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One additional tip that saved me some headaches - when you have your mom create that invoice, make sure she keeps a copy for her own records and consider having her send it from an email address rather than just handing you a paper copy. Some FSA administrators prefer electronic documentation, and having an email trail can help establish the date the invoice was created if there are any timing questions later. Also, since you mentioned this is mid-year and you're trying to use up remaining FSA funds, double-check with your FSA administrator about their specific reimbursement timeline. Some take 2-3 weeks to process claims, especially near year-end when everyone's rushing to use their funds. You'll want to make sure you submit everything with enough time for processing before any plan deadlines. The arrangement you've described is totally legitimate and common - lots of families make similar switches when daycare situations change. Just keep good records and you should be all set!
This is really smart advice about the email documentation! I hadn't thought about the digital paper trail aspect, but you're absolutely right that some FSA administrators prefer electronic records. It also helps establish that legitimate business-like communication happened rather than just a handwritten note. The timing reminder is crucial too - I learned this lesson the hard way a few years ago when I submitted a claim on December 28th thinking I had plenty of time, only to have it get stuck in processing and denied because it wasn't fully approved before the plan year ended. Now I always try to submit FSA claims by mid-December to avoid any year-end rush issues. One thing I'd add to your suggestion - if your mom does send the invoice via email, have her send it from her own email address to yours (not just create it and hand it over). That creates an even cleaner trail showing the invoice came from the service provider to the person requesting reimbursement. Small detail, but it can help if anyone questions the legitimacy of the arrangement later.
This is such a helpful thread! I'm dealing with a similar situation where we had to pull our daughter out of daycare due to some issues, and my mother-in-law has been helping out. I was worried we'd lose our FSA money, but reading through all these responses has given me confidence that we can make this work. One question I have that I don't think was fully addressed - what happens if the care arrangement is somewhat irregular? My MIL doesn't watch our daughter every single day, just when both my husband and I have important meetings or deadlines. So it might be 2-3 days one week, then maybe just 1 day the next week. Can I still use FSA funds for this type of irregular care schedule, or do FSA administrators expect more consistent, regular childcare arrangements? I've got about $800 left to use by year-end, and I want to make sure I structure this correctly. Also, should the invoice break down each individual day of care with specific dates, or is it okay to do a monthly summary like "childcare services provided as needed during November 2025 to enable both parents to work - total 8 days at $X per day"? Thanks to everyone who's shared their experiences here - this is exactly the kind of real-world guidance that's so hard to find elsewhere!
I went through this exact same situation last year when applying for an SBA loan! One thing that really helped me was creating a comprehensive packet for the lender that included not just the 940/941 forms, but also the payment confirmations and bank statements showing the actual tax deposits. If you're still having trouble accessing the forms in QuickBooks Pro, check if you have QuickBooks Enhanced Payroll or Basic Payroll enabled. Without the payroll service active, QuickBooks won't store the actual tax forms - it just tracks the data. In that case, you'll need to either contact whoever prepared your taxes during those years or go directly to the IRS as others mentioned. Also, pro tip: most lenders will accept IRS transcripts instead of the actual forms, and transcripts are often easier to obtain. Good luck with your expansion loan - having that documentation ready shows you're serious about your business growth!
This is such valuable advice, especially about checking if the payroll service was actually active! I had a similar issue where I thought my forms were "lost" but it turned out I had switched from Enhanced Payroll to doing payroll manually partway through 2021, so only some quarters were stored in QuickBooks. The comprehensive packet approach is brilliant too - I wish I had thought of that. My lender kept asking for additional documentation piece by piece, which dragged out my approval process. Having everything organized upfront (forms, payment confirmations, bank statements) would have saved weeks. Quick question though - when you say IRS transcripts are easier to obtain, do you mean through the online transcript service or by calling? I've heard mixed things about whether the online system has employment tax transcripts available.
Great question about IRS transcripts! The online Get Transcript system (irs.gov/individuals/get-transcript) does have employment tax transcripts available, but they're listed under "Business Transcripts" rather than individual transcripts. You'll need your EIN and the primary authorized person's SSN to access them. The online system typically shows transcripts for the current year plus the past 3-4 years, so for 2021-2022 forms you should be covered. What's nice is you can download them immediately as PDFs rather than waiting for mail delivery. However, if you need transcripts going back further or run into technical issues with the website, calling is still your backup option. One heads up though - make sure you're logged in as the primary authorized person on your business account with the IRS, otherwise you won't see the business transcript options even with the correct EIN and SSN.
I just went through this same process a few months ago for my equipment financing application! One thing that saved me time was calling my CPA first to see if they had copies on file. Most accounting professionals keep client tax documents for several years, and they often have both the filed forms and any correspondence with the IRS. If your CPA doesn't have them or if you prepared the forms yourself, I'd recommend trying the IRS transcript route that others mentioned. The online system at irs.gov worked great for me - I was able to download my 940/941 transcripts immediately, and my lender accepted them without any issues. Also, don't stress too much about the Friday deadline. Most lenders understand that gathering historical tax documents takes time, especially when dealing with the IRS. If you explain the situation and show that you're actively working to obtain the documents, they'll usually give you a reasonable extension. The key is communicating proactively rather than waiting until the last minute. Best of luck with your warehouse expansion - it sounds like your business is really thriving!
