Property Management, Tenant Selection, Real Estate News & Tips

1099 Tax Requirements for Property Managers

By on December 6, 2017 in Education with 19 Comments

Property Manager 1099sBesides actually paying your taxes, one of the biggest tax related stresses for property managers involves 1099-MISC reporting.  Property managers are required to issue a 1099-MISC tax form for any service provider or owner who receives more than $600 related to their rental business.  

This tax season, the IRS requires everyone to provide a 1099-MISC to their recipients by Jan. 31, 2018 and to the IRS by March 31, 2018.  The penalties for failing to file 1099s can be very expensive so it is important to understand your obligations when it comes to 1099 requirements for your rental business.

Why are 1099s necessary?

The IRS relies on 1099s to monitor income sources not recorded on a traditional W-2 form.  W-2 forms report salaries and wages, and miscellaneous income is reported on a 1099 form.  1099s are an additional way for the IRS to capture an independent contractor’s income that might otherwise go unreported.  While an independent contractor is required to honestly report all his earnings, the IRS relies on you to help reinforce the required income reporting information.

Who gets a 1099-MISC form?

  • Owners – A property manager must use Form 1099-MISC to report rent paid over to the property owner in excess of $600 during the tax year.
  • Independent Contractors – A property manager must use Form 1099-MISC to report funds in excess of $600 paid to any unincorporated vendor or service provider including:
    • repair men
    • plumbers
    • carpenters
    • landscapers
    • Attorney fees to handle an eviction or collect unpaid rent (even if the legal services were provided by a corporation).  

Basically, you must file a 1099-MISC form for anyone you paid more than $600 to in the course of a year that is NOT a corporation.  

What information do I need to file a 1099?

For each individual you will file a 1099 for, you will need a:

  • Tax ID NumberFor individuals this is their social security number (SSN), and for businesses it’s their employer identification number (EIN).
  • Address – For a copy of the 1099 to get sent to them, for their tax reporting requirements.
  • Funds Paid – You will need to know the cumulative amount of money issued to the individual during the tax year.    

Your owners’ and vendors’ tax ID number and address can be captured via a W-9 form.  A W-9 form is an official IRS document used to request and certify a taxpayer’s identification number and address.  It is always a good idea to require a vendor or owner to fill out a W-9 when you first engage in business with them so you do not have to scramble for this information come tax reporting time.

How do I file 1099s for my property management business?

1099s can be mailed or electronically filed with the IRS.  If a business is submitting more than 250 1099 forms, they are required to do so electronically.

Property management software makes it easy for property managers to complete 1099s and meet your tax reporting requirements.  Property management software should always have integrated accounting features that records owner and vendor payments made throughout the year and generates easy to read reports that summarize important tax reporting information.  The right software will provide you with a way to file your reports online from your account (e-file) or print out a tax assistant report to give your CPA or use for manually filing 1099s.  

You can see just how easy Rentec Direct makes electronic 1099 filing for you with this how to video .  

When do property managers NOT need to file a 1099?

There are a few exceptions to the 1099 requirements

  • Exceptions regarding owner payments: 1099s need not be filed where the payee is a corporation.  This means if a corporation owns the rental property, you do not need to submit a 1099 form regard payments made to the corporate owner.  
  • Expectations regarding vendor payments: The same holds true if you hire an incorporated business, instead of an unincorporated independent contractor, to perform maintenance, repair or other services on a client’s rentals.

These exception only apply to corporations, not to limited liability companies (which are very popular with both rental property owners and maintenance vendors).

What are 1099 requirements for rental owners?

If you self-manage your rental property you own, you may wonder about your 1099 requirements.   Back in 2009, a clause in the Affordable Care Act required rental owners to report 1099-MISC income paid to service providers in relation to the rental property.  In 2010, the clause was further clarified with the Small Business Jobs Act and the Health Care Reform Bill.  BUT, by 2011 the requirement was repealed, making it not necessary for private landlords to file 1099s to vendors for work related to their own rental property.*   

*The penalties for failing to file 1099 tax documents are high, so you should always speak with a tax professional who is familiar with rental real estate tax requirements if you have any questions or require further clarification.  


