E-filing 1099: Handling Pending W-9 Forms

  • 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 the most 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 full-time employees. You can now do your 1099 e-filing by syncing your Melio data with Tax1099. 

Before filing a 1099 form, you'll need to collect a W-9 form from each contractor you've paid. However, you may find that when you try to sync with Tax1099, some of the W-9 forms for the contractors you have paid are missing. In these cases, you will need to follow the steps in this guide.

If you have paid a 1099 vendor less than $600 through Melio but also paid them an additional amount outside of Melio with a combined total of $600 or more, you must still request a W-9 form from these vendors. For more information on handling these vendors, please see the following guide.

For more details about the 1099 and W-9 forms, please see the following.

 

Syncing with Tax 1099: Requesting missing W-9 forms from Vendors

1- Select the Settings Icon on the bottom left side of the screen

2- From the Settings Menu, select Tax and reports.

3- Under 1099 e-filing, select the Sync with Tax1099 button.

Sync with Tax1099

4- Alternatively, you can initiate a sync from the 1099 banner at the top of the Pay dashboard. To sync from the banner, select Sync with Tax1099.

6- A pop-up will appear explaining how the sync will work. Please pay attention to the info box.

7- If the info box in the popup mentions that some vendors have pending W-9 forms, the information for these vendors will not be included in the sync. If you want their information to be included when you sync with Tax1099, you will need to delay syncing and re-request the missing W-9 forms.

8- Select Cancel to close the pop-up.

 

If you select Sync now when some W-9 requests are pending, only the information for vendors and payments for which you have received a W-9 form will be synced. Please make sure you have all the information for all your 1099 contractors before syncing.

 

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

10. Go to the Vendors tab.

11. Check each vendor to see which ones have pending W-9 forms. To do this, select the options icon on the right of a listed vendor.

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

13- In the Vendor details screen, scroll down to the Taxpayor info to view if a W-9 form has been uploaded.

14- If a W-9 form is pending, select the three dots on the right of the request.

Request W9 Forms from Vendors

15- Select Send reminder from the drop-down menu.

16- Repeat this for all vendors with pending W-9 forms.

ℹ️ What if you have a W-9 form you received from the vendor?

If you have a W-9 form from a vendor, you will need to upload the file yourself

Files can be in PDF, PNG, and JPEG format.

Follow the steps below to do this.

1- Select the three dots on the right of the request.

2- Select Cancel request from the drop-down menu.

3- Select the Cancel Request button.

4- Check Upload vendor W- 9 and then select the "Upload file" box. Once you've done this, select Save.

Your W-9 form will now be uploaded for that vendor.

 

Once you have received all of the W-9 forms from your vendors, you can then sync with Tax1099. For more information on how to sync with Tax1099, please see the following guide.

If you previously synced with Tax1099 and have since added more W-9 forms, you can resync by following the steps in this guide

If you made payments to vendors of $600 or more during the previous year outside of Melio, you will also need their W-9 form when you e-file your 1099 by syncing with Tax1099. If you have paid a 1099 vendor less than $600 through Melio but also paid them an additional amount outside of Melio with a combined total of $600 or more, the same applies. To learn how to handle these cases, please see the following guide.

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request