This is really helpful advice! I hadn't thought about contacting my CPA first - that could definitely save time compared to dealing with the IRS directly. Quick question though: if my CPA prepared the forms but I made the actual tax deposits myself through EFTPS, would they still have copies of the actual 940/941 forms on file? Also, thanks for the reassurance about the deadline. I've been really stressed about this whole process since the loan approval would help us finally get the warehouse space we need to keep up with demand. It's good to know lenders are generally understanding about document gathering timelines.
This is such a timely question! I actually work as a tax preparer and see this situation more often now with all the social media giveaways. The key distinction everyone's touching on is whether it's truly a "gift" versus compensation for services. The IRS has pretty strict criteria for what qualifies as a gift - it has to be made out of "detached and disinterested generosity" with no expectation of benefit to the giver. The moment you appear in a video, even briefly, you're providing promotional value to the creator, which disqualifies it from being a gift. One thing I'd add that I haven't seen mentioned - if you win a large amount (like $100k), you might want to consider making quarterly estimated tax payments instead of waiting until next year's filing. The IRS can charge underpayment penalties if you owe more than $1,000 when you file, especially on a large windfall like that. Also, state taxes vary widely on prize winnings - some states don't tax them at all, others treat them as regular income. Definitely worth checking your state's specific rules too!
This is really helpful information! I had no idea about the quarterly payment thing. Quick question - when you say "underpayment penalties," about how much are we talking? Like if someone wins $50k and doesn't make quarterly payments, what kind of penalty would they face when filing? I'm asking because I entered a bunch of giveaways recently and want to be prepared just in case I actually win something big.
@Mia Green The underpayment penalty rate changes annually but it s'currently around 8% it (was 7% for 2023 .)The penalty is calculated on the amount you underpaid for each quarter you missed. So for a $50k prize win, you d'owe roughly $12-15k in federal taxes depending on your bracket. If you didn t'make any quarterly payments and owed more than $1,000 when filing, you could face penalties of several hundred to over a thousand dollars depending on when during the year you won. The good news is there are safe harbor rules - if you pay at least 90% of the current year s'tax liability OR 100% of last year s'total tax 110% (if your prior year AGI was over $150k ,)you can avoid penalties even if you underpay on the prize winnings specifically. My advice if you win big: set aside 25-30% immediately, and consider making an estimated payment for the quarter you won. Better to be safe than sorry with the IRS!
One thing I haven't seen mentioned is what happens if you're under 18 when you win. My 16-year-old cousin won $8,000 from a TikTok challenge last year and we had no idea how to handle it tax-wise since minors usually don't file their own returns. Turns out that prize winnings are still taxable income for minors, and if it's over the standard deduction threshold, they need to file their own return (or their parents can include it on theirs in some cases). The creator actually required a parent to sign all the paperwork before releasing the money, which was smart on their part. Also learned that minors can't enter into legal contracts in most states, so technically a lot of these giveaways might not even be legally binding if the winner is under 18. But most creators just require parental consent to avoid issues. Just something to keep in mind for anyone with kids who might win these things!
This is such an important point that people don't think about! I'm actually curious - if a minor wins a large prize like this, are the parents responsible for setting aside money for taxes or does that responsibility fall on the minor themselves? Like if your cousin spent all $8,000 before tax time, who would the IRS come after for the tax bill? Also, do the parents' tax brackets affect how much tax the minor owes on prize winnings, or is it calculated separately?
A lot of good advice here but something important is being missed - the SECURE Act changed the RMD age from 70½ to 72, and then SECURE 2.0 changed it again to 73 for people born 1951-1959. Your father being 79 now (born around 1945?) would have hit RMD age under the old rules. Also, depending on how small the Simple IRA is, you might want to consider a full withdrawal to simplify things going forward, especially if managing annual RMDs will be challenging with his condition.
That's not quite right. The SECURE Act changes were effective beginning in 2020. If OP's father turned 70½ before 2020 (which seems likely given his age), he would have been required to take RMDs under the old rules starting at 70½, not 72.
You're totally right, my mistake. Since OP's father is 79 now, he would have turned 70½ around 2015-2016, before the SECURE Act took effect. So he would have been subject to the original 70½ rule. Thanks for the correction. That actually makes the missed RMD situation even more significant since it would include more years. This further emphasizes why getting proper documentation of his cognitive decline is crucial for requesting penalty waivers.
