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Submitting Your Upload

Your Responsibility

You are responsible for submitting your data via an Upload File within our Upload Windows. You do not need to call us to submit your Upload File! Review our Service Bureau Uploads - Overview and Service Bureau Uploads - Detailed, below, for guidance in submitting your upload.

Service Bureau Uploads - Overview
  1. Purchase TY 2022 software.
  2. Submit your Service Bureau Scheduling Request to view our Upload Windows and other, important information.
    • If submitting 2,000 or more forms for Print services, an executed contract and paid deposit are required to perform services. After submitting your Scheduling Request, Service Bureau personnel will initiate outreach to discuss the contract. Please allow 3-5 business days for our initial email.
  3. Calendar our Upload Windows.
  4. Import your data into our software.
  5. Run the required January software update.
  6. Within your software, create your Service Bureau Upload File.
  7. Carefully review Control Totals.
  8. Electronically submit your Service Bureau Upload File.
  9. Receive Service Bureau emails as your data is received/processed/accepted. 
  10. Pay invoice promptly upon receipt.
Service Bureau Uploads - Detailed

Welcome to the Service Bureau!

By late December you should have submitted a Scheduling Request and calendared our Upload Windows. If submitting a total of 2,000 or more forms for Print services, you should also have an executed Service Bureau contract and paid your deposit. It is your job to install our software, import your data, then review it for accuracy. During our Upload Window, you will create an upload file — within our software — then electronically transmit it to us. We receive your file, review it for accuracy, and push it for processing. Final invoices are generated after we process your upload.

How do I import? Our software includes a user-friendly Import Wizard interface; please see:

Where are the sample import files? Download new import files each tax year.

How do I create & submit my Service Bureau upload?

What am I checking on my Control Totals? Review EVERY page of your Control Totals to verify the Filers and Form Types included, the total dollar amounts reported, and the Services selected. 

Can I submit outside of the Upload Window?

  • Please submit your upload within our Upload Window. If you are running late, submit as soon as you can. Rush processing is not available. The Service Bureau will process uploads scheduled and/or received outside of the Upload Window as quickly as possible, however without the guaranteed turnaround.
  • View our Filing Timeline and Reporting Deadlines.

Do I have to run the software update?

  • YES! The update enables Service Bureau upload functionality! The update is scheduled for released in early January and will be posted on our WIKI.
    • Single-user installations will receive a pop-up notification in their software when the update is available.  
    • Multi-user installations must run the update via their Admin/Server (not the individual Workstations).
      • Please make advance arrangements with your internal IT to run the January update (and any other updates) as soon as it is released.

What happens after I submit my upload?

The Service Bureau receives your upload, then your designated Service Bureau contact is emailed through each stage of processing. If there is an issue with your upload, we will contact you directly via email - please monitor your email including spam folder!

  1. Upload Received—This email indicates that the Service Bureau has received your upload file and queued it for review. An upload identifier number is referenced on this and the following emails.
  2. Upload Approved—This email indicates that the Service Bureau has reviewed your upload file's Control Total reports. Your file has been approved for Print+Mail and/or eFiling, per your upload type.
    • In January you may instantly receive approval or your approval may be delayed by 1-2 business days. Check your spam folder for emails from SB@1099pro.com.
  3. Tax Forms Have Been Printed—For Print uploads only, this email serves as confirmation that your forms have been printed. Forms will be delivered to USPS for mailing the second business day after the date of this email.
    • For example, if you receive this email on Monday, your forms will be delivered to USPS by Wednesday. 
  4. IRS/SSA Upload Accepted—For eFiling uploads only, this email confirms that your upload has been accepted by the IRS/SSA. The IRS/SSA reference number is provided for your records.
  5. Service Bureau Invoice—This email includes the Service Bureau invoice for this upload (the upload identifier number is referenced in the WO# field). Payment terms are Net Due on Receipt.
    • For help reconciling invoices to uploads, search "Reconcile" in your 1099 Pro software help file.

If you need help, review our Technical FAQsVideo Tutorials, and Support options.

What to Upload in January

Many customers prefer to submit all forms for Print, Mail and eFile services in January. This ensures eFiling is not overlooked or forgotten later in the season. Submitting all forms for all services in a single upload is the most cost-effective way to use our services!

As a reminder, forms 1099-NEC and W-2 forms must be eFiled by January 31st. For other form types with a March 31st filing deadline, you absolutely can submit them in January for eFiling - however please thoroughly review your data prior to filing it early. Correcting filed forms is more complicated (and expensive) than correcting non-filed ones. See Reporting Deadlines.

Scheduling Requests

Submit Your Scheduling Request

Submit a Service Bureau Scheduling Request now! Scheduling Requests eliminate the need to call in and request upload appointments. After submitting a request, we will provide our Upload Windows and other, important information. Most customers will not receive a fixed Upload Date, see Upload Windows Explained below. 

