Paperless Tax Form Delivery Solutions

Recipients want their tax forms ASAP! Paperless tax form delivery offers recipients immediate access to their forms. The 1099 Pro Service Bureau offers Electronic Delivery and Online Access to fill this need for large and small volume filers. 

January 31 is the IRS/SSA deadline to furnish* recipient copies for many tax forms including ACA 1095, 1098, 1099‐NEC, 1099‐MISC, W‐2 and many others. With hundreds of millions of forms entering the postal stream in late January — coupled with USPS delivery delays and winter weather conditions — it can take nearly two weeks for some recipients to receive their tax forms. 

* Per the IRS General Instructions for Certain Information Returns, “If the statement is properly addressed and mailed, or, with respect to electronic recipient statements, posted to a website, on or before the due date, it will be deemed timely furnished.” 

Solutions for a Changing World 

Savvy filers should think now about alternate solutions for providing tax forms to their recipients. The 1099 Pro Service Bureau offers traditional print & mail (paper) and online (electronic) tax form delivery services. Many filers provide BOTH paper and online tax forms to their recipients. The Service Bureau offers competitively priced Electronic Delivery and Online Access services. 

What is Paper and Online Access Delivery? 

Filers opt for online tax forms to provide recipients with immediate access to their forms (forms are typically  available within 24 hours of upload to the Service Bureau). Filers also send paper forms for recipients who prefer a traditional paper copy, or those who are unable to access forms online. Filers report that the combination of online and paper tax forms consistently results in positive recipient feedback. Online access also minimizes the customer service burden to reissue recipient forms. 

Online Forms Safeguard PII 

Because online tax forms never enter the postal stream, this eliminates the risk of them being stolen in the mail, delivered to the wrong address, or otherwise mishandled. Online forms are a proactive step by filers to safeguard their recipients’ personally identifiable information (PII). 

Paperless Delivery Services 

The Service Bureau offers Electronic Delivery (E‐Delivery) and Online Access. To take full advantage of these services, advance planning is required in order to comply with IRS regulations, obtain recipient consent, and/or collect recipient email addresses. 

Understanding E-Delivery 

Eligible recipients exclusively receive electronic tax form delivery via the VIEWMYFORMS site. Filers use this service to offer their recipients immediate tax form access, reduce traditional paper mailing costs, minimize paper waste, and maintain a digital tax form archive. 

Using E-Delivery 
Recipients register at VIEWMYFORMS and give advance consent to exclusively receive forms online. Recipients register prior to the Filer submitting their Service Bureau Upload File in January. The Recipient email provided with each form in the Upload File must match the Recipient email registered on VIEWMYFORMS. If the email provided with the Recipient form in the Upload File matches the one registered on VIEWMYFORMS, the Recipient can access their form. Any Recipients who do not register, or do not give consent, or without a matching email must receive a paper form in the mail per IRS regulations.

Per the IRS General Instructions for Certain Information Returns, E‐Delivery requires recipients to provide consent to exclusively receive their form(s) electronically. Once provided, consent is valid for the current tax year and all future tax years. Recipients who do not provide consent must receive a paper tax form in the mail.  1099 Pro’s Electronic Delivery service fully complies with these IRS regulations and provides registrants with a “Consent for E‐Delivery of Tax Forms” introductory email (see Guidelines, below).

Understanding Online Access Standard 

Recipients receive a paper form in the mail AND online tax form access. This filer favorite accommodates the preferences of all Recipients by providing both immediate tax form access and the familiarity of a paper form. Online Access Standard is used in tandem with Print & Mail services.. 

Using Online Access Standard with Print & Mail 
In January, the Filer submits an upload file containing Recipient email addresses. If the email in the Upload File matches the one used by the Recipient to register on VIEWMYFORMS, the Recipient can access their form(s) online. Regardless, all recipients also receive a paper form in the mail. 

Understanding Online Access API 

Recipients receive online form delivery via the Filer’s web portal. Although tax forms are hosted by VIEWMYFORMS, when Recipients logon to the Filer’s website (with their existing logon credentials) and select to view their form(s), an API implements a behind the scenes call to VIEWMYFORMS to access the data. Filers utilize this service to provide online form access via their own, branded website. This service is popular with banks, credit unions, lenders, healthcare providers, colleges, universities, and large‐scale employers. Typically used in tandem with paper form delivery, Online Access API may be used exclusively if the filer has independently obtained Recipient consent for electronic delivery.

Using Online Access API 
In January, the Filer submits a properly coded Upload File. The Service Bureau provides the Filer with an API key for their programmer to insert into their website. Reference Online Access (API) Specifications for instructions on inserting an API.

Service Bureau - An Overview

The accounting world knows that things happen F‐A‐S‐T in January. Advance planning is required to take full advantage of the Service Bureau’s paperless delivery services. Ideally, customers are onboarded in the Fall, while there is ample time to get users on track for tax season success! Contact the Service Bureau at SB@1099pro.com or  (888) 776-1099, select option 3. 

The Service Bureau Process 

1. Contact the Service Bureau to discuss rates, timelines, and scheduling requirements.
2. Purchase, download, and install software.
3. If using E‐Delivery:
   • Email recipients a request to register on https://www.viewmyforms.com to consent to electronic tax form delivery (see Guidelines, below).
   • Initiate this process as soon as possible to allow recipients ample time to register.
4. If using Online Access:
   • Email recipients a request to register on https://www.viewmyforms.com to be notified when their tax forms are available online (see Guidelines, below).
5. Collect valid recipient email addresses for your January upload
   • Email addresses are required for E-Delivery and Online Access Standard, but NOT for Online Access API.
6. Download and review the appropriate sample import files. Familiarize yourself with the fields and perform a test import into our software. Whether issuing paper or online forms, review important print specifications (search software help file for “Print Specifications”).
7. Run a Bulk TIN Match to verify Recipient Name/TIN data for accuracy—and limit IRS penalty exposure! 
8. In early January, download the software update to enable Service Bureau Upload functionality.
9. In January, manipulate your year‐end tax data into our sample import file format. Import your live data into the software, then thoroughly review imported data for accuracy.
10. On or before your scheduled upload date, submit a properly coded Upload File to the Service Bureau.
11. Expect your file to be reviewed and IMMEDIATELY submitted for processing.
12. Upon approval of your Upload File, your designated contact receives a VIEWMYFORMS Corporate Login email and ongoing email notifications as the upload is processed, printed, etc. (see Guidelines, below).

Service Bureau Rates

* Rates effective September 2022 and are subject to change. An $85 minimum fee applies to all Print/Mail, E‐Delivery, and Online Access uploads. Print/Mail rates include First‐Class postage. Filer surcharge applies to Original eFile uploads. Contact the Service Bureau to learn about 1042‐S Print/Mail rates, Bulk TIN Matching, NEC State Reporting, inserts, custom statements and other available services

Guidelines

For specific details on how to submit your data for Online Access and E-Delivery services, and an overview of the ViewMyForms portal, download SB - Paperless Delivery Guidelines (October 2022).pdf.