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Heed These 2025 Federal Information Reporting Considerations

By Contributor
Accounting and Tax Planning Special Coverage

A Time and Place for Everything

By Mary C. Walsh

As the tax filing season looms, employers must ensure compliance with federal information reporting requirements, including payroll and payment reporting to the government, employees, and other income recipients. Most of forms are required to be electronically filed. In 2026, there are new requirements for reporting employee tips and overtime. This article provides details regarding these reporting obligations.

 

General Federal Year-end Information Return Filing Requirements for Forms W-2, W-3, and 1099 (INT, NEC, and MISC)

• Electronic filing is required if at least 10 of the following forms, combined, are required to be filed: W-2, 1094, 1095-B, 1095-C, 1097-BTC, 1098, 1098-C, 1098-E, 1098-Q, 1098T, 1099, 3921, 3922, 5498, 9027, W02G, and 499R-2/W-2PR. In some cases, electronic filing is given more time to file with the IRS than paper filing.

• Filing and due date information is set forth in IRS Publication 509, Tax Calendars for use in 2026 (www.irs.gov/pub/irs-pdf/p509.pdf). See also IRS Publication 1220, Specifications for Electronic Filing of Forms 1097, 1098, 1099, 3921, 3922, 5498, and W-2G, which sets forth electronic filing format specifications.

• Typically, due dates fall at the end of a month. However, if a due date is a weekend day or holiday, the next business day becomes the due date. Also, Congress or the president may specify a different due date, e.g., if there is an emergency. In 2026, Jan. 31 is a Saturday, making Feb. 2 the next business day, and Feb. 28 is a Saturday, making March 2 the next business day.

 

“For 2025, the IRS encourages employers to provide some accounting so employees can claim the deduction on their federal tax returns. The IRS has stated that employers may report the amounts of qualified tips and overtime to employees through secure methods, including an online portal or additional written statements provided to employees.”

Information Reporting Due Dates for 2026

• W-2, Wage and Tax Statement: File with Social Security Administration (SSA), electronic and paper, by Feb. 2. Provide to employees by Feb. 2.

• W-3, Transmittal of Wage and Tax Statements: File with SSA, electronic and paper, by Feb. 2.

• 1099-INT, Interest Income and 1099-DIV, Dividend Income: File with IRS, electronic, by March 31. File with IRS, paper (must be accompanied with IRS Form 1096, Annual Summary and Transmittal of U.S. Information Returns) by March 2. Provide to recipients by Feb. 2.

• 1099-NEC, Non-employee Compensation: File with IRS, electronic and paper, by Feb. 2. Provide to recipients by Feb. 2.

• 1099-MISC, Miscellaneous Income: Nothing reported in box 8 (substitute payments in lieu of dividends or interest) or box 9 (crop insurance proceeds): File with IRS, electronic, by March 31. File with IRS, paper (must be accompanied with IRS Form 1096, Annual Summary and Transmittal of U.S. Information Returns) by March 2. Provide to recipients by Feb. 2.

• 1099-MISC, Miscellaneous Income: Amount reported in box 8 (substitute payments in lieu of dividends or interest) or box 9 (crop insurance proceeds): File with IRS, electronic, by March 31. File with IRS, paper (must be accompanied with IRS Form 1096, Annual Summary and Transmittal of U.S. Information Returns), by March 2. Provide to recipients by Feb. 2.

 

Special Issue: Tips and Overtime

The One Big Beautiful Bill Act (OBBBA), enacted this past July, allows certain employees to deduct tips and overtime compensation. One area of uncertainty, affecting both employers and employees, regards 2025 payroll reporting for tips and overtime.

Under the OBBBA, from 2025 to 2028, certain employees who receive qualified tips may deduct up to $25,000 of those tips, and those who receive overtime pay may deduct up to $12,500 of qualified overtime compensation ($25,000 for joint filers).

To enable employees to report their deduction, the OBBBA requires employers to provide separate accounting of the total amount of cash tips and overtime. Employers failing to comply with these reporting requirements may be subject to penalties.

