Frequently Asked Questions
Frequently Asked Questions
Do I need to file a 1096 or W-3, if filing electronically?
No. According to General 1099 instructions, Part E, no 1096 is needed for e-filed 1099s. Neither is a W-3 required when e-filing according to W-2/W-3 Instructions page 2, column 1 under Business Services Online (BSO).
Why should I schedule e-file to the IRS for March rather than now?
For forms other than W-2s or 1099-MISC with box 7, by waiting until March, you can get feedback from your Recipients and make any changes to the form before it's sent to the IRS. This greatly reduces the need for official Corrections. W-2s and 1099-MISC with Box 7 are now due to the IRS by Jan. 31.
Can I enter all zeros if I don't know the Recipient's SSN?
To avoid IRS penalities, it is highly recommended that you use our online W-9 service to obtain a valid TIN before e-filing. If you cannot, select "I don't know the TIN" in the form and we'll fill in blanks for you. You'll then receive a form CP2100 from the IRS later in the year.
What is the minimum charge to file with Track1099?
There is no minimum price; you only pay for the forms you e-file. If you need to file just one, we only charge you for one.
When are 1099-MISC and W-2s due?
1099-MISC with Box 7 and W-2s must be delivered to recipients by Jan. 31 and to the IRS by Jan 31 rather than Mar. 31. See IRS and State info for details.
When are 1099-series due?
1099-MISC without box 7 and all other 1099-series must be delivered to recipients by Jan. 31 and to the IRS by Mar. 31, 2020.
When are ACA 1094-B and 1095-B due?
The due date to Recipients is Jan. 31, 2020. The 1094-B and 1095-B are due to the IRS by Mar. 31, 2020.
When are ACA 1094-C and 1095-C due?
The due date to Recipients is Jan. 31, 2020. The 1094-C and 1095-C are due to the IRS by Mar. 31, 2020.
When are 1042-S due?
Form 1042-S must be e-filed to the IRS and e-delivered or postal mailed to the recipient by Mar. 16. You may e-deliver, if the Recipient has a foreign TIN (Box 13i) or US TIN. You can also postal mail to Recipients.
Do you file the 1042 for us?
We e-file the 1042-S, which includes the 1042-T. The IRS requires you to file the 1042 in paper. We do not file that for you.
What is the actual IRS wording regarding e-delivery to Recipients and Employees?
From the IRS General 1099 instructions, page 16: "Post, on or before the January 31 or February 18, as applicable, due date, the applicable statement on a website accessible to the recipient through October 15 of that year. Inform the recipient, electronically or by mail, of the posting and how to access and print the statement." The same statement for W-2s is found in IRS Pub. 1141, page 17.
Do you e-file 940, 941, 943 or 944?
We do not offer IRS e-file for these forms at this time. You may create them, enter data, then print, sign and mail them yourself to the IRS. Tax pros may also e-deliver to their client, who may then print, sign, and mail to the IRS.
Do you mail 940, 941, 943 or 944 to the IRS?
We do not mail on your behalf since it needs a signature. You may print, sign and mail.
I'm a returning client - where is my prior tax year information?
Please click on the previous year in the All Payers nav bar.
Can we e-file and e-deliver for previous years?
Yes, for 1099-series and W-2s you may file original IRS returns for previous years. If you need to do a correction, you may only e-correct prior years if you e-filed the original with us that year. Under the words "All Payers" on your top level dashboard, click on the desired year you wish to e-file.
Why are the SSN/EINs's x'd out?
The full SSN/EINs are stored encrypted in our database. We only show you the last 4 for security reasons. You may re-enter all nine digits at any point.
Can I file Corrected 1099-series, W-2s or 1095-Cs if I filed using a different service?
Unfortunately, no, you may not.
How do I Correct a Recipient's info for 1099-series, 1095-C or W-2 after it's been sent to the IRS?
If you e-filed the original form with us, you may login, make the changes to that recipient and click Save. We'll automatically resend to the IRS and re-email to the recipient. You don't have to do anything else unless you postal mailed, in which case you'll need to print and mail the corrected form. Click here for detailed instructions.