Want to use Rentec Direct to electronically file your 1099 tax documents?  It’s easy with the 1099 Tax Assistant and integrated e-file functions.

E-Filing services with your property management software

Save money and time with electronic filing services in Rentec Direct.


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About the Author

About the Author: Kaycee manages marketing and media relations for Rentec Direct, bringing a unique perspective to the world of property management and proudly shares industry news, products, and trends within the community. .

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There Are 19 Brilliant Comments

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  1. Rene says:

    I am a independent contractor. And work for property preservation company 5yr. But last 3yr even after me asking for my 1099 employer never would give me 1099. Who can i go to? Or what can i do?

    • Hopefully you have kept good records of your income as an independent contractor so you know what to report to the IRS. You wont need to personally submit 1099s to the IRS when you file your taxes, but you will need to report accurate income. Just keep copies of your paystubs or paychecks in your records to provide proof of income and make a note that you never received a 1099, just in case.

  2. Miklos says:

    Do the landlord/owner file a 1099 for the fee paid for the rental management company?!

  3. Victoria says:

    I have a rental property for which I use a property management company. They have still not provided me with a 1099. What is the best way to proceed if they fail to provide one?

  4. JW says:

    Should the box 1 for the 1099 rent amount be the total operating cost including the property management fees and also the fees paid for repairs? It seems like it should be the total amount the rental property owners got minus those expenses.

    • It’s best to consult with your accountant on how to report information in box 1 for a 1099. Some property managers believe they should report on rental income (gross), while others believe they should report on net. Your accountant will be able to give you the best and most accurate guidance on the issue.

  5. Lmc says:

    A typo in your article:

    This tax season, the IRS requires everyone to provide a 1099-MISC to their recipients by Jan. 31, 2018 and to the IRS by March 31, 2016.

    2016?

  6. Chris B... says:

    What to do when a Property Manager DOES NOT send you a 1099 for a Condo that he managed and wont respond to your VM’s/Emails?

    • Do you have receipts for the rental income they have paid you throughout the year? That would be the best way to estimate how much would be reported on the 1099. In terms of lack of communication, it sounds like you might need to find a new property manager.

  7. John says:

    We pay rent to a property management company that probably is a corporation, but the owner of the building is probably a private party. Should I file a 1099 at the end of 2018 for payments to the rental company?

    • I assume you are asking about a commercial lease agreement and rents paid for a commercial property. It might depend on how the property management company is classified (ie S-corp, LLC, etc). I would talk to your tax professional for advice on how to move forward.

  8. Rosie says:

    I use a management company for my rentals and I got a 1099-Misc from them. when reviewing the info in my tax software it shows that I have entered the rental royalties in miscellaneous income and in the schedule E. Should I just report the rental royalties in the Schedule E?

    • John says:

      My question remains “Does the business paying the property manager need to file a 1099 on the business receiving the money”? The relationship between the property manager and property owner is none of my business. Thank you for any help.

  9. Allison Walford says:

    I manage 2 properties in Mexico and the owners are Mexican nationals. I obviously can’t file a 1099 for them! How do I report the income from Airbnb?

  10. Tina says:

    My boyfriend and I are 50% owners of a rental property. We have a joint checking account to manage finances for the rental property and the property manager will be depositing the monthly rent payments into this account. Should the property manager split the rent into have and deposit two separate payments into the account and send each of us a 1099 for 50% of the gross rental income collected by the property manager for the year?

    • Brentnie D says:

      Hi Tina,

      Since you have such a unique situation, I would definitely recommend seeking the advice of a tax professional in your area. They will be able to tell you the way to deposit payments to best ensure that you avoid any accounting nightmares once tax season rolls around.

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