January 2016
Enclosed for your convenience are the following items:
Exhibit 1 Guide to Information Returns
Exhibit 1(a) Supplemental Information
Exhibit 2 Payments to Outside Providers or Contractors for Business Purposes
Exhibit 3 Nontaxable Benefits Provided to Employees
Exhibit 4 Payments to Directors
Exhibit 5 Employee Business Expenses and Expense Accounts
Exhibit 6 Record-Keeping for Travel, Entertainment and Meals Expense
Exhibit 7 Record-Keeping and Deductions for Business Vehicles
Exhibit 8 Travel Per Diem Rates for Certain States
Exhibit 9 Reporting Cash Payments Over $10,000
Exhibit 10 Electronic Filing Requirements for Payroll and Information Returns When Over 250 Documents
Exhibit 11 Instructions for Filing Payroll and Information Returns (Paper Filings)
Exhibit 12 Dues Paid to Social Associations and Clubs or for Lobbying Activities
Exhibit 13 Energy Subsidy Payments
Exhibit 14 Taxation and Reporting of Capital Credits From Electric and Telephone Cooperatives
Exhibit 15 Form 1099-A Foreclosures and Abandonment of Security
Exhibit 16 Form 1099-C Cancellation of Debt
Exhibit 17 Form 1098-E Student Loan Interest Reporting & Form 1098-T Regarding Tuition Reporting
Exhibit 18 Public Inspection of Tax Exempt Organizations Filings, Forms 990, 990-T, 1023, etc. and IRS Sanctions
Regarding Transactions with Certain Persons (Insiders)
Exhibit 19 Credit Card Sales
Exhibit 20 Proceeds From Broker and Barter Exchange Transactions
Exhibit 21 Health Care Value Reporting
Exhibit 22 Health Care Coverage Reporting
We recommend you review the specific areas related to your business each year as rules change from year to year.
The 2016 vehicle standard business mileage rate was decreased to 54 cents per mile. The 2015 vehicle standard
business mileage rate was 57.5 cents per mile.
For most Forms 1099, detailed on the following pages, a telephone number for recipient inquiries must be provided.
If you have any questions concerning the enclosures, please feel free to contact us.
Sincerely,
EIDE BAILLY LLP
1
. EXHIBIT 1 – GUIDE TO INFORMATION RETURNS – CALENDAR YEAR 2015
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1042-S
Foreign Person’s
U.S. Source
Income Subject to
Withholding
1094-B
Transmittal of
Health Coverage
Information
Returns
1094-C
Transmittal of
EmployerProvided Health
Insurance Offer
and Coverage
Information
Returns
1095-A
Health Insurance
Marketplace
Statement
Payments to foreign persons,
including persons presumed to
be foreign, including nonresident aliens, foreign
partnerships, foreign
corporations, foreign estates
and foreign trusts, subject to
withholding including
corporate distributions, notional
principal contract income
interest, dividends, rents,
royalties, pensions, annuities,
most gambling winnings,
compensation for personal
services performed in U.S.,
compensation for dependent
personal services performed in
U.S. and cancellation of
indebtedness. Excess
inclusions and withheld tax
from REIMCs amounts paid to
foreign governments, foreign
controlled banks of issue and
international organizations.
Also report distributions,
subject to section 1446 tax on
distributions to its foreign
partners withholding, from
effectively connected income
by a publicly traded partnership
Report certain information to
the IRS about individuals who
are covered by minimum
essential coverage.
Employers with 50 or more
full-time employees (including
full-time equivalent employees)
in the previous year use Forms
1094-C and 1095-C to report
the information required under
sections 6055 and 6056 about
offers of health coverage and
enrollment in health coverage
for their employees.
Report certain information to
the IRS about individuals who
enroll in a qualified health plan
through the Health Insurance
Marketplace.
Form 1095-A is
also furnished to individuals to
allow them to take the premium
tax credit and to reconcile the
credit on their returns with
advance payments of the
premium tax credit.
To Recipient
(unless indicated
otherwise)
All Amounts, except no
withholding on interest paid on
deposits
not
effectively
connected with a trade or
business. However, reporting is
required for $10 or more of
interest on US source bank
deposits paid to a nonresident
alien who is a resident of Canada
March 15
March 15
Total number of Forms 1095-B
submitted with transmittal.
Deadline extended to
May 31, 2016 if
paper filed; June 30,
2016
if
filed
electronically.
Deadline extended to
May 31, 2016 if
paper filed; June 30,
2016
if
filed
electronically.
N/A
February 1st, 2016
The information is
required to be
submitted to the IRS
electronically
through the
Department of Health
and Human Services
Data Services Hub
February 1st, 2016.
Total number of Forms 1095-C
submitted with transmittal.
Information regarding covered
individuals and coverage
information.
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N/A
2
. EXHIBIT 1 - page 2
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1095-B
Health Coverage
Report certain information to
taxpayers about individuals
who are covered by minimum
essential coverage.
Type of coverage and periods of
coverage
1095-C
EmployerProvided Health
Insurance Offer
and Coverage
Type of coverage; periods of
coverage; employee share of
lowest cost monthly premium
and applicable safe harbor.
1097-BTC
Bond Tax Credit
Employers with 50 or more
full-time employees (including
full-time equivalent employees)
in the previous year use Forms
1094-C and 1095-C to report
the information required under
sections 6055 and 6056 about
offers of health coverage and
enrollment in health coverage
for their employees. Form
1095-C is used to report
information about each
employee
Tax credits from tax credit
bonds to shareholders. If a RIC
or REIT makes an election to
distribute any credits allowed to
shareholders or beneficiaries,
they are credits on Form 1097BTC.
All Bond Tax Credits in an
amount of at least $10
February 29
(The due date is
extended to March 31
if filed electronically)
1098
Mortgage Interest
Statement
Mortgage interest (including
certain points) received in the
course of a trade or business
from individuals and
reimbursements of prior year
overpaid interest from ARMs
and other mortgages.
$600 or more; determined
separately for each mortgage.
February 29
(The due date is
extended to March 31
if filed electronically)
Gross Proceeds of more than
$500.
Must furnish a
contemporaneous
written
acknowledgment
of
the
contribution to the donor.
Otherwise, donor cannot claim a
deduction of more than $500.
$600 or more
determined at the borrower level
regardless of the number of
loans made by borrower
February 29
(The due date is
extended to March 31
if filed electronically)
30 days from date
of sale or
contribution
depending on donee
transfer of donated
property
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
1098-C
Contributions of
Motor Vehicles,
Boats, and
Airplanes
1098-E
(Also see Exhibit
17)
Student Loan
Interest Statement
Also, premiums for Qualified
Mortgage Insurance under a
contract issued after 12/31/06,
as defined by Section 2 of the
Homeowners Protection Act of
1998 (as in effect on 12/20/06),
Information regarding a
donated motor vehicle, boat, or
airplane.
Student loan interest received in
the course of a trade or
business. For loans made
before September 1, 2004,
check box 2 if the amount in
box 1 does not include loan
origination fees and/or
capitalized interest.
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Deadline extended to
May 31, 2016 if
paper filed; June 30,
2016
if
filed
electronically.
Deadline extended to
May 31, 2016 if
paper filed; June 30,
2016
if
filed
electronically.
To Recipient
(unless indicated
otherwise)
Deadline extended
to March 31, 2016
Deadline extended
to March 31, 2016
Quarterly
and
separately for each
credit
amount
indicated and for
each bond type, on
or before the 15th
day of the 2nd
calendar
month
after the close of the
calendar quarter in
which the credit is
issued.
February 1
(To payer/
borrower)
3
.
EXHIBIT 1 - page 3
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1098-MA
Mortgage
Assistance
Payments
1098-T
(Also see Exhibit
17)
Tuition Payments
Statement
1098-Q
Qualifying
Longevity Annuity
Contract
1099-A
(Also see Exhibit
15)
Acquisition or
Abandonment of
Secured property
1099-B
(Also see Exhibit
20)
Proceeds from
Broker and Barter
Exchange
Transactions
Assistance payments to
homeowners allocated from
HFA Hardest Hit Fund or
Emergency Homeowners’ Loan
Programs
Eligible educational institutions
must choose to report payments
received, or amounts billed for
qualified tuition and related
expenses.
Report status of longevity
annuity contracts held by
defined contribution plans,
IRAs, and eligible government
plans.
Information about the
acquisition or abandonment of
property that is security for a
debt for which you are the
lender.
Sales or redemption of stocks,
bonds, commodities, regulated
future contracts, foreign
currency contracts, debt
instruments and barter
exchange transactions.
Receipt of cash, stock or other
property from a corp. that
broker knows has undergone a
change in control.
To Recipient
(unless indicated
otherwise)
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
See Instructions
Also note exceptions from
reporting
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
(To Borrower)
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
February 16
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
Widely Held Fixed Investment
Trusts will use Form 1099 to
report items of income.
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4
. EXHIBIT 1 - page 4
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
To Recipient
(unless indicated
otherwise)
1099-CAP
Changes in
Corporate Control
and Capital
Structure
Required only if Form 8806 is
required to be filed – Describes
information about cash, stock,
or other property from an
acquisition of control or the
substantial change in capital
structure of a corporation.
Cash, stock and property over
$1,000.
February 29
(The due date is
extended to March 31
if filed electronically)
(To
Shareholders
February 1)
(To Clearing
Organization on
or before
January 5)
1099-C
(Also see Exhibit
16)
Cancellation of
Debt
Cancellation of a debt owed to
a financial institution, a Federal
Government Agency, a credit
union, RTC, FDIC, NCUA, a
military department, the U.S.
Postal Service, the U.S. Postal
Rate Commission, or any
organization having a
significant trade or business of
lending money.
$600 or more
Determined separately for each
debt cancelled.
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
$10 or more, except $600 or
more for liquidation
distributions
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
$10 or more for unemployment
and tax refunds; $600 or more
for all others
If interest paid on refunds is
more than $600 also file 1099INT
February 29
(The due date is
extended to March 31
if filed electronically)
Form 1099-G is filed
by the officer or
employee of the
government unit
having control of the
payments.
February 1
1099-DIV
Dividends and
Distributions
1099-G
Certain
Government
Payments
Indicate whether the borrower
was personally liable for
repayment of the debt. Also
note that the creditor’s phone
number must be provided.
Distributions, such as ordinary
& qualified dividends, capital
gain distributions or nontaxable
distributions that were paid on
stock and liquidation
distributions. Also reports
withheld foreign tax and
backup withholding on
dividends.
Distributions from
an employee stock ownership
plan that are §404(K) dividends
must be reported on Form
1099-R, not 1099-DIV.
Payments of §404(K) dividends
directly from the corporation
are reported on Form 1099DIV. Qualified distribution tax
credit bonds from a RIC or
REIT should be treated as
interest and included in gross
income. Exempt – interest
dividends from a mutual fund
or other regulated investment
company (RIC)
Unemployment compensation,
state and local income tax
refunds, agricultural payments,
taxable grants, and alternative
trade adjustment assistance.
Market gain associated with
repayment of Commodity
Credit Corporation (CCC)
loans.
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5
.
EXHIBIT 1 - page 5
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1099-H
Health Coverage
Tax Credit
(HCTC) Advance
Payments
1099-INT
Interest Income
1099-K
(see Exhibit 19)
1099-LTC
To Recipient
(unless
indicated
otherwise)
February 1
Provider of qualified health
insurance coverage must report
the advance payments received
from the Department of
Treasury on behalf of eligible
individuals
Interest income, tax exempt
interest dividends from
Regulated Investment
Companies; credit to holders of
clean renewable energy bonds;
Gulf tax credit bonds; Qualified
forestry conservation bonds;
New clean renewable energy
bonds; Qualified energy
conservation bonds;
Midwestern tax credit bonds;
Specified private activity
bonds; tax-exempt state and
local bonds.
Interest or principal forfeited
because of early withdrawal.
Widely Held Fixed Investment
Trusts (WHFIT) will use Form
1099-INT or 1099-OID to
report items of income.
All Amounts
HCTC Transaction Center will
file copy with recipients if
provider elects not to provide,
but provider must notify HCTC
of election
$10 or more ($600 or more in
some cases)
Do not report tax exempt interest
on Form 1099-OID, use 1099INT. However, if you are
reporting interest and original
issue discount on any obligation,
you may report both the taxable
interest and the OID on Form
1099-OID
February 29
(The due date is
extended to March 31
if filed electronically)
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
Merchant Card and
Third Party
Network Payments
Merchant sales made by
customers on credit cards.
Third-party network payments.
Payments under a long-term
care insurance contract and
accelerated death benefits paid
under a life insurance contract
or by a viatical settlement
provider.
February 29
(The due date is
extended to March 31
if filed electronically)
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
Long-Term Care &
Accelerated Death
Benefits
All Amounts on Merchant Cards
when more than $200,000 and
200 or more transactions for
Third-party network payments.
Gross long-term care benefits
paid or gross accelerated death
benefits paid under a life
insurance contract.
Report only if policyholder is an
individual.
Report each contract separately,
or at option, aggregate contracts
if qualified.
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February 1 (to
insured and
policyholder)
6
. EXHIBIT 1 - page 6
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1099-MISC
Miscellaneous
Income
Do not use Form
1099-MISC for
personal payments,
only for payments
made in course of
your trade or
business.
Rent, services, royalty or
bonuses payments; prizes and
awards that are not for services,
such as winnings on TV or
radio shows.
$600 or more, except $10 or
more for royalties or broker
payments in lieu of dividends or
tax-exempt interest
February 29
(The due date is
extended to March 31
if filed electronically)
Gross proceeds paid to
attorneys
$600 or more
February 29
(The due date is
extended to March 31
if filed electronically)
Payments to crew members by
owners or operators of fishing
boats including payments of
proceeds from sale of catch.
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
Nonqualified deferred
Compensation Income
(Sec 409A)
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
Payments to a physician,
physician’s corporation, or
other supplier of health and
medical services. Issued
mainly by medical assistance
programs or health and accident
insurance programs.
Payments for services
performed for a trade or
business by people not treated
as its employees. (Independent
Contractors) Other Examples:
fees to subcontractors or
directors, and golden parachute
payments.
$600 or more
February 29
(The due date is
extended to March 31
if filed electronically)
$600 or more
February 29
(The due date is
extended to March 31
if filed electronically)
Deceased employee’s wages
paid after the date of death.
Also death benefits from
nonqualified deferred
compensation plans or Sec. 457
Plans
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically
Also use to report
direct sales of
$5,000 or more of
consumer goods for
resale anywhere
other than a
permanent retail
establishment.
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To Recipient
(unless
indicated
otherwise)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 16
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
7
.
EXHIBIT 1 - page 7
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
1099-MISC
(Cont)
Taxable
Distributions
Received from
Cooperatives
$600 or more
February 29
(The due date is
extended to March 31
if filed electronically)
$10 or more
February 29
(The due date is
extended to March
31 if filed
electronically)
Any withheld federal taxes
under backup withholding rules
1099-PATR
February 29
(The due date is
extended to March 31
if filed electronically)
Substitute dividend and taxexempt interest payments
reportable by brokers.
Original Issue
Discount
$600 or more
Crop Insurance Proceeds
1099-OID
Fish purchases paid in cash for
resale.
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
Original issue discount.
OID included in holder’s gross
income from an obligation
during the year (If reporting
stated interest and OID on same
obligation both may be reported
on 1099-OID)
Issuers of certain public debt
having OID must file Form
8281, not 1099-OID.
$10 or more
February 29
(The due date is
extended to March
31 if filed
electronically)
$10 or more
February 29
(The due date is
extended to March
31 if filed
electronically)
Widely Held Fixed Investment
Trusts will use Form 1099 to
report items of income.
Distributions from cooperatives
to their patrons, including any
domestic production activities
deduction and certain passthrough credits, or from whom
you withheld any Federal
income tax under backup
withhold rules regardless of the
amount. New: Cellulosic
biofuel producer credit;
Agricultural chemicals security
credit; Indian employment
credit; Energy efficient
appliance credit.
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To Recipient
(unless
indicated
otherwise)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 16
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 16
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
(The due date is
March 15 for
reporting by
trustees and
middlemen of
WHFITs)
February 1
8
. EXHIBIT 1 - page 8
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
To Recipient
(unless
indicated
otherwise)
February 1
1099-Q
Payments from
Qualified
Education
Programs (under
Sections 529 and
530)
Gross distributions from a
qualified tuition program (cash
or in kind) and Coverdell
ESA’s. Also includes refund to
account owner, or payment
upon death or disability or
withdrawal of excess
contributions plus earnings.
All Amounts whether in cash or
in-kind
February 29
(The due date is
extended to March
31 if filed
electronically)
1099-R
Distributions from
Pensions,
Annuities,
Retirement or
Profit Sharing
Plans, IRAs,
Insurance
Contracts, etc.
$10 or more
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
1099-S
Proceeds from
Real Estate
Transactions
Distributions from retirement or
profit sharing plans, any IRA,
annuities, pensions, insurance
contracts, and IRA recharacterizations. Death
payment benefits; reportable
disability payments; payments
to military retirees and
payments of survivor benefit
annuities; governmental section
457(b) plan payments under
Sec 409A nonqualified deferred
comp plans and certain items
related to Sec. 1031 exchanges
and; Roth IRAs.
Section 404(K)
Dividends. ESOP distributions
if the dist. is a total distribution
and contains sec.404(k)
dividends.
Also report
qualified distributions from
IRAs for charitable purposes.
