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FAQ: Why am I receiving errors that the business (or person) name and TIN in Recipient Detail do not match the IRS database after submitting 1099s?

The error for the business name (or person name) and TIN in the Recipient Detail not matching the IRS database is a common error that you may receive after submitting your 1099s electronically.  The error indicates that the vendor’s name and the Federal ID number (as entered in the Vendor File in Accounts Payable) do not match the IRS records.

If you receive this error, do the following:

  • Review the following fields (as applicable) in the Vendor File in Accounts Payable for the vendor:  Legal Business Name, Last Name, First Name, Federal ID, 1099 Name Format, and Additional Recipient Name.
  • If needed, compare the information in the fields in the Vendor File to the information on the vendor’s completed W9 form.
  • If there had been a typographical error, correct the error and resubmit the corrected data.
  • If the vendor’s information in the Vendor File in Accounts Payable matches the information on the vendor’s completed W9 form, contact the vendor to request the correct information and then resubmit the corrected data.

Tip:  The IRS has a TIN matching program available from within their e-Services website.  With the TIN matching program, an employer can manually enter up to 25 name/TIN combinations and get results immediately.  An employer has to apply and be approved to use the online e-Services website and to participate in the TIN matching program; for more information on the TIN matching program, click here.  (Note:  The IRS’s TIN matching program also allows for bulk TIN matching, where a file containing up to 100,000 name/TIN combinations can be uploaded; however, the School Accounting System does not create a file for this, so the bulk file upload option would not be able to be utilized, and an employer would instead need to manually enter up to 25 at a time.)