Form W-9 Compliance to Avoid Penalties: TIN Verification, B Notices and Backup Withholding

Obtaining Form W-9 is the first step in assuring compliance with information return reporting requirements. The Form provides information required to determine if the business needs to file an information return as well as the correct name and tax ID number (TIN) to use when a return is required.

The establishment and implementation of procedures that provide for TIN solicitation, TIN verification, response to IRS notices, and backup withholding are keys to efficient processing, avoiding errors or missing information, and establishing reasonable cause for penalty avoidance when errors occur.

This webinar discusses how to establish procedures and best practices, including name/TIN verification, that avoid situations that can lead to penalties or when such situations occur, establish the reasonable cause defense that allows your company to avoid penalties.

• Know when Form W-9 must be signed
• Be aware of exemptions from Backup withholding and FATCA reporting
• Be prepared for anticipated changes to electronic filing for 2022 Forms in 2023
• Understand the de minimis error rules
• Be aware of common information return errors and know how to avoid them
• Understand backup withholding: What it is; When to start and when to stop;
• Know how to deposit and report backup withholding.
• Know the due diligence procedures to avoid penalties for missing or incorrect payee tax ID numbers
• Be aware of the procedures for "B" notices: When and how to issue and follow up
• Understand how to use Form W-9 to document vendor reporting status

• Taxpayer identification number basics: Which number to use
• Form W-9: documentation that establishes reportable and non-reportable payees
• Due diligence procedures avoid or mitigate penalties
• TIN verification is a best practice to clear up potential problems
• How to handle missing or incorrect payee tax ID numbers
  "B" notice procedures – responding to IRS CP2100/2100A notices
• Penalties for late or incorrect 1099 Forms
• Procedures and policies that establish "reasonable cause" and avoid penalties
• Exceptions that eliminate or mitigate penalties

Year-end is a busy time for Accounts Payable. With annual increases in information return penalties, it is more important than ever to prepare information returns correctly and file them on time. Preparation well in advance of the filing season is critical.

The establishment and implementation of procedures that provide for TIN solicitation, TIN verification, response to IRS notices, and backup withholding are keys to efficient processing, avoiding errors or missing information, and establishing reasonable cause for penalty avoidance when errors occur.

This webinar discusses how to establish procedures and best practices, including name/Tax ID number verification, that avoid situations that can lead to penalties or, when such situations occur, establish reasonable cause that allows you to avoid the penalty.

The IRS recently released proposed regulations regarding the reduction of the e-filing thresholds for information returns. This session will provide the latest information available regarding the proposed regs and what to do to prepare for compliance under final regulations.

• CFOs and controllers
• Accounts payable and accounting managers
• Accounts payable processing professionals
• Employers and Business owners
• Purchasing managers and professionals
• Public accountants, CPAs, and Enrolled Agents

Patrick Haggerty is a tax practitioner, author, and educator. His work experience includes non-profit organization management, banking, manufacturing accounting, and tax practice. He began teaching accounting at the college level in 1988. He is licensed as an Enrolled Agent by the U. S. Treasury to represent taxpayers at all administrative levels of the IRS and is a Certified Management Accountant. He has written numerous articles and a monthly question and answer column for payroll publications. In addition, he regularly develops and presents webinars and presentations on a variety of topics including Payroll tax issues, FLSA compliance, information returns, and accounting.