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Form 8809: Extension to File 1099 Forms

Form 8809: Extension form

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“The best preparation for tomorrow is doing your best today.”
– H. Jackson Brown Jr.

 

Form 8809 is like asking for extra time to finish homework, giving businesses more time to file information returns.
It’s that time of year when the aroma of hot cocoa fills the air, snowflakes gently fall, and joy is all around—but amidst the celebrations, it’s also the time to gear up for the fast-approaching tax season!
So, if you find yourself in need of some extra time to prepare, there’s a form to your rescue! Form 8809, aka “Application for Extension of Time to File Information Returns,” is one such form that can give you an extension of 30 days to submit your information returns.
Let’s dig deeper and find out all the nitty-gritty for Form 8809.

 

Purpose of Form 8809

Form 8809 grants businesses and individuals a 30-day extension for filing specific federal forms. If you need an extension of time for the following forms, form 8809:

  • W-2 (Wage Tax)
  • W-2G (Certain Gambling Winnings),
  • 1042-S (Foreign Person’s U.S. Source Income)
  • 1094-C & 1095 (Affordable Care Act Reporting)
  • 1097, 1098 & 1099 Series
  • 3921, 3922 (Incentive Stock Option)
  • 5498 (IRA Contribution Information)
  • 8027 (Employer’s Annual Information Return)

Note: This extension is only for filing the forms and does not extend the time for furnishing recipient copies.

 

Who Can Use Form 8809?

Form 8809 is for businesses, tax professionals, or other entities that need to request an automatic 30-day extension to file certain IRS information returns. It’s useful for organizations managing large volumes of forms or facing unexpected delays in gathering and preparing information.

  • Businesses of All Sizes: Employers, contractors, or corporations (for forms like 1099s, W-2Gs, or 8027).

 

  • Tax Professionals: CPAs, accounting firms, or tax preparers managing filings for multiple clients.

 

  • Financial Institutions: Banks, credit unions, and brokers handling filings for accounts like IRAs (Form 5498) or HSA/MSAs.

 

  • Large Enterprises: Companies with high volumes of returns, such as 1099-MISC, 1099-NEC, or 1095-C.

 

  • Educational Institutions: Schools and universities filing forms like 1098-T (tuition reporting).

 

  • Nonprofits and Charities: Organizations filing forms like 1099 or W-2G related to payouts or awards.

 

Scenarios where 30-day Extension

Now we know that filing Form 8809 offers an initial 30-day extension.
Let’s discuss examples of some common scenarios where a 30-day extension for filing 1099 forms may be required:

  • You need additional time to compile accurate data for IRS returns.
  • Experience delays in receiving information from third parties.
  • Manage a significant volume of filings, requiring more time for preparation and submission. Please note that no explanation or justification is needed for the first 30-day extension.

 

Need a second 30-day extension?

If you need more time beyond the initial 30-day extension for filing 1099 forms, you can request a second 30-day extension.

Here’s how:

  1. Submit Form 8809 Again
  2. Provide a Valid Reason
  3. Paper file the form

If the business faces severe circumstances, a second extension may be granted:

  • Operations impacted by a natural disaster
    A business located in the affected region might not be able to access its records due to flooding and power outages.

 

  • Serious illness of the person responsible for filing
    If the individual responsible for filing a company’s 1099 forms is hospitalized or has a severe illness, the company can request a 30-day extension.

 

  • First year of business operation
    A newly established business may feel overwhelmed with setting up operations and managing initial transactions.

 

Note: Businesses under the above situations may request a second extension. However, the second extension is not available for W-2 and certain 1099 forms.

 

Form 8890 Deadline

So, when to file Form 8809? Ideally, you should file Form 8809 as early as possible but not before January 1. 

An application for extension of time to file information returns covered by Form 8809 must be filed by the due date of the return for which the extension is being requested. If you are requesting an extension of time to file several types of forms, you may use one Form 8809, but you must file Form 8809 by the earliest due date for all forms you need extra time to file. You may complete more than one Form 8809 to avoid this problem.

An extension cannot be granted if a request is filed after the filing due date of the information returns.

 

 

E-File 8809 Forms

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