Gross proceeds from the sale of
improved or unimproved land;
inherently permanent structures,
including any residential,
commercial, or industrial
building, a condominium unit
including land; and stock in a
cooperative housing
corporation. Payment of timber
royalties made under pay-as-cut
contract.
February 29
(The due date is
extended to March
31 if filed
electronically)
February 16
1099-SA
Distributions From
an HSA, Archer
MSA, or Medicare
Advantage MSA
Gross proceeds, with $600 de
minimis amount if qualified.
Exceptions: Sale or exchange of
a principal residence for
$250,000 or less for a single
person or $500,000 or less for
married couple.
Any transaction in which
transferor is a corp.; a
governmental unit or an exempt
volume transferor. Any
transaction that is not a sale or
exchange and a financing or
refinancing that is not related to
the acquisition of real estate.
All Amounts
February 29
(The due date is
extended to March
31 if filed
electronically)
February 1
Distributions from an HSA,
Archer MSA, or Medicare
Advantage MSA.
Must have
been paid directly to a medical
service provider or to the
account holder. .Do not report
trustee-to-trustee transfers.
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9
. EXHIBIT 1 – page 9
Due Date – In 2016
Form
Title
What to Report
Amounts to Report
To
IRS
8300
(IRS and Fin CEN
Form)
Report of Cash
Payments Over
$10,000 Received
in a Trade or
Business
W-2G
Certain Gambling
Winnings
W-2
Wages and Tax
Statement
Payments in cash (including
certain monetary instruments)
or foreign currency received in
one transaction, or two or more
related transactions, in the
course of a trade or business.
Does not apply to banks and
financial institutions filing
Form 104, and casinos that are
required to report such
transactions on Form 103,
Currency Transaction Report by
Casinos, or, generally, to
transactions outside the United
States.
Gambling winnings from horse
racing, dog racing, Jai Alai,
lotteries, keno, bingo, slot
machines, sweepstakes, poker
tournaments, wagering pools,
etc, and any Federal
withholding for such winnings.
A noncash payment must be
taken into account at its fair
market value
Wages, tips, other
compensation, Social Security
Medicare tax was withheld
and/or income tax would have
been withheld if the employee
had claimed no more than one
withholding allowance or had
not claimed exemption from
withholding on Form W-4.
To Recipient
(unless
indicated
otherwise)
(To Payer)
February 1
Over $10,000
In one transaction or in two or
more related transactions
(defined as within 24 hour
period or longer if known
individual transactions are
connected)
15 days after date
cash was received
Generally $600 or more; $1,200
or more bingo and slot machine
and $1,500 or more for keno.
$5,000 or more from a poker
tournament.
Reporting according to Form
5754 may be required. See
instructions for rules regarding
withholding
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
All Amounts
February 29
(The due date is
extended to March 31
if filed electronically)
February 1
For employers filing more than
250 W-2s in 2011, the cost of
employer-sponsored health
coverage is required to be
reported on the W-2 in 2012.
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10
. EXHIBIT 1(a)—SUPPLEMENTAL INFORMATION
Truncating taxpayer identifying numbers:
Final regulations have been issued that allow issuers to truncate payee identifying numbers (SSN, ITIN, ATIN or EIN) on
information Forms 1097, 1098, 1099, 3921, 3922 and 5498 for 2015. The filer’s identification number cannot be truncated
on any form.
To truncate where allowed, replace the first 5 digits of the 9 digit payee identification number with asterisks (*) or Xs (for
example, an SSN would show as ***-**-NNNN or XXX_XX_NNNN). See Treasury Decision 9675, 2014-31 I.R.B. 242
https://www.irs.gov/irb/2014-31_IRB/ar07.html.
FACTA reporting:
A foreign financial institution (FFI) with a chapter 4 requirement to report a U.S.
account maintained by the FFI that is
held by a specific U.S. person may satisfy the reporting requirement by reporting on Form(s) 1099 under the election
described in Regulations section 1.1471-4(d)(5)(i)(A) or (B). Additionally, a U.S.
payor may satisfy a chapter 4 reporting
requirement to report a U.S. account by reporting on Form(s) 1099. See Regulations section 1.1471-4(d)(2)(iii)(A).
Latest developments for information returns:
For the latest information about developments to information returns after they are published, go to
https://www.irs.gov/uac/About-Form-1099.
Where to paper file:
There are only two Internal Revenue Service Centers that will accept paper filed information returns: Austin, TX and
Kansas City, MO.
Extension to file is possible:
Returns filed with the IRS:
An automatic 30-day extension of time to file a payor required information return with the IRS is made by completing and
filing Form 8809, Application for Extension of Time To File Information Returns, by the due date of the return to be
extended.
And, a second 30-day extension is possible under certain hardship conditions.
The Form 8809 may be submitted on paper, or through the FIRE System. No signature or explanation of the reason for
the extension request is required. Simply follow the instruction on Form 8809 for necessary information to be provided
and how to submit the Form 8809 to the IRS.
Returns filed with recipients:
An extension of time to furnish information statements to recipients can be requested by sending a letter to the Internal
Revenue Service, Information Returns Branch, Attn: Extension of Time Coordinator, 240 Murall Drive, Mail Stop 4360,
Kearneysville, WV 25430.
The letter requesting extension must contain information about the recipients, the reason for
requesting the extension and be postmarked no later than the date the information statements would be due to the
recipients.
If the extension is approved by the IRS, the extension will generally be allowed for a maximum of 30 days.
And, if there are more than 10 recipients whose information statements will be delayed by the extension being granted, the
extension request must be submitted electronically. See IRS Pub 1220, Part D, Sec 4.
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. EXHIBIT 2 - PAYMENTS TO OUTSIDE PROVIDERS
OR CONTRACTORS FOR BUSINESS PURPOSES
Any entity or individual engaged in a trade or business who makes certain payments of $600 or more during the calendar
year, in the course of a trade or business or rentals, must file an information return. Payments of interest, dividends and
patronage dividends of $10 or more by entities other than individuals will require the filing of an information return.
Payments of interest of $600 or more by individuals in the course of their trade or business will require the filing of an
information return. Certain transactions such as distributions from retirement or individual retirement arrangements,
wages, tips and other payments require the reporting of all amounts. Royalties are required to be reported if the payment
is $10 or more.
The guide or chart in Exhibit 1 provides further details.
I.
Payments for which Forms 1099 are not required:
1. Generally payments to governments or corporations (except for medical or law corporations and all corporate
debt discharges).
2. Payments of income required to be reported on other Federal forms, for example, W-2, 1099R, 1120S
Schedule K-1, 1042-S, 1000, Schedule K-1 of 1065 or 1065-B, Schedule K-1 of 1041, and Schedule Q
of
Form 1066.
3.
Payments of rent to real estate agents.
4. Advances, reimbursements or charges for traveling or other business expenses of an employee to the extent
that the employee is required to account and does so account to his employer for such expenses.
5. Interest of less than $600 paid or credited to customers on security deposits.
6.
Payments for merchandise, telegrams, telephone, freight, storage and similar charges.
7. Payments to a tax-exempt organization, the United States, a state, District of Columbia, a U.S. possession, or
a foreign government.
II.
Payments of $600 or more for the following items are required to be reported on Form 1099-MISC:
1.
Gross rents and royalties, including payments to related parties for land, building or equipment rent.
2. Fees, commissions, prizes, awards or any compensation paid for services in the course of your trade or
business and not excluded above. Examples of services for which a Form 1099-MISC may be required are:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
Veterinary services
Machine rentals
Professional service fees such as fees to attorneys, accountants, architects, contractors, engineers, etc.
Trucking
Labor portion of repairs
Subcontracting
Director fees, speaker fees and honorariums
Referral fees or fee-splitting
Certain payments to insurance agents
Payments by attorneys to witnesses or experts in legal adjudication.
Medical and health care payments.
Crop insurance payments.
Fish purchases paid in cash for resale.
Golden parachute payment.
Winnings on TV or Radio shows.
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.
EXHIBIT 2 - page 2
3. Payments to attorneys (whether a sole proprietor, partnership, PLLP, LLC or a corporation):
a. Form 1099-MISC is not necessary if amounts paid for legal services in a calendar year are for
personal or non-business purposes.
4. Payments for damage awards to include punitive damage except for:
a.
Payments for personal physical injuries or physical illnesses, or
b. For emotional distress to the extent the payments are reimbursement for actual medical treatment
expenses.
c. If attorney fees are part of a legal settlement and cannot be specifically determined, the gross
proceeds paid to the attorney must be reported in box 14.
d.
If attorney fees are part of a legal settlement and can be specifically determined, the amount of
fees must be reported in box 7.
e. Received on account of nonphysical injuries under a written binding agreement, court decree, or
mediation award in effect on or issued by September 13, 1995.
The Forms 1099 must show the payer's name, address, telephone number (as detailed below) and Federal
identification number (as assigned on the 941 or 943 payroll reports), or social security number if not otherwise
required to have a Federal identification number, the payee's name, social security number or Federal identification
number, address and the reportable amount.
The following Forms must include the telephone number of a person to contact if the recipients of the 1099 have
questions. Those forms are W-2G, 1098, 1098-E, 1098-T, 1099-LTC 1099-A, 1099-B, 1099-Div, 1099-G
(excluding state and local income tax refunds), 1099-INT, 1099-MISC (excluding fishing boat proceeds), 1099OID, 1099-PATR, 1099-Q and 1099-S.
III.
Forms 1099 and Taxpayer Identification Number
Obtaining the correct social security or employer identification number from potential recipients becomes
as necessary as obtaining social security numbers from your employees.
Form W-9, "Payor's Request for
Taxpayer Identification Number," is the official form for obtaining these numbers. Persons or entities that
have not furnished their correct tax identifying numbers to you are subject to withholding at a 28% rate on
amounts required to be reported. The accumulation of identifying numbers and, if applicable, required
withholding, is your responsibility.
As you are required to withhold 28% when you do not have a correct
taxpayer identification number, it is important to obtain the taxpayer identification number before payment
is made. During some IRS audits, the IRS has assessed the backup withholding even if the taxpayer
identification number was obtained after payment was made.
The IRS has established an on-line taxpayer identification number (TIN) matching program that allows
payors or their agents to verify the payee’s TIN prior to filing Form W-2 and 1099. Registration for this,
and other e-service programs, can be made on the IRS website at https://la2.www4.irs.gov/eservices/Registration/.
Recipients of interest, dividends, patronage dividends and amounts subject to broker reporting must certify
to the payor, under penalties of perjury, that their taxpayer identification number is correct.
Recipients of
other payments which require the submitting of identification numbers must still submit them, but they
don't have to certify their correctness under penalties of perjury.
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. EXHIBIT 2 - page 3
For calendar year 2015, the original Form 1099 along with the recap Form 1096 must be filed by February
29, 2016 with your Internal Revenue Service Center. The due date is extended to March 31, 2016 if
Forms 1099 are filed electronically. You must provide each payee a copy of their 1099 by February 1,
2016, except Forms 1099-MISC for gross proceeds paid to attorneys (box 14) or substitute dividend and
tax-exempt interest payments reportable by brokers (box 8) which must be provided no later than February
16, 2016. Forms 1099-B and 1099-S must also be provided to the recipient by February 16, 2016, other
extended dates may be applicable, see Exhibit 1 for additional information.
Taxpayers who fail to prepare and file information returns are subject to a penalty of up to $100 per
form subject to maximum amounts, plus the backup withholding if the tax identification number
had not been obtained prior to payment.
If one or more of the failures to file correct information returns are due to intentional disregard of
the filing requirements or the correct information reporting requirements, the penalty is at least
$250 per information return with no maximum penalty.
Additionally, backup withholding will apply if the tax identification number had not been obtained
prior to payment.
If the failure to file an information return or to provide a copy to the taxpayer or to include correct information is
due to reasonable cause and not to willful neglect, the penalty may be waived.
Payments to Corporations and Partnerships
1.
Generally, payments to corporations are not reportable. However, you must report payments to corporations
for the following:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Medical and health care payments (Form 1099-MISC),
Withheld federal income tax or foreign tax,
Barter exchange transactions (Form 1099-B),
Substitute payments in lieu of dividends and tax-exempt interest (Form 1099-MISC),
Acquisitions or abandonments of secured property (Form 1099-A),
Cancellation of debt (Form 1099-C),
Payments of attorneys' fees and gross proceeds paid to attorneys (Form 1099-MISC),
Fish purchases for cash (Form 1099-MISC),
The credits for qualified tax credit bonds treated as interest and reported on Form 1099-INT,
Merchant card and third-party network payments (Form 1099-K), and
Federal executive agency payments for services (Form 1099-MISC).
For additional reporting requirements, see Internal Revenue Bulletin 2003-26 at www.irs.gov/pub/irsirbs/irb03-26.pdf.
2. Reporting generally is required for all payments to partnerships.
For example, payments of $600 or more made
in the course of your trade or business to an architectural firm that is a partnership are reportable on Form
1099-MISC.
Eide Bailly LLP is a limited liability partnership, therefore, payments made to Eide Bailly LLP in the course of
your business of $600 or more must be reported on Form 1099-MISC. For your convenience, the Eide Bailly LLP
Federal identification number for Form 1099 reporting is 45-0250958.
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. EXHIBIT 3 – NONTAXABLE BENEFITS PROVIDED TO EMPLOYEES
Generally speaking, the Internal Revenue Code (IRC) requires that income includes all compensation for services
rendered, unless excluded by law. For this purpose, compensation means wages, salaries, fees, tips, commissions,
bonuses, termination or severance pay and fringe benefits not excluded by Statute.
The IRC allows exclusions from compensation for certain items provided for employees; for example:
1. Employer contributions to qualified employee benefit plans (profit-sharing plans, pension plans, 401(k),
SEP’s, SIMPLE IRA’s, SIMPLE 401(k)).
2. Employee benefits, up to $5,250 per year for tuition, fees, books, supplies, etc., under an employer's
nondiscriminatory educational assistance plan if the plan is in writing and is limited to providing employees
with educational assistance.
3.
Group term life insurance premiums for up to $50,000 of life insurance. The following table is provided for
your convenience for computing the taxable amount when the group term life insurance for an employee is
over $50,000.
UNIFORM PREMIUM TABLE – IRS TABLE I
(Cost per $1,000 of coverage for a 1-month period)
Applicable To 2015
Age of Individual*
Cost Per $1,000
Under Age 25
Age 25-29
Age 30-34
Age 35-39
Age 40-44
Age 45-49
Age 50-54
Age 55-59
Age 60-64
Age 65-69
Age 70 and Over
* Age as of last day of individual’s tax year
$0.05
0.06
0.08
0.09
0.10
0.15
0.23
0.43
0.66
1.27
2.06
4. Accident and health insurance premiums for insurance to provide benefits for employees in the event of
personal injury or sickness.
In addition, amounts received as damages (other than punitive damages) on
account of personal physical injuries or physical sickness. However, interest included in an award of damages
for personal physical injury action is includible in gross income. Damages received for emotional distress may
not be treated as damages on account of a personal physical injury or sickness, except to the amount paid for
medical care attributable to emotional distress.
5.
Amounts paid specifically - either as advances or reimbursements - for traveling and other bona fide ordinary
and necessary expenses incurred in or reasonably expected to be incurred in the business of the employer. See
Exhibit 5 for more details.
6. Incentive stock options and employee stock purchase plan options are generally excludible.
However, the
spread between exercise price and fair market value of exercised nonstatutory stock option is reportable
compensation. Use box 12 of Form W-2 and Code V. Generally, all withholding rules apply.
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.
EXHIBIT 3 – page 2
7. Up to $5,000 of child or dependent care assistance services that are paid by an employer and furnished
pursuant to a written plan generally are not includable in the employee’s gross income if the qualifying person
is either (1) under 13 years of age when the care was provided, (2) a dependent who is physically or mentally
dependent and resides with recipient employee for more than six months of the year, or (3) a spouse who is
physically or mentally incapable of caring for themselves, who resides with recipient employee for more than
six months of the year.
In addition to the benefits listed above, various noncash “Fringe Benefits” qualify for exclusion from employee
compensation. Such noncash “Fringe Benefits” include the following:
8. No additional cost services, which are services provided to an employee that does not cause the employer any
substantial additional cost because these services are already offered to the customers in the ordinary course of
business.
9.
Adoption assistance programs. Qualified adoption expenses under a written adoption assistance program are
excludable from an employee’s gross income. The qualified expenses may be paid to a third party or
reimbursed to an employee by an employer.
The dollar amounts of the exclusion and the phase out for higher
income taxpayers are the same as the adoption credit; for 2016 the amount that may be excluded is $13,460.
The phase-out range for 2016 income is $201,920 to $241,920. The amount that may be excluded for 2015 is
$13,400 and the 2015 phase-out range is $201,010 to $241,010.
10. “Qualified” Achievement awards of tangible personal property for either length of service or safety
achievement valued up to $1,600.
However $400 is the ceiling, if the awards are not “qualified” plan awards.
Further, the “qualified award plans” must not average over $400 per year for all awards given that year. Refer
to IRC Section 274(j)(3)(B)
11. Various “de minimis” benefits.
Examples include occasional meals, supper money, or local transportation
provided because of overtime work, meals to employee-operated eating facilities; taxi fare; occasional cocktail
parties or picnics; traditional holiday gifts.
12. Qualified moving expense reimbursements that the employee could deduct if paid without reimbursement.
13. Qualified employee discounts.
An employee discount is the excess of (1) the price at which property or
services are offered by an employer to nonemployee customers, over (2) the price at which the employer offers
the same property or services to employees.
