By What Date Do 1099s Have to Be Mailed?

Form 1099 is an information return used to report various types of non-employment income to the Internal Revenue Service (IRS) and to the recipient. These forms document payments made to independent contractors, interest earnings, dividends, and other miscellaneous income. The IRS uses 1099 forms to verify income reported by individuals on their tax returns. Adhering to specific deadlines for these forms is important for compliance and to avoid penalties.

Recipient Deadlines

The primary deadline for sending most 1099 forms to recipients is January 31st of the year following the payment year. This deadline applies to forms including Form 1099-NEC for Nonemployee Compensation, which reports payments of $600 or more for services performed by non-employees. It also covers most versions of Form 1099-MISC for Miscellaneous Income, Form 1099-INT for Interest Income, and Form 1099-DIV for Dividends and Distributions. The January 31st deadline ensures recipients have adequate time to prepare their tax returns.

There are exceptions to the January 31st deadline for certain forms. Form 1099-B, which reports Proceeds From Broker and Barter Exchange Transactions, has a recipient deadline of February 15th. Form 1099-S, used for Proceeds From Real Estate Transactions, also has a February 15th deadline. Some payments reported on Form 1099-MISC, specifically amounts in boxes 8 or 10, may have a later recipient deadline, such as February 15th or 18th. When a form is “mailed,” it must be postmarked by the specified due date.

IRS Filing Deadlines

The deadlines for filing 1099 forms with the Internal Revenue Service (IRS) vary from recipient deadlines depending on the filing method. Form 1099-NEC has a January 31st deadline for both recipients and the IRS, regardless of whether it’s filed on paper or electronically. There are no automatic extensions for paper filing this form.

For most other 1099 forms, such as 1099-MISC, 1099-INT, 1099-DIV, 1099-B, and 1099-S, the deadline for paper filing with the IRS is February 28th. If these forms are filed electronically, the deadline is extended to March 31st. The IRS encourages electronic filing due to its efficiency and accuracy. Businesses are required to file electronically if they are submitting 10 or more information returns.

Methods of Delivery and Filing

Methods exist for delivering 1099 forms to recipients and filing them with the IRS. For recipients, forms can be delivered via paper mail, requiring accurate mailing addresses and postmarking by the deadline. Electronic delivery is an option, but it has IRS requirements. Payers must obtain affirmative consent from the recipient before sending 1099s electronically, such as through a secure online portal or encrypted email. The electronic statement must be accessible to the recipient on a website by the due date and remain available for a specified period.

For filing with the IRS, paper submissions require forms to be mailed along with Form 1096, which acts as an annual summary and transmittal form for paper information returns. Electronic filing is the preferred method and is mandatory for businesses filing a significant number of returns. This is done through the IRS’s Filing Information Returns Electronically (FIRE) system or approved third-party software. Electronic filing offers benefits like later deadlines for many forms and faster processing. To use the FIRE system, filers need a Transmitter Control Code (TCC), obtained by submitting Form 4419.