Review of IRS filing deadlines and extension procedures
As filers prepare their 2011 records for reporting to recipients and the IRS, a review of some of the important upcoming due dates in the filing process is provided below. These charts show the statutory due dates for many commonly filed information returns, payee statements, and withholding tax returns, including forms and dates relevant to electronic filings of information returns. In addition, the charts describe certain forms needed to obtain an extension of time to file from the IRS.
Special Points for Requests for Extensions of Time to File
To request an "automatic" 30-day extension of time to file information returns with the IRS, Form 8809, Application for Extension of Time to File Information Returns, must be submitted. This form cannot be used for requesting an extension of time for furnishing recipient copies of information returns. The Form 8809 request is automatically granted if submitted by the return due date. No signature or explanation is required by the filer on Form 8809. Filers needing a second 30-day extension must complete the form in its entirety, including a signature and a detailed explanation. The second extension request is not automatically granted. A letter will be issued by the IRS explaining approval or denial of the request. Filers can complete and submit Form 8809 through the IRS's electronic filing system, FIRE (accessible at: http://fire.irs.gov), instead of submitting on paper.
To request an extension of time to furnish recipient copies of information returns, a letter must be submitted by the return due date to the IRS. The letter must state the following information:
- Payer name, address, and tax identification number
- Type(s) of return(s)
- Specify the extension request is for recipient statements
- Reason(s) for delay(s)
- Signature(s) of payer(s) or authorized person(s).
Filing Returns for Payments Made to U.S. Persons
|
Form |
Due Date |
How to Request an Extension |
|
Form 945: Annual return of withheld federal income tax – filed with the IRS |
January 31, 2012, (February 10, 2012, if deposits were made on time and in full) |
N/A |
|
Forms 1099 series:
Recipient copy
|
January 31, 2012, except as noted below February 15, 2012
Forms 1099-B, 1099-S and certain 1099-MISC forms (if amounts are reported in Boxes 8 or 14) |
Send letter to IRS/Information Returns Branch no later than the due date for mailing to recipients. If filing an extension request electronically, see Publication 1220, Part D, Sec. 4. |
|
Forms 1099 series:
Filed with the IRS
|
February 28, 2012 for paper forms
April 2, 2012 when filing electronically |
File Form 8809 no later than February 28, 2012 for an additional 30 days. If filing an extension request electronically, see Publication 1220, Part D, Sec. 2.
Form 8809 can be accessed by clicking here : http://www.irs.gov/pub/irs-pdf/f8809.pdf (88KB) |
|
Form 1096:
Transmittal form for filing Forms 1099, with the IRS on paper
No transmittal form if filing electronically. See Pub. 1220 for specifications
|
See applicable filing dates for each form |
|
Filing Returns for Payments Made to Non-U.S. Personsand Foreign Entities
|
Form |
Due Date |
How to Request an Extension |
|
Form 1042:
Annual withholding tax return – filed with the IRS |
March 15, 2012 |
File Form 7004 no later than March 15, 2012 for an automatic six-month extension. See Form 7004 instructions. |
|
Form 1042-S:
Recipient copy |
March 15, 2012 |
Send letter to IRS Information Returns Branch no later than March 15, 2012 to request an extension – see Form 1042-S instructions for full mailing address. Generally, extensions will not exceed 30 days.
Extensions for more than 10 withholding agents must be submitted electronically. See Publication 1187, Part D.
Form 8809 may not be used. |
|
Form 1042-S:
Filed with the IRS |
March 15, 2012
See Pub. 1187 concerning specifications for filing these returns electronically.
A nonqualified intermediary (NQI) using the alternative procedure of the final regulations must provide income allocation information to the upstream payor by February 1, 2012. |
File Form 8809 no later than March 15, 2012, for an automatic 30-day extension. This form may be used for extensions applicable to Forms 1042-S filed on paper or electronically.
Form 8809 may be completed online through the IRS FIRE system for requesting the automatic extension. For requesting an extension for 10 or fewer withholding agents, the form can be completed via the FIRE system or by mailing. See Publication 1187, Part D, for further information.
Form 8809 can be accessed by clicking here: http://www.irs.gov/pub/irs-pdf/f8809.pdf (88 KB) |
|
Form 1042-T:
Transmittal form for filing Forms 1042-S with the IRS on paper only
No transmittal form if filing electronically. See Pub. 1187 for filing specifications. |
See Form 1042-S filing date above |
|
Electronic Forms
|
Form |
Due Date |
How to Request an Extension |
|
Form 4419:
Application for Filing Information Returns Electronically (FIRE)
Note: A separate Transmitter Control Code (TCC) is required for filing Forms 1099 and 1042-S. |
Form 4419 must be filed at least 30 days prior to the due date of the return. This form must be filed to obtain approval to file electronically. Once approved, there is no need to reapply for subsequent years.
Note: Electronic filing is mandatory if 250 or more information reporting forms are required to be filed. This requirement applies separately to each type of form. IRS encourages other withholding agents to file electronically. |
N/A |
|
Form 8508:
Request for Waiver from Filing Information Returns Electronically |
Should be filed at least 45 days before the return due date. See Pub. 1220 and Form 8508 for further information. |
N/A |
For further information, please do not hesitate to contact us
The information contained herein is of a general nature and is not intended to address the circumstances of any particular individual or entity. Although we endeavour to provide accurate and timely information, there can be no guarantee that such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act on such information without appropriate professional advice after a thorough examination of the particular situation.