14. Working condition fringes. A working condition fringe is any property or service provided to an employee by
the employer to the extent that the cost of the property or services would have been deductible by the
employee as a trade or business expense under Code Sec.
162 or as a depreciation deduction under Code Sec.
167, if the employee had paid for the property himself. Examples are employee-paid business travel and the
use of employer provided vehicles for business purposes.
15. Qualified transportation fringe benefits.
The benefits include:
a. Transportation in a commuter highway vehicle (van pool), if in connection with travel between the
employee’s residence and place of employment.
b. Transit passes for use on a mass transit facility (e.g., rail, bus or ferry) or a commuter highway
vehicle
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.
EXHIBIT 3 – page 3
c. Qualified parking at or near the employer’s business premises or a location from which the
employee commutes to work by mass transit, employer provided commuter highway vehicle or
car pool.
d. For transit passes or employer provided commuter highway vehicle “van pooling” a maximum of
$250 and $255 per month can be excluded by employees in 2015 and 2016, respectively (2015
PATH Act).
i. The rule that an employer reimbursement is excludible only if vouchers are not available
to provide the benefit continues to apply, except in the case of reimbursements for
vanpool or transit benefits of between $130 and $250, provided for months beginning after
December 31, 2014, and before enactment of the 2015 PATH Act.
e.
For 2015 and 2016, up to $250 and $255 a month, respectively, of qualified parking may be
excluded.
f. Employers may offer excludable bicycle commuting benefits up to $20 per month, for qualified
bicycle commuting months during calendar year 2015 and 2016.
16. Qualified employer provided retirement advice.
This includes any retirement planning services provided to an
employee and spouse by an employer maintaining a qualified employer plan.
A word of caution, employee/owners (owning more than 2%) of a Subchapter S Corporation are not treated as an
employee for fringe benefit purposes and may be subject to tax on such benefits. Also, unless specifically
excluded, the value of fringe benefits provided to a partner for services rendered as a partner is generally treated as
a guaranteed payment included in the partner’s income.
All taxable compensation to employees should be reported on the employee's Form W-2. The W-2 should include
taxable employee fringe benefits, even if they are not subject to income tax withholding.
Effective on March 30, 2010, children under the age of 27 are considered dependents of a taxpayer for purposes of
the general exclusion of reimbursements for medical care expenses of an employee, spouse, and dependents under
an employer-provided accident or health plan.
See IRS Publication 15-B for more detailed information.
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.
EXHIBIT 4 - PAYMENTS TO DIRECTORS
The Internal Revenue Code specifically states that a "director" acting in his capacity as such is not an employee.
Generally speaking, because a director is not an employee, all forms of compensation (cash, medical premiums,
life insurance premiums, undocumented expense reimbursements, etc.) provided to a director are taxable and
reported on Form 1099-MISC Box 7.
If a director incurs unreimbursed business expenses, or business expenses connected to payments received, which
are included in Form 1099-MISC., the expenses are deductible against the director’s income. It is the director's
responsibility to deduct qualified expenses on his or her annual Form 1040.
An employer can provide certain benefits (insurance premiums, for example) to employees without the employee
paying income tax. But the same benefit, when provided to a director, is taxable income to the director.
The reporting requirements of amounts paid to, or for directors, often vary from that of employees. This exhibit
sets forth the reporting of various payments for directors.
Reimbursement of expenses without proper documentation paid to directors are reportable to the IRS on Form
1099-MISC.
Per diem allowances may be used for directors without including them on a Form 1099 provided the
time, place and business purpose of the travel are substantiated by adequate records and the director does not
directly or indirectly own 10% of the entity paying the per diem.
No IRS
Reporting Required
Fee for attendance at meetings
Reimbursement of actual
expenses based upon proper
record-keeping and qualifying
per diems (1):
Public transportation
Lodging, Mileage
Meals
Convention or conference
Other
Reimbursement of expenses
without documentation or via
non-qualifying per diem (2):
Mileage
Lodging
Meals
Convention or conference
Medical insurance premiums (2)
Life insurance premiums:
Payer is beneficiary
Director names beneficiary
Reportable to
IRS on Form 1099
X
X
X
X
X
X
X
X
X
X
X
X
X
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. EXHIBIT 4 – page 2
(1) Proper documentation includes the substantiation of amount, time, place, business purpose, etc. Normally this
will include completion of an expense report with receipts attached.
(2) These items are reportable to the Director as taxable income; however, the Director then has the opportunity to
deduct expenses on his or her individual income tax return. When these payments are included in a Form
1099, it is helpful to the recipient if a schedule showing a breakdown by category is enclosed with the Form
1099.
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. EXHIBIT 5 – EMPLOYEE BUSINESS EXPENSES AND EXPENSE ACCOUNTS
The IRS has issued guidance on the reporting and substantiation requirements for employee business expenses.
The rules affect the way employers and employees report expenses and reimbursements. Employers are required
to withhold Federal income and Social Security taxes from expense account allowances paid to employees where
the employee is not required to substantiate the amount of business mileage or business expenses to the employer.
The rules begin by separating expense reimbursement policies into "accountable" and "non-accountable" plans.
An accountable plan REQUIRES an employee to substantiate expenses incurred to the employer. This type of
plan limits reimbursements to deductible business expenses paid or incurred in connection with the performance of
services as an employee. This type of plan also requires that excess amounts be returned to the employer.
Any
unsubstantiated amounts which are not returned to the employer within a reasonable period of time will be subject
to payroll taxes.
IRS has provided safe harbor rules defining a reasonable period of time. An example would be advances made not
more than 30 days prior to the reimbursable expense where the employee accounts to the employer within 60 days
after the reimbursable expense. Another example is where employers provide at least quarterly statements to
employees reflecting unsubstantiated expenses.
Under this safe harbor rule, any additional amounts substantiated
and any reimbursements made by the employee within 120 days of the statement qualify thereby exempting those
amounts from payroll taxes.
A practical distinction between an accountable and non-accountable plan focuses on the party who is responsible
for substantiating the business purpose and amount of expenses incurred. A non-accountable plan leaves this
burden upon the employee on his or her personal tax return. An accountable plan requires the employee to transfer
this required detail of business expenses to the employer for tax reporting.
There are two major disadvantages to maintaining a non-accountable plan.
The first affects employers. Employers
must pay payroll taxes on the expense allowances. This payroll tax cost may be offset, in part, by the cost savings
associated with reduced record keeping by the employer.
The second major disadvantage affects the employee.
Employee business expenses are deductible only as a miscellaneous itemized deduction which is subject to a
limitation of 2% of adjusted gross income. The deductions are not available if the employee does not itemize
deductions on their personal return. In addition, the nondeductible portion of meals and entertainment will be
absorbed by the employee rather than the employer.
A method used to reduce the record keeping burden for both employers and employees is the use of per diems and
mileage allowances.
If the per diem amount does not exceed the Federal guideline for the area in which the travel
and meal costs are incurred, substantiation is not required for the actual amount of the expenses incurred.
However, the other substantiation requirements must still be met, (i.e., place and business purpose of the expense).
The per diems vary by locality and are published by the IRS. The IRS has set specific per diem rates for various
locations. See Exhibit 8 for a listing.
A person who owns at least 10% of a corporation or is a family member of a business owner cannot use the regular
per diem method or the alternate high-low per diem method to substantiate expenses.
Any amounts paid in excess
of the Federal per diem will be subject to payroll taxes. The mileage allowance for business miles was 57.5 cents
per mile for 2015. The IRS has announced the mileage rate beginning January 1, 2016 will be 54 cents per mile.
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.
EXHIBIT 5 - page 2
Following are some sample situations and respective answers:
1. Situation: Employer reimburses employee actual expenses incurred, employee turned in receipts or
documented expense vouchers.
Answer: Employer has the policing responsibility of making sure that the expenses are properly documented
and are otherwise a legitimate business expense. An employee policy should be set that expenses will not be
reimbursed unless they are properly documented. If they are not properly documented, they should either not
be reimbursed by the employer or else they should be added to the employee's W-2.
2.
Situation: Employee is reimbursed expenses by employer, employer requires no documentation to verify
amount.
Answer: The reimbursed amount is to be reported on a W-2 as additional compensation to the employee.
Then the employee has the responsibility of deducting appropriate expenses on his or her return.
3. Situation: Employee receives per diem of X-dollars per day when out of town.
Answer: If the per diem (a) is paid only when the employee is out overnight, (b) the per diem amount is
reasonable, and (c) the per diem amount does not exceed the IRS guidelines (see Exhibit 8), then the amount
does not have to be reported on the employee's W-2.
4. Situation: Employee receives mileage paid at a rate of 57.5 cents per mile for 2015.
Answer: As long as the mileage is for business and not commuting expense, reimbursement up to the amounts
indicated during the specified time period for 2015 does not have to be reported on the employee's W-2.
For
reimbursements exceeding this, the employer is required to report the excess reimbursement on Form W-2.
The amounts may be reported on the same Form W-2 showing wages paid to the employee, or may be reported
on a separate W-2.
5. Situation: Employee or director receives company paid meals and amount is billed directly to company by
restaurant.
Answer: If the bill or supporting data with the bill contains adequate documentation that it was for a
legitimate business purpose and not for a convenience meal, the amount does not have to be reported on the
employee's W-2 (or on Form 1099-MISC for directors). If the amount does not contain proper documentation,
it should either be charged back and deducted from the employee's paycheck or else included in his W-2 (or on
Form 1099-MISC for directors).
It should be noted that the recommended treatment of deducting the amount
from the employee's paycheck is to foster proper documentation on the charge slip.
6. Situation: Employee or director is given credit card for expenses incurred for employer, company pays all
bills, employee generally does not complete expense vouchers unless out of town overnight.
Answer: The amounts do not have to be included in an employee's W-2, (or on Form 1099-MISC for
directors), provided the expenses are legitimate business expenses and they are properly documented. If the
employee is not out of town overnight and incurs meals, he or she should substantiate that this was a business
meal and not a personal meal.
If he or she cannot document that it was a business meal or was not out of town
overnight, the amount should either be charged back to the employee, or included on Form W-2 (or on Form
1099-MISC for directors).
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. EXHIBIT 5 - page 3
7. Situation: What is the tax treatment of expenses incurred by officers and employees in connection with travel
to national or district conventions? In some cases, the travel expenses include expenses for employees and
their spouses.
Answer: If an employee is reimbursed on an actual expenses basis for ordinary and necessary expenses
incurred as a delegate or participant in national or district conventions or conferences, the amounts reimbursed
to them are not taxable to them, nor are they reportable on their income tax returns.
No deduction is allowed for spouses of directors or employees, unless it can be proven the spouse is a bona
fide employee and is partaking in the trip because of a bona fide business purpose.
NOTE: If an employee was reimbursed at a rate which exceeds the legal per diem rate for use of the
employee's automobile, it will be necessary for the employer to include the excess amounts paid as additional
compensation to the employee or officer in a Form W-2. As stated above, if an employee is reimbursed on an
actual expense basis or per diem which does not exceed the limits provided by law, the reporting of additional
compensation on Form W-2 will not be required. When employee business expenses are reported on a W-2,
the unsubstantiated amounts and the amounts in excess of per diem rates are reported in box 1, 3 and 5 of the
Form W-2.
The substantiated amounts and amounts up to the per diem rates are reported in box 12 of the
Form W-2 using code L.
Employees who are related to their employers (members of the same family as the employer or who are
stockholders owning more than 10% of the outstanding stock of an employer corporation) in addition to
establishing time, place and business purpose of travel, must keep records of the amount spent daily for travel,
broken down into reasonable categories such as meals, gasoline, oil and taxi fares. They must also obtain
receipts for lodging regardless of amount.
EXCEPTIONS TO PAYROLL REPORTING REQUIREMENTS
The Internal Revenue Code specifically excludes certain expenses from the rigid requirements it sets forth:
Food and Beverages for Employees - Costs of operating an employee cafeteria are excluded, provided the
eating facility is located on or near the employer's business premises and the revenue derived from the facility
normally equals or exceeds the direct operating cost of the facility.
Business Meetings for Employees - Entertainment expenses directly related to bona fide business meetings for
a taxpayer's employees involving the discussion of business matters, training, etc. are only subject to the
record-keeping requirements as detailed in the next exhibit on record keeping.
Recreational and Social Expenses for Employees - Expenditures for social or recreational activities primarily
for the benefit of a taxpayer's employees are only subject to the record-keeping requirement as detailed in the
exhibit on record-keeping.
For these items, the employer must not discriminate in favor of corporate officers,
shareholders or highly compensated individuals. This exclusion applies to employee benefit programs such as:
1. Christmas parties, annual picnics, summer outings, etc., or
2.
Maintaining a swimming pool, baseball diamond, bowling alley or golf course.
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. EXHIBIT 6 - RECORD-KEEPING FOR TRAVEL, ENTERTAINMENT AND MEALS EXPENSE
The requirements pertaining to travel and entertainment expenses affect all businesses and individuals. The
following summary should clarify the requirements pertaining to the deduction of travel, entertainment and gift
expenses.
Entertainment and Meal Expenses
As a general rule, business entertainment and meal expenses will be deductible only if it can be established that
they are ordinary and necessary expenses of carrying on a trade or business. The business entertainment and meal
expenses must also be properly substantiated. If you are not in a particular trade or business, entertainment and
meal expenses may be deductible if they are to be used for the production or collection of income, provided the
individual itemizes deductions.
To establish that expenditures are ordinary and necessary expenses, you must be able to show that the expenses
are:
1.
Directly related to the active conduct of your trade or business, or
2. Associated with the active conduct of your trade or business.
For an entertainment or meal expenditure to meet the "directly related" test, you must be able to show that:
1. You had more than a general expectation of deriving income or some other specific benefit at some time in
the future.
This specifically excludes items of expenditure made in the sense of a goodwill gesture.
2. That you did engage in business during the entertainment or meal period with the person being entertained.
3. The primary reason for or aspect of the combined business and entertainment or meal was the transaction
of business.
The key point in establishing whether an activity meets the "directly related" test would be the proximity of the
meeting place to a clear business setting.
Expenses for entertainment or meals in a clear business setting directly in
furtherance of your trade or business are considered directly related to the active conduct of your trade or business.
Expenses are considered not to meet the "directly related" test when there are circumstances present which indicate
there will be little or no possibility of engaging in active conduct of business. Examples of expenses which
would have difficulty meeting the "directly related" test are those incurred at meetings which are conducted at
lounges or night clubs, theaters, sporting events, or at social gatherings in which you meet with groups of people.
This assumption can be overcome by proving you did engage in a substantial business discussion during the
entertainment. It should be noted, however, that the burden of proof and substantiation is on you.
Entertainment and meal expenses that do not meet the "directly related" test, but which are "associated with" the
active conduct of your trade or business are allowable if it directly precedes or follows a substantial and bona fide
business discussion.
If you were to have a business discussion with a client or a potential client which was
followed by some form of entertainment or meal expenditure, the "associated with" test would have been met.
Goodwill entertaining is generally deductible as "associated with" entertainment if its purpose is to get new
business or encourage the continuation of a business relationship or it can be shown that the entertainment is
associated with the active conduct of your business. For entertainment related meals to be deductible two other
restrictions apply, you (or an employee of yours) must be present at the meal and food and beverages cost that are
considered lavish or extravagant under the circumstances will not be deductible.
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. EXHIBIT 6 - page 2
In addition to substantiating the business purpose, you must maintain adequate records of the transaction. The
following are types of documentation that are to be maintained for travel, meals and entertainment.
Travel - you are required to maintain the following records:
1. The mileage reading of your business automobile should be recorded on the first and last day of each year.
2. The business mileage driven is not required to be written in a dairy.
However, adequate records need to be
maintained to substantiate the business use of vehicles.
3. If you travel by a method other than your business automobile, you should retain the receipts.
4. In addition to the business mileage or the cost of alternate travel methods, you should note where you went,
whom you went to see and why you went to see them.
5.
The cost of lodging must be supported by a receipt.
6. The cost of meals incurred in your travel while out of town overnight should be written in a diary and if less
than $75, no receipt is required.
7. The cost of incidental expenses, such as gratuities, cab fares, laundry, tolls, parking and telephone calls,
incurred in your travel should be written in a diary and no receipt is generally required if less than $75 per day.
These incidental expenses can be grouped by category.
8.
If you claim actual automobile expenses in lieu of the standard mileage allowance, the costs of business
automobile operations, such as gasoline and oil, repairs, tires and supplies, insurance, taxes, licenses, interest
and miscellaneous, must be supported by receipts.
9. Whether actual expenses plus depreciation or lease payments, or the mileage allowance method is used, the
cost of business – connected tolls and parking can also be deducted as long as there’s a record of the expense.
Meals and Entertainment - you must maintain the following records:
1. The receipted amount of each separate expenditure for meals and entertainment.
This receipt should indicate
the name, date, location and type of entertainment.
2. Either on the receipt or in a diary you should indicate who was entertained and the business purpose of meals
or entertainment. A summary of the business relationship and discussion should also be made either on the
receipt or in a diary.
You should record the elements of an expenditure in your records at or near the time of the expenditure.
Recording these entries substantially after the fact will not comply with the record-keeping rules.
A canceled check, together with a receipt, paid bill, or similar evidence sufficient to support an expenditure,
ordinarily will establish the nature of an expense.
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EXHIBIT 6 - page 3
Dues for country clubs and other facilities which you use for entertaining such as yachts, lodges and boats are
not deductible. For entertainment facilities, the no-deduction rules applies to rent, depreciation, maintenance,
operating expenses, but not to expenses that would otherwise be deductible such as taxes.
