There are several ways that ArbiterSports can help with the process of generating and filing 1099 tax forms for assigners. This article overviews one of those methods, the 1099 Module that can be added on to your ArbiterOne Licence. Below is a guide on what to get done to get ready to file for the 2017 tax year.
1099s amounts are not tied to current paysheets. Instead, when a paysheet is paid, the amount that was paid, is now added to a new 'Payments' table. It is this payments table that the 1099s amounts are calculated from. This allows groups to delete paysheets after they have been paid. Just answer 'YES' when asked if you want the amounts left in the Payments table when you delete your paysheets! Officials and Event Workers that will be receiving 1099s can be removed from a group during the year without affecting their 1099s. The amounts in your 'Payments' table can only be viewed by going to Payments tab and then selecting Preview & Print 1099 Forms. By clicking Preview and then clicking the icon to the left of any individual, while having the appropriate tax year selected you can view the payments that have been stored on the 'Payments' table.
Because Arbiter only supports electronic filing to the IRS, your organization must obtain a Transmitter Control Code number. To obtain a TCC, complete IRS Form 4419 (available at www.irs.gov) and either fax or mail it to the IRS. The IRS normally indicates it will require two weeks to generate a TCC after a request is received. For Question 8 the correct selection is "I have or will have software which will format my data into the IRS required format". For assistance in completing the form, please contact the IRS at 866-455-7438 and select the menu option for TCC numbers. Your TCC number does NOT change from year to year, so be sure to record it accurately.
Upon landing on your 1099 preview page, make sure that your organization/company name, address, and phone number are correctly listed and set for the correct year. Correct any inaccurate data. The TIN and TCC need to be entered at the time you generate your 1099 forms and Electronic File. You may enter your SSN as the TIN if your organization has not incorporated. The TIN field must be completed with numbers only (no hyphens), or your Electronic File will be rejected by the IRS.
Check to see that each of your Officials and Event Workers have a Social Security Number or Tax Identification Number as part of their profile. Officials SSNs/TINs can be formatted with or without hyphens, but no other characters or double-hyphens are accepted by the IRS. We advise you to ask your Officials and Event Workers to review their personal profile before you generate 1099’s so that their legal names, addresses, and SSN’s/TINs are updated.
Review the list of Officials and Event Workers, along with their 1099 amounts for accuracy. Amounts from any ArbiterSports accounts that have the same TIN listed will be combined. Therefore, an organization with multiple ArbiterSports accounts can now issue 1099s that include the combined amounts of all of their groups with the same TIN listed under the 1099 section.
PLEASE NOTE* 2017 1099s WILL NOT be available to be generated until January 2018.
Once you have ensured all the information is accurate, forms can be distributed to Officials and Event Workers using one of these three methods:
- Allow Officials to print their own 1099 from within Arbiter. Check the box to 'Make Available to Officials' then click Generate 1099s. This adds a ‘Create 1099’ button to the 1099 sub-tab found on each Official's or Event Worker’s Payments tab for all individuals whose tax year payments exceed the ‘Payments Over’ amount set on the 1099 admin screen. Clicking this button allows Officials and Event Workers to generate their 1099 in PDF format. We recommend that a PDF copy of all 1099s be saved to disk so that if an Official comes to you at a later date for a hard-copy of their 1099, you are able to provide it. The association TIN, TCC, Address and ‘Payments Over’ must be entered before the 1099s can be made printable to Officials and Event Workers. 1099s will be available online even if you've deleted the corresponding games.
- Print and Create and print the forms by clicking the ‘Print Forms’ button (your TIN and TCC must be entered prior to generating the forms). In addition to printing the forms for Officials and Event Workers, we recommend that a copy of the PDF 1099 report be saved for backup purposes. The IRS requires that 2017 1099s be delivered or postmarked by January 31, 2018.mail / handout forms.
- Email forms. Click the 'Email Officials' button on the 1099 page to email a link to a PDF version of each 1099 to your Officials and Event Workers. This link will direct officials to sign in to their ArbiterSports account and then will provide them with their 1099 form. Be aware that your TIN is displayed on each copy. The SSN of the Officials or Event Workers only displays the last four digits in the emailed copy of their 1099. This protects their personal information and is an approved method by the IRS.
Once you have ensured all the information is accurate, and forms have been distributed to Officials and Event Workers, you should use the 1099 Module to generate an electronic file that you can submit to the IRS to file your 1099s.
After ensuring that all of the group information fields have been properly filled out, fill in the Payments Over field. This field lets the module know to generate 1099's for any official who made more than the amount you enter into the field. The IRS requires payers to report any payments over $600 dollars but some groups choose to report payments less than this amount. Next, select Generate 1099s to populate a list of all your official payments. If all of these payments looks correct click Electronic File to download the file you will submit to the IRS. Once you have the file you will go to www.fire.irs.gov and file using the instructions found there.