B-Notice Frequently Asked Questions

How can I find out what payment or claim settlement caused the Name/TIN mismatch?

You will need to consult your previous year's 1099 that you received from Zurich.

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Why did you send me this IRS B-Notice?

An IRS B-Notice is most often a result of a name/TIN mismatch that occurred when Zurich reported 1099 detail to the IRS.

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When does Backup Withholding Begin?

Zurich's Accounting Operations Department sends out the IRS B-Notice letter requesting required documentation. A due date is posted on the letter. If we do not receive the required form of documentation before the due date (30 days from the date we receive the file from the IRS), we are required to begin backup withholding.

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How can I submit the B-Notice documentation to Zurich?

You can either fax the documentation to us at our secure fax server 866-743-1012 or mail the documentation to us using the pre-paid return envelope. If sending IRS Form W-9 please be sure that it is signed and dated. We can only accept newer Forms W-9 with a revised date of December 2000 or later.

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How does the IRS notify Zurich that my taxpayer information is incorrect?

The IRS sends Zurich a file in the fall of each year that details the Name/TIN combinations that the IRS was not able to match on 1099 information reporting done by Zurich for the previous tax year. The IRS does not identify the problem, only that the name and TIN we provided do not match the records on file at the IRS.

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Which taxpayer's information are you looking for?

We are looking for the taxpayer information that pertains to the TIN on the B-Notice.

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What is a TIN?

A TIN is a Tax Identification Number. A TIN could be one of the following; a Social Security Number, EIN or FEIN.

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What caused the Name/TIN mismatch to occur?

Zurich relies on the name and TIN information provided by the payee to file its Forms 1099 with the IRS. Some of the errors we encounter on IRS Forms W-9 provided to us by payees, customer invoices, customer letterhead, or from telephone solicitations for TINs are:

  1. Use of a DBA rather than the legal entity name recognized by IRS,
  2. Use of acronyms rather than the legal entity name,
  3. Use of individual attorney or physician name rather than name of the Firm or Clinic
  4. Use of a DBA rather than individual's name in the case of a sole proprietorship and
  5. Transposition of the numbers in the TIN provided.

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What if I am an attorney representing Zurich and I have received this B-Notice in error?

Please return the B-Notice with a note detailing your concerns and if possible the correct address for the intended recipient in the envelope provided.

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What type of documentation will I need to provide with my B-Notice?

  1. If you received a First B-Notice, Zurich is required to secure a signed Form W-9.
  2. If you received a Second B-Notice (two B-Notices in a three-year period) the required documents are either:
    a) If you are a company you must secure a Letter 147-C from the IRS or
    b) If an individual or sole proprietor, you must secure a Form 7028 from the Social Security Administration (SSA 7028).

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What happens if I choose to ignore this B-Notice or if my claim is settled and I do not anticipate doing business with Zurich any more?

Tins for which we receive no B-Notice response are transferred to an electronic file. If a 1099 reportable payment is made by Zurich in the future to a payee whose TIN is in the file, withholding will be triggered. TINs cannot be removed from the backup withholding file until the required documentation is received by Zurich's Accounting Operations Department.

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