Requesting W-9 Forms for Vendors whose TIN didn't match

  • Updated

If you paid an independent contractor $600 or more during the tax year, you must collect W-9 forms and then file a 1099 form by January 31st of every year*.

*Note: Consult the IRS website for current filing deadlines and specific requirements.

The 1099 form helps the IRS track payments made to non-employees like freelancers, consultants, and independent contractors who aren't your full-time employees. You can now do your 1099 e-filing by syncing your Melio data with Tax1099. 

Our Boost and Core users can take advantage of the Tax1099 e-filing feature*, which eliminates manual data entry, saves time, and reduces the chances of errors. This feature allows you to sync with Tax1099 and easily e-file your 1099. If you are a Go user interested in using this feature, upgrade your plan to sync with Tax1099. 

* Standard Tax1099 fees apply

Before filing a 1099 form, you'll need to collect a W-9 form from each contractor you've paid. For more details about the 1099 and W-9 forms, please see the following.

Handling TIN Mismatches

When trying to sync with Tax1099, you may see the following pop-up.

In these cases, before continuing with the sync, you will need to re-request the W-9 forms from Vendors where the TIN failed to match IRS records. To do this, follow the steps below.

If you select Sync now when some vendors' W-9 TINs do not match IRS records, those vendors' information will not be synced. Please make sure you have all the correct and matching information for all your 1099 contractors before syncing.

1- If you are not already in the Pay dashboard, select Pay in the left sidebar 

2- Go to the Vendors tab.

3- Check each vendor to see which ones have W-9 forms where the TIN did not match IRS records. To do this, select the options icon on the right of a listed vendor.

 

4-From the drop-down menu, select View vendor.

5- In the Vendor details screen, scroll down to the Taxpayer info to see if a W-9 form has been uploaded.

6- For vendors with mismatching TINs or missing information, you will see a banner warning you that the user's details could not be verified, were missing, or were mismatched. 

7- Select Delete next to the W-9 form that has been added.

8 - Next, select Delete file to confirm deletion.

9 - Under W-9 collection, select Request W-9 form vendor.

W-9 Forms and 1099 e-filling

9- Select Send request to email the vendor to complete the W-9 form online.

Requesting W-9 Forms from contractors

If you haven't yet added the vendor’s email address,  you may need to enter it and select Send request again.

10- Continue to follow these steps with the remaining vendors.

You will receive an email when your vendors provide their W-9 forms. Once you have all pending forms, you can proceed with e-filling your 1099 forms by syncing with Tax1099. See the following guide for more information on how to sync with Tax1099.

If you sync without W-9 forms from all your vendors, the information for those vendors will not be included.

 

 

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request