Although the IRS has released a draft version of Form W-2 for 2026 reflecting OBBBA changes, the 2025 version of the form will not be updated, creating a challenge for employer reporting compliance. As a result, for tax year 2025, the IRS announced that employers will not face penalties for failing to provide required tip and overtime accounting to employees (Notice 2025-62). This relief only applies to tax year 2025 because the IRS recognizes that employers might not have the information required to be reported.

For 2025, the IRS encourages employers to provide some accounting so employees can claim the deduction on their federal tax returns. The IRS has stated that employers may report the amounts of qualified tips and overtime to employees through secure methods, including an online portal or additional written statements provided to employees.

When reporting these amounts, employers should not stop at the maximum of $25,000 (tips) or $12,500 (overtime). The full amounts of qualified tips and overtime should be reported. It is up to employees to determine the maximum deductible amount when preparing their federal income tax returns.

With little authoritative guidance and difficulty getting full information from existing systems and payroll providers, employers must do their best in providing employees with this information. Employers could, for example, provide the information by separate letter or use W-2 Box 14 (Other). For the most current guidance (updated as issued), visit www.irs.gov/newsroom/one-big-beautiful-bill-provisions and click on “No tax on tips (Section 70201)” and “No tax on overtime (Section 70202).”

Massachusetts, Connecticut, Maine, Rhode Island, Vermont, and New Hampshire do not allow employees to deduct tips or overtime; thus, this reporting issue largely does not impact New England and New York payroll reporting.

Finally, remember that this article is intended to serve only as a general guideline. Your personal circumstances will likely require careful examination. You should schedule a meeting with your adviser to assist with all your tax planning needs.

 

Mary C. Walsh is a senior manager at Meyers Brothers Kalicka, P.C. She holds an MS accounting and an MBA from Northeastern University, an LLM in taxation from Boston University School of Law, a JD from the University of Connecticut School of Law, and a BA from UMass Amherst. She is a CPA licensed in Florida and an attorney licensed in Massachusetts. She is a member of CPAmerica and the American Institute of Certified Public Accountants.

 

It’s Important to Understand Massachusetts’ Residency Rules

By Contributor
Accounting and Tax Planning

State of Change

By Jeff Laboe, EA

 

As winter approaches, many Massachusetts residents, particularly in the colder regions, may contemplate relocating to a warmer climate (or to lower-taxed states). While relocating may seem appealing, it’s essential to understand the legal and tax implications tied to changing your state residency, especially regarding income taxes. Residency status directly influences eligibility for state programs, tax liabilities, and other matters.

Understanding Massachusetts’ residency rules — set forth by the Massachusetts Department of Revenue and Massachusetts General Laws — is crucial for anyone considering a move.

 

The Two Tests: Statutory Residence vs. Domicile

Massachusetts relies on two primary tests to determine residency: the statutory residence test and the domicile test.

The statutory residence test determines residency based on the number of days spent in the state and the presence of a ‘permanent place of abode’ (PPA). If you spend more than 183 days in Massachusetts during a year and maintain a PPA, you’re considered a resident for tax purposes. The PPA doesn’t need to be your primary residence; having a home in Massachusetts, even if it’s secondary, qualifies you.

The domicile test refers to the state an individual considers their permanent home and to which they intend to return. Unlike statutory residence, domicile is a subjective concept, and you can only have one domicile at a time. Massachusetts evaluates factors such as:

• Physical presence: where you spend the majority of your time;

• Intent: evidence of making Massachusetts your permanent home, like registering to vote or obtaining a Massachusetts driver’s license;

• Family connections: whether your family resides in Massachusetts;

• Property ownership: owning property in Massachusetts could indicate domicile; and

• Social ties: participation in local activities or having professional connections within the state.

Other indicators include banking locations, where your doctor practices, and even where you use credit cards.

Jeff Laboe

Jeff Laboe

“If you’re considering changing your state residency, careful planning is essential. Work with a tax professional to ensure that your move is well-documented and legally defensible in case of an audit.”

 

Key Residency Classifications for Tax Purposes

Understanding the classifications is crucial for tax implications. The primary classifications are as follows:

• Full-year residents are taxed on all income, regardless of where it’s earned. This includes wages, business profits, and rental income from out-of-state properties. If you are domiciled in Massachusetts or meet the 183-day test, you are a full-year resident.