In addition the following requirements must be met:
1) meals must not be lavish or extravagant,
2) a bona fide business discussion must precede, directly follow or be discussed during the meal, and
3) an employee must be present at the meal.
The amount allowable as a deduction will be limited to 50% of such expenses. This 50% provision will affect the
employers if employees are reimbursed for their meal and entertainment expenses. The 50% deduction limit for
meals and entertainment also applies to tax-exempt organizations filing Form 990-T.
For 2015, the out-of-town business meals deduction is 80% for individuals subject to the Department of
Transportation's hours-of-service limitations.
Business Gifts
You are permitted to deduct business gifts if you can prove that the gift was an ordinary and necessary business
expense or an investment related expense.
The amount which you may deduct is limited to $25 per year for each
recipient. However, there is no dollar limit on the deductions of a gift made to a corporation, partnership and other
business entity. But, if the gift is intended for the eventual use of an employee, they are subject to the $25
limitation.
You may exclude from the $25 limitation items which cost less than $4 each which contain your business name
(i.e., pens, etc.).
You may also exclude promotional items such as signs, display racks or other promotional
material which are intended for use on the business premises of the recipient. Finally, you may exclude gifts of
tangible personal property having a cost of $400 or less which are awarded to an employee for length of service or
safety achievement.
As an employer, you can distribute turkeys, hams or other merchandise of nominal value to employees as holiday
gifts. Employees do not have to include the value of these gifts in their income.
Travel Expenses - Domestic
Any expenses which you may incur in business travel away from home overnight are generally deductible as trade
or business expenses.
You may also deduct travel expenses which are utilized for the production of income. If
you own rental property, you may be allowed to deduct the travel expenses incurred to inspect your rental
property. Travel expenses include mileage fares, meals and lodging.
To be deductible, domestic travel must be
primarily related to business; also, it is subject to the record-keeping requirements and deductible limits discussed
in the entertainment section.
See Caution under Foreign Conventions below for discussion of cruise ship expenses.
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. EXHIBIT 6 - page 4
Travel - Foreign (other than conventions)
If you travel outside the United States and spend the entire time on business activities, all related costs are
deductible. Even if you did not spend all the time on business activities, there are four situations that allow all
expenses to be deducted anyway. These exceptions are:
1. The length of the trip is seven consecutive days or less (not counting the day you leave the United States and
the day you return); all of the related expenses are deductible.
2.
The length of the trip is more than 7 days but less than 25% of the total time was spent on non-business
activities.
3. The traveler has no substantial control over arranging the trip outside the United States. An employee is
considered not having substantial control if he isn’t a managing executive or doesn’t own 10% or more of the
employer.
4.
The individual can establish that a personal vacation was not a major consideration in making the trip.
Travel expenses that are primarily for business must be allocated based on a fraction of business days to total days.
Travel days (not including extra travel time for non-business activities), “presence required” days (even if most of
the time was not spent on business) and weekends/holidays that fall between business days are all counted as
business days.
Travel expenses for primarily personal reasons are non-deductible except for conference fees or registration costs.
Foreign Conventions
A foreign convention is defined as a convention, seminar or similar meeting held outside the “North American
area”. The North American area is defined as the United States, its possessions, the former Trust Territory of the
Pacific Islands, (the Republic of Marshall Islands, the Federated States of Micronesia and the Republic of Palau),
Canada and Mexico. The United States consists of the fifty states and the District of Columbia.
The IRS treats as
possessions of the United States for this purpose: American Samoa, Baker Island, Puerto Rico, the Northern
Mariana Islands, Guam, Howland Island, Jarvis Island, Johnston Island, Kingman Reef, Midway Island, Palmyra
Atoll, the U.S. Virgin Islands, Wake Island and other U.S. Islands.
The North American area also includes what is
termed a “beneficiary country”. Beneficiary countries include: Antigua and Barbuda, Barbados, Bermuda, Costa
Rica, Dominica, Dominican Republic, Grenada, Guyana, Honduras, Jamaica, Trinidad and Tobago. In addition,
certain agreements provide that Aruba, Bahamas and Netherland Antilles are North American areas.
Travel expenses to and from foreign conventions are fully deductible only if at least one-half of the total days (not
including travel days) are devoted to business related activities.
If less than one-half of the days are devoted to
business related activities, only the percentage of business days to total days will be allowed. A deduction for a
full day is allowed only if there are at least 6 hours of scheduled business activities. If there are 3 hours of
scheduled business activities on a certain day, a deduction for one-half day is allowed.
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.
EXHIBIT 6 - page 5
Deductible transportation costs are limited to the lowest coach or economy rate charged by a commercial airline
during the calendar month in which the convention begins. The deduction for meals, lodging and local
transportation is limited to the per diem rate allowable to U.S. civil servants in that country during the month of the
convention. In addition, you must attend two-thirds of the total scheduled business activities to obtain the
deduction for the meals, lodging and local transportation.
The substantiation requirements for foreign convention deductions impose responsibilities upon both the
individual who attends the convention and the organization which sponsors the convention.
The following
documents must be attached to the tax return on which the deduction is claimed:
1. A written statement signed by the individual attending the convention which includes:
A. Information disclosing the total number of days on the trip excluding travel days to and from the
convention.
B.
The number of hours which the individual devoted to scheduled business activity on a day by day
basis.
C. A program of the scheduled business activities of the convention.
2. A written statement signed by an officer of the organization or group sponsoring the convention which
includes:
A.
A schedule of the business activities of each day of the convention.
.
B. The number of hours which the individual attending the convention attended scheduled business
activities.
Caution – Meetings aboard cruise ships have additional limitations and requirements to be considered.
The deduction for attending a convention, seminar or meeting on a cruise ship is limited to $2,000, per reporting
person, and may only be deductible if the following requirements are met:
1. Reporting requirements – 2 statements – First, a statement, signed by the person attending the convention,
seminar or meeting, that includes information as to the total days of the trip, not including travel days to
and from the place of department, and the number of hours each day spent on scheduled business activity,
a program of the scheduled events and other information the IRS may require.
The second statement,
signed by an officer of the event convention, seminar or meeting sponsoring group, must include a
schedule of business activity attended scheduled events and other information the IRS may require.
2. A direct connection between the convention, seminar or meeting and the active conduct of the taxpayer’s
trade or business is established.
3. The cruise ship is registered in the U.S.
4.
All ports of call on the cruise are located in the U.S. or U.S. possessions.
Because the cruise ship must be registered in the U.S., no deductions can be taken for conventions, seminars or
meetings held on a cruise ship with a foreign flag registry and no deduction is allowed if any port of call is a
foreign port.
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.
EXHIBIT 7 - RECORD-KEEPING AND DEDUCTIONS FOR BUSINESS VEHICLES
You are required to substantiate the amount of vehicle expenses, the time and place of the expenses and the
business purpose of the expenses. Contemporaneous records (daily logs) are recommended but not required.
However, some form of written substantiation will be necessary.
Employers will not be required to keep duplicate copies of the records kept by employees. Employers can have
the employee prepare a summary statement of the total mileage, the business mileage, the percentage of business
use and indicate whether or not the employee has written records. Employers can rely on the statement by
employees for purposes of payroll tax withholding (if the vehicle is used for the employee's personal use) unless
the employer knows or has reason to know the information is false.
Similarly, questions regarding total mileage,
percentage of business use and whether written records exist will be required on the employer's income tax returns.
VEHICLES FOR INDIVIDUALS FOR WHICH NO RECORDS ARE REQUIRED
No records are needed for vehicles operated under an observed written policy of the employer limiting personal
use and those that, by their nature, are unlikely to be used for personal purposes.
The first category (employer's written policy limiting personal use) covers two situations: (1) vehicles that are
kept on the employer's premises during non-business hours, and (2) vehicles for which the only personal use is
commuting between the employee's residence and their place of employment.
Thus, no records are required for a vehicle owned or leased by an employer that is kept on the employer's premises
when it is not being used for business purposes, provided there is a generally observed written policy that no
employee can use the vehicle for personal purposes. Also, no records are required for a vehicle owned or leased
by the employer if (1) an employee (other than an officer, director or 1% or more owner) is required to commute in
the vehicle for valid business reasons, (2) there is a generally observed written policy that the vehicle is not used
for personal purposes other than commuting, and (3) an appropriate amount is included in the employee's wages
for the commuting use. The optional $3 per day valuation for commuting use under previous IRS regulations can
still be used.
The second category (vehicles unlikely to be used for personal purposes) consists of the following list of vehicles
exempt from the record keeping and rules:
1.
Clearly marked police and fire vehicles (and in certain cases unmarked police vehicles)
2. Delivery trucks with seating only for the driver and a folding jump seat
3. Cargo vehicles with a gross vehicle weight over 14,000 pounds
4.
Passenger buses with a capacity of at least 20 passengers
5. Ambulances or hearses
6. Tractors and specialized farm vehicles
7.
School buses
8. Flatbed trucks
9. Bucket trucks (“cherry pickers”)
10.
Cranes & derricks
11. Forklifts
12. Cement mixers
13.
Dump trucks including garbage trucks
14. Refrigerated trucks
15. Qualified moving vans
16.
Combines
17. Qualified specialized utility repair trucks
18. Unmarked law enforcement vehicles
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.
EXHIBIT 7 - page 2
WITHHOLDING RULES
Employers are required to include amounts in an employee's wages based on personal use of an automobile.
However, income tax withholding is not mandatory. An employer will be able to elect not to withhold income
taxes on wages due to personal use of vehicles if the affected employees are so notified by the employer. The
annual income tax withholding election is made by the employer on an employee-by-employee basis. The election
not to withhold must be made by February 1of the year the employer elects not to withhold income taxes, or 30
days after the employer first makes a vehicle available for an employee’s personal use.
Employers will still have
to withhold and match the employee's share of FICA taxes and pay unemployment taxes on the personal use. An
employer can elect to withhold and pay the applicable payroll taxes by pay period, quarterly, semiannually, or
annually, as long as all taxable benefits received are treated as paid in the calendar year in which they are
provided. The period of reporting income can vary from employee to employee.
Employers may also elect to include the full value of the use of a company vehicle in an employee's wages without
regard to the actual business or personal use of the employee.
If this option is elected, the employer can either
reimburse the employee for the business use of the vehicle or the employee can claim deductions on the
employee's individual tax return for the business use of the vehicle on IRS Form 2106.
Under a special accounting rule, the employer may treat the value of benefits actually provided during the last two
months of the calendar year or any shorter period as paid during the subsequent calendar year. However, if this
option is elected, the employee must use the same delayed rules for deductions on his or her personal return. For
example, assume an employer provides the employee a vehicle and elects to include 100% of the value of the
vehicle in the employee's income.
Further assume the employer elects to use the special accounting rule and treat
the value of the November and December use of the vehicle as paid during the next calendar year. The employee
may deduct only the business use of the vehicle attributable to the first ten months of the year on his or her current
tax return. Any unreimbursed expenses relating to the employee's business use of the vehicle during the last two
months may be deducted in the next year.
VALUING PERSONAL USE OF COMPANY OWNED CARS
The Internal Revenue Service issued regulations relating to the personal use of company vehicles.
Employers
usually control the choice of valuation methods. Therefore, employers should pay close attention to the
regulations so that they are able to choose valuation methods best suited to meet their substantiation, reporting and
withholding duties as well as what is most beneficial for their employees.
The IRS regulations indicate one general rule and three special valuation rules for valuing the personal use of
company vehicles. They are as follows:
GENERAL RULE
1.
An employee's income addition for the use of an employer provided vehicle equals the cost of an arm'slength lease of a comparable vehicle on comparable terms in the same geographic area, multiplied by the
percentage of personal use. A cents per mile rate cannot be used unless the employee can substantiate that
a comparable vehicle could have been leased on a cents per mile basis.
The value of insurance, maintenance, fuel or other related benefits, if provided by the employer, must be
included in the value.
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. EXHIBIT 7 - page 3
SPECIAL VALUATION RULES
2. Automobile Lease Valuation Rule
(Generally Simpler than the General Rule)
The amount of income an employee must report for the personal use of an employer's automobile is
calculated by using the Annual Lease Value table provided by the Internal Revenue Service. To calculate
the amount to be included in income under this method, an employer must:
(a) Determine the fair market value of the automobile as of the first date that the automobile is made
available to any employee for personal use;
(b) Select the annual lease value in the table that corresponds with the fair market value;
(c) Reduce the annual lease value to reflect periods of unavailability, if any;
(d) Add the value of all other services provided in connection with the vehicle, except insurance and
maintenance; and
(e) Multiply the annual lease value, as adjusted, by the employee's percentage of personal use.
If the employer provides fuel for the automobile, the value of that fuel must be included under one of two methods:
a. The fair market value based on all the facts and circumstances or;
b.
5.5 cents per mile can be used.
A copy of the complete IRS valuation table follows:
ANNUAL LEASE VALUE TABLE
Automobile
Fair Market Value
Annual Lease Value
Automobile
Fair Market Value
Annual Lease Value
$0 – 999
$600
$22,000 – 22,999
$6,100
1,000 – 1,999
850
23,000 – 23,999
6,350
2,000 – 2,999
1,100
24,000 – 24,999
6,600
3,000 – 3,999
1,350
25,000 – 25,999
6,850
4,000 – 4,999
1,600
26,000 – 27,999
7,250
5,000 – 5,999
1,850
28,999 – 29,999
7,750
6,000 – 6,999
2,100
30,000 – 31,999
8,250
7,000 – 7,999
2,350
32,000 – 33,999
8,750
8,000 – 8,999
2,600
34,000 – 35,999
9,250
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. EXHIBIT 7 - page 4
9,000 – 9,999
2,850
36,000 – 37,999
9,750
10,000 – 10,999
3,100
38,000 – 39,999
10,250
11,000 – 11,999
3,350
40,000 – 41,999
10,750
12,000 – 12,999
3,600
42,000 – 43,999
11,250
13,000 – 13,999
3,850
44,000 – 45,999
11,750
14,000 – 14,999
4,100
46,000 – 47,999
12,250
15,000 – 15,999
4,350
48,000 – 49,999
12,750
16,000 – 16,999
4,600
50,000 – 51,999
13,250
17,000 – 17,999
4,850
52,000 – 53,999
13,750
18,000 – 18,999
5,100
54,000 – 55,999
14,250
19,000 – 19,999
5,350
56,000 – 57,999
14,750
20,000 – 20,999
5,600
58,000 – 59,999
15,250
21,000 – 21,999
5,850
For vehicles having a fair market value in excess of $59,999, the annual lease value is equal to: (.25 x automobile
fair market value) + $500. This annual lease valuation is the same for the first four years of use with the lease
value determined on the vehicle value at the beginning of the four year period.
The annual lease value for each subsequent four-year period is determined under the same rules described above,
but on the basis of the fair market value of the vehicles on the January 1 following the end of the preceding four
year period.
3. Vehicle Cents Per Mile Valuation Rule
If three tests are met, then the personal use can be valued using the standard mileage rate, which is 54
cents per mile for 2016 (57.5 cents per mile for 2015). Maintenance, insurance and fuel costs are
included.
If the employer does not provide the fuel, the cents per mile rate can be reduced by 5.5 cents per
mile. The three requirements to enable taxpayers to utilize the vehicle cents per mile method are:
;
a. The employer reasonably expects that the vehicle will be used regularly in the employer's trade or
business.
There are two safe harbor rules here:
i.
The vehicle is used by at least three employees each workday in an employer sponsored
commuting pool, or
ii. At least 50% of the miles placed on the vehicle during the year are for the employer’s business.
b. If (a) above does not apply, but the vehicle is actually driven at least 10,000 miles in a given year and
is used primarily by employees, then the cents per mile method may be used.
The test that the vehicle
be used primarily by employees is deemed satisfied if employees use the vehicle on a consistent basis
for commuting.
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. EXHIBIT 7 - page 5
c. In accordance with Notice 2015-1, the fair market value of the automobile is determined as of the first date on
which the automobile is made available to an employee of the business for his or her personal use and cannot
exceed $16,000 for passenger automobiles and $17,500 for trucks and vans for 2015. Also, the fair market
value of any automobile first made available to an employee for whom the fleet average valuation rule may be
applicable cannot exceed $21,300 for passenger automobiles and $22,900 for a truck or van for 2015.
4.
Commuting Valuation Rule
Use of a company vehicle for commuting purposes can be valued at $1.50 per one way commute if the two following
requirements are met:
a. The employer requires the employee to commute to or from work in the company vehicle for bona fide
noncompensatory business reason.
b.
The employer has a written policy prohibiting personal use other than commuting and any personal use is de
minimis.
This method is not available to a control employee. A control employee is defined as the following:
a. A board or shareholder-appointed, confirmed or elected officer whose compensation equals or exceeds $105,000
in 2015 and 2016 (Notice 2015-75);
b.
A director of the employer, or;
c. A one percent or greater owner (equity, capital or profits interest) of the business;
d. An employee whose compensation equals or exceeds $215,000 in 2015 and 2016;
e.
For governmental employees, a control employee is an elected official or a governmental employee whose
compensation equals or exceeds $148,700 in 2015 and 2016.
ELECTION OF A SPECIAL VALUATION RULE
To use the special valuation rules, they must be elected by the employer. A special valuation rule is considered to be
elected by an employer if it values the use of a vehicle by applying the rule for income tax, employment tax and reporting
purposes. Neither the employer nor the employee need notify the Internal Revenue Service of the election, but the
employer must notify the employee.
Once an election is made, it is, for the most part, binding for the life of the vehicle.
