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January 31 comes fast for Cincinnati employers. That one date covers W-2s for your employees, the W-2 copies sent to the Social Security Administration, and 1099-NEC forms for the contractors you paid. It lands right after the holidays, when most owners are still closing out December. We prepare the forms, send them out and file them, so your workers can do their taxes and you stay clear of late-filing penalties.
When You Need W-2 and 1099 Preparation
You need W-2s if you had employees at any point in the year, even one part-time worker. You need a 1099-NEC if your business paid someone who is not an employee for services. Other signs you need help: a worker says their W-2 is wrong, you got a notice about a missing 1099, or you never collected a W-9 with your contractor’s tax ID.
Remote and hybrid work makes accuracy matter more here. The local boxes on a W-2 show which city got the employee’s tax. If a worker’s employer withheld for a suburb office while they worked from home, they may be able to claim a nonresident refund for those home days, but only if the W-2 shows the right wages and city.
Our W-2 and 1099 Preparation Process
In the fall, we gather W-9s from any contractor who has not given one, since chasing a tax ID in January is slow. After the last payroll of the year, we check that the W-2 totals match the four 941s filed for the year. Then we prepare each W-2 and the W-3 summary, and each 1099-NEC.
Employees and contractors get their copies by January 31. The W-2s and W-3 go to the Social Security Administration by January 31, and 1099-NEC forms go to the IRS by the same date. Ohio requires employers to upload W-2 and 1099 data electronically, and Cincinnati employers also file the city’s yearly wage reconciliation. Due dates can shift when they fall on a weekend, so always check the current employment tax due dates on irs.gov.
Who Gets a 1099-NEC?
The rule changed recently. For payments made before 2026, you filed a 1099-NEC when you paid a contractor six hundred dollars or more in a year. For payments made in 2026, the line is two thousand dollars, and it will start rising with inflation after that. Payments to most incorporated businesses do not need a 1099, but payments for medical or legal services still do. The IRS spells this out on its page about who has to file a Form 1099.
W-2 and 1099 Preparation Cost in Cincinnati
The cost depends on how many forms you need and whether we already run your payroll. If we do, the numbers are already in hand. Missing W-9s, totals that do not match your 941s, and corrected forms for past years all add time. You hear the fee before we start.
Why Choose Us for W-2 and 1099 Preparation
We have prepared tax returns in Cincinnati since 1993, so we see W-2s and 1099s from both sides: the employer who sends them and the worker who files with them. That helps us catch the errors that cause problems in April. We are open Monday through Saturday, including the busy weeks of January.
Year-end forms close out year-round payroll processing and new-hire setup.
Common Questions
What if I find a mistake on a W-2 after it was sent?
File a corrected form, a W-2c, and give the employee a copy. Do it as soon as you find the error so the worker can file the right numbers.
Do I send a 1099 to a contractor I paid through a card app?
Usually not. Payments made by credit card or through a payment app are generally reported by the card company or app on a different form, not by you on a 1099-NEC.