• Part-year residents are those who live in Massachusetts for part of the year only. They are taxed on all income sources during their time as a resident, and only Massachusetts-sourced income for the non-resident portion. If you leave Massachusetts mid-year, you’ll file as a part-year resident for the period you were domiciled in the state.

• Non-residents are taxed only on income sourced from Massachusetts. This includes earnings from work in the state or income from Massachusetts-based properties. Non-residents are required to file state income-tax returns if they earn income in Massachusetts.

• Some individuals, such as students or temporary workers, may not qualify as full-year residents, but still earn Massachusetts-sourced income. They may need to file a tax return for the period they lived or worked in Massachusetts.

 

Changing Residency: Plan Ahead

Changing your state residency can have significant tax consequences. States, including Massachusetts, often require a clear ‘leave and land’ process. Simply leaving Massachusetts without fully establishing residency in another state could result in continued residency classification by Massachusetts.

To demonstrate a permanent change in residency, actions such as selling property, updating voter registration, or opening bank accounts in the new state are crucial. Failure to establish clear ties to a new state might lead to Massachusetts considering you a resident, even if you’ve moved.

 

Residency Audits and Determination

If there’s uncertainty about your residency status, the Massachusetts Department of Revenue may conduct a residency audit. It will investigate various factors, including where you live, work, and maintain personal connections. If it determines that you are still a Massachusetts resident when you believe you’ve changed residency, you could be subject to back taxes, penalties, and interest.

Residency audits can be extensive and often result in appeals or settlements. To prepare, you should maintain proper documentation that supports your claim of residency in another state.

 

Conclusion

Massachusetts’ residency rules play a significant role in your tax obligations and legal standing. Residency classifications, such as full-year resident, part-year resident, and non-resident, affect how your income is taxed. The statutory residence test and the domicile test are key tools for determining your residency status. Factors like physical presence, intent, and personal connections are crucial in these determinations. It is worth noting that it’s possible to be treated as both a resident and non-resident, or even be considered a dual resident (resident of multiple states).

If you’re considering changing your state residency, careful planning is essential. Work with a tax professional to ensure that your move is well-documented and legally defensible in case of an audit. Massachusetts, like many states, is increasingly vigilant about residency audits, so it’s important to establish clear ties to your new state to avoid tax liabilities.

In summary, before deciding to move to a warmer climate, be sure you understand the full tax implications of such a change. While the process of becoming a non-resident may seem straightforward, it requires proper planning and documentation to avoid complications with Massachusetts’ tax authorities.

 

Jeff Laboe is a tax manager with MP CPAs, with a primary focus on tax planning and solutions for high-net-worth individuals and private-equity firms.

 

How to Maximize Your Tax Benefits on Your Vacation Rental Property

By Contributor
Accounting and Tax Planning Special Coverage

Questions and Answers

 

Increasingly, third-party sites like Airbnb and VRBO have made it easier for individuals to rent out their homes and condos and generate revenue. Given these trends, it’s important to understand both the tax benefits and tax implications before listing your property for lease.

By Elliot Altman, CPA, MST

 

Are you a current host or considering renting your property on third-party vacation sites?Understand the tax benefits and implications before listing your property.

Elliot Altman“If you are a property owner, it is important to understand the tax benefits that come with owning rental properties.”

Whether you are a first-time host or an experienced pro, it’s important to consider the responsibilities as much as the benefits. What follows is a comprehensive tax guide for vacation rental owners that covers everything from how to report your income to the IRS, to what deductions you can claim.

 

Benefits to renting out a room or vacation property

With the rise of the sharing economy, more and more people are renting out their homes on platforms like Airbnb and VRBO. Third-party sites like these can offer a variety of advantages.

First, you can reach a large audience of potential renters. Both sites have millions of users, so you’ll be able to find people from all over the world who are interested in staying in your rental. Second, you can set your own price and terms. You’re in control of how much you charge and what kind of rental agreement you want to have with your guests. Finally, renting through a third-party site can be a great way to earn extra income. With careful planning, you can make sure that your rental property is profitable.

