What is the TIN matching service?
With the TIN matching service, we verify that the Taxpayer Identification Numbers (TIN) used in your forms are correct before they are sent to the IRS.
A TIN mismatch occurs when the IRS can’t match the TIN and name to the IRS databases. A TIN can be either a Social Security Number (SSN) or an Employer Identification Number (EIN). If the IRS/SSA finds a mismatch in your form(s) each mismatch can result in penalties as high as $540 per record according to the Small Business Jobs and Credit Act of 2010.
Using our TIN matching service can help you avoid or minimize your exposure to these penalties.
Penalties for missing and incorrect TIN/Name
- If you update and file your form(s) before the IRS filing deadline there is no penalty.
- If you update and file your forms within 30 days of the IRS deadline, you’ll get a $100 penalty per form ($50 for the recipient statement and $50 for filing late).
- If you update and file your forms by August 1, you’ll get a $200 penalty per form ($100 for the recipient statement and $100 for filing late).
- If you fix and update your forms after August 1, you’ll get a $540 penalty per form ($270 for the recipient statement and $270 for filing late).
- If you ignore the TIN/Name mismatch, you’ll get a $1060 penalty ($530 for the recipient statement and $530 for filing late).
When will I be notified of the results?
Your TIN matching results will typically be returned within 24-48 hours from the time you place your order, and your credit card is successfully charged.
How will I be notified of the results?
After we perform the TIN matching on the forms in your order, we'll send you an email with the subject line TIN Match Completed. Once you receive the email, log into your account and review your order to see if there are any forms that failed the TIN matching. If you don’t receive this email after a week, check your spam folder. If you don’t find an email there, you can log in and check your order to see your TIN matching status.
What do I do if a form fails the TIN matching?
If your forms have already been transferred for print, mail, or electronic filing with the IRS/SSA, for each mismatch check your source documentation to see if the TIN matching failure was caused by a typo. If the W-9 form or other source documentation agrees with your tax forms, then consider requesting the TIN and name again by sending out a W-9 form. When you get the new W-9 form, update your records for the next year.
Be sure to keep a folder with dated copies of W-9 forms sent out as well as any other updates or notes as the IRS will require these notes as proof that the error was a reasonable mistake and not intentional negligence. For more information, refer to the IRS publication Reasonable Cause Regulation & Requirements for Missing and Incorrect Name/TINs (page 7).
If you receive a corrected TIN from the payee, include it on any future return filed for that payee. An employer should also file a zero correction even if the employer is only filing to correct an employee's TIN.
What do I do if a form passes the TIN matching?
In this case, you don’t need to do anything. The TIN and name you provided are correct.
What's the cost of the TIN matching service?
The TIN matching service costs $1 per form. For example, if you have 10 forms in an order, there will be an additional $10 fee added to the order total. This additional charge will show as a line item in your order.