It’s the end of year and we all know what that means: generating and sending 1099-MISC forms. Propertyware can automatically fill in the blanks of form 1099-MISC, producing either a print-out or e-Filing. To help ease the process a bit, we've compiled answers to the most frequently asked questions about this process.
(Editor’s note- we have updated and republished this article to benefit readers new to the Propertyware blog.)
Form 1099-MISC Background
Form 1099 is an official IRS document that shows how much money you paid an independent contractor, vendor, or any other non-employee for business purposes during a calendar year. For a property management company, these non-employees typically fall into two categories: owners and vendors.
There are several types of 1099 forms. The type of 1099 a property management company typically sends to owners and vendors is 1099-MISC. By law, you must send this form to any owner or vendor to whom you paid at least $600 during the previous calendar year, postmarked by Jan 31.
For more information on Form 1099, please visit IRS.gov.
Preparing Accounts for IRS Form 1099-MISC Filing
Both Owner and Vendor 1099s are calculated from transactions within Propertyware. Unless specifically excluded, all transactions that impact 1099s will be a part of the 1099 calculation. If you need to exclude any accounts from 1099 reporting, it should be done before printing or e-Filing your 1099s.
Examples: One example of this is real estate sales income. Since real estate sales must be reported on form 1099-S and not on form 1099-MISC, the account designated to report real estate sales should be set to be excluded from 1099 reporting. Another example is payments to attorneys. Because attorneys’ fees must be reported in Box 7, something not currently supported by Propertyware, the Chart of Account used for payment to attorneys should be excluded from 1099s.
- Go to Setup>Customize>Chart of Accounts.
- Edit any account that is not reportable for 1099 purposes.
- Click Save.
How do I Print a 1099-MISC Form with Propertyware?
Propertyware does NOT print out the entire 1099-MISC form. You MUST feed in a blank, official IRS 1099-MISC form for each 1099 printout you wish to generate. Propertyware prints the information for your owner or vendor into the appropriate blanks.
Official 1099-MISC forms can be obtained from most office supply stores or other providers of official documents. You can also order the forms directly from the IRS by visiting www.IRS.gov, or by calling 1-800-TAX-FORM (1-800-829-3676).
- Load the blank official 1099-MISC forms into your printer.
- To print vendor 1099s, click the Money Out tab. To print owner 1099s, click the Management tab. From there, the process for vendor and owner 1099s is the same.
- Select "Print Vendor/Owner 1099s" in the Related Activities* list on the left side of the page.
*If Print 1099s does not appear in Related Activities, you will need to check your Setup settings. Check or change your settings by clicking Setup > Administration Setup > Manage Users > User Profiles > edit the Administrative Profile > scroll down to the Money Out section in the right column and check mark the Generate 1099s box. Also, scroll down to the Management section in the left column and also check mark this box. Be sure to save your changes.
The system opens the Print Vendor 1099s page, which lists the owners or vendors who are eligible for 1099 processing.
- Click the drop-down arrow in the Select Year field to choose the year for which you want to print 1099s.
- Filter your list using the following options:
- Show only "Eligible for 1099": Clearing this option displays all owners or vendors regardless of whether they are currently flagged as eligible for 1099 processing in their Owner Contact or Vendor setup.
- Hide Less than $600: Select this option to list only owners or vendors with totals (income or bills) greater than $600.00.
- Show Vendor Type: This option is only available for vendors and displays the vendor type in the list.
- Hide Portfolio: This option is only available for owners and hides the owner's portfolio name in the list.
- Hide 0% Owners: This option is only available for owners and hides owners who do not have an ownership percentage in the property.
- Select the vendors or owners for whom you want to print 1099s by checking the box next to their names. To select all displayed names, click All at the bottom of the page.
- Click the Print 1099 button. The Print 1099 Setup page opens.
Adjust the margins to suit your printer. The default margins work for a majority of printers. However, to avoid wasting time and 1099 forms, it is highly recommended that you print a test.