The automobile lease valuation rule and the vehicle cents per mile rule must be adopted to take effect by the first day that
the vehicle is made available to an employee for personal use. If a timely election is not made, the vehicle must be valued
according to the general valuation method, except that the commuting valuation rule may be elected for any qualifying
period.
NOTIFICATION TO EMPLOYEE OF EMPLOYER'S ELECTION
In order to use a special valuation rule, the employer must notify the employee by the later of February 1 of the calendar
year of the election or 30 days after the employer first makes a vehicle available for an employee's personal use.
If an employer elected to use a special valuation rule for the immediately preceding calendar year and notified the affected
employee in the manner explained below, then the employer need not notify the employee that the employer elects to
continue using the same special valuation rule. If an employer elects to discontinue using a special valuation rule and
either elects to use another special valuation rule or applies general valuation principles to determine the value of the
employer provided benefit, the employer must notify the affected employee of the change in election.
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EXHIBIT 7 – Page 6
CONTENT OF NOTICE
The notice to the employees must contain the following:
a. Must state that the employer is electing to use a special valuation rule (name the rule) for valuing a benefit
provided to the employee. If the employer is not certain which vehicle valuation rule will apply, the
employee must be notified of the special valuation rules that may apply.
b. The employee must be notified of the applicable IRS Code Section 274(d) substantiation requirements that
the employee must keep.
The employee must also be notified of the effect of failure to comply with such
requirements.
c. The notice must state the date on which the notice is provided.
FAILURE TO SUPPLY THE REQUIRED NOTICE ON A TIMELY BASIS WILL PRECLUDE THE
EMPLOYER FROM USING A SPECIAL VALUATION RULE. INSTEAD, THE EMPLOYER WILL BE
REQUIRED TO USE THE GENERAL VALUATION METHOD.
DEPRECIATION OF VEHICLES
(Note – The following schedules are applicable to vehicles placed in service during 2015 utilizing 50%
bonus depreciation.
Passenger Luxury Autos (100% Business Use)
Without Bonus
Depreciation
First Year*
Second Year
Third Year
Fourth Year & After
$3,160
$5,100
$3,050
$1,875
Maximum Bonus First
Year Depreciation
$8,000
0
0
0
TOTAL
$11,160
5,100
3,050
1,875
Passenger Light Trucks & Vans (100% Business Use)
First Year*
Second Year
Third Year
Fourth Year & After
$3,460
$5,600
$3,350
$1,975
$8,000
0
0
0
$11,460
5,600
3,350
1,975
Example: In December 2015, Janice places a passenger automobile with 100% business use in service that
costs $20,000 and is eligible for the 50% bonus depreciation deduction*.
The first year depreciation for
Janice’s auto is $10,500 due to the mid-quarter convention, leaving a basis of $9,500. If the automobile
instead had a cost of $30,000 and is eligible for 50% bonus depreciation, the first year limitation for
Janice’s auto would be $11,160, leaving a basis of $18,840.
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. EXHIBIT 7 – Page 7
*In order to claim first-year bonus depreciation, the vehicle must be 100% new in the first year purchased by
Taxpayer.
Note: Bonus depreciation does not have to be taken if Taxpayer elects out of taking the bonus amount. If no
election out is made, bonus depreciation will be taken.
No more than $25,000 of the cost of a heavy SUV may be expensed under code Sec. 179. The $25,000 expensing
limit applies to any 4-wheeled vehicle which (1) is primarily designed to carry passengers on public streets, roads
and highways, and (2) has a gross vehicle weight rating of more than 6,000 pounds but not more than 14,000
pounds.
50% first year bonus depreciation will also apply if the vehicle was purchased new in 2015 depending on
the date placed in service. After deducting Sec. 179 expense and 50% first-year bonus depreciation, regular
depreciation rules are applicable to the remaining depreciable basis in 2015.
The Sec. 179 and 50% first-year
bonus depreciation are fully deductible, even if placed in service on December 31, 2015 as mid-quarter convention
rules do not apply (Rev. Proc.
2012-13).
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. EXHIBIT 7 – Page 8
The Code Sec. 280F “luxury auto” dollar caps apply to a passenger auto whose purchase price for 2015 exceeds
$16,000 and is a four-wheeled vehicle which is manufactured primarily for use on public streets, roads, and
highways, and is rated at an unloaded gross vehicle weight of 6,000-pounds or less.
In the case of a light truck or van, the dollar cap for 2015 is $17,500 and the above 6,000-pound weight test is
applied to the trucks or van’s gross (loaded) vehicle weight rather than its unloaded gross vehicle weight. If the
truck or van exceeds 6,000 pounds loaded, it is excluded from the more restricted depreciation rules contained in
Sec.280F(d)(5).
The lease deduction for vehicles is limited through the use of an income inclusion amount based on the year in
which the lease begins. These inclusion amounts for autos first leased in 2015 are applicable for passenger autos
with a beginning fair market value equal or over $19,000, and for light trucks and vans valued equal to or over
$19,500, at the inception of the lease.
The applicable dollar value is indexed annually. (Rev. Proc.
2015-19).
As stated above, SUV vehicles over 6,000 GVW and less than 14,000 GVW cannot take the full Section 179
deduction and are instead limited to $25,000. Vehicles not considered SUV’s are:
1.) Designed to seat more than 9 people behind the driver (hotel shuttles)
2.) Has a cargo area of at least 6 feet in interior length which is open or has a cover not readily accessible
from the passenger compartment (pickup bed with/without topper)
3.) Has no seating behind the driver and no portion of the auto body protrudes more than 30 inches in front
of the windshield (electrician’s van)
INFORMATION TO EMPLOYEES
Employers must include in boxes 1, 3, 5 and 14 of the W-2, the value of the personal portion of a vehicle provided
in a calendar year. Employers may include the value of the fringe benefits on a separate W-2.
The employer may
elect to include 100% of the value of the vehicle in the employee's income or elect to use the special accounting
rule. If these elections are used, special notification is required. If 100% of the vehicles annual lease value is
included in the employee’s income, this value must be reported in box 14 or on a separate statement to the
employee.
The box numbers referred to relate to the 2015 Form W-2. Subsequent changes in the form may change
the numbers IRS assigns to the boxes.
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. EXHIBIT 8 – TRAVEL PER DIEM RATES FOR CERTAIN STATES
Employee reimbursement at per diem rates is considered as adequate accounting as long as such rates don’t exceed
the maximum daily rate allowed for federal government employees. When the reimbursement rates exceed the
allowed amount, the excess over the per diem allowance is to be treated as taxable wages.
FY 2015 Per Diem Rates - Effective October 1, 2014 through September 30, 2016
STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum Total
Maximum Meal and Maximum
Lodging Incidentals Per Diem
Amount
Rate
Amount
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
$ 89
$ 51
$ 140
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
The following schedule indicates the per diem rates for selected cities as of the last revision on October 1, 2015 and are
applicable to the period beginning October 1, 2015 through September 30, 2016. For earlier periods than October 1, 2015,
refer to the Eide Bailly LLP Annual Tax Letter issued in January, 2015.
The maximum lodging rate does not include hotel
taxes – lodging amounts are room rates only.
Arizona
AZ
Grand Canyon / Flagstaff
October 1
October 31
$ 124
$ 64
$ 188
AZ
Grand Canyon / Flagstaff
November 1
February 29
$ 89
$ 64
$ 153
AZ
Grand Canyon / Flagstaff
March 1
September 30
$ 124
$ 64
$ 188
AZ
Phoenix / Scottsdale
October 1
December 31
$ 113
$ 59
$ 172
AZ
Phoenix / Scottsdale
January 1
March 31
$ 161
$ 59
$ 220
AZ
Phoenix / Scottsdale
April 1
May 31
$ 120
$ 59
$ 179
AZ
Phoenix / Scottsdale
June 1
August 31
$ 89
$ 59
$ 148
AZ
AZ
Phoenix / Scottsdale
Sedona
September 1
September 30
$ 113
$ 59
$ 172
October 1
February 29
$ 134
$ 74
$ 208
AZ
Sedona
March 1
August 31
$ 141
$ 74
$ 215
AZ
Sedona
September 1
September 30
$ 134
$ 74
$ 208
AZ
Tucson
October 1
December 31
$ 89
$ 59
$ 148
AZ
Tucson
January 1
February 29
$ 106
$ 59
$ 165
AZ
Tucson
March 1
September 30
$ 89
$ 59
$ 148
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. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum Total
Maximum Meal and Maximum
Lodging Incidentals Per Diem
Amount
Rate
Amount
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
$ 89
$ 51
$ 140
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
$ 115
$ 266
$ 114
$ 193
$ 115
$ 125
$ 91
$ 91
$ 114
$ 108
$ 172
$ 116
$ 100
$ 146
$ 109
$ 89
$ 94
$ 106
$ 167
$ 97
$ 106
$ 104
$ 178
$ 89
$ 104
$ 134
$ 354
$ 142
$ 187
$ 134
$ 130
$ 350
$ 144
$ 176
$ 130
$ 74
$ 74
$ 74
$ 74
$ 74
$ 59
$ 59
$ 59
$ 59
$ 64
$ 69
$ 59
$ 64
$ 64
$ 59
$ 64
$ 64
$ 64
$ 64
$ 64
$ 64
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 74
$ 189
$ 340
$ 188
$ 267
$ 189
$ 184
$ 150
$ 150
$ 173
$ 172
$ 241
$ 175
$ 164
$ 210
$ 168
$ 153
$ 158
$ 170
$ 231
$ 161
$ 170
$ 178
$ 252
$ 163
$ 178
$ 208
$ 428
$ 216
$ 261
$ 208
$ 204
$ 424
$ 218
$ 250
$ 204
Colorado
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
Aspen
Aspen
Aspen
Aspen
Aspen
Boulder / Broomfield
Colorado Springs
Cortez
Cortez
Crested Butte / Gunnison
CO
CO
CO
CO
CO
CO
CO
Denver / Aurora
Douglas County
Durango
Durango
Fort Collins / Loveland
Montrose
Montrose
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
CO
Silverthorne / Breckenridge
Silverthorne / Breckenridge
Silverthorne / Breckenridge
Silverthorne / Breckenridge
Steamboat Springs
Steamboat Springs
Steamboat Springs
Steamboat Springs
Telluride
Telluride
Telluride
Telluride
Telluride
Vail
Vail
Vail
Vail
Vail
October 1
December 1
April 1
June 1
September 1
November 30
March 31
May 31
August 31
September 30
October 1
June 1
October 1
May 31
September 30
November 30
October 1
June 1
May 31
September 30
October 1
June 1
October 1
December 1
April 1
June 1
October 1
December 1
April 1
June 1
October 1
December 1
April 1
June 1
September 1
October 1
December 1
April 1
July 1
September 1
May 31
August 31
November 30
March 31
May 31
September 30
November 30
March 31
May 31
September 30
November 30
March 31
May 31
August 31
September 30
November 30
March 31
June 30
August 31
September 30
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. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum Total
Maximum Meal and Maximum
Lodging Incidentals Per Diem
Amount
Rate
Amount
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
$ 89
$ 51
$ 140
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
Iowa
IA
Cedar Rapids
$ 91
$ 54
$ 145
IA
Dallas County
$ 117
$ 54
$ 171
Des Moines
$ 101
$ 59
$ 160
IA
Idaho
Bonner’s Ferry / Sandpoint
October 1
May 31
ID
Bonner’s Ferry / Sandpoint
June 1
September 30
ID
Coeur d'Alene
October 1
May 31
ID
Coeur d'Alene
June 1
August 31
ID
Coeur d'Alene
September 1
September 30
ID
ID
$ 89
$ 64
$ 153
$ 111
$ 64
$ 175
$ 89
$ 59
$ 148
$ 131
$ 59
$ 190
Sun Valley / Ketchum
$ 89
$ 59
$ 148
$ 104
$ 54
$ 158
Minnesota
Duluth
October 1
October 31
$ 142
$ 64
$ 206
MN
Duluth
November 1
May 31
$ 109
$ 64
$ 173
MN
Duluth
June 1
September 30
$ 142
$ 64
$ 206
MN
Eagan / Burnsville / Mendota Heights
$ 96
$ 59
$ 155
MN
Minneapolis / St. Paul
$ 140
$ 64
$ 204
Rochester
$ 115
$ 64
$ 179
MN
MN
Montana
Big Sky / West Yellowstone
October 1
May 31
MT
Big Sky / West Yellowstone
June 1
September 30
MT
Butte
MT
Glendive / Sidney
MT
Helena
MT
Missoula / Polson / Kalispell
MT
Missoula / Polson / Kalispell
July 1
August 31
MT
Missoula / Polson / Kalispell
September 1
September 30
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$ 197
$ 64
$ 157
$ 69
$ 215
$ 92
MT
$ 148
$ 59
$ 146
June 30
$ 59
$ 93
October 1
$ 89
$ 138
$ 64
$ 156
$ 95
$ 59
$ 154
$ 136
$ 59
$ 195
$ 95
$ 59
$ 154
38
. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum Total
Maximum Meal and Maximum
Lodging Incidentals Per Diem
Amount
Rate
Amount
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
$ 89
$ 51
$ 140
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
$ 120
$ 69
$ 189
North Dakota
ND
Dickinson / Beulah
ND
Minot
ND
$ 91
$ 155
$ 69
$ 215
$ 104
$ 64
$ 168
$ 111
$ 59
$ 170
$ 98
$ 59
$ 157
$ 119
Williston
$ 64
$ 146
$ 59
$ 178
Nebraska
NE
Omaha
Oklahoma
OK
Enid
OK
Oklahoma City
Oregon
OR
Beaverton
OR
Bend
October 1
June 30
$ 102
$ 59
$ 161
OR
Bend
July 1
August 31
$ 130
$ 59
$ 189
OR
Bend
September 1
September 30
$ 102
$ 59
$ 161
OR
Clackamas
$ 102
$ 59
$ 161
OR
Eugene / Florence
$ 106
$ 59
$ 165
OR
Lincoln City
October 1
June 30
$ 98
$ 59
$ 157
OR
Lincoln City
July 1
August 31
$ 125
$ 59
$ 184
OR
Lincoln City
September 1
September 30
OR
Portland
OR
Seaside
October 1
OR
Seaside
OR
Seaside
$ 98
$ 59
$ 157
$ 151
$ 64
$ 215
June 30
$ 105
$ 69
$ 174
July 1
August 31
$ 156
$ 69
$ 225
September 1
September 30
$ 105
$ 69
$ 174
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. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum Total
Maximum Meal and Maximum
Lodging Incidentals Per Diem
Amount
Rate
Amount
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
$ 89
$ 51
$ 140
Nevada
NV
Las Vegas
October 1
January 31
$ 108
$ 64
$ 172
NV
Las Vegas
February 1
August 31
$ 93
$ 64
$ 157
NV
Las Vegas
September 1
September 30
$ 108
$ 64
$ 172
NV
Incline Village / Reno / Sparks
October 1
June 30
NV
Incline Village / Reno / Sparks
July 1
August 31
NV
Incline Village / Reno / Sparks
September 1
September 30
$ 97
$ 64
$ 161
$ 136
$ 64
$ 200
$ 97
$ 64
$ 161
South Dakota
Hot Springs
October 1
October 31
$ 93
$ 59
$ 152
SD
Hot Springs
November 1
May 31
$ 89
$ 59
$ 148
SD
Hot Springs
June 1
August 31
$ 126
$ 59
$ 185
SD
Hot Springs
September 1
September 30
$ 93
$ 59
$ 152
SD
Rapid City
October 1
May 31
SD
Rapid City
June 1
August 31
SD
Rapid City
September 1
SD
Sturgis / Spearfish
SD
SD
SD
$ 89
$ 59
$ 148
$ 137
$ 59
$ 196
September 30
$ 89
$ 59
$ 148
October 1
May 31
$ 89
$ 59
$ 148
Sturgis / Spearfish
June 1
August 31
$ 126
$ 59
$ 185
Sturgis / Spearfish
September 1
September 30
$ 89
$ 59
$ 148
Utah
UT
Moab
October 1
October 31
$ 143
$ 64
$ 207
UT
Moab
November 1
February 29
$ 89
$ 64
$ 153
UT
Moab
March 1
September 30
$ 143
$ 64
$ 207
UT
Park City
October 1
November 30
$ 118
$ 74
$ 192
UT
Park City
December 1
March 31
$ 232
$ 74
$ 306
UT
Park City
April 1
September 30
$ 118
$ 74
$ 192
UT
Provo
$ 91
$ 59
$ 150
UT
Salt Lake City
October 1
December 31
$ 108
$ 59
$ 167
UT
Salt Lake City
January 1
March 31
$ 123
$ 59
$ 182
UT
Salt Lake City
April 1
September 30
$ 108
$ 59
$ 167
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. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum
Lodging
Amount
Maximum
Total
Meal and Maximum
Incidentals Per Diem
Amount
Rate
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
$ 89
$ 51
$ 140
Washington
WA
Everett / Lynnwood
$ 113
$ 64
$ 177
WA
Olympia / Tumwater
$ 99
$ 69
$ 168
WA
Seattle
October 1
October 31
$ 202
$ 74
$ 276
WA
Seattle
November 1
April 30
$ 157
$ 74
$ 231
WA
Seattle
May 1
September 30
$ 202
$ 74
$ 276
WA
Spokane
$ 96
$ 64
$ 160
WA
Tacoma
$ 112
$ 64
$ 176
WA
Vancouver
$ 151
$ 64
$ 215
CA
Los Angeles
October 1
December 31
$ 150
$ 64
$ 214
CA
Los Angeles
January 1
March 31
$ 157
$ 64
$ 221
CA
Los Angeles
April 1
September 30
$ 150
$ 64
$ 214
CA
Sacramento
$ 112
$ 64
$ 176
CA
San Diego
January 1
July 31
$ 153
$ 64
$ 217
CA
San Diego
August 1
September 30
$ 140
$ 64
$ 204
CA
San Francisco
$ 250
$ 74
$ 324
CA
Sunnyvale / Palo Alto / San Jose
October 1
March 31
$ 187
$ 64
$ 251
CA
Sunnyvale / Palo Alto / San Jose
April 1
May 31
$ 175
$ 64
$ 239
CA
Sunnyvale / Palo Alto / San Jose
June 1
September 30
$ 187
$ 64
$ 251
DC
District of Columbia
October 1
October 31
$ 222
$ 69
$ 291
DC
District of Columbia
November 1
February 29
$ 179
$ 69
$ 248
DC
District of Columbia
March 1
June 30
$ 226
$ 69
$ 295
DC
District of Columbia
July 1
August 31
$ 174
$ 69
$ 243
DC
District of Columbia
September 1
September 30
$ 222
$ 69
$ 291
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. STATE
DESTINATION
SEASON BEGIN
SEASON END
Peak
Maximum
Lodging
Amount
Maximum
Total
Meal and Maximum
Incidentals Per Diem
Amount
Rate
Standard Rate for Period October 1, 2014 through September 30, 2015
$ 83
$ 46
$ 129
Standard Rate for Period October 1, 2015 through September 30, 2016
Standard CONUS rate applies to all counties not specifically listed. Cities not listed may be
located in a listed county.
