vendor user group meeting december 4, 2007. presenters omb/state procurement office/vendor registry:...
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Presenters
OMB/State Procurement Office/Vendor Registry:
Renee Walery(701) 328-1729
Bev Haman(701) 328-2741
www.nd.gov/spo/connectnd/
1099 Reporting Information Disclaimer
To ensure compliance with requirements imposed by the IRS, any tax advice contained in this communication (including any hyperlinks) is not intended or written to be used, and cannot be used, for the purpose of (i) avoiding penalties under the Internal Revenue Code or (ii) promoting, marketing or recommending to another party any transaction or matter addressed herein.
The web sites mentioned in this document may contain links to other locations. These links should be considered referrals only, and should not be taken as an endorsement.
What We Will DiscussCollection of Forms W-9
Payments to Employees
1099 Issues
Foreign Vendors and Forms W-8
Why Collect W-9 Forms?OMB Fiscal Policy 110 took effect
August 1, 2007.
Background – Agency Instructions
Who does this affect?
Notes From IOMA Conferences
RULE: If the agency (or State) does not have the payee’s TIN before or at the time the reportable payment is made, there must be 28% backup withholding.
The IRS can charge the State a fine plus
the 28% backup withholding amount if we cannot prove a W-9 is on file.
“Presume a vendor is 1099 reportable
unless proven in writing that it is otherwise.”
Which W-9 Form to Use?Individual, Non-Business Application
SFN 54309
Domestic (U.S.) Business ApplicationSFN 53656
IRS Form W-9
Substitute W-9 incorporated into agency forms
Sole ProprietorshipsDBA = John Doe doing business
as Dakota Stumpjumpers
DBA’s can cause mismatches with 1099 reporting - $100 per 1099
Please compare W-9 forms with individuals’ names to the business names they use on invoices.
Procedures for Collecting W-9 Forms
Refer to Agency Instructions handout
Fax cover sheet
Continue to send email request to [email protected]
One-time vendors
Vendor Inquiry role
Sample Email RequestWhen requesting new vendors,
please use format similar to this:
From: (voucher enterer)
Subject: New Vendors
I just faxed over forms for:
Jane Doe
Bismarck Upholstery
Institute of Paper Shufflers
What Makes a W-9 Complete?
Name – clearly legibleTaxpayer ID Number (TIN) – can
be a SSN or EINAddress – completeOrganization typeSignature
Incomplete or incorrect bank account information will not be returned – it just won’t be entered.
Payments to EmployeesWho is a state employee?
See web page “Using Vendors / Payees in PeopleSoft”: http://www.nd.gov/spo/connectnd/
manual/index-2.html
Payments for reportable servicesEmployees vs Independent
Contractors
Problem Areas Non-employee travel
Stipends to employees
HonorariaSee Fiscal Policy 208
Professionals Not Classified
Educational BenefitsEducational assistance for
employees:Excluded from taxable income up to
$5,250 each year.Amounts up to $5,250 are paid in AP
using account #611030.Payments over $5,250 are paid in AP
using account #611035.Agencies need to track these
amounts themselves.
What We’ve Learned in 2007
Marianne Couch, Cokala Tax Information Reporting Solutions
Presentations through IOMA
Limited Liability Companies“Generally, taxed as
individuals/sole proprietors or partnerships, not corporations”
Assume an LLC is taxable unless they prove otherwise.
Single Membership LLCCan be a corporation or a
disregarded entity (treat as a sole proprietorship)
1099 Information Web PagesDeveloped in 2007 -
http://www.nd.gov/spo/connectnd/1099-information/1099-info-index.html
Updated Maintenance ManualGuidelines for AgenciesReference InfoIndependent Contractors
Withholding ClassesSee Explanation of withholding
classes at http://www.nd.gov/spo/connectnd/
1099-information/explanation-of-diff.pdf
Box 1 – Rents and leases
Box 2 – RoyaltiesIncludes software licenses
Box 3 – Other IncomeDeceased employee’s wages
paid to estate or beneficiary
Informant fees, such as Crime Stoppers are reportable
Prizes and awards
Legal damages
More Withholding ClassesBox 4 – Backup withholding
Box 6 – Medical and healthcare services“Think broadly.”Check out special medical issues
Box 7 – Nonemployee compensation“Rule of Thumb: Employees should not
be getting 1099’s.”
Class 14 – Gross Proceeds Paid to Attorneys
Rule of thumb:If attorney/law firm performed
services for your organization, report these payments in Box 7.
If attorney/law firm performed services for someone else (third party), report these payments in Box 14.
Grants and ScholarshipsAccording to Marianne Couch:
1. Loan Forgiveness Grants – loans are forgiven if specific requirement is done.
2. The free money to the individual is reportable, but how?
Deciding factor: who benefited from the services or specific requirement?
3. The term “scholarship” should not be used if the individual is not an enrolled college student.
Example 1
Nursing loans become state grants if nursing students stay in ND to work.
In this example, the population of ND benefits from the nursing students, not a specific organization. Report the money in Box 3 on a 1099-MISC.
Example 2A state agency gives grant or
scholarship money if an individual performs work for them as a nonemployee.
The state agency benefits from the services performed, but the individual is not hired on as an employee. Report the scholarship/honorarium/stipend on Box 7 for nonemployee compensation.
Example 3A state agency gives scholarships to
summer workers. If the worker comes back to that agency for employment, the money is free. If they don’t, the scholarship becomes a loan that is to be paid back.If the agency requires that their summer
scholarship recipients come back as employees, then the grant or scholarship is reportable on a W-2. Since this money is often given out before hiring, it should be reported as back wages or an advance.
Misc. Topics from IOMA
Combination payments: repair labor plus parts – report the whole amount.
P-cards: services are reportable. Therefore, the State does not authorize the use of p-cards for paying services, including printing.
Reimbursing Travel ExpensesIndependent contractor expenses
– see IRS Publication 463.
“You do not have to include expenses on a 1099 if travel is required to do the job.”
However, most TRUE independent contractors include their expenses in their contract amounts.
Traveling Expenses Rule of ThumbWere the expenses incurred for your
organization’s benefit, or the Independent Contractor’s?If your agency hires a
speaker/consultant and pays the air fare and motel rooms, it is not reportable.
If you hire a company to do a job and it is their choice of how to travel there and how to perform the job, then report any reimbursed expenses as part of their contract.
Why Are Forms W-8 Needed?IRS clamping down on tracking
foreign payees“Know your customer” 30% backup withholding required
if no W-8 No corporate exemptions for
foreign corporations
Which W-8 Form to Use?Most will complete the W-8BEN.
The W-8ECI is required when the business headquarters are foreign, but they have a plant, store, etc. physically located in the U.S. The business must have a U.S. taxpayer ID to complete this form.
More FormsUse the W-8EXP for foreign
governments, foreign banks, and foreign tax-exempt organizations.
Use the W-8IMY for foreign intermediaries, flow-through entities, etc. collecting money for a third party.
Wrap Up on Foreign VendorsAsk them if they have a presence
in the U.S.
Ask them if they have a U.S. taxpayer ID.
Proper W-8 form must be completed before payment is made.
Remember:
It does not matter what the dollar amount of the payment is, or whether the payment is for goods or a reimbursement; all foreign vendors need to prove who they are to receive state funds.