How do I Correct Payer's info after it's been sent to the IRS?
1099-series Payers cannot be e-corrected after sending them to the IRS, but can be corrected via postal mail. Click here for detailed instructions. Fow W-2 Payer changes, login, click on the small pencil icon next to the Payer name, then the Blue W-2 bar at the bottom. Make your Payer changes in the drop down menu and click Save. For 1094-C ACA changes, you may login, click on the Purple bar at the bottom of the Payer form, make your changes, click Save and we'll automatically resend to the IRS.
How do I fix ACA Rejected or Accepted with Errors?
You were sent an email by us explaining the specific error the IRS returned. Please look up that email, then login and make the necessary changes. For Recipient TIN Mismatch, either the name or SSN does not match what the IRS has on file. Middle initials do not matter. For Payers, please use the Legal Name, not the DBA. Once Saved, we'll automtically resend to the IRS.
What are the IRS penalties if I file late?
The IRS has myriad forms, each with different penalties. Please see the IRS instructions for your specific form to understand more about the penalties.
How does 2-step verification for login work?
You can opt in for 2-step verification to make your account more secure. You will have to download an app such as Google Authenticator to your mobile device in order to use our method. We don't use email or text messaging since they are less secure. Once you've installed the app, open it and click "+" or "add" to add Track1099. You'll then scan a QR code using the device's camera that we'll present you on our site when you sign up. After the QR code is scanned, you'll then enter a 6-digit number that is found on your device. That completes your device registration. When you login, we'll ask you to enter a 6-digit code from the app on your device. This code changes frequently. You can only use one device for registration.
E-File to the IRS and E-Delivery to Recipients, Paper mail to Recipients
Can I e-file with the IRS even if I'm missing a Recipient email address?
Yes, you'll still be allowed to E-file with the IRS. Use the E-file tab on the horizontal menu. You will not be able to e-deliver to the Recipient, so will need to use Mail or Download to print, then mail.
How do I print and mail forms?
After scheduling and paying for e-file, go to your Payer, select Mail on the nav bar. You have two options to download PDFs for those missing email and those who have email, but have not yet Accepted e-delivery. You may print on plain paper. Our format fits double-windowed, #10 envelopes.
When do you postal mail forms?
We offer a postal mail service from January through March for $1.59 per form. You may print and mail yourself for free.
Can I schedule the date I'd like my postal mail sent?
At this time, you cannot select the postal mail date during Jan to Mar. Your forms will automatically be postal mailed during our next batch. See the exact dates on our Pricing page.
How do I preview my forms?
We don't show the actual PDF going to recipients until after you schedule e-file, but you may preview the data for accuracy via a CSV file. In the All Payers table, go to the CSV column on the right side and click the download icon for the Payer you wish to download. Or, click on the Payer name, then Downloads, then the Preview download button.
Is my form sent instantaneously to the IRS?
Please schedule your e-file to the IRS after your Recipient e-delivery so you may get feedback from your Recipients and make any needed changes before e-filing. We send out forms to the IRS and Recipients each day around 8pm PST.
What if I'm late? Can I still e-file?
Yes, you may e-file through December 3.
Do you support individual State filing?
We participate in the Combined State/Federal program for 1099-series and offer specific downloads for many states. We do not upload those state files for you. Neither Track1099 nor the IRS file W-2s at the state level. See our State Info page for more details on state requirements. Many do not require a 1099-MISC filing.
How does e-delivery work?
We do not attach the form to the email, instead we send the recipient an email with an secure link in it. Clicking on the link takes them to an encrypted site on our web server where we ask them to enter the last 4 of their Tax ID number to confirm their identity. If those last 4 match what is on their form, we send them to a secure page where they see their form and may download it as a PDF.
How does 1042-S e-delivery work?
As above, except the recipient may use the last 4 of either their US Tax ID or foreign Tax ID (Box 13i). If you entered both, they can use either. If you have neither, you'll have to postal mail.
