1099 Generation & Distribution

RefTown offers the option of generating 1099's. This includes electronic distribution your officials as well as electronic filing with the IRS and most states.

1099 GENERATION

Once your data is complete and we are notified, we will typically generate your 1099s within 1 to 2 days. 

Once we have generated your 1099s, they will be posted to your account as follows:

1. An individual PDF for each official.
2. An All-in-one PDF file with all officials, 1 official per page, that can be used for printing and, if needed, distribution to officials that can not download and open the form from RefTown.

All PDF files are individually encrypted and password protected.  The password for an individual official's 1099 is the officials SSN (or TIN)...digits only, no dashes. The password for the All-in-one PDFs will be a randomly generated set of characters that will be provided directly to those that need access to those files.

1099 DISTRIBUTION

Once we have generated the 1099s for your officials, we will post the encrypted PDF file on Reftown for access by each official. We will also email a copy of the 1099 to the email address on file.

Each official can access their 1099 on Reftown at any time:

1. Log into RefTown
2. Go to Pay -> My Invoices & 1099s.
3. Click either "View" or "Download" for their current 1099
4. Enter their SSN (or TIN) to open the file

1. Confirm Receipt
   • The IRS requires that the officials individually confirm that they were able to download their 1099 AND that they were able to open the 1099.
   • Officials can also opt-in to electronic delivery ahead of time by pre-consenting.
   • Reftown provides a mechanism where the official can confirm they were able to do these things.
     • They can also confirm receipt by email, or phone and an administrator can mark the official as confirmed.
   • If the official does NOT confirm receipt by some method, they will be considered to have not received a 1099 according to the IRS and you may need to print and mail a copy to that official.

1099 FOLLOWUP

Periodically, it is recommended to send out reminders through Reftown to those who have not yet confirmed receipt. The system provides an email function on the 1099 management page to do exactly that. It will only send the notice to those who have not yet confirmed receipt.

For those who have not confirmed near the end of January, it is required by the IRS that you print and mail paper copies by January 31st. The All-in-one file with 1 official per page is designed for this purpose. When printing, you can either print the entire file or select specific pages to be printed.

Near the middle to end of January, we will electronically file all 1099s with the IRS and most state agencies, including: 

• Alabama, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, District of Columbia, Georgia, Hawaii, Idaho, Indiana, Iowa, Kansas, Louisiana, Maine, Maryland, Massachusetts, Minnesota, Mississippi, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Carolina, North Dakota, Ohio, South Carolina, Utah, Virginia and Wisconsin. 
• We also support filling in Oregon through a separate process.

We will provide a confirmation to you once we have filed your 1099s with the IRS.