Contractor Experience Walkthrough

Wingspan provides three key experiences for contractors during tax season to ensure smooth tax document processing and delivery.

Overview of Tax Season Communications

Contractors will receive communications at different stages based on their status with Wingspan:

For existing contractors with tax information on file:

1. They receive an email with subject "[Your Company] needs you to verify your tax details"
2. Upon verification, they can opt into electronic delivery
3. Once forms are filed, they receive their 1099-NEC

For new contractors:

1. They receive an email with subject "[Your Company] invited you to provide your tax info via Wingspan"
2. They complete the account creation and tax information process
3. Once forms are filed, they receive their 1099-NEC

Let's explore each stage of this process in detail.

A. Tax Information Confirmation

1. Initial Email Notification

Your contractor receives one of two possible email notifications from Wingspan:

For existing contractors:

• Subject: "[Your Company] needs you to verify your tax details"
• Sender: [email protected]
• Up to three reminder emails will be sent over two weeks until confirmation

For new contractors:

• Subject: "[Your Company] invited you to provide your tax info via Wingspan"
• Sender: [email protected]

For more details, review the Communication Timeline & Guide.

2. Sign Up or Sign Into Wingspan

Contractor Account Creation

New contractors will begin their account creation process with Wingspan, while existing contractors will simply sign in to review their information.

3. W-9 Information Entry

All contractors will review or enter their W-9 information. For new entries, Wingspan automatically verifies the Tax Identification Number (TIN) through the IRS TIN matching program.

When the IRS returns a TIN mismatch, contractors are guided through these steps:

Common Steps for Both EIN and SSN Contractors:

1. Verification: Cross-verify TIN and names with official IRS or Social Security documentation
2. IRS Consultation: Contact IRS to confirm accuracy of information
3. Recent Changes: Update records for any business or personal legal name changes
4. Document Upload: Option to upload supporting documents (IRS Form 147c, Form CP-575, or Social Security Card)
5. Additional Assistance: Access to specialized guide for resolving TIN mismatches

4. Legal Certification of W-9 and Consent for Sharing

5. Optional Consent for Electronic 1099-NEC Delivery

6. Contractor Tax Documents Access

After setup completion, contractors can access their Wingspan account and view tax documents under Settings. During tax season, a homepage shortcut provides easy access along with any pending tasks.

B. 1099-NEC Delivery

1. Notification Email

Subject: [IMPORTANT] Your [Payer Name] Form 1099 for [Year] is now available
Sender: [email protected]

2. Details and Download

Contractors can download their 1099 PDF, view payment details, and request corrections if needed.

Request a Correction

Contractors can request corrections through the platform by selecting the incorrect information type. Payers receive notifications to approve or reject these requests.

3. Digital and Physical Delivery

Some contractors may want a physical 1099-NEC mailed to them while retaining the option to view and download it online. Please note:

Wingspan can only mail 1099-NEC forms to addresses within the continental United States. Contractors outside the continental US can still opt for electronic delivery and access their 1099-NEC digitally in Wingspan.

When a contractor opts for physical delivery:

1. Verify Mailing Address
   Contractors confirm their address under Settings → Account settings in their Wingspan account, ensuring it’s within the continental US.

2. Request Mailed Delivery
   During or after W-9 entry, the contractor selects the option for a paper copy to be sent.

3. Access Digital Copy Anytime
   Even if a contractor chooses mailed delivery, the 1099-NEC remains accessible online. Once filed, it’s available for view or download under Tax Documents.

4. Email Notification
   Contractors who choose only physical delivery won’t receive the standard email alert when the 1099-NEC is ready. They can still sign in to Wingspan to check their documents at any time.