Do you get consent from the recipient for electronic delivery?
Yes, we include the mandated IRS wording with regard to consent to receive forms electronically in the email we send to the recipients. If they click on the button to retrive their form in the email, they have given consent. See our Screenshots for an example email.
How do I know if my recipient or the IRS received my filings?
Our All Payers dashboard gives you a status overview of all of your Payers and Recipients. To drill down into more detail, select the Payer name, then Forms Summary in the horizontal menu. For the IRS and Recipient, it'll proceed from Scheduled->Sent->Accepted.
What if the recipient doesn't accept e-delivery?
If the recipient status remains at emailed, then they haven't retrieved it. You may login and resend the email. If they never retrieve it, we suggest that you mail them a paper copy.
What does BAD TIN mean?
A BAD TIN flag for Recipient e-delivery is unrelated to the IRS TIN and if the TIN is correct. What it means is that the recipient entered a different last 4 digits when trying to retrieve their form than what you have on file. Please contact the recipient to determine why they entered a different last 4. Then login and re-enter all nine digits of their TIN, even if it's the same number. Click Save and we will resend the email.
How do I change an email address and resend the form?
Easy - select the Payer Name, then Forms Summary in the nav bar, select the desired recipient, change the email address and click Done at the bottom. We will automatically resend the email that day.
How do I resend an email to the recipient to retrieve the form?
In All Payers, click on the Payer name then Forms Summary->select their name, select Re-send Email on the right. We will resend the email immediately.
How do I print out just one recipient's form to mail it?
Click on the Payer Name, then Forms Summary->select their name, select Print Form on the right. The PDF will download immediately.
Why does a Track1099 form look different from a regular form?
We use an IRS-acceptable substitute form to make the forms more concise. See IRS Pub. 1179, 1141, and 5223 for further information.
Can I e-file incrementally, as I get information?
Yes, no problem. You do not need to e-file all of your forms at once.
How do I enter a Payer or Recipient name longer than 40 characters?
Any characters beyond 40 can be entered in the "Second name" line for either Payer or Recipient.
How do I download a PDF or CSV of all my forms for my records?
Login and select Download on the horizontal menu.
Affordable Care Act (ACA) Forms and Corrections
When are ACA 1094-B and 1095-B due?
1095-Bs must be delivered to recipients by Jan. 31, 2020 and via e-file to the IRS by Mar. 31, 2020.
When are ACA 1094-C and 1095-C due?
1095-Cs must be delivered to recipients by Jan. 31, 2020 and via e-file to the IRS by Mar. 31, 2020.
Do I need to file a 1094-C transmittal form with my 1095-C forms?
Track1099 automatically includes the 1094-C with your submission.
How do I make a correction to my ACA 1094-C or 1095-C form?
Click here for instructions.
When are ACA corrections due?
The IRS has not set a firm due date for ACA corrections. They have said to submit them in a "timely" manner.
How do I delete a form?
Click the Payer name, select Forms Summary from the horizontal menu. In the table at the top, next to the word Recipient, click on Delete... Follow directions from there. You may only delete a Recipient if their info has not been sent to the IRS, otherwise you have to file a Correction. See Corrections on the top nav bar.
You may also click on a Recipient's name and then the Delete button on their form.
How do I delete a Payer?
Select All Payers in the nav bar. In the table, next to Payer, click Delete... Follow the directions from there.
How do I get a receipt for my payments?
Login and in the upper right gear menu, select Receipt. You may download a PDF or CSV of transactions or by Payer. For prior year receipts, click on the desired year in the Nav bar, then Receipts in the drop down menu.
How do I import many forms at once?
Create a Track1099 account, then select Import Data from the horizontal menu. For 1099-MISC, we have several integrated accounting software partners and our generic CSV template. For all other forms, we offer a CSV template.
How do I copy previous year's data into 2019?
Select 2019 in the nav bar. Select Import Data from the horizontal menu then "Import from prior year's Track1099."