$ 89
$ 51
$ 140
$ 89
$ 51
$ 140
IL
IL
IL
IL
IL
Chicago
Chicago
Chicago
Chicago
Chicago
October 1
December 1
March 1
May 1
September 1
November 30
February 29
April 30
August 31
September 30
$ 212
$ 141
$ 160
$ 200
$ 212
$ 74
$ 74
$ 74
$ 74
$ 74
$ 286
$ 215
$ 234
$ 274
$ 286
TX
TX
Austin
Austin
October 1
January 1
December 31
March 31
$ 135
$ 159
$ 59
$ 59
$ 194
$ 218
TX
TX
TX
TX
TX
Austin
Dallas
Dallas
Dallas
San Antonio
April 1
October 1
January 1
June 1
September 30
December 31
May 31
September 30
$ 135
$ 125
$ 138
$ 125
$ 120
$ 59
$ 64
$ 64
$ 64
$ 64
$ 194
$ 189
$ 202
$ 189
$ 184
NY
NY
NY
NY
NY
New York City
New York City
New York City
New York City
New York City
October 1
January 1
March 1
July 1
September 1
December 31
February 29
June 30
August 31
September 30
$ 306
$ 181
$ 270
$ 242
$ 306
$ 74
$ 74
$ 74
$ 74
$ 74
$ 380
$ 255
$ 344
$ 316
$ 380
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42
. EXHIBIT 8 - page 6
The per diem lodging rates do not include any taxes; lodging taxes are now reimbursable as separate incidental
expenses. Additional seasons have been added for many locations, as shown above, and more than one rate may
apply.
High-Low Method:
The IRS has also provided an optional per diem allowance method for lodging, business meals and incidental
expenses (MI&E) incurred while traveling away from home based on a high-low method, with annual inflation
adjustments. The optional high-low method may not be used by self-employed individuals, or by employees
deducting their own expenses. Also, this method may not be used for reimbursement by a related party (using a
10% ownership standard).
Note:
The high-low rates and the individual location rates are typically changed October 1 of each year.
A transition
period therefore exists generally from October 1 of each year through the last three months of the calendar year,
December 31, of each year. During this transition period, you generally may change to the new rates or finish out
the year with the rates you have been using. During the transition period you cannot change the per diem method
(regular or high-low).
Notice 2015-63 increased the per diem rates for the period October 1, 2015 through
September 30, 2016.
The combined high-low rate for overnight travel in specified high cost areas is $275 for travel on or after October
1, 2015 through September 30, 2016 (Notice 2015-63) and $259 for travel on or after October 1, 2014 through
September 30, 2015 (Notice 2014-57).
High Cost
Locality
October 1, 2015
through
September 30,
2016
Lodging
Meals/incidentals
Total
Low Cost
Locality
October 1, 2015
through
September 30,
2016
High Cost
Locality
October 1, 2014
through
September 30,
2015
Low Cost
Locality
October 1, 2014
through
September 30,
2015
$207
68
$128
57
$194
65
$120
52
$275
$185
$259
$172
Note:
The high-low rate may not be effective for the entire year in all high cost area locations, check Internal Revenue
Service Publication 1542 for detailed effective dates.
Complete Table of Per Diem Rates:
A complete table of per diem rates can be found on the Internet at www.gsa.gov; click on “Per Diem Rate” for
links to 1) Continental United States (CONUS) per diem rates, 2) per diem rates for non-foreign areas outside the
Continental United States (OCONUS), such as Alaska, Hawaii, Puerto Rico and U.S. possessions, and 3) foreign
per diem rates. The Internal Revenue Service also issues Publication 1542 - Per Diem Rates, which contains the
above information and can be accessed at www.irs.gov.
For a detail discussion on the tax treatment of a per diem allowance, see Chapter 11 of Internal Revenue Service
Publication 535, Business Expenses.
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43
.
EXHIBIT 9 – REPORTING CASH PAYMENTS OVER $10,000
Each person engaged in a trade or business who, in the course of that trade or business receives more than $10,000
in cash and/or certain negotiable instruments in one transaction or in two or more related transactions must file
Form 8300 with the Internal Revenue Service by the 15th day after receipt of the payment that causes the aggregate
amount to exceed $10,000 in cash. If the filing date falls on a Saturday, Sunday or legal holiday, file the form on
the next business day. Related transactions are any covered transactions conducted between the payer (or its
agent) and the recipient in a 24-hour period. Transactions can also be related if conducted over a period more than
24 hours if the recipient knows, or has reason to know, that each transaction is part of a series.
A written statement
is required to be given to the person or persons listed on a Form 8300 by February 1 of the following year (same
due date as 1099 and W-2). The statement needs to contain the name, telephone number and address of the
information contact for the business that completed Form 8300 along with the aggregate amount of the reportable
transaction and that the information was furnished to the Internal Revenue Service. In addition, Form 8300 may be
voluntarily filed for any suspicious transaction even if the amount does not exceed $10,000.
Covered negotiable instruments include cashier’s checks, bank drafts, travelers’ checks or money orders of
$10,000 or less where the total of these items and cash exceed $10,000, or Form 8300 may be filed voluntarily for
any transaction where the recipient of cash knows that the instrument is being used in an attempt to avoid reporting
the transaction or any suspicious transaction.
In addition, U.S. and foreign coin and currency received in any
transaction is considered cash and requires reporting. However, cash does not include a check drawn on the
payer’s own account, such as a personal check, regardless of amount.
Clerks of federal or state courts must file
Form 8300 if more than $10,000 in cash is received as bail for an individual(s) charged with certain criminal
offenses. Casinos must file Form 8300 for nongaming activities (restaurants, shops, etc.)
Designated transactions are retail sales (or the receipt of funds by a broker or other intermediary in connection
with a retail sale) of a consumer durable asset, a collectible, or a travel or entertainment activity.
Consumer durable assets are tangible personal property that, under ordinary use, can reasonably be expected to last
at least one year and have a sales price of more than $10,000. Real estate transactions are not included in the
definition of consumer durable assets.
Transactions excluded from the reporting requirements are proceeds received by a financial institution required to
file Form 104 by a casino exempt from filing or required to file Form 103, by an agent who receives the cash from
a principal, if the agent uses all of the cash within 15 days in a second transaction that is reportable on Form 8300,
or Form 104, and discloses all information necessary to complete Part II of Form 8300 or Form 104 as the
recipient in a transaction occurring entirely outside the United States, or in a transaction that is not in the course of
a person’s trade or business.
A copy of the Form 8300 must be retained with the business for five years from the date it was filed.
Where separate payments of cash and certain negotiable instruments are under $10,000 individually, but are part of
one or more related transactions which together would total more than $10,000, the filing of Form 8300 is
required.
The Form 8300 must be filed within 15 days of the payment which caused the aggregate to be over
$10,000. Also excluded from reporting are casinos required to file Form 103, Currency Transaction Report by
Casinos or an agent who receives the cash from a principal if the agent is required to file Form 8300; however,
casinos must file Form 8300 for nongaming activities including restaurants and shops.
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. EXHIBIT 9 – page 2
Information which needs to be reported about the person who made a cash payment of over $10,000 include:
1.
2.
3.
4.
5.
6.
7.
First name, middle initial and last name
Taxpayer identification number (penalties for an incorrect or missing TIN can be assessed)
Complete address
Occupation, profession, or business
Date of birth
Method used to verify the identification of the customer (driver’s license, credit card, passport, etc.)
If the transaction was being conducted on behalf of someone else, the above information will also be
needed for the person benefiting from the transaction
8. A description of the transaction
For individuals, the taxpayer identification number is the person's social security number even if they have an
employer identification number as a sole proprietor business. In the case of corporations, partnerships and other
entities, the taxpayer identification number is their employer identification number. For certain nonresident aliens
who are not eligible to get a social security number, the taxpayer identification number is the individual taxpayer
identification number issued to them by the Internal Revenue Service.
Penalties for non-compliance of these reporting rules are up to 5 years imprisonment and fines up to $250,000
($500,000 for corporations).
A minimum penalty of $25,000 may be imposed if the failure to file a correct Form
8300 is due to an intentional or willful disregard of the cash reporting requirements.
IRS Publication 1544 contains more information on the reporting of cash payments over $10,000.
Form 8300 is filed with:
Internal Revenue Service
Detroit Computing Center
P. O. Box 32621
Detroit, MI 48232
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.
EXHIBIT 10 - ELECTRONIC FILING REQUIREMENTS FOR PAYROLL
AND INFORMATION RETURNS WHEN OVER 250 DOCUMENTS
Electronic filing is required when 250 or more information returns are filed. However, the 250 or more
requirement applies separately to each type of form. For example, if filing 500 Forms 1098 and 100 Forms 1099A, file Forms 1098 electronically, but Forms 1099-A are not required electronically.
The electronic filing requirement does not apply if an application is made and a hardship waiver is received. To
receive a waiver from the required filing of information returns electronically, submit Form 8508, request for
waiver from filing information returns electronically, at least 45 days before the due date of the returns.
Only a
waiver request for the current year can be processed. Reapply at the appropriate time each year for a current year
waiver.
If a waiver for filing the information returns is approved, any corrections for the same types of information returns
will be covered under the waiver. However, if corrections are submitted on paper, a waiver must be approved for
the corrections if filing 250 or more corrections.
If required to file electronically, but fail to do so, without an approved waiver, subject to a penalty of $50 per
return for failure to file electronically unless reasonable cause is established.
However, up to 250 returns can be
filed on paper and those returns will not be subject to a penalty for failure to file electronically. File Form 8508
with: Internal Revenue Service, Attn: Extension of Time Coordinator, 240 Murall Drive Mail Stop 4360,
Kearneysville, WV, 25430.
HOW TO GET APPROVAL TO FILE ELECTRONICALLY
File Form 4419, Application for Filing Information Returns at least 30 days before the due date of the returns. File
Form 4419 for all types of returns that will be filed electronically (except for W-2 information sent to the Social
Security Administration explained below).
Once electronic filing is approved there is no need to reapply each
year. The IRS will provide a written reply to the applicant and further instructions at the time of approval, usually
within 30 days. An additional Form 4419 is required for filing each of the following types of returns: Form 1042S, Form 8027 and Form 8955-SSA.
FILING ELECTRONICALLY – Form W-2
Electronic reporting specifications for Form W-2 are in the SSA’s EFW2 (formerly MMREF-1), a publication that
can be downloaded by accessing SSA’s W-2 filing instructions and information website at
www.socialsecurity.gov/employer and selecting “E-Filing Format”.
Electronic specifications can also be received
by calling SSA’s Employer Reporting Branch at 1-800-772-6270.
Reporting instructions for electronic filing differ in a few situations from paper reporting instructions, check the
instructions for details. For example, electronic files may enter more than four items in box 12 in one individual’s
wage report, but paper filers are limited to four entries in box 12 on Copy A of each Form W-2. Furnish copies B,
C, and 2 of Form W-2 to employees, by February 1, 2016.
The “furnish” requirement is met if the W-2 is properly
addressed and mailed on or before February 1, 2016. If employment ends before December 31, 2015, furnish
copies to the employee at any time after employment ends, but no later than February 1, 2016.
File Copy A of Form W-2 with the entire page of Form W-3 by March 31, 2016 if required to file electronically.
A penalty may be due for each Form W-2 that is filed late. Request a 30 day automatic extension of time to file
Form W-2 with the SSA by sending Form 8809, Application for Extension of Time to File Information Returns.
Request the extension before the due date of Forms W-2.
An additional 30 days extension, although not
automatic, can be requested by submitting a second Form 8809 before the first extension period ends.
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. EXHIBIT 10, page 2
Also see Internal Revenue Service Publication 1220 for additional information concerning electronically filed
information returns.
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. EXHIBIT 11 – INSTRUCTIONS FOR FILING PAYROLL
AND INFORMATION RETURNS (PAPER FILINGS)
The following information and guidelines may be helpful in preparing payroll and information returns.
Taxpayers meeting the rules for filing information returns (1099s, 1096s, W-2s, W-3s) on paper forms, must
prepare them in accordance with the following instructions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Type in all data using black ink in 12-point Courier font.
Do not cut or separate top form (Copy A).
No photocopies or carbon copies of any forms are allowed to be mailed to IRS.
Do not staple, tear, fold or tape any of the forms.
Do not change the title of any box on the form.
Do not insert data in the untitled shaded areas.
Do not submit any copy other than Copy A to IRS and state copy to the appropriate state. If no state copy
is available, photocopies of Copy A are usually accepted for state tax purposes.
Print money amounts without dollar signs or commas. Use decimal points to indicate cents.
Do not enter 0 (zero) or none. If no entry is required, leave blank.
Do not use script type inverted font italics, or dual case alpha characters.
It is important that entries in the boxes do not cross one or more of the vertical or horizontal lines that
separate the boxes.
It is recommended that the form instructions for all information returns be reviewed annually as a reminder of the
detailed information and changes being made for the current year.
If 250 or more information returns are to be filed, electronic filing is required (see Exhibit 10).
Note - the 250 or
more requirement applies to each type of form and is not a cumulative total of all form types together. Forms 941,
943 and 940 may be handwritten or typed. Instructions 4, 5 and 6 above also apply to these forms.
Be sure to sign
these returns. Not following the above requirements could result in these forms being returned to you by the IRS
for proper completion.
To request additional time to submit Form 1099, file Form 8809 by the due date of the returns for a 30-day
extension.
Copy A of Form W-2 and Form W-3 are due to the Social Security Administration by February 29, 2016. Forms
1098, 1099 or W2-G must also be filed by this date, but if you file electronically, the due date is extended to
March 31, 2016.
Arizona State copies of Form W-2 and Form A-1R are due by February 29, 2016. North Dakota
State copies of Form W-2 and Form 307 are due to the state of North Dakota by February 29, 2016. Minnesota
State Form MW-6 is due to the state of Minnesota by February 29, 2016.
This information must be submitted
electronically either by internet or phone. The Minnesota state copies of Form W-2 are due to the State of
Minnesota by February 29, 2016. Iowa State Form VSP is due to the state of Iowa by February 29, 2016.
Montana State copies of Form W-2 and Form W-3 are due to the State of Montana by February 29, 2016.
Idaho
state copies of Form W-2 are due February 29, 2016, and Form 967, which replaced Form 956, is due to the State
of Idaho by February 29, 2016. Oklahoma State copies of Form W-2 and Form 501 are due to the State of
Oklahoma by February 29, 2016; however, Oklahoma accepts Federal Form W-2. Utah state copies of Form W-2
are due February 29, 2016 and Form TC-941R is due to the state of Utah by February 29, 2016.
In all states, the recipient's copy of the W-2 is due to the recipient by February 1, 2016.
All 1099s are due to the federal and state governments by February 29, 2016 unless extended or filed
electronically.
The recipient's copy is due to the recipient by February 1, 2016, unless otherwise provided (see
Exhibit 1)
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. EXHIBIT 11 – page 2
FILE FEDERAL COPY W-2 WITH:
Regular Mail:
Social Security Administration
Data Operations Center
Wilkes-Barre, PA 18769-0001
If sending certified:
Social Security Administration
Data Operations Center
Wilkes-Barre, PA 18769-0002
Using Approved Private Delivery Service:
Social Security Administration
Data Operations Center
Attn: W-2 Process
1150 E. Mountain Dr.
Wilkes-Barre, PA 18702-7997
Approved Private Delivery Services:
Use certain private delivery services designated by the IRS to meet the “timely mailing as timely filing” rule for
information returns. The list includes only the following (effective May 6, 2015).
•
•
Federal Express (FedEx): FedEx First Overnight, FedEx Priority Overnight, FedEx Standard Overnight,
FedEx 2 Day, FedEx International Next Flight Out, FedEx International Priority, and FedEx International
First, FedEx International Economy.
