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IRS.gov Website
Instructions for Form 1042-S
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Where, When, and How To File(p3)

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Forms 1042-S, whether filed on paper or electronically, must be filed with the Internal Revenue Service by March 15, 2018. You also are required to furnish Form 1042-S to the recipient of the income by March 15, 2018.
Copy A is filed with the Internal Revenue Service. Send all paper Forms 1042-S with Form 1042-T, Annual Summary and Transmittal of Forms 1042-S, to the address in the Form 1042-T instructions. You must use Form 1042-T to transmit paper Forms 1042-S. Use a separate Form 1042-T to transmit each type of Form 1042-S. See Payments by U.S. Withholding Agents, later, and the Form 1042-T instructions for more information. If you are a financial institution or you have 250 or more Forms 1042-S to file (irrespective of whether you are a financial institution or not), follow the instructions under Electronic Reporting, later.
taxtip
Attach only Copy A to Form 1042-T. Copies B, C, and D should be provided to the recipient of the income. Copy E should be retained by the withholding agent. All copies must match the copy filed with the IRS. Any differences between the copy of the form issued to recipients and the copy filed with the IRS will lead to delays in processing the recipient's tax return. The IRS may disallow claims for refund or credit for amounts withheld reported on Form 1042-S if the form attached to such claims differs from the copy that was filed with the IRS.
With respect to a withholdable payment, the recipient copy should be provided to the intermediary or flow-through entity named as a recipient with respect to a chapter 4 reporting pool, if applicable.
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Extension of time to file.(p3)
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To request an extension of time to file Forms 1042-S, file Form 8809, Application for Extension of Time To File Information Returns. See the Form 8809 instructions for where to file that form. You should request an extension as soon as you are aware that an extension is necessary, but no later than the due date for filing Form 1042-S. By filing Form 8809, you will get an automatic 30-day extension to file Form 1042-S. If you need more time, a second Form 8809 may be submitted before the end of the initial extended due date. See Form 8809 for more information.
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Recipient copies.
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You may request an extension of time to provide the statements to recipients by sending a letter to:

Internal Revenue Service
Information Returns Branch
Attn: Extension of Time Coordinator
240 Murall Drive Mail Stop 4360
Kearneysville, WV 25430


See Extension to provide statements to recipients in Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities.
caution
See Pub. 1187, Specifications for Filing Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding, Electronically, for more information about filing extension requests electronically instead of on Form 8809.
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Electronic Reporting(p3)

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If you are either a person (including a corporation, partnership, individual, trust, or estate) that is required to file 250 or more Forms 1042-S, or a financial institution, whether U.S. or foreign, you are required to submit Forms 1042-S electronically.
Electronic submissions are filed using the Filing Information Returns Electronically (FIRE) System. The FIRE System operates 24 hours a day, 7 days a week, at fire.irs.gov. For more information, see Pub. 1187.
The electronic filing requirement applies separately to original and amended returns. For a withholding agent other than a financial institution, the filing requirement applies individually to each reporting entity as defined by its separate taxpayer identification number (TIN). For example, if you have 300 original Forms 1042-S, they must be filed electronically. However, if 200 of those forms contained erroneous information, the amended returns may be filed on paper forms because the number of amended Forms 1042-S is less than the 250-or-more filing requirement.
caution
If you file electronically, do not file the same returns on paper. Duplicate filing may cause penalty notices to be generated.
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Note.(p4).
Even though as many as 249 Forms 1042-S may be submitted on paper to the IRS by a filer other than a financial institution, the IRS encourages filers to transmit forms electronically.

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Hardship waiver.(p4)
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To receive a hardship waiver from the required filing of Forms 1042-S electronically, submit Form 8508, Request for Waiver From Filing Information Returns Electronically. Waiver requests should be filed at least 45 days before the due date of the returns. See Form 8508 for more information.
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Truncation TIN (TTIN) Rules(p4)

