN validation. 

By following these steps, you can ensure that your 1099 filings are accurate and on time — keeping you in the good graces of the IRS and your contractors. Need Help with TIN Validation? If you’re not sure about how to validate TINs or have a large volume of TINs to validate, head to EINsearch for real-time TIN matching or large batch TIN matching within a 72 hour turnaround time. It’s a simple, efficient way to ensure your forms are error-free and compliant.