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A less obvious issue with multi-state employees is the potential for triggering nexus for SALES tax purposes. Even if you're not selling anything in those states, having employees working there can sometimes create sufficient nexus that you need to register for sales tax too. This bit me hard last year when I had employees in 3 states. I registered for payroll taxes but didn't realize I also needed to register for sales tax in those states. Got hit with some penalties that could have been avoided.

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Nina Chan

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This is a really good point! I got caught by this too. My business operates entirely online, but because I had salespeople working in certain states, those states claimed I had nexus there. Ended up having to back-file sales tax returns for two years. It was expensive and time-consuming.

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Julia Hall

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Wow, I hadn't even considered this aspect. Does anyone know if there are exceptions for certain types of businesses? I provide consulting services only, not physical products - would I still need to worry about sales tax nexus in states where I just have a remote employee working from home?

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Ruby Knight

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Don't forget about local taxes too! Some cities and counties have their own income taxes that you need to withhold for employees working there. I completely missed this for my employee in Ohio and had to deal with penalties. New York City, Philadelphia, San Francisco, and many Ohio and Pennsylvania municipalities have local income taxes. It's not enough to just register with the state - you need to check if there are local tax obligations too.

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11 Some additional advice from someone who went through this - if you owe money for any of those years, be sure to request an installment agreement right away when you file. The form is 9465 and you attach it to your return. This shows good faith and can help reduce some penalties. I ended up owing about $7,200 for my 4 unfiled years (including penalties) and got approved for a $120/month payment plan. Not ideal but manageable. Also, don't forget about state taxes! Each state has different rules about unfiled returns, so you'll need to handle those separately.

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4 Do you have to file state taxes for every year too? I lived in 3 different states during my unfiled period and I'm not even sure how to track down state W2 information from 4-5 years ago.

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11 Yes, you absolutely need to file state taxes for each year as well. State tax authorities share information with the IRS, so once you file federal returns, states will likely expect their returns too. For getting old state W2 information, start with the wage transcripts from the IRS - they show all reported W2 income. Then contact each state's tax department directly. Most have systems similar to the IRS where you can request old tax documents. Some states are more aggressive than others about unfiled returns, so definitely don't skip this step.

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20 Just want to emphasize something important - if you're owed refunds for some years, file those ASAP! The deadline to claim refunds is only 3 years from the original due date. So for example, 2020 tax refunds (due April 2021) can only be claimed until April 2024. If you miss that window, the money is gone forever! Don't leave your own money on the table.

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5 So true. I lost out on almost $1,800 from my 2017 return because I waited too long to file. Actually makes me sick thinking about it. The IRS keeps that money if you don't claim it within the window.

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The cycle code can also tell you if you're on a weekly or daily processing schedule. If it ends in 01, you're on daily. If it ends in 05 like yours, you're on weekly. Weekly processing generally updates on Thursdays and refunds come about a week later. You can also check the WMR tool or IRS2Go app, but honestly the transcript gives you more detailed info if you know how to read it.

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Mateo Perez

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Thanks for this info! So with my 05 code, I should expect an update this Thursday? And then potentially a refund the following Wednesday?

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Yes, with your 05 code, the system typically updates on Thursday nights, and you would see the refund the following Wednesday if everything is approved without issues. The Wednesday deposit date is pretty consistent for 05 cycle codes, but occasionally it can vary by a day depending on your bank and how they process incoming ACH transfers. Some people see it pending on Tuesday night.

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Mei Liu

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Keep an eye out for code 846 on your transcript - that's the refund issued code and will have a date next to it. That date tells you exactly when the refund will be sent. The cycle code just tells you when your return was processed, not necessarily when the refund is coming. But typically for cycle 05, it's about a week later.

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I have code 570 and 971 on mine along with the cycle code. Anyone know what those mean? Getting worried.

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Liam Mendez

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I work at a tax prep office and see this issue with clients all the time. The basis reporting requirements have been phased in over time: - Stocks: Basis reporting required for purchases after 2010 - Mutual funds and ETFs: After 2011 - Options and fixed income: After 2013 The reason brokerages don't report ALL basis info to the IRS (even when they have it) is simple: they're only legally required to report what falls under the mandate. Reporting additional data creates potential liability if there are errors, without any legal protection. Another common issue: if you transferred securities from another broker, even newer ones often end up in the "unreported" section because the receiving broker can't verify the original basis information with 100% certainty.

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Does this mean I need to be extra careful with the unreported basis section when filing? Will the IRS flag my return if what I report differs from what the broker told me (but didn't tell the IRS)?

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Liam Mendez

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Yes, you should definitely be more careful with the unreported basis section. The IRS has no basis information to compare against what you report for those securities, so you need to make sure your numbers are accurate and you have documentation to back them up. This doesn't automatically mean you'll be flagged for audit, but if you get selected for other reasons, these transactions might receive extra scrutiny. The best practice is to keep all your original purchase confirmations, statements showing reinvested dividends, corporate action notices (splits, mergers, etc.), and transfer documentation. If your reported basis seems reasonable relative to the sale proceeds, it's unlikely to trigger issues on its own.

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Has anyone figured out if wash sale rules apply differently between the reported and unreported basis sections? I day trade sometimes and have positions that fall into both categories depending on when I first bought in.

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Wash sale rules apply equally to all securities regardless of whether the basis is reported to the IRS or not. The distinction is only about reporting requirements, not about how tax rules are applied. When you have numerous trades, it gets complicated because your broker might correctly identify wash sales within their platform, but they won't catch wash sales between different brokerages or accounts. That's why many active traders end up with discrepancies and have to make adjustments on their tax returns.

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Malik Davis

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I've found a hybrid approach works best. I send a questionnaire before our meeting that covers the basics of Schedule B, then we go through only the relevant/complex items during our meeting. The key is making the questionnaire super clear. Each question includes examples and explains why I'm asking. I also include checkboxes for common situations rather than open-ended questions when possible. For partnerships with no changes from prior years, I pre-fill the questionnaire with last year's answers and ask them to only note changes. Saves everyone time!

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Malik Davis

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I use a fillable PDF that they can complete digitally. It's set up so they can't submit it if required questions are unanswered. I also color-code sections based on complexity - green for simple questions, yellow for ones that might need thought, and red for complex items we'll definitely discuss during our meeting. The pre-filled approach for returning clients has been the biggest time-saver. I just send last year's completed form and say "please review and note any changes for this year" - gets much better response rates than starting from scratch each time.

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Do you have them complete it digitally or on paper?

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StarStrider

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Has anyone tried using engagement letters that address some of these Schedule B questions? I'm thinking of building certain representations into my standard engagement letter for partnerships.

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Ravi Gupta

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We've incorporated key Schedule B items into our engagement letters for partnerships. We specifically include language about foreign activities, ownership, and listed transactions. It doesn't replace getting the specific answers, but it does create another layer of documentation and client awareness.

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