Upload Windows Explained

The Service Bureau introduces Upload Windows to allow customers greater control and flexibility in submitting their data. Previously, customers had fixed upload dates. After submitting an online Scheduling Request, customers are provided our Upload Windows. An "Upload Window" is the timespan that a customer may submit their scheduled upload(s) for guaranteed processing by the respective IRS/SSA deadline. Customers only need to submit one Scheduling Request per Tax Year, per Software Authorization Code. 

Customers who submit uploads – or submit Scheduling Requests – outside of our Upload Windows will have their files processed as quickly as possible. The Service Bureau does not guarantee turnaround for uploads received outside of our Upload Windows. Rush processing is not available - please plan accordingly.

View our Filing Timeline and Reporting Deadlines.

Early Uploads
Customers may submit TY 2022 uploads prior to the start of our Upload Windows (assuming they have installed the required January software update). However, the Service Bureau will not start printing tax forms until January 16th. If you submit early, your upload will be queued for processing until printing starts.
Additional Uploads

After submitting your initial Scheduling Request of the tax year, customers can submit additional uploads without further scheduling. This includes inside and outside of our Upload Windows (for Original, Late Original, and Correction uploads). Print uploads of 2,000 or more forms may be held for processing until contract and deposit requirements are met.

Rush Processing

Rush processing is not available. Customers requiring guaranteed January 31st mail &/or eFile services must submit within our Upload Windows. The Service Bureau will process uploads scheduled and/or received outside of our Upload Windows as quickly as possible.

Extension Requests

You may be able to request an IRS filing extension. The IRS/SSA do not offer filing extensions for 1099-NEC or W-2. Extensions to mail most Recipient copies are not available. Customers are responsible for filing their own extension requests - the Service Bureau cannot do this on your behalf. 

If you are unable to submit within the Upload Window - you should upload as soon as possible. There is no need to notify the Service Bureau to inform us that your upload may be late. The Service Bureau will process uploads scheduled and/or received outside of the Upload Window as quickly as possible.

Service Bureau Rates & Fees

Service Bureau Quotes

We generally do not issue Service Bureau quotes. This is because there are many variables that can affect final invoices, including services selected, number of forms, number of Filers, and the number of uploads. Obtain a self quote at https://www.1099pro.com/servPricing.asp.

Cost-Effective Uploads

When possible, submit "All of my Filers" and "All Form Types" in a single upload. There are minimum fees for all uploads, so submitting less uploads saves you money. Additionally, large volume uploads may automatically qualify for discounted rates!

In the Service Bureau Upload Wizard, make below selections to select all eligible forms in a single upload. You are responsible for thoroughly reviewing your Control Totals prior to submitting uploads to the Service Bureau.

Minimum Fees

Standard services minimum upload fees:

  • Full Service (Print/Mail/eFile) = $85 min
  • Print & Mail Only = $85 min
  • eFile Only - Original Forms (first upload of the season) = $85 min
  • eFile Only - Original Forms (subsequent uploads) = $45 min
  • eFile Only - Corrected Forms = $45 flat
  • ACA eFile Only = $250 min
  • NEC State Reporting = Service Bureau - 1099-NEC State Reporting Pricing

Full Service and eFile Only uploads may also incur Filer fees. Rates are subject to change.

Minimum Fee Breakdowns
Minimum fees are associated with the number of forms in your upload, not the number of Filers. For example:
  • Full Service Customers
    • The base rate to Print/Mail/eFile a form is $1.50 each. If this type of upload contains 56 or less forms, you would be billed the $85 minimum fee (i.e., 56 x 1.50 = 84.00).   
  • Print & Mail Only Customers
    • The base rate to Print & Mail Only a form is $1.24 each. If this type of upload contains 68 or less forms, you would be billed the $85 minimum fee (i.e., 68 x 1.24 = 84.32).   
  • eFile Only Customers - Original Forms (first upload of the season per software authorization code)
    • The base rate to eFile Only a form is $0.25 each. If this type of upload contains 339 or less forms, you would be billed the $85 minimum fee (i.e., 339 x .25 = 84.75).
  • eFile Only Customers - Original Forms (subsequent uploads per software authorization code)
    • The base rate to eFile Only a form - after submitting your initial eFile Only upload of the tax year - is $0.25 each. If this type of upload contains 179 or less forms, you would be billed the $45 minimum fee (i.e., 179 x .25 = 44.75).
  • eFile Only Customers - Corrected Forms
    • Flat fee per upload, regardless of number of Filers, is $45.
  • ACA eFile Only Customers 
    • The base rate to eFile Only ACA 1095 forms is $0.25 each. If this type of upload contains 999 or less forms, you would be billed the $250 minimum fee (i.e., 999 x .25 = 249.75).
      • ACA eFile Only uploads requires significant manual processing on AIR, hence the higher minimum upload fee.

In addition to the minimum fee, you may also incur Filer fees. Rates are subject to change.

Filer Fees

A Filer is the company, entity, or individual issuing a tax form to a recipient.