United Parcel Service (UPS): UPS Next Day Air Early AM, UPS Next Day Air, UPS Next Day Air Saver,
UPS 2nd Day Air, UPS 2nd Day Air A.M., UPS Worldwide Express Plus, and UPS Worldwide Express.
The private delivery service can tell you how to get written proof of the mailing date. Private delivery services
cannot deliver to P.O.
boxes. You must use the U.S. Postal Service to mail any item to an IRS P.O.
box address.
Federal 1096, 1099s Copy A:
FILE FEDERAL COPY WITH
Legal Residence or principal place of business,
outside U.S.
Department of the Treasury
Internal Revenue Service Center
Austin, TX 73301
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. EXHIBIT 11 – page 3
Federal 1096, 1099s Copy A:
FILE FEDERAL COPY WITH
Alabama, Arizona, Arkansas, Connecticut,
Delaware, Florida, Georgia, Kentucky, Louisiana,
Maine, Massachusetts, Mississippi, New Hampshire,
New Jersey, New Mexico, New York,
North Carolina, Ohio, Pennsylvania, Rhode Island,
Texas, Vermont, Virginia and West Virginia
Department of the Treasury
Internal Revenue Service Center
Austin, TX 73301
Alaska, California, Colorado, District of Columbia,
Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas,
Maryland, Michigan, Minnesota, Missouri, Montana,
Nebraska, Nevada, North Dakota, Oklahoma,
Oregon, South Carolina, South Dakota, Tennessee,
Utah, Washington, Wisconsin and Wyoming
Department of the Treasury
Internal Revenue Service Center
Kansas City, MO 64999
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. EXHIBIT 12 – DUES PAID TO SOCIAL ASSOCIATIONS
AND CLUBS OR FOR LOBBYING ACTIVITIES
Dues paid to business associations and civic organizations are deductible as long as they are not organized for
mainly pleasure, entertainment, or social purposes. Dues paid to social clubs, golf and athletic clubs, sporting
clubs, airline clubs, hotel clubs, business luncheon clubs and country clubs are not deductible. However, this
disallowance does not extend to professional organizations (e.g., bar and accounting associations or public service
organizations (e.g., Kiwanis and Rotary Clubs). If the employer includes the cost of the dues in the employee's
compensation on Form W-2, then a deduction for the expense may be taken.
When considering whether or not to
treat the reimbursement of dues as compensation, the additional cost of social security, Medicare and
unemployment taxes should be considered.
A portion of dues paid to tax-exempt organizations may be disallowed if the association is engaged in lobbying
activities. This amount is usually indicated on the dues receipt as a percent of the total dues paid. For example, if
the receipt stated that 3% of the dues were not deductible due to lobbying activities and the total dues were $600,
then $18 of the dues would be nondeductible for income tax purposes.
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.
EXHIBIT 13 – ENERGY SUBSIDY PAYMENTS
A taxpayer customer may exclude any subsidy paid by a "public utility" for the purchase of an energy conservation
measure for a dwelling unit. The exclusion applies to subsidies provided directly or indirectly to the customer.
For instance, if a utility pays a contractor to install an energy conservation measure at the customer's residence at a
reduced price, the exclusion applies to the customer. The definition of a dwelling unit for this purpose includes a
house, apartment, condominium, mobile home, houseboat, or any property which is an integral part of a dwelling
unit. A dwelling unit does not include the portion of a unit that is used exclusively as a hotel, motel, inn, or similar
establishment.
See Internal Revenue Code Sec. 136.
Energy conservation measures include any installation or modification primarily designed to reduce consumption
of electricity or natural gas or to improve the management of energy demands. Energy conservation measures
include, among other things, recuperators, heat wheels, regenerators, heat exchangers, waste heat boilers, heat
pipes, automatic energy control systems, turbulators and preheaters.
The term "public utility" applies to regulated public utilities, governmental run utilities and rural electric
cooperatives that are engaged in the sale of electricity or natural gas to residential, commercial, or industrial
consumers.
The income exemption does not include payments to or from qualified cogeneration facility or
qualified small power production facility pursuant to Section 210 of the Public Utility Regulatory Policy Act of
1978.
The tax basis of property is reduced by the benefit of subsidies excluded from income because of these provisions.
The exclusion will generally not apply to government incentives for individual taxpayers who install alternative
energy systems at their residence. However, a conservation grant, which is dependent on the taxpayer’s income,
may be excluded under the general welfare exclusion.
It is anticipated, that payments made directly to customers who are entitled to exclude the full amount of their
subsidy payments, will be excluded from Form 1099 reporting.
If the subsidy is a taxable grant administered by a federal, state or local program, a Form 1099-G should be
prepared if the amount involved is greater than $600.
Effective November 12, 2010 the IRS will not challenge a corporation’s treatment of a grant to the corporation
from the Department of Energy under the Electric Drive Battery and Component Manufacturing Initiative. This
IRS position does not apply to non-corporate taxpayers.
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.
EXHIBIT 14 – TAXATION AND REPORTING OF CAPITAL CREDITS
FROM ELECTRIC AND TELEPHONE COOPERATIVES
Each year, the patrons of tax-exempt telephone and electric cooperatives receive a notice of the patronage credits
earned during the previous year. Capital credits received from tax-exempt telephone and electric cooperatives
have the effect of reducing the cost of the service provided. Under current tax law, no part of the capital credit
allocated to the patron is subject to taxation until actually paid in money.
The IRS has stated the reporting of capital credit payments of $600 or more in any calendar year to a nonincorporated patron are to be reported in box 3 of Form 1099-MISC. If 250 or more Forms 1099-MISC are filed,
please see our Exhibit 10 on ELECTRONIC FILING REQUIREMENTS.
When a patron receives cash for his allocated credit, the patron is only subject to taxation to the extent that the
payment for the service was deducted on the income tax return for the year the credit was allocated.
For example,
a farmer claiming 75% business use of his utility cost in year X would have to include 75% of the cash payment
for the capital credit received for year X. The non-business portion is not subject to taxation.
Whenever a 1099 is required, the taxpayer identification number should be obtained before payment is made to
avoid the 28% backup withholding requirement. The following is a letter, which we recommend you mail prior to
mailing capital credit checks for $600 or more to unincorporated entities:
We are pleased to advise you that we are in the process of distributing capital credits to you for prior patronage
with our cooperative.
As your payment is over $599, the IRS requires us to obtain the social security number and the correct name
and address of the person we make the payment to.
Where the payment is made to a partnership, estate or
trust, a federal identification number and correct name and address needs to be obtained. We ask that you
indicate in the space below your social security number (or, if applicable, your employer identification
number) along with the name and address to be used for our check to you.
When issuing the 1099 for capital credits, we recommend that you include the following message:
The IRS requires us to send you the enclosed 1099, as our payments to you of capital credits were $600 or
more. The IRS assesses very significant penalties for not complying with this 1099 reporting requirement.
While we are required to report this payment to you on a 1099, the taxability or non-taxability of this payment
is an item to be discussed with your tax return preparer.
The IRS issued a private letter ruling to a cooperative saying that it did not have to file Forms 1099 for old capital
credits that they were retiring.
While this is a glimmer of light, we urge caution. The private letter ruling can only
be relied on by the cooperative which received the private letter ruling. While we do not have a copy of the
information the cooperative sent to the IRS, the private letter ruling itself has several interesting items in it which
IRS uses to rationalize its decision for this particular cooperative.
The private letter ruling dwells on:
1. Most of the customers were residential owners versus businesses or farms.
2. The payments were from 22 to 25 years ago.
No list of customers with verified addresses is available.
Even if such a list were available, it would be unduly burdensome to the taxpayer to require such reporting
under Section 6041(a) in view of the practical impossibilities encountered.
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. EXHIBIT 14 – page 2
The private letter ruling did not say that 1099s were not required to be filed for capital credits in general. The
1991 private letter ruling limited itself to granting an exception to that particular cooperative based on its particular
facts. Subsequent to this private letter ruling, IRS issued PLR 9224007 which states that payments of capital
credits by a rural telephone cooperative are to be reported in box 3 of Form 1099 MISC. We recommend that
Form 1099-MISC be issued for capital credit payments of $600 or more.
Any person, including corporations, partnerships, employers, estates and trusts, who file 250 or more Information
Returns of any one of the following Forms 1042-S, 1098, 1099, 5498, 8027 and W-2 G are required to file these
information returns electronically.
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.
EXHIBIT 15 – FORM 1099-A ACQUISITION OR ABANDONMENT OF SECURED PROPERTY
Form 1099-A applies for each borrower if you lend money in connection with your trade or business and, in full or
partial satisfaction of the debt, you acquire an interest in property that is security for the debt, or you have reason
to know that the property has been abandoned. You need not be in the business of lending money to be subject to
this reporting requirement.
An abandonment occurs when the facts and circumstances indicate that the borrower intended to and has
permanently discarded the property from their use. An entity has reason to know of an abandonment based on all
the facts and circumstances concerning the status of the property. The reporting requirement is the earliest of: 1)
the date an interest was obtained in the property; 2) the date a third party purchased the property at a sale of the
property; or 3) three months after the date there was knowledge of the abandonment.
If, in the same calendar year, you cancel a debt in connection with a foreclosure or abandonment of secured
property, it is not necessary to file both Form 1099-A and Form 1099-C for the same debtor.
You may file Form
1099-C only and meet Form 1099-A filing requirements by completing boxes 4, 5 and 7 on Form 1099-C.
However, if you file both Forms 1099-A and 1099-C, do not complete boxes 4, 5, and 7 on Form 1099-C.
Form 1099-A is required when any ownership interest is acquired in property or property is abandoned, which had
been pledged as security on a loan. There are obvious situations where the Form 1099-A should be used such as
when a commercial building is turned over to the lender. There are, however, many financial transactions which
are not as obvious.
The following questions and answers attempt to address some of those situations and give a
more clear understanding of Form 1099-A filing requirements.
Question: What property is covered by the reporting requirements?
Answer: The reporting requirements apply to any real property (such as personal residence), any intangible
property and other property, other than tangible personal property used for personal use such as household
furniture, personal automobiles, etc. If property, such as a vehicle, is used partially for business or investment and
partially for personal use, a Form 1099-A is required. All real estate is covered by the reporting requirements,
including personal residences.
However, if the property securing the loan is located outside the United States and
the borrower furnishes a legal statement, under penalties of perjury, that the borrower is an exempt foreign person,
no reporting is required unless the lender knows the statement is false.
Question: What triggers the reporting requirements?
Answer: Obtaining an ownership interest in secured property or the abandonment of secured property by the
borrower triggers the reporting requirements. Additionally, transfers of secured property to third parties at a
foreclosure, execution or similar sale must be reported. If the lender expects to commence a foreclosure, execution
or similar sale within three months of the date the lender had reason to know that the property was abandoned, the
reporting is required when the lender or a third party obtains an interest in the property; but in no case, more than
three months from when the lender has reasonable knowledge that the property was abandoned.
Question: When is an ownership interest acquired in property?
Answer: An ownership interest is acquired when possession or title is transferred to the lender.
If there is a
redemption period in which the borrower can redeem the property, an ownership interest is not acquired until the
end of the redemption period.
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. EXHIBIT 15 – page 2
Question: Is reporting required for write-off of bad debts on the lender's books even though no lender ownership
interest or debtor abandonment of the property has occurred?
Answer: No.
Question: What about transfers to third parties of secured property at a foreclosure, execution, or similar sale?
Answer: If, 1) a third party acquires secured property at a foreclosure, execution or similar sale and if any of the
proceeds from the purchase is used to reduce or eliminate the outstanding loans or if, 2) the acquisition terminates,
reduces, or otherwise impairs the lenders security interest in the property, the transaction is subject to the reporting
requirements. Although the question is not answered directly, it appears liquidation sales, even if not an actual
foreclosure sale may be subject to the reporting requirements. Non-forced sale of property where the buyer
assumes an existing debt is excluded from the reporting requirements.
Question: What are the rules regarding property disposed of where the debt secures multiple assets?
Answer: The law requires reporting whenever an ownership interest in any secured property (except personal use
tangible property) is obtained in full or partial satisfaction of any indebtedness. Accordingly, if part, but not all, of
the collateral on a loan is turned over to the lender, it is subject to the reporting requirements.
Also, liquidation
sales of part, even though not all, of the security on a loan appears to be subject to the reporting requirements. By
the same token, periodic sales of secured property where the sales proceeds are forwarded to the lender in the
normal course of the borrower's business would not be subject to the reporting requirements.
Question: What are the rules if one lender forecloses, then sells property and the foreclosed property had secured
several debts owed to different entities?
Answer: Each of the creditors must file a Form 1099-A.
Question: Are workout loans subject to the reporting requirements where a reduced interest rate is granted the
borrower?
Answer: No, unless the lender actually obtained an ownership interest in the property or there was a liquidation
sale associated with the workout loan.
Question: If a loan is partially written off on the books of the lender in one year and an event happens in a
subsequent year triggering the reporting requirements, what should be reported as the amount of debt outstanding?
Answer: The amount reportable as debt outstanding would be the full amount of the loan before considering prior
write-offs by the lender. Accrued interest is not reported.
Question: How should the date be entered on the Form 1099-A?
Answer: The date should be entered MMDDYY.
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.
EXHIBIT 15 – page 3
Question: Is the amount of outstanding debt to be reported just the unpaid principal or does it include principal
plus accrued interest?
Answer: The amount which should be reported is the loan principal only.
Question: If in doubt, should a Form 1099-A be issued?
Answer: Yes.
Question: Must I file electronically?
Answer: Any person, including corporations, partnerships, employers, estates and trusts, who file 250 or more
Information Returns of any one of the following Forms 1042-S, 1098, 1099, 5498, 8027, and W-2G are required to
file these information returns electronically.
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. EXHIBIT 16 – 1099-C CANCELLATION DEBT
A Form 1099-C is required to be filed by federal government agencies, financial institutions described in section
581 or 591(a) (such as a domestic bank, trust company, building and loan or savings and loan association)and their
subsidiaries, as well as any organizations with a significant trade or business of lending money (includes finance
companies, credit union, credit card companies, whether or not affiliated with financial institutions), when there
has been a cancellation or discharge of debt of $600 or more, including corporate debtors. The issuer of a Form
1099-C is not responsible for determining the taxability or non-taxability of the cancellation or discharge of debt.
Each discharge stands on its own regarding the $600 filing requirement unless the separate cancellations or
discharges are part of a plan to evade the $600 filing requirement. Where Form 1099-A and Form 1099-C are both
filed, the Form 1099-C is to be filed with boxes 4, 5, and 7 not completed. When a Form 1099-A is required, box
5 is to include both a description of the debt and a description of the property.
For the $600 rule, discharged debt
is the total amount owed including principal, interest, penalties, administrative costs, and fines.
A cancellation or discharge of a debt occurs on the date an identifiable event occurs; when the facts indicate that
the debt will never have to be paid by the debtor. Triggering events include:
1) A discharge in bankruptcy under Title 11 of the United States Code for business or investment debt.
2) A cancellation or extinguishment of an indebtedness that renders a debt unenforceable in a receivership,
foreclosure, or similar proceeding in a federal or state court as described in Section 368(a)(3)(A)(ii)
3) A cancellation or extinguishment of an indebtedness upon the expiration of the statute of limitations for
collection of an indebtedness, subject to the limitations of Reg 1.6050P-1(b)(2)(ii), or upon the expiration
of a statutory period for filing a claim or commencing a deficiency judgment proceeding
4) A cancellation of extinguishment of an indebtedness pursuant to an election of foreclosure remedies by a
creditor that statutorily extinguishes or bars the creditor’s right to pursue collection of the indebtedness
5) A cancellation or extinguishment of an indebtedness that renders a debt unenforceable pursuant to a
probate or similar proceeding
6) A discharge of indebtedness pursuant to an agreement between the creditor and a debtor to discharge
indebtedness at less than full consideration
7) A discharge of indebtedness pursuant to a decision by the creditor, or the application of a defined policy of
the creditor, to discontinue collection activity and discharge debt
8) The expiration of the non-payment testing period.
You are not required to report on Form 1099-C the following:
1) Certain Bankruptcies. You are not required to report a debt discharged unless you know from information
included in your books and records that the debt was incurred for business or investment purposes.
2) Interest
3) Non - principal amounts such as penalties, fines, fees, and administrative costs.
4) Foreign debtors.
5) Related parties.
6) Release of a debtor.
7) Guarantor or surety.
8) Seller financing.
While not a definitive filing event, the end of collection activity of part of the debt by the financial institution is
one of the facts taken into account in determining if there has been a partial discharge.
A book entry, such as
charging a debt off on the books, does not by itself signify a cancellation or discharge. Book entries are, however,
one of the factors to be considered in determining if a cancellation or discharge has occurred. For Form 1099-Cs
issued where the debt has not been legally discharged, we recommend enclosing the following statement:
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EXHIBIT 16 – page 2
“This Form 1099-C is being sent to you as required by the Internal Revenue Service. This is NOT an
acknowledgement by us that the debt has been canceled. The debt continues to be an obligation payable to us for
the balance owing on the promissory note dated ________in the original amount of ________.”
For debts of $10,000 or more, incurred after 1994 that involve multiple debtors, who are joint and severally liable
for their debt, a Form 1099-C, reporting the entire debt cancellation is required for each debtor. Where the debtors
are not jointly and severally liable on the debt, Form 1099-C is required for each debtor with debt cancellation of
$600 or more.
If a Form 1099-C is required to be filed, a copy of the Form 1099-C must be retained for 4 years from the filing
due date of the Form 1099-C.
Reasonable efforts must be made to obtain the TIN of the debtor.
