If you’re tired of mailing out replacement 1099s to those vendors that always seem to lose the original form, you may want to consider taking this stance.
Have A/P draft a message to send to all vendors about a change to your replacement 1099s.
In the message, let vendors know that moving forward if they if they’d like to request a replacement 1099, they’ll have to either:
A. Wait until a set date (which should be included in the letter) to receive a copy of the form, and/or
B. Pay a processing fee for the replacement (anywhere in the $5 to $20 range is fair).
This should cut down on the number of requests you receive or, at the very least, ensure that vendors are more careful not to misplace the initial forms.
However, this tactic can only be used if a vendor admits it lost the original 1099. If a vendor claims it never received the 1099, then the IRS you’ll have to send out a new one, no excuses.