- Click Print Test 1099. A PDF of sample information opens.
- Print this page onto a single 1099-MISC form to ensure that the margins and other printer functions are working well.
- Once you ensure that your printer information is properly configured, close the PDF test page to return to the Print 1099 Setup page, and then click Print 1099. The 1099 information for each of the vendors or owners you selected in the list prints onto your official 1099 forms. Since multiple copies of the 1099 form must be printed, the most efficient way to do this is to load each copy of the 1099 form separately and reprint. So, for example, load all of the Copy A forms and print 1 copy for all records, then load the Copy B forms and print 1 copy of each, etc.
Verifying Vendor Amounts on the 1099-MISC Form
Vendor 1099 amounts reflect the amount of money your company paid the vendor during the applicable calendar year, as recorded in Propertyware. This appears as the amount you actually paid them, rather than the amount for which you were billed. For example, if a vendor billed you in 2015 but you paid the bill in 2016, the amount you paid isn't included on the 2015 1099-MISC for that vendor. Unpaid vendor bills are NOT included on vendor 1099s.
Propertyware fills in the blanks on the vendor 1099 with information recorded in the Vendor file, located in the Money Out tab.
To verify the payment amount recorded on a vendor 1099, you can view that vendor's ledger or run a report for the applicable year, such as the Money Out Bill Payments report or the Vendor 1099s report, filtered by vendor.
Owner 1099 amounts reflect the gross income, including discounts, that your company received for the owner for the calendar year, as recorded in Propertyware. Any income received into the portfolio is reported in Box-1 Rents.
a. The IRS requires that Box 1 include everything the tenant is expected to pay to rent the property, as designated on the rental agreement. This may include utilities, late fees, taxes, etc., if recorded as income and received by the Owner. (See Treasury Decision 9010 and Publication 17, p.68, and Reg. 1.61-8(c).)
b. Any reductions to this amount (via discounts/promotions) reduces the amount of Box 1. Note that this should only apply to discounts in which the actual rent was reduced, such as a move-in discount and not when the reduction was in lieu of payment of rent for services performed, such as painting the apartment. In that scenario, the discount account should be excluded from 1099s in the Chart of Accounts setup.)
Note that the requirement is to report gross income, not what was received in owner draws. Unpaid tenant charges are NOT included on owner 1099s.
Propertyware completes the blanks on the owner 1099 with the information recorded in their Owner Contact record. The fields used are Address, Eligible for 1099, Tax ID, and Taxpayer Name, if you entered one. Otherwise, the regular Contact Name you entered will be used.
To verify the income amount recorded on an owner 1099, you can run a report for the applicable calendar year, such as the Income Statement report, the management Summary, the Income/Expense report, or the General Ledger report, filtered by portfolio.
Note that a comparison of 1099 Rent Income to these reports requires that you sum all income accounts not excluded from 1099 reporting, plus/minus reportable discounts.
Real Estate sales must be reported on 1099-S, a separate form, not supported by Propertyware at this time. Any non-rent income account must be set to be excluded from 1099s.
How Do I Set up My Portfolio Owner as the Payer of the Vendor 1099 Instead of My Management Company?
Propertyware provides the capability to print Vendor 1099s from the Portfolio owner. This is often needed when vendors are paid out of an owner’s checking account instead of from a management company trust account. Payer contact information fields are populated with the information you have on file under:
Setup>Administration Setup>Accounting Preferences>Vendor 1099 Payer
If you selected "Management Company" as the Vendor 1099 Payer under Accounting Preferences, only one 1099 is issued per vendor and your company information is listed on the 1099 as the payer. However, if you selected "Portfolio," your vendor 1099s list individual owners as the payer, and multiple 1099s can be issued to vendors, depending on the owners for which they performed services.
**Please note that this blog article, and its contents, is being provided for informational purposes only. It does not constitute legal, tax or accounting advice and should not be used or relied upon as a substitute for such advice. You should consult with a qualified professional for any legal, tax or accounting-related questions you have relating to the subject matter.**