If the TIN is requested after the discharge, the
request must clearly notify the debtor that the IRS requires the debtor to furnish their TIN and failure to do so,
subjects them to a $50 penalty by IRS.
The date in box 1 of Form 1099-C should be entered as MMDDYY. Only the principal is reported in box 2. The
reporting of unpaid interest in box 2 is optional.
The amount of interest discharged is entered in box 3 only if it
was included in box 2.
Descriptions such as student loan, credit card expenditures or mortgage are entered in box 5. If the financial
institution knows that the debt was discharged in bankruptcy, box 6 is marked.
Any person, including corporations, partnerships, employers, estates and trusts, who file 250 or more Information
Returns of any one of the following Forms 1042-S, 1098, 1099, 5498, 8027, and W-2G are required to file these
information returns electronically.
Safe Harbor Rules Under Regulations 1.6050P-2(b)
Under IRS Regulation 1.6050P-2(b) the following safe harbor rules apply regarding not having to issue for
1099-C
1.
No prior year reporting required
An organization will not be considered to be in the business of lending money if it’s gross income from
lending in the most recent test year (see item 3 below) is less than both 15% of the organization’s gross
income and $5 million.
2.
Prior year reporting requirement
An organization that had a prior year reporting requirement will not have a significant business of lending
money for the current year if, for each of the three most recent test years its gross income from lending
money is less than 10% of the organization’s gross income and $3 million.
3.
No test year
Newly formed organizations are considered not to have a significant business of lending money even if the
organization lends money on a regular and continuing basis. However, this safe harbor does not apply to an
entity formed for the principal purpose of holding loans acquired or originated by another entity.
In this
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. EXHIBIT 16 – page 3
case, the transferee (including REMICS and pass-through securitized indebtedness arrangements) may be
required to report cancellation of indebtedness on Form 1099-C. A test year is defined as a taxable year of
the organization that ends before July 1 of the previous calendar year.
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. EXHIBIT 17 – FORM 1098-E STUDENT LOAN INTEREST REPORTING and
FORM 1098-T TUITION REPORTING
Student Loan Interest: Form 1098-E
Financial institutions, governmental units (or subsidiary agencies), educational institutions or any other person
who receives student loan interest is required to report interest received of $600 or more on student loans utilizing
Form 1098-E. To be reportable for 2015, a student loan must be either:
1. Subsidized, guaranteed, financed, or otherwise treated as a student loan under a program of the Federal,
state, or local government, or of a post-secondary educational institution, or
2. Certified by the borrower as a student loan incurred solely to pay qualified higher education expenses.
You may use Form W-9S, Request for Student's or Borrower's Social Security Number and Certification,
to obtain the information to be used when filing.
If you are required to file Form 1098-E you must provide a statement, or acceptable substitute, on paper or
electronically to the borrower in a form designated in part M of the 2015 General Instructions for Certain
Information Returns.
Interest on a revolving credit account is to be reported only if the borrower certifies that all of the loan proceeds
are used EXCLUSIVELY to pay qualified higher education expenses.
Do not report interest on mixed use loans.
Student Tuition Received: Form 1098-T
An Eligible Educational Institution is a college, university, vocational school, or other postsecondary educational
institution that is described in Section 481 of the Higher Education Act of 1965, and that is eligible to participate in
the Department of Education’s student aid programs. Eligible Educational Institutions are required to report
tuition received from an enrolled student unless the tuition is received for:
1. Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree
program;
2.
Non-resident alien students, unless requested by the student;
3. Students whose qualified tuition and related expenses are entirely waived or paid entirely with
scholarships or grants; and
4. Students whose qualified tuition and related expenses are covered by a formal billing arrangement
between an institution and the student’s employer or a governmental entity, such as the Department of
Veterans affairs or the Department of Defense.
Eligible educational institutions must report:
1.
Payments received, or amounts billed, for qualified tuition and related expenses. The institution must use
the same reporting method for all calendar years unless the IRS grants permission to change the reporting
method.
2. Only qualified tuition and academic fees are reportable.
Exclude amounts paid for any course or other
education involving sports, games, or hobbies unless the course or other education is part of the student’s
degree program or is taken to acquire or improve job skills; and
3. Exclude charges and fees for room, board, insurance, transportation, and other personal expenses.
Any person including corporations, partnerships, employers, estates and trusts, educational institutions who file
250 or more Information Returns of any one of the following Forms 1042-S, 1098, 1099, 5498, 8027, and W-2G
are required to file these information returns electronically.
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. EXHIBIT 18 – PUBLIC INSPECTION OF TAX EXEMPT ORGANIZATION
FILINGS, FORMS 990, 990-T, 1023 ETC. AND IRS SANCTIONS REGARDING
TRANSACTIONS WITH CERTAIN PERSONS (INSIDERS)
Organizations which are exempt from tax under IRC Section 501(c) or 501(d), any Section 4947(a)(1) nonexempt
charitable trust, any nonexempt private foundation that is subject to reporting requirements of Section 6033 and
political organizations exempt under IRC Section 527 are required to have certain documents available at certain
business locations for inspection by the public or face daily penalties for non-compliance. Documents required to
be available for public inspection, pursuant to IRC Section 6104, include:
1. The application (such as Form 1023 or Form 1024) for tax exempt status along with all related attachments
and correspondence relating to the tax exempt application, if the organization submitted its application to
the IRS after July 15, 1987.
For organizations that submitted applications before July 15, 1987, that had a
copy in their possession on July 15, 1987, the public inspection requirements still apply.
2. Copies of Form 990 Exempt Organization, including contributor information on Schedule B, return filed
with the Internal Revenue Service for a period of three years after the date the returns are filed. The names
and addresses of contributors to public charities do not have to be disclosed provided the organization is
not a private foundation or a political organization exempt from taxation under Code Sec.
527. Also
federal form 1120 POL does not have to be disclosed. The 2006 Pension Act requires Form 990-T must
be made available for inspection by the public for returns filed after August 18, 2006.
Some regional or district offices having three or more full-time equivalent employees must make these documents
available for public inspection as well as at the organization's principal office.
Reg. 301.6104(d) requires
organizations to provide copies without charge (other than reasonable fees for reproduction or postage.)
Reg §301.6104(d)-2(b)(2), provides that an organization is not required to comply with a request for copies of the
application for exemption or the annual information return if they have made the information widely available on
the World Wide Web. This does not preclude the need to follow the requirements associated with public
inspection.
The application or returns would be considered widely available only if
1. Any individual with access to the internet can access, download and print without special software,
hardware, and without paying a fee;
2. The World Wide Web page clearly instructs users which forms are available and how to download the
information; and
3.
When printed, the information is identical to the hard copy on display at the organization’s office.
Significant penalties can be assessed for not complying with these rules. A penalty of $20 per day, up to $10,000,
can be assessed per return for not complying with these rules.
EXEMPT ORGANIZATION SANCTIONS
In 1996, IRS obtained an additional enforcement tool, known as "intermediate sanctions." These sanctions punish
certain key people associated with 501(c)(3) and 501(c)(4) organizations where IRS believes they received an
unreasonable benefit from the exempt organization. Under these provisions, organization managers who
knowingly approve unreasonable transactions can be assessed personal fines.
Before the law change, IRS's only
weapon was to revoke an entity's tax-exempt status. These rules apply to organizations exempt under IRC Sections
501(c)(3) and 501(c)(4).
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. EXHIBIT 18 – page 2
Intermediate sanction penalties are imposed on individuals in a position to exercise substantial influence on the
affairs of a nonprofit organization (identified in IRS regulations as a "disqualified person"). They apply when a
disqualified person engages in an excess benefit transaction with a tax-exempt organization. Disqualified persons
include board members and certain officers, and others able to exert substantial influence. Family members of and
certain businesses owned by disqualified persons are also considered disqualified persons.
A disqualified person
can also include any person that was in a position to exercise substantial influence over the organization at any
time during the five years before an excess benefit transaction. Penalties also apply to managers who consent to the
excess benefit transaction.
A disqualified person who benefits from an excess benefit transaction is subject to a first-tier penalty. The firsttier penalty is equal to 25% of the excess benefit.
A second-tier penalty, equal to 200% of the amount of the excess
benefit, can be imposed if the prohibited transaction continues uncorrected. Organization managers who
knowingly, willingly and without reasonable cause participate in an excess benefit transaction are subject to an
excise tax of 10% of the excess benefit, up to a maximum penalty of $20,000 on each transaction.
An excess benefit transaction occurs when an exempt organization provides a benefit directly or indirectly to or for
the use of a disqualified person that exceeds the value of the consideration, including services, received in
exchange.
The application of these rules is highly dependent on concepts of “value” and “reasonableness” since excess
benefit is determined based on economic values exchanged. Different parties can have different opinions
regarding value, which can complicate enforcement of these rules.
However, the intermediate sanctions rules
include requirements which can be met to establish a “rebuttable presumption of reasonableness”. If these
requirements are met, the burden of proving that the transaction was not reasonable is shifted to the IRS.
Exempt organizations must meet three requirements to establish the rebuttable presumption of reasonableness:
1. The transaction must be approved in advance by an independent board that is composed of persons who
do not have a conflict of interest with respect to the arrangement.
2.
The board members approving the transaction must obtain and rely on comparable data in making the
determination to approve the transaction, and
3. The board members approving the transaction must contemporaneously document the decision made and
the basis for the determination made including:
a. The terms of the arrangement and the date approved
b.
Members present for the discussion and those who voted on it
c. Comparable data and information on how it was obtained
d. Any actions taken by members that had a conflict of interest (e.g.
abstained from discussion and
vote
e. Basis for determining value if the group determines that the actual value is different than what the
comparable data indicates
The documentation should be prepared within 60 days after the final actions of the group are taken or
before the next meeting of the group, whichever is later. The group should review and approve the
documentation within a reasonable time after it is prepared.
It is not always possible to meet all of these requirements.
In situations where all the requirements cannot be met,
the organization should comply with as many of the requirements as possible. This will at least demonstrate good
faith efforts to comply with the rules.
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. EXHIBIT 18 – page 3
In situations where a benefit is provided in return for services rendered by a disqualified person, the IRS requires
that there be written contemporaneous evidence of the intent to treat the benefit as provided in exchange for
services. This evidence can be in the form of tax return reporting (e.g. Forms 990, 1099, W-2, 1040) or other
written documents including an employment contract. IRS may treat benefits that are not properly documented as
“automatic excess benefits” regardless of whether the benefits were reasonable.
As such, care should be taken in
reporting all transactions involving a disqualified person.
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. EXHIBIT 19 – CREDIT CARD SALES
Payment settlement entities (such as Visa, MasterCard and PayPal) are required to report payments made to
merchants for goods and services in settlement of payment card and third-party network payment transactions. The
calendar year 2015 information returns (1099-K) must be filed with the IRS by February 29, 2016 and furnished to
merchants by February 1, 2016.
A de minimis exception to reporting applies if the aggregate value of the third-party network payment transactions
by the merchant does not exceed $20,000 and if the aggregate number of transactions does not exceed 200 in the
calendar year.
Notice 2011-88 applies backup withholding to payments made after December 31, 2012. Beginning in 2013,
persons who have not furnished their taxpayer identification number to the payer are required to have their
payments subject to backup withholding if the payee has received payment from a third-party settlement
organization in more than 200 transactions within a calendar year.
For more information on Form 1099-K go to www.irs.gov/form1099k.
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. EXHIBIT 20 – PROCEEDS FROM BROKER AND BARTER EXCHANGE TRANSACTIONS
Code Section 6045(g) provides that starting with calendar year 2011, that every broker is required to file a return
(From 1099-B) showing the gross proceeds from the sale of a “covered security” and must also report the
customer’s adjusted basis in each covered security and also indicate whether any resulting gain or loss related with
the security is long-term or short-term.
The definition of “covered security” includes all stock acquired beginning in 2011, excluding stock in a regulated
investment company (RIC or mutual fund) for which the average basis is available and stock acquired through a
dividend reinvestment plan (DRP). These excluded stocks will be covered securities if acquired in 2012. For any
other specified security, the applicable date is January 1, 2013. The reporting rules related to options transactions
apply only to options granted or acquired on or after January 1, 2013 as provided in sec.
6045(h)(3).
A broker must report a customer’s adjusted basis: (1) for any security (other than RIC stock or DRP stock) using
the first-in, first-out (FIFO) basis determination method unless the customer notifies the broker of the specific
stock to be sold or transferred by making an adequate identification of the stock sold or transferred at the time of
sale or transfer; or, (2) for RIC stock or DRP stock in accordance with the broker’s default method under Sec.
1012 unless the customer notifies the broker that the customer elects another permitted method.
Unless the Secretary provides otherwise, a customer’s adjusted basis in a covered security generally is determined
for reporting purposes without taking into account the effect on basis of the wash sale rules of Sec. 1091 unless the
purchase and sale transactions resulting in a wash sale occur in the same account and are in identical securities
(rather than substantially identical securities as required by Sec. 1091.)
In the case of a short sale, gross proceeds and basis reporting under Sec.
6045 generally is required for the year in
which the short sale is closed.
Sec. 6045A provides that a broker and any other person specified in Treasury regulations that transfers a covered
security to a broker must furnish to the broker, taking custody of the security, a written statement that allows the
receiving broker to satisfy the basis reporting requirements of Sec. 6045(g).
Unless the Secretary provides
otherwise, the statement required by this rule must be furnished to the receiving broker not later than fifteen days
after the transfer of the covered security.
An amendment to Sec 6045(b) extends the due date from February 1 to February 16 for furnishing certain
information statements to customers, effective for statements required to be furnished after December 31, 2008.
Section 6045(g) provides that the statements to which the new February 16 due date applies are statements
required under Sec. 6045 and statement with respect to other reportable items that are furnished with these
statements in a consolidated reporting statement.
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. EXHIBIT 21 – HEALTH CARE VALUE REPORTING
The Affordable Care Act of 2010 added a requirement to report the value of employer-sponsored group health
plans on employees’ Forms W-2. The reporting requirement applied for the first time to Forms W-2 that
employers filed in 2013 unless the employer met the small employer exception.
Until further guidance is issued, the small employer exception provides that if an employer filed fewer than 250
2014 Forms W-2, the employer is not subject to the reporting requirement for 2015 Forms W-2.
The interim guidance in IRS Notice 2012-9 contains valuable information for application of rules related to
reporting the cost of employer-sponsored group health coverage. For example, the interim guidance provides the
reporting is not required for an individual that would otherwise not receive a From W-2, such as a person only
receiving health care benefits. Another example of items contained in the interim guidance, is that the cost of
employer-sponsored group health coverage reported includes both employer and employee portions.
The interim
guidance also makes specific comments that nothing contained in the guidance causes, or will cause, excludable
employer-provided health coverage to become taxable.
The IRS has established a website for Frequent Asked Questions related to Employer-Provided Health Coverage
which can be accessed at http://www.irs.gov/uac/Employer-Provided-Health-Coverage-Informational-ReportingRequirements:-Questions-and-Answers.
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. EXHIBIT 22 – HEALTH CARE COVERAGE REPORTING
The reporting requirement goes into effect beginning with the 2015 tax year. The following forms are used to
report the health insurance coverage.
Form 1094-C is the transmittal form that Applicable Large Employers (ALE) will use to report offers of health
care coverage for their employees. An ALE is an employer with 50 or more full-time equivalent employees.
Separate 1094-C forms may be filed for separate divisions of a business. However, the business must file one
1094-C form that aggregates the businesses 1094-C forms.
This aggregated 1094-C form must be denoted as the
authoritative transmittal form by checking the box in Part II. Also in Part II of this form, the business will need to
certify the eligibility of the coverage it is offering or whether transition relief applies.
Form 1095-C is the informational form that an ALE will need to file for each full-time employee. This form will
be used for determining an employee's eligibility for the premium tax credit.
If an employer offers a self-funded
plan, it will need to fill out Part III of Form 1095-C for each employee enrolled in the health plan regardless if that
individual is full-time or part-time. Part III of the form requires all covered individuals be listed. Employers may
truncate the social security numbers on the copy of this from provided to the employee.
Note that on the 1095-C
Form furnished to the IRS, social security numbers may not be truncated. If social security numbers aren't
available for covered individuals, an employer may report them by their date of birth. In accordance with Notice
2016-4, a copy of this form will need to be given to each employee by March 31, 2016.
Another copy of each of
the 1095-C forms for employees will need to be submitted to the IRS along with the transmittal Form 1094-C by
May 31, 2016, if paper filed, or June 30, 2016, if e-filed. An ALE is required to e-file if they meet the 250
information return threshold.
Form 1094-B is the transmittal form for Form 1095-B. These two forms are required for individuals/businesses
that offer minimum essential coverage to individuals.
However, employers that offer a self-insured plan must
report their information on Form 1094-C and 1095-C instead of 1094-B or 1095-B unless they are not subject to
the employer shared responsibility penalty. The filing deadlines and requirements are the same for Forms 1094-B
and 1095-B as they are for Forms 1094-C and 1095-C.
Form 1095-A will be filed by the Health Insurance Marketplace, known as the Exchange. This form will be sent to
both the individual enrolled in the Marketplace and to the IRS.
Unlike Form 1095-B and Form 1095-C, the Form
1095-A due date was not extended by the IRS in Notice 2016-4; therefore the due date for sending this form to
individuals and to the IRS is February 1, 2016. It will allow the individuals to have the ability to claim the
premium tax credit as well as "true-up" any advance payments of the credit they had received. This "true-up" will
be done on the individual's federal income tax return.
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.
.