Do 1099s have to be mailed
In the United States, the IRS requires that Form 1099-MISC, Miscellaneous Income, be filed and furnished to recipients by January 31st of each year. However, the IRS does not require that 1099s be mailed to recipients. Instead, the IRS allows for electronic filing and furnishing of 1099s.
Here are the options for furnishing 1099s to recipients:
- Mailing: You can still mail paper copies of the 1099-MISC to recipients by January 31st. Make sure to use certified mail with return receipt requested to ensure delivery.
- Electronic filing: You can file 1099-MISC forms electronically with the IRS using the Electronic Filing System (EFS) or the FIRE System. This is a free service provided by the IRS.
- Electronic furnishing: You can furnish 1099-MISC forms electronically to recipients through a third-party service provider, such as a payroll processor or a tax preparation software. This method is often referred to as "e-filing" or "e-furnishing."
- Combined Federal/State Filing: Some states allow for combined federal/state filing, which means you can file 1099-MISC forms with both the IRS and the state tax authority at the same time.
Regardless of the method you choose, you must still file the 1099-MISC forms with the IRS by January 31st. If you're filing electronically, you'll need to file with the IRS by January 31st, but you can furnish the forms to recipients later. If you're mailing paper copies, you'll need to ensure they're postmarked by January 31st.
It's essential to keep in mind that the IRS requires you to maintain a record of the 1099-MISC forms you furnish to recipients, even if you choose not to mail them.