What Form 8809 (2016) Is For
Form 8809 (2016) is the official application for extension of time to file information returns with the Internal Revenue Service. The form allows filers to request additional time for submitting forms such as W-2, 1099, 1098, and 1042-S. It helps taxpayers and businesses file complete and accurate information while meeting federal requirements for compliance.
The application for extension of time applies to both paper and electronic filing through the FIRE system. Filers must provide an employer identification number, contact information, and the correct filing year when submitting their returns. This process allows businesses to avoid penalties and ensures that all information returns remain accurate and properly filed with the Internal Revenue Service.
When You’d Use Form 8809 (2016)
Businesses use Form 8809 when they are unable to meet the original due date for filing information returns due to system delays, data errors, or unexpected circumstances. Common causes include transitions to new accounting platforms, missing required information, or catastrophic events that interrupt normal operations. The request must always be submitted on or before the original due date listed for the specific forms.
Small businesses and foreign entities can benefit from using this form when facing complex situations such as mergers or restructuring. The extension only applies to IRS submissions and not to copies provided to employees or contractors. To avoid potential penalties and slower processing times, filers should double-check their schedules, verify deadlines on the IRS website, and prepare reminders well in advance.
Key Rules or Details for 2016
The 2016 tax year included specific rules for those submitting Form 8809 to the Internal Revenue Service. Most filers received an automatic 30-day extension when they submitted their request before the original due date. W-2 extension requests required written explanations and signatures, as they were not automatically approved.
Electronic filing through the FIRE system was strongly encouraged because it reduced processing times and minimized filing errors. The filing due dates included January 31 for W-2 and 1099-MISC forms, and March 31 for most other forms using e-filing. Filers were reminded to keep confirmation receipts, follow official IRS regulations, and maintain accurate documentation for all extension requests.
Step-by-Step (High Level)
Filing Form 8809 requires accuracy and attention to detail to comply with Internal Revenue Service procedures. Each step helps ensure that your application for extension of time to file information returns is processed correctly. Follow these four essential steps to complete the process efficiently.
- Step 1: Gather all required details, including the Employer Identification Number, business address, contact telephone number, and the specific forms being extended, such as W-2, 1099, or 1042-S.
- Step 2: Select the appropriate filing method — either paper or electronic filing through the FIRE system — and check the correct box for the submission type.
- Step 3: Indicate whether it is the first or additional extension request, and include accurate filing year information to prevent delays.
- Step 4: Submit the completed form, retain confirmation of receipt, and review the instructions on the IRS website to maintain ongoing compliance with IRS regulations.
Completing these four steps carefully ensures that your filing remains accurate, timely, and compliant with IRS requirements. Maintaining thorough records protects your business from penalties and supports consistent reporting accuracy. Organized preparation helps simplify future extension requests.
Common Mistakes and How to Avoid Them
Filing Form 8809 requires accuracy, organization, and awareness of common errors that can lead to rejection. Missing the original due date invalidates the extension request; therefore, filers should mark deadlines on their calendars and submit their work well in advance of the original deadline. Incomplete or incorrect information often causes delays, making it essential to verify every Employer Identification Number, address, and contact detail before submission.
Selecting the wrong box for the filing method or extension type can delay approval, so filers must carefully review each section before submitting. Providing accurate contact details ensures confirmation messages are received without interruption. Filing electronically through the FIRE system helps prevent manual errors and provides immediate acknowledgment. Reviewing IRS forms early, maintaining documentation, and keeping clear records help avoid penalties and ensure compliance with all IRS requirements.
What Happens After You File
When you file Form 8809 electronically, the confirmation appears automatically in the FIRE system. This acknowledgment verifies that the Internal Revenue Service has received your request for an extension of time. Paper filers may experience longer processing times and must contact the IRS directly for confirmation if they do not receive one.
Once the IRS approves your request, the due date is extended by 30 days. If a catastrophic event or serious issue prevents completion during this period, you may apply for an additional extension before the original deadline expires. Always keep proof of submission and set calendar reminders for future filing of information returns to maintain compliance and avoid penalties.
Frequently Asked Questions
What is Form 8809, and who needs to file it?
Form 8809, Application for Extension of Time to File Information Return, enables businesses and organizations to request an extension of time to file specific IRS forms. The Internal Revenue Service designed this application for extension to help filers submit complete and accurate information in the event of delays. Small businesses, foreign entities, and other filers who cannot meet the original due date use this form to ensure compliance with tax law and IRS regulations.
How do I fill in Form 8809 correctly?
To complete Form 8809, you must include all required information, such as your Employer Identification Number, business address, and contact telephone number. Check the appropriate box to indicate the filing method—either paper or electronic filing method through the FIRE system. Always double-check every identification number and filing year before submission to avoid penalties and processing delays.
Can I file Form 8809 electronically?
Yes, filers can file Form 8809 electronically through the FIRE system, which stands for Filing Information Returns Electronically. This electronic filing method allows your confirmation to be automatically displayed online once the IRS receives your submission. Electronic filing also reduces errors, improves processing times, and provides faster acknowledgment than mailing a paper form.
How long is the automatic extension period?
When you file Form 8809 before the original due date, the IRS grants an automatic extension of 30 days to complete your filing information returns. If a catastrophic event or other valid reason prevents completion during that period, you can submit an additional extension request. The IRS requires that all extension requests include accurate information, specific instructions, and signatures from authorized individuals.
What should I do if I make an error after submitting Form 8809?
If incorrect information was submitted, contact the IRS directly to correct the issue as soon as possible. You may need to resubmit the filing form electronically or by paper using the general instructions provided on the IRS website. Ensuring complete and accurate information, while keeping proof of submission, helps businesses avoid penalties and resume operations efficiently when filing information returns electronically.
