Applying for a grace period to file your information returns is done using IRS Form 8809.
If you need more time to submit your W-2, W-2G, 1042-S, 1094-C, 1095, 1097, 1098, 1099, 3921, 3922, 5498, or 8027 tax forms, you can do so by filling out this form.
What is the Purpose of Form 8809?
Form 8809 is used by individuals and businesses to request an initial and subsequent extension of time to file the documents mentioned above.
If the IRS agrees to give you more time to complete the paperwork after you've provided all the necessary information, they'll send you a notification of authorization for extra time.
Which Individuals Must Complete the 8809?
Anyone needing additional time to file tax returns or other returns with the IRS must submit this form on or before the original due date.
What are the Steps for Submitting Form 8809?
The form is accessible both digitally and in hard copy.
Paper copies of Forms 1099-NEC, 1099-QA, 5498-QA, and W-2 must be supplied for extension requests.
If the request is made before the deadline for the return, an electronic acknowledgment will be provided.
Where Can I Submit My 8809?
If you're filing through paper, you'll need to mail your completed form to the Internal Revenue Service Processing Center, Department of the Treasury.
Alternatively, you can submit Form 8809 electronically through the IRS web portal.
When Do I Need to Submit My Form 8809?
You need to know the due dates of the forms you must submit. If you know that you cannot submit them on time and need an extension, you must fill out the 8809 form and submit it before the due date of your desired tax return form.
If you submit the request form after the due date, your request may not get authorization.
Therefore, the submission date of form 8809 usually varies depending on the due date of the form for which you are requesting extra time. Again, the IRS does not allow submitting the 8809 form before the following tax year’s 1st January because the information returns are due by that time.
For instance, the due date to fill out Form W-2 is January 31, but you want an extension. In that case, you should fill out Form 8809 to request an extension well before the January 31 deadline.
Similarly, to request an extension for Form 5498 and Form 1042-S, you must fill out the 8809 form by 15th March. Since you can apply extension for multiple tax forms in the same 8809 form, submit the request form before the earliest due date of the multiple due dates.
How to File Form 8809?
If your company is going to be late in submitting one or more forms to the IRS, you should file Form 8809 as soon as possible. Filing it online is preferable. However, you can submit the paper form as well.
To fill out the form:
Read the name of the forms to ensure that you are extending the time for the right form.
You need to fill in the payer’s information, such as name and address, contact information, etc.
Check the box of the method you are filling the paper.
Tick the box for the form you want to extend the time for W-2, 8027, or 1099.
Check if your company or business meets the criteria mentioned in the form.
A single Form 8809 can be used to obtain extensions for several forms. When an extension is required for multiple forms, just one Form 8809 needs to be filed.
Paper copies of Form 8809 can be filed at any IRS office. However, electronic filing is preferred.
Requests for extensions of time to file Forms W-2, 1099-MISC, 5498-QA, and 1099-QA must be submitted on paper. Any request for additional time to submit these documents must explain why extra time is needed.
You can file the form electronically through the FIRE System. Follow this link for online requests: https://fire.irs.gov
How Much Time Do You Get With the Form 8809 Extension?
By submitting Form 8809, your company will be given another 30 days to file any of the tax as mentioned earlier returns. Most forms have an automatic extension built in, so there's no need for your company to explain the filing delay.
However, your company must meet one of these requirements to be eligible for an extension for filing Forms W-2, 1099-MISC, 1099-QA, or 5498-QA:
Normal business activities were disrupted, or business documents were inaccessible because of an event in a federally declared disaster area.
The person in charge of filing became ill, was absent, or passed away.
A fire, death, or natural calamity occurred in your company.
This was the first year your company was operating.
You were waiting for information from an employee or vendor to finish your return;
A second 30-day extension may be requested by submitting a second Form 8809, but to be granted this extension, you must meet one of the conditions mentioned above. There is no provision for a second 30-day extension for submitting W-2 or 1099-MISC forms.