This is a challenging situation but you're taking the right steps to get your father back into compliance. Based on my experience helping elderly clients with similar issues, here are a few additional considerations: 1. **Documentation timing is crucial** - Get a letter from his doctor that specifically states when his cognitive decline began affecting his ability to manage financial affairs. This will be key for the penalty waiver requests. 2. **Consider the timing of distributions** - Rather than taking all missed RMDs immediately, you might want to spread them across 2024-2025 to manage the tax impact, while still filing the 5329 forms for each missed year. 3. **State tax implications** - Don't forget to check if your state has any additional requirements or penalties for missed RMDs. 4. **Future planning** - Once you get this resolved, consider setting up automatic distributions from the IRA to prevent future missed RMDs, especially given his condition. The IRS really is understanding in these situations when there's documented medical cause. Focus on getting that medical documentation first, then work through each year systematically. A tax professional experienced with elder financial issues would be a good investment here given the complexity and multiple years involved.
This is incredibly helpful advice, especially the point about spreading the distributions across multiple years. I hadn't thought about the tax impact of taking everything at once. One question - when you mention getting medical documentation about when the cognitive decline began, does this need to be from a specialist like a neurologist, or would documentation from his primary care physician be sufficient? We haven't had him formally evaluated by a specialist yet, but his regular doctor has been noting memory and decision-making issues in his chart for the past few years. Also, regarding the automatic distributions for the future - is that something the IRA custodian can set up, or does it require special arrangements?
Abigail bergen
Great question! I was in a similar spot a few years ago. Here's what worked for me: **Free Practice Options:** - **IRS VITA Training Materials**: The IRS has free online training modules that walk through different tax scenarios. Search for "VITA training" on the IRS website - it's designed to train volunteers but perfect for learning. - **Khan Academy**: They have a personal finance section with tax basics that's really well explained. - **Tax software "practice runs"**: Like others mentioned, you can go through TurboTax, H&R Block, etc. without filing. I'd recommend trying 2-3 different ones to see how they explain things differently. **Pro tip**: Start with your actual tax situation from last year (if your parents saved the documents). Go through the process with real numbers to see what you would have gotten, then try "what if" scenarios - what if you had student loan interest, charitable donations, etc. The key is understanding the "why" behind each question the software asks. Don't just click through - read the explanations and help sections. Tax concepts start making sense once you see how they connect to your actual life situation. You're being smart getting ahead of this! Most people wing it their first time and miss out on money.
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Malik Jenkins
ā¢This is super helpful! I didn't know about the VITA training materials - that sounds perfect for getting the foundational knowledge before jumping into the software. Quick question about using last year's documents: should I be worried about practicing with real tax info, or is it safe as long as I don't actually submit anything? I'm a bit paranoid about accidentally filing something or messing up my parents' records somehow. Also, love the idea of trying multiple software options to see different explanations. Do you have a favorite for learning purposes, or are they all pretty similar in terms of educational value?
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Mei Liu
ā¢Using real tax documents for practice is totally safe as long as you don't hit submit! The software can't accidentally file anything without you going through multiple confirmation screens and payment steps. Just be extra careful to exit out completely when you're done practicing - don't save any returns in the software. For learning purposes, I'd rank them like this: 1. **TurboTax** - Best educational content by far. Their explanations are thorough and they have great "why does this matter" sections 2. **H&R Block** - Good middle ground, decent explanations without being overwhelming 3. **FreeTaxUSA** - More bare-bones but excellent for seeing the actual tax concepts without marketing fluff Start with TurboTax for learning, then try FreeTaxUSA to see the same concepts presented more directly. The contrast really helps solidify your understanding! One more tip: Create a simple spreadsheet to track what you learn about different deductions and credits. I wish I'd done this from the start - would have saved me from rediscovering the same information every year.
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Ethan Anderson
This is such a smart approach to learning taxes! I wish I had been this proactive when I started filing. One resource I haven't seen mentioned yet is the **IRS Interactive Tax Assistant (ITA)** on their website. It's like a decision tree that walks you through tax questions with yes/no answers and gives you personalized guidance based on your situation. Really helpful for understanding what applies to you specifically. Also, since you mentioned wanting to understand deductions and credits, try looking up **Publication 17** (Your Federal Income Tax) on the IRS website. I know it sounds boring, but it's actually written in pretty plain English and covers all the common scenarios. You can search for specific topics like "student loan interest" or "standard deduction" to get official explanations. Another practice idea: grab a tax scenario worksheet online (lots of accounting teachers post these) and work through it manually before using software. It really helps you understand the math behind what the apps are doing automatically. You're going to feel so much more confident come tax season! Taking control of your finances at 22 is going to pay off big time in the long run.
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Paolo Esposito
ā¢The IRS Interactive Tax Assistant is such a hidden gem! I had no idea that existed. Just checked it out and it's way more user-friendly than I expected from an IRS tool. Publication 17 is also great advice - I actually printed out the sections relevant to my situation last year and highlighted the parts that applied to me. Made it much easier to reference when I was going through the software. Love the idea about working through scenarios manually first! There's something about doing the math yourself that really makes the concepts stick. Plus when you see how the software calculates everything automatically, you'll actually understand what it's doing instead of just trusting it blindly. @Natasha Orlova - you re'definitely on the right track with wanting to learn this stuff properly. The fact that you re'thinking ahead shows you ll'probably be way better at taxes than most people who just wing it every year!
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