The beginning of each calendar year is a very busy time for many businesses, and Property Managers are not left out of that category! Whether you are a large Property Management Company or an individual Property Manager, this is the time when all tax forms should be issued for funds paid out to Rental Property Owners or Vendors during the previous calendar year. The form that is used to complete this task is the 1099-MISC, and this form must be submitted to the recipient and the IRS by a specified date each year. When 1099s are submitted to the IRS, they must be accompanied by a summary form, Form 1096, to meet the tax filing requirements.
– Why is the 1099-MISC necessary?
The IRS uses 1099s to monitor any income source that is not filed on a traditional W-2 form, which only shows income received as a salary or wage. This is a way in which the IRS captures any income received by an independent contractor or rental property owner that may otherwise go unreported. A Property Manager or Property Management Company is acting as a reliable source for the IRS to help enforce that all income is being reported.
– Who should receive a 1099-MISC?
• Rental Property Owners – all rental property owners that have received $600 or more in rent disbursements in a given calendar year should be issued a 1099-MISC.
• Vendors – all independent contractors or vendors who are unincorporated and have received $600 or more in a given calendar year for services provided should be issued a 1099-MISC.
– When does a 1099-MISC NOT need to be filed?
Every situation has exceptions, and tax filing and reporting is no different. Here are some of those exceptions:
• If the total payments to a rental property owner or vendor are less than $600, a 1099-MISC does not need to be filed.
• If a rental property owner is a corporation, a 1099-MISC does not need to be filed.
• If a vendor is an incorporated business, a 1099-MISC does not need to be filed.
– What information is required on a 1099-MISC?
• Tax ID # – this can be an individual’s SSN or an EIN for an unincorporated organization.
• Address – this is needed for the 1099-MISC to be sent to the recipient.
• Funds Paid – this includes a total of all income paid to a vendor or individual rental property owner during the previous calendar year. (Remember, only if the total is greater than $600)
– What boxes are used on a 1099-MISC to report income?
• Rental Property Owners – all income collected that was for rent should be reported in box 1 “Rents” on the 1099-MISC. Any additional income paid (late fees, utility bill reimbursements, NTQ fees, etc.) should be reported in box 3 “Other Income” on the 1099-MISC.
• Vendors – all payments made for vendor services should be reported in box 7 “Non-employee Compensation” on the 1099-MISC.
It is also good practice to send all rental property owners a copy of their financials for the previous calendar year so they can see where the amounts in each box on the 1099-MISC were derived from.
Not filing 1099s when required can lead to penalties and fines by the IRS, so it is very important to keep accurate records of amounts paid to each vendor and rental property owner and request any necessary forms that you may need to file the tax forms to be compliant in this process.