How tax preparers request an SSA-1099 from clients
By Arthur Teboul, DokuTrak · Published
In short
Ask each client who receives Social Security for their SSA-1099 for the year, and for their spouse’s on a joint return. The SSA mails it in January, and a replacement can be downloaded from the client’s my Social Security account. Ask at the same time about back payments, repayments and tax withheld.
Why tax preparers need an SSA-1099
Box 5 net benefits is the starting point, but only part of it may be taxable: the share depends on the client’s other income, tax-exempt interest included, and on filing status. That is why the SSA-1099 is best worked once the rest of the income is in. The Medicare premiums listed in the box 3 description may count toward itemized medical expenses.
What exactly to ask for
The SSA-1099 for the tax year being filed, one per person receiving benefits. If the year included a lump-sum payment for earlier years, the form shows it, and the client’s prior returns may help you work out the tax. Railroad retirement benefits come on a different form, the RRB-1099, so ask about those separately.
What to check when it arrives
- Box 5 net benefits is used, not box 3 alone, since repayments in box 4 reduce the amount.
- Box 6 voluntary federal tax withheld is carried to the return.
- Benefits paid for earlier years, listed in the box 3 description, are flagged for the lump-sum election.
Email to send your client
Replace the bracketed parts. The same text fits in the message of a DokuTrak request (up to 1,000 characters).
Subject: Your Social Security benefit statement (SSA-1099)
Hi [Client name],
I hope you are well. For your return I need the SSA-1099 that Social Security mailed you in January, the form showing your benefits for the year. If you file jointly and your spouse also receives benefits, please include theirs.
If the paper copy has gone missing, you can download a replacement from your my Social Security account at ssa.gov. A clear photo of the full page also works.
Could you send it by [date]? If you started benefits this year or received a back payment, please mention it.
Warm regards, [Your name]
Ask once. DokuTrak does the chasing.
- Your client uploads from one link, with no account and no password.
- Reminders go out on a schedule, by default 2, 5, 10 and 14 days after the request, until the file arrives.
- With AI review switched on in your workspace (it is off by default), each upload gets a first pass that flags a file that is not an SSA-1099 or an unreadable or blurry scan. It says so when it is not sure.
- You accept every file or mark it for re-upload, and your client gets the note by email. The AI never accepts a file.