 

What is taxable and what is not?

When you’re renting out your property, it’s important to know what income is taxable and what is not. Generally, any money that you receive from renting your property is considered taxable income. This includes rent, cleaning fees, and any other fees that you charge your guests.

However, there are some exceptions. For example, if you rent out your property for less than 14 days per year, the income is not considered taxable. Additionally, if you use your rental property for personal use part of the time, you may only have to pay taxes on the portion of the income that comes from renting it out.

Here are some of the most frequently asked questions related to taxes and your Airbnb and Vrbo rentals.

Do I have to pay taxes on rental income?
If you rent out your vacation home, spare room, or apartment for more than 14 days a year, you are required to pay taxes on the rental income. This includes all income you collect from rent, cleaning fees and any other additional fees.

How much tax will I have to pay?
The exact amount of tax you owe will depend on a number of factors, including the location of your rental property and the amount of income you earn. In most cases, you will be required to pay federal, state, and local taxes on your rental income.

State and local taxes on rental income vary depending on the location of your rental property.

What expenses can I write off?

People who rent out their homes on Airbnb and VRBO can write off a number of expenses on their taxes. These expenses can include the cost of repairs, cleaning, and furnishings. You will need to allocate rental and personal use in order to write off the expenses. In addition, rental property owners can deduct the costs of advertising and paying fees to the rental platforms. However, it is important to keep detailed records of all expenses in order to maximize the tax benefits. For example, receipts for repairs should be kept in order to prove that the expense was incurred. By carefully tracking their expenses, Airbnb and VRBO hosts can ensure that they take advantage of all the available tax benefits.

Do I need to collect occupancy tax?

The answer depends on the laws in your area, but in general, if you’re renting out a room or portion of your home for less than 30 days at a time, you are likely required to collect and remit occupancy taxes.

These taxes, which are also sometimes called lodging taxes or tourism taxes, are typically imposed by state or local governments in order to generate revenue from visitors. They can range from a few percent to over 10% of the rental rate, so it’s important to be aware of the laws in your area before listing your property. (Massachusetts state room occupancy excise tax rate is 5.7%).

One of the benefits to renting your property through a third-party site, is that they may have an automated feature that determines which taxes are applicable for your listing, collects and pays occupancy taxes on your behalf. Always check to see if this setting is available and if you need to opt in for it to be activated.

Am I considered self-employed if I have rental income?

Unlike wages from a job or a business, rental income isn’t considered to be earned income. Instead, it’s considered to be passive income by the IRS, and therefore is not subject to self-employment tax.

Will third-party rental sites provide me with a tax form?

There are a few factors that will determine if you will receive a tax form from your third-party site. The 1099-K form is used to report income from transactions that are processed through a third party. This includes credit card payments, PayPal payments, and other forms of electronic payments. The form will report the total amount of income that you received from Airbnb or VRBO during the year, as well as the total number of transactions.

Third-party sites, such as Airbnb and Vrbo, typically will provide you with form 1099-K if you meet certain thresholds such as:

• Processed more than $20,000 in gross rental income through the platform, and

• Have 200 or more transactions during the year.

 

Note that these are only general guidelines, and you may still receive a 1099-K form even if you don’t meet both of these criteria.

Maximize Your Tax Benefits on Your Rental Property

If you are a property owner, it is important to understand the tax benefits that come with owning rental properties. It’s important to speak with a tax professional so that you can get the most benefit from your rental properties and ensure that you are taking advantage of all available tax breaks.u

 

Elliot Altman, CPA, MST is a Senior Manager at the Holyoke based accounting firm, Meyers Brothers Kalicka, P.C.

There Are Some Significant Differences When It Comes to Taxes

By
Accounting and Tax Planning

Employee or Contractor?

By Danielle Fitzpatrick

Taxpayers often ask about the difference between being an independent contractor and an employee. Although it may seem like they both perform similar work, there are some significant differences when it comes to their responsibilities and when filing annual income-tax returns.

Perhaps you are currently working for an employer and are considering becoming a contractor, or maybe you have just graduated college with a degree and are trying to decide which option is best for you. Whichever route you decide to take, it is important to know the differences so that you can plan accordingly.

