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1099 Generation and Distribution Process

Article ID: 208
Last updated: 05 Jan, 2021
Revision: 3
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RefTown offers the option of generating 1099's. This includes electronic distribution your officials as well as electronic filing with the IRS and most states.

1099 REQUIREMENTS

  • Prepare your organization's account to be ready for 1099 generation.
    1. You must prepare invoices on RefTown to show the accurate amounts that should be included on an official's 1099.
      • These invoices can generated within the RefTown system from game schedules or can include non-game related entries that can be input directly within RefTown or can be imported from an Excel spreadsheet.
    2. You must mark the invoice batches to indicate the correct Tax Year

1099 PREPARATION

  1. Go to Pay -> Officials 1099 Management
  2. Click on "View/Manage" or "Prepare" for the year of interest
    • This will list all batches that are being included and where they are found
      • If the data is incomplete, find the missing batch (either in the live system or in an archive) and mark it with the appropriate Tax Year....you may wish to review invoice batches in your recent archives to be sure they have been marked with the appropriate tax year.
    • This will list each official that received payment in a batch marked with the specified tax year .
      • The officials will be divided into 3 groups.
        1. Officials making less than the minimum (typically $600)
        2. Officials making over $600 with all necessary information
        3. Officials making over $600 but missing some required information (SSN, Address, etc).
          • These will be listed at the top.
          • For any official missing information, obtain the necessary info and add it to the system.
  3. Once all officials have complete information, or you have obtained all information that you can, contact us to request that your 1099's be generated.
    • Until we receive your request and payment we will not process any information.
      • You can pre-pay for the 1099 services with your annual subscription.

1099 GENERATION

Once your data is complete and we are notified, we will typically generate your 1099s within 1-day. 

Once we have generated your 1099s, they will be posted to your account as follows:

  1. An individual PDF for each official.
  2. An All-in-one PDF file with all officials, 1 official per page, that can be used for printing and distributing to officials that can not download and open the form RefTown.

Per IRS regulations, all PDF files are individually encrypted and password protected.  The password for an individual official's 1099 is the officials SSN (or TIN)...digits only, no dashes. The password for the All-in-one PDFs will be a randomly generated set of characters that will be provided directly to those that need access to those files.

1099 DISTRIBUTION

Upon completion of the forms, we will email them to the officials..

Each official with a 1099 will need to do two things:

  1. Download their 1099
    • Log into RefTown
    • Go to Pay -> My Invoices & 1099s.
    • Click either "View" or "Download" for their current 1099
  2. Confirm Receipt
    • The IRS requires that the officials individually confirm that they were able to download their 1099 AND that they were able to open the 1099.
    • RefTown provides a mechanism where the official can confirm they were able to do these things. They can also confirm receipt by email, or phone and you can mark them as confirmed.
    • If the officials does not confirm receipt, they effectively did not receive the 1099.
    • Officials can "pre-consent" to receiving them by email, eliminating the need to confirm receipt.

1099 FOLLOWUP

Periodically, send out reminders to those who have not yet confirmed receipt. The system provides an email function on the 1099 management page to do exactly that. It will only send the notice to those who have not yet confirmed receipt.

For those who have not confirmed near the end of Janurary, it is required by the IRS that you print and mail paper copies (deadline of January 31st). The All-in-one file with 1 official per page is designed to be used in that manner. When printing, you can either print the entire file or select specific pages to be printed.

Near the end of January, we will file all 1099s with the IRS and most state agencies, including: 

We will provide a confirmation to you once we have filed your 1099s with the IRS.

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Preparing Your Organization, Invoices, and Officials for 1099...       W9 Collection and Management


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