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Withholding agents may truncate the recipient's taxpayer identification number (social security number (SSN), individual taxpayer identification number (ITIN), or employee identification number (EIN)) on the recipient's copy of Form 1042‐S (that is, copies B, C, and D), including a substitute form. To truncate the recipient's taxpayer identification number, only the last four digits of a taxpayer identification number must be displayed and the remaining digits must be replaced with either asterisks (*) or Xs. For example, an SSN or ITIN must be truncated on the recipient's copy as XXX‐XX‐nnnn. An EIN must be truncated as XX‐XXXnnnn.
Withholding agents may also truncate a recipient’s foreign taxpayer identification number on the recipient’s copy of Form 1042‐S (copies B, C and D), including a substitute form. The same rules for truncating a recipient’s U.S. TIN stated above must be followed if truncating a recipient’s foreign taxpayer identification number.taxmap/instr2/i1042s-004.htm#TXMP77d729d7
Note.(p4).
The recipient's taxpayer identification number and foreign taxpayer identification number must not be truncated on Copy A filed with the IRS. The withholding agent's EIN cannot be truncated on any copy.

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Need assistance?(p4)
rule
For additional information and instructions on filing Forms 1042-S electronically, extensions of time to file (Form 8809), and hardship waivers (Form 8508), see Pub. 1187. You also can call the Information Reporting Program at 866-455-7438 (toll free) or 304-263-8700 (not a toll-free number). Do not call the Information Reporting Program to answer tax law questions. The Information Reporting Program also can be reached by fax at 877-477-0572 (toll free) and international fax at 304-579-4105 (not a toll-free number).
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Additional Information(p4)

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For more information on the withholding of tax, see Pub. 515. To order this publication and other publications and forms, call 1-800-TAX-FORM (1-800-829-3676). You also can download forms and publications from IRS.gov.
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Record Retention(p4)

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Withholding agents should retain a copy of the information returns filed with the IRS, or have the ability to reconstruct the data, for at least 3 years after the reporting due date.
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Substitute Forms(p4)

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The official Form 1042-S is the standard for substitute forms. All substitute forms must comply with the rules set forth in Pub. 1179, General Rules and Specifications for Substitute Forms 1096, 1098, 1099, 5498, and Certain Other Information Returns. A substitute of Form 1042-S that is furnished to the recipient (Copy B, C, or D) must conform in format and size to the official IRS form and must contain the exact same information as the copy filed with the IRS. However, the size of the form may be adjusted if the substitute form is presented on a landscape oriented page instead of portrait. Only one Form 1042-S may be submitted per page, regardless of orientation. You may be subject to a penalty for failure to furnish a correct information return. See Penalties, later.
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Note.(p4).
Beginning in 2015, a withholding agent is required to provide a recipient with a separate substitute Form 1042-S for each type of payment of income (as determined by the income code in box 1).

caution
All of the fields on the substitute form must match the copy filed with the IRS and must comply with IRS Standards (see Pub. 1179). Any differences between the substitute form issued to recipients and the copy filed with the IRS will lead to delays in processing the recipient's tax return. The IRS may disallow claims for refund or credit for amounts withheld reported on Form 1042-S if the substitute form attached to such claims differs from the copy that was filed with the IRS.
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Penalty for filing incorrect substitute form.
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Privately printed substitute Forms 1042-S must be exact copies of both the format and content of the official Form 1042-S. If you file a substitute for Form 1042-S, Copy A, with the IRS that is not an exact copy of the official Form 1042-S, Copy A, you may be subject to a penalty for failure to file a correct information return. See Penalties, later.
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Account-by-Account Reporting by Certain Financial Institutions(p4)

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For amounts paid on or after January 1, 2016, a U.S. financial institution or U.S. branch of a foreign financial institution maintaining an account within the United States is required to report payments of the same type of income (as determined by the income code in box 1) made to multiple financial accounts held by the same recipient on a separate Form 1042-S for each account. For this purpose, a financial account is an account described in Treasury Regulations section 1.1471-5(b)(1). See instructions for box 13k for information on designating each account with a separate account number.
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Combined Reporting Procedures(p4)

rule
Revenue Procedure 99-50 provides special procedures for successor entities to use combined information reporting under chapter 3 in certain situations following a merger or acquisition. A withholding agent may also use these procedures for purposes of reporting under chapter 4.
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Deposit Requirements(p4)

rule
For information and rules concerning Federal tax deposits, see Depositing Withheld Taxes in Pub. 515 or Deposit Requirements in the Instructions for Form 1042.