Differences in Responsibilities

You are considered an employee when the business you work for has the right to direct and control the work you perform. You are given specific instructions on when and where to work, and are often provided training and the necessary equipment needed to perform specific duties. As an employee, you receive regular wages and may be eligible for benefits such as insurance, retirement, vacation, and sick pay.

You are considered a contractor when services are provided for a specific period of time. Rather than being paid a regular wage, you are paid a flat fee for contractual services. As an independent contractor, you are not eligible for benefits or training through the businesses you are performing services for. You are in charge of your own schedule and typically have several clients for which you are providing services.

Differences at Tax Time

One of the biggest differences between being an employee and a contractor is how your income is taxed on your income-tax return. Unfortunately, the difference is often not realized until an individual files their return and is faced with a significant tax burden.

As an employee, your employer pays 50% of your Medicare and Social Security (FICA) taxes. The other 50% is withdrawn from your regular paycheck along with federal and state (if applicable) tax withholdings. If any expenses are incurred and unreimbursed by your employer, the expenses are not deductible for the employee. On an annual basis, you receive a Form W-2, which shows your taxable income along with all taxes that you had withheld throughout the year.

“One of the advantages of being a contractor is that you can deduct expenses you incur in relation to the income you receive. Record keeping is extremely important when becoming self-employed in order to ensure that you are tracking all applicable income and expenses.”

As a contractor, you are considered self-employed (a sole proprietor). You are now responsible for 100% of the FICA taxes, also known as self-employment taxes. No federal or state tax withholdings are withdrawn from the income you receive, and you may be required to make quarterly estimated tax payments. On an annual basis, you receive a Form 1099-MISC showing the gross income you received in excess of $600 for each business you performed services for. All of the income you receive as a contractor is reportable on Schedule C, which is filed with your individual income-tax return, or on a business tax return if you choose to become incorporated.

One of the advantages of being a contractor is that you can deduct expenses you incur in relation to the income you receive. Record keeping is extremely important when becoming self-employed in order to ensure that you are tracking all applicable income and expenses. Expenses that may help offset your income include, but are not limited to, vehicle expenses, travel expenses, supplies, fees paid for continuing education, and the renewal of professional licenses.

Some Examples

Say you are an employee making $25 an hour and working 40 hours a week. For this example, note that nothing is being withheld for benefits. Your paycheck would look like the following:

Weekly Pay ($25 x 40 hrs.) $1,000
Less:
Federal Taxes Withheld       $200
State Taxes Withheld             $50
FICA Taxes Withheld             $77
Total Weekly Pay              $673

Now, say you are a contractor and charge $25 an hour to provide services to three businesses totaling 40 hours for the week. You receive a total of $1,000 for the week. In addition, you purchased $30 in office supplies and drove 250 miles for the week. Your net income for the week would be:

Gross Income             $1,000
Less:
Office Supplies                $30
Mileage Expense           $145
Taxable Net Income    $825

Now you’re thinking, why am I not a contractor? I bring home over $300 more a week! Yes, you bring home more for the week, but you cannot forget that taxes are not being withheld from your income. You will be responsible for paying these taxes on a quarterly basis and/or when you file your tax return.

As an employee, you report $1,000 as taxable wages on your income-tax return, from which federal and state taxes have already been withheld and will hopefully cover your tax liability. As a contractor, you have taxable net income of $825, but you are now responsible for self-employment tax, in addition to regular income tax that you have not yet paid.

Conclusion

So, should you become an independent contractor or an employee? There is no right or wrong answer; each individual needs to make their own decision and determine what will work best for them and their situation. However, whichever route you decide to take, be sure to consult your tax professional for advice to eliminate any potential surprises and ensure that you are prepared when it comes to filing your annual income-tax returns.

Danielle Fitzpatrick, CPA, is a tax manager at Melanson Heath. She is part of the Commercial Services department and is based out of the Greenfield office. Her areas of expertise include individual income taxes and planning, as well as nonprofit taxes. She also works with many businesses, helping with corporate and partnership taxes and planning.