Submit PS Form 8231 For End-of-Year Close Out

As we near the end of the calendar year, all PS Form 8231s, Vendor Payment 1099 Reporting Form (Jan., 2010 ) must be submitted timely to close out the calendar year for IRS tax reporting purposes. This year’s due date is January 2, 2013.

Whenever a no-fee money order is issued for payment of services, submit a PS Form 8231 to the Scanning and Imaging Center (SIC). The SIC address is:

USPS Scanning and Imaging Center
PO Box 5212
Janesville, WI 53547-5212

A PS Form 8231 is not a payment request form. The form is used to report and ensure accurate 1099 reporting. The IRS can assess penalties if the Postal Service™ incorrectly reports a 1099.

Payments for services (or a combination of services and supplies), regardless of amount, are 1099-reportable. If 1099-reportable, then do the following:

a. Complete PS Form 8231 and submit the form to the SIC the day that the payment is made.

b. Keep a copy of PS Form 8231 and supporting documentation for 120 days from the end of the month during which the form was submitted to the SIC.

Remember a no-fee money order is to be used for payment only in emergency situations when no other payment method is available. For further instructions on no-fee money order usage and 1099 reporting, refer to Handbook F-101, Field Accounting Procedures.