Do I need to create a Payer before Importing?
If you're importing from a Partner or last year's Track1099' we import the Payer info, so no need to create one. For CSV files, you may create a Payer before importing, but if not, we'll create a New CSV Payer for you.
Do I have to enter dashes in the SSN or EIN?
No, dashes do not matter to the IRS. With a CSV import, if you leave the TIN TYPE column blank, we will assume an EIN for a single dash and an SSN if there are either two dashes or no dashes.
Why did my CSV amounts upload wrong?
Please format the spreadsheet payments column as a Number instead of General or Text. Re-import. See above for how to delete forms or payers.
Do you support QuickBooks for importing 1099-MISC?
Yes! QB Desktop/Windows may be imported using QB's Web Connector and our web connector applet. QBO may be imported directly from our Import Data tab. Or, you may export your 1099-MISC Detail Report, make a few format changes, and upload using our CSV template.
Can I re-import the same payer multiple times without erasing what I have?
Yes, as long as the Payer EIN remains the same, we'll add new 1099-MISC to that payer without erasing existing forms.
How can I enter many Payers at once via CSV?
To enter multiple Payers via CSV, after login, select 1. Add New Payer, then at the bottom, Add Many Payers at once.
How do I edit the Payer's info?
Two ways: 1) in All Payers, click on the small pencil icon next to the Payer name or 2) click on the Payer name, then 1. Payer in the nav bar.
With a CSV import, should I create a Payer first?
Not necessarily. We'll create a "New CSV Payer" for you and add all of your forms to it. You may then edit the New CSV Payer and put in your actual Payer information. However, if you already have a Payer created, click on that Payer's name, then Import Data in the nav bar. We'll import the CSV data into that Payer.
I'm missing data fields after importing - why?
Track1099 retrieves all the information that our Partners allow online. Anything missing means that they do not allow us to retrieve that information.
Tax Pro Teams
How do we sign up as a team?
Have the Team Leader sign up first and select "I lead a Team". After sign up, there are instructions on how to invite colleagues.
Can I have a single team credit card that everyone uses?
Yes. You may also use a separate credit for individual Payers, if you don't want to use the company card for everyone.
Does every form that the team files count towards volume pricing?
I'm trying to Invite a Colleague and it says their account already exists. What do I do?
It means the colleague did not use the invitation email to sign up, but rather signed up on their own. Both the Team Leader and colleague must email firstname.lastname@example.org requesting that the colleague be added to the Team Leader's team. We will have to connect them manually.
How are colleagues assigned to Payers?
Each colleague may upload or create a Payer and their Recipients. From the All Payers dashboard, the Team Leader clicks Assign on the far right column of each Payer's name to assign colleagues.
Payments and Receipts
Where do I get a receipt?
Please login, click on the gear icon in the upper right corner and select Receipts. We group receipts according to transactions and a summary with each Payer. You can download a CSV with your Payers and transactions.
Why doesn't my emailed receipt match the charges on my credit card?
Because we split out transaction by each Payer, if you paid for two Payers at the same time, the larger charge will show up on your card, but it will be split into two line items on your Receipts page. The Transaction ID will be duplicated and that reflects that these payments were done together.
Why am I getting an annual charge for $9, $59 or $199?
You have a subscription to our online W-9 service and we renew it automatically each year. To cancel, login, select Account -> Credit Card tab ->scroll to the bottom and Cancel.
I deleted recipients after I paid to have them e-filed. Can I get a refund?
Yes, please email us and send us the amount of the refund requested and Transaction ID of the payment found in your Receipts table.
Why is my credit card getting charged a week after I used your site?
We batch small payments and submit them a week later in order to cut down on credit card fees. This does not affect your e-file and is not an extra fee. It was in a Pending state prior to be charged.
My credit card failed and I got an email saying it has to be replaced. How do I do that?
Please login, click on the small gear icon in the upper right corner, select Account and then the credit card tab. Click on the red box that has a failed credit card warning on it. Replace your card. We will automatically try the charge again.