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Understanding and Reviewing Form 1099-NECs

Beginning with tax year 2020, the 1099-MISC has been redesigned due to the reintroduction of Form 1099-NEC. Employers must use Form 1099-NEC to report nonemployee compensation, such as payments to independent contractors. Form 1099-MISC is no longer used to report contractor payments.

Square’s online payroll service generates, files and mails Form 1099-NEC for each of your contractors at year-end. We will mail Form 1099-NEC(s) to the mailing address provided for each of your contractors. In addition, these forms will be available by going to Payroll > Tax Forms in Square Dashboard. Although we file Form 1099-NEC on your behalf, you and your contractors are responsible for confirming and ensuring the information in the Form 1099-NEC is accurate.

Here are a few things to keep in mind:

  • Ensure all contractor payments for 2020 are recorded in Square Payroll by January 8, 2021 8:00 p.m. PST. Note: Applicable only to employers who have submitted at least one payroll with a pay date in 2020.

  • Square Payroll automatically generates and electronically files Form 1099-NECs to the IRS.

  • Contractors with online accounts can also access a copy of their Form 1099-NEC under their Tax Forms tab or Square Team app. You can also download and distribute the forms yourself.

  • Square Payroll automatically generates and electronically files Form 1099-NEC to the IRS. Form 1099-NEC is no longer part of the Combined Federal/State Filing (CF/SF) Programand you will need to contact yourstate revenue department directly about filing the Form 1099-NEC on the state level. Alaska, Florida, Illinois, Iowa, Nevada, New Hampshire, New York, South Dakota, Tennessee, Texas, Washington, and Wyoming do not have state filing requirements for Form 1099-NEC. Maine, Ohio, South Carolina, Utah, Virginia, and West Virginia only have Form 1099-NEC filing requirements if backup state withholding is reported.

  • If you would like to opt out of Square Payroll filing Form 1099-NEC on your behalf, you can uncheck the box to “Automatically file Form 1099-NEC for this contractor” on their Payroll Team profile.

  • Square Payroll does not file Form 1096. Since Square e-files forms 1099-NEC, Form 1096 is not required.

1. Download Your Square Payroll Form 1099-NECs

To access your Form 1099-NECs:

  1. Visit Payroll > Tax Forms in Square Dashboard.

  2. Click the blue link ending in Square_2020_1099.zip to download a .zip file of your Form 1099-NECs.

  3. Extract the Form 1099-NECs from the downloaded .zip file (read below for instructions on doing so on a Mac or Windows computer).

Extract your Form 1099-NEC from a .zip file on a Mac

On most Mac computers, you will find the .zip file containing your Form 1099-NECs in your Downloads folder. To access the file, you can either open the Downloads folder directly or search in your finder for Square_2020_1099.zip. Once you locate the .zip file, double click on it. Your computer will automatically extract the data from the .zip file, creating a folder which contains PDF copies of your Form 1099-NECs.

Extract your Form 1099-NEC from a .zip file on Windows

The steps for extracting your .zip file depend on which version of Windows you are running. To locate the file, search for Square_2020_1099.zip or look for the file in the Downloads folder of My Computer. Follow the links for .zip extraction instructions on Windows 7, Windows 8 or 10, and Windows XP.

2. Verify your Square Payroll Form 1099-NEC data

You and your contractors are responsible for ensuring the information on Form 1099-NECs is correct. We’ll start generating draft Form 1099-NECs on December 28, 2020. As soon as these forms are ready, you’ll be able to view them by going to Payroll > Tax Forms in Square Dashboard. Please review them for accuracy. You will have until January 8, 2021 8:00 p.m. PST to review and update your contractors’ information:

  • Full name

  • Social Security Number (SSN)

  • Home address

Avoid these common errors: Incorrect or misspelled names, incorrect SSN, using nicknames or shortened names, titles before or after the name, and name changes not reported to the Social Security Administration (SSA). Learn more about these critical fields on the SSA website.

You can update your contractor’s information by going to Payroll > Payroll Team. You will then be able to download and view an updated draft Form 1099-NEC in Tax Forms the following day.

3. Distribute Square Payroll Form 1099-NECs

Square Payroll will mail Form 1099-NECs to each of your contractors. Instructions are included with the form.

Note: We will not resend Form(s) 1099-NEC if a contractor does not receive it (due to invalid address or other reasons).

  • If your contractor has an invalid mailing address and your business has a valid mailing address, their Form 1099-NEC will be returned to your business. You are then responsible for providing them with their copy of their Form 1099-NEC. You can provide your contractor with a printed copy. This can be downloaded from the Payroll > Tax Forms in Square Dashboard.

  • If your contractor has an invalid mailing address and your business has an invalid mailing address, you are responsible for downloading your Square Payroll Form 1099-NEC and providing them to your contractors.

  • In the instance that your contractor’s Form 1099-NEC is returned to your business, ensure that your taxpayer address in Square Payroll is accurate. You can see what address is on file or update the taxpayer address for your business in theBusiness Info section of your online Payroll Dashboard.

  • You can access a copy of your Form 1099- NEC under the Payroll > Tax Forms in Square Dashboard. Form 1099-NECs are not available in the Square Payroll app.

  • Contractors with online accounts can also access a copy of their Form 1099-NEC under their Tax Forms tab or through the Square Team app.

Learn more about: Payroll

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