  • Full Service (Print/Mail/eFile) uploads are allowed 1 complimentary Filer. Each additional Filer is billed at $5 each. There is a $500 Filer Surcharge cap per upload.
  • eFile Only - Original Forms - uploads are allowed 1 complimentary Filer. Each additional Filer is billed at $5 each. There is a $500 Filer Surcharge cap per upload.
  • NEC State Reporting uploads are allowed 1 complimentary Filer. Each additional Filer is billed at $5 each. There is no Filer Surcharge cap for this service type.
  • Print & Mail Only uploads have no Filer fees.
  • eFile Only - Corrected Forms - have no Filer fees.

Contracts & Deposits

Contract Requirement
  • Print Services: If submitting a combined total of 2,000 or more forms for Print services, an executed contract and paid deposit are required to perform services. Email SB@1099pro.com to initiate this process.
  • eFile Only Services: No contract requirement. 
Accounting

The Service Bureau will not perform services until deposit payments are posted - please plan accordingly.

Download current W-9s at W-9 and NDA.

Mailing Deposit Checks

If mailing a Service Bureau deposit check via standard USPS, please allow UP TO 10 BUSINESS DAYS for us to receive and post it. The Service Bureau will not perform services until deposit payments are posted - please plan accordingly.

  • Mailing Address: Department 1900, PO Box 4106, Woburn, MA 01888-4106

Overnight checks via USPS Priority Mail only. Do not overnight checks via FedEx or UPS. Do not send checks to any address except the Woburn address listed above.

Issues - Read Me

Voiding Your Upload

Any upload with a "Done (HTTPS)", "Done (FTP)" or "Done (Manual)" status has been transmitted to the Service Bureau for processing. Resetting a "Done" upload does NOT cancel the processing of the upload file that you submitted to the Service Bureau (it only resets the form status in your software). If you reset a "Done" upload and then submit a new upload, your data will be processed again! This creates additional costs, confusion to the recipient, and work for YOU.

On occasion, Service Bureau personnel may instruct you to Reset/Void a "Done" upload; otherwise use this button only for "Pending" uploads.

Stopping Your Upload

Uploads are processed almost immediately, particularly in January. Customers are responsible for THOROUGHLY reviewing their Control Totals prior to submitting an upload.

  • Print Jobs: The Service Bureau cannot stop print jobs, nor can we pull forms before they are delivered to USPS.
  • eFile Jobs: The Service Bureau cannot stop an IRS/SSA/State eFile jobs.

If you need to stop your upload, email SB@1099pro.com a request. We do not guarantee we can stop an upload and we reserve the right to decline the request. If we can, there is a $100 per upload Stop fee. If we cannot, we will provide guidance on next steps.

Why We Keep Emailing You

Please investigate your uploads if we keep emailing you!  You may have unfiled forms, pending uploads, or other situations requiring your attention. Review Service Bureau Upload Statuses to quickly determine necessary steps — and in many instances — resolve the issue yourself without contacting Support.

Rejected eFiles

If your eFile is rejected, the Service Bureau will contact you directly with guidance, see Rejections. We begin rejection outreach after January 31st & March 15th, respectively. 

Alternate Filing Options

Self-filing with the IRS and States

All of our software products (with the exception of 1099 Pro Professional*) allow users to create electronic files, suitable for direct filing.  Self-filing requires you to post your eFiles directly on the FIRE System, then monitor their status (Good - Accepted or Bad - Rejected). 

To self-file you will need:

  1. 1099 Pro Enterprise, 1042-S Pro, or Corporate Suite software.
  2. An IRS issued TCC Number.
    • Enter your TCC number in our software → menu bar → File → Transmitter Information. You can use one TCC to file on behalf of multiple filers.
  3. An IRS FIRE System account and logon credentials, visit https://fire.irs.gov/.

The above items are NOT required to eFile via the Service Bureau! The Service Bureau is available to all of our software customers for a fee, regardless of product purchased. Learn about our Print/Mail/eFile and Bulk TIN Match Services.

* 1099 Pro Professional users must eFile directly via the Service Bureau for a fee.

Prior Year Self-Filing

If self-filing a prior year electronic file, you must submit it via the current tax year specifications. This requires you to create the electronic file in the tax year appropriate version of our software, then manually edit the eFile in Notepad per current Pub. 1220 or 1187 specs. The Service Bureau does not provide guidance in editing prior year eFiles. 

Prior year manual edits are NOT required to eFile via the Service Bureau! The Service Bureau automatically updates prior year eFiles to current tax year specs and submits them to the IRS for a fee. Learn about our Print/Mail/eFile and Bulk TIN Match Services.

Paper Filing

Effective TY 2022, 1099 Pro software products no longer support IRS/SSA red Copy A and 1096/W-3/1042-T transmittal paper filings. All IRS/SSA filings must be filed electronically (either via the Service Bureau, for a fee, or self-filed with the IRS/SSA). Filing electronically ELIMINATES the need to submit 1096/W-3/1042-T transmittals to the IRS/SSA, as the transmittal data is contained within your electronic filing.

Related Topic: Service Bureau Info

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