Companies must file Form 1099-MISC for each person to who has won prizes and awards of at least $600 in value during the year, which means that you'll need to make sure that anyone who has won a total of $600 or more from your company has supplied their Social Security Number.
At The Front Desk
When a prize winner claims the prize they have won, vPromotions checks their total winnings for the year. If the currently prize that they are claiming means that their total prizes claimed for the year has now met or exceeded $600 and if they have not yet provided their Social Security Number (SSN), vPromotions requires that their SSN be entered before the prize can be claimed.
Winners who have already provided their SSN are designated with a check mark next to their name.
Once entered, the SSN is encrypted and only accessible by a Firm Administrator via reports and IRS Form 1099-MISC printing.
Per Prize
If your company requires a SSN for winners of certain prizes regardless of the total winnings, the Promotions or Program Director can select the "Require SS#" check box on the prize entry to ensure that anyone winning that prize must have provided their SSN when claiming the prize.
If a winner has already provided their SSN, they will not be required to provide it again.
Electronically Signed Documents
Go to Settings / Firm / Firm Options
Check the appropriate boxes.
- Auto Email Winners (Optional) - Enables emails sent to winners when there are email templates created and emails enables on each prize.
- Require Release Form via Email Link - Sends an email with a link allowing the winner to sign the release form to enable sending the prize to them.
- Require W-9 (when needed) via Email Link - Sends an email with a link requiring the winner to fill out and sign an IRS W-9 form to verify their address & Social Security Number (United States) when the winner has surpassed the annual taxable limit.
- Require W-9 for all wins - Sends and email with a link requiring the winner to fill out and sign an IRS W-9 form to verify their address & Social Security Number (United States) each time a winner wins anything after they have surpassed the annual taxable limit.
- Collect Banking Info via Email Link - Request Routing Number and Account Number for direct deposit of cash winnings.
- Request Photo ID Upload via Email Link - Request upload of a photo or scan of the winner's drivers license or legal ID with an option to require it. Additional Require Photo ID Upload check box to require an image upload.
- Show Winners Requiring Signed Documents Going Back - Choose how many months back you would like to see winners with unclaimed prizes in the Signed Documents Requested table.
- Manually input and track a Contest Number - Provides a space on the Contest PRF to enter a "Contest Number," which can be used to denote the budget line item or account associated with cash winnings.
Go to Settings / vPromo / Signed Documents Request Template
- Set up a template for each station
- Be clear that by clicking the link in the email, they will be going to a secure site to sign required documents.
- Format and add station logo, etc. (If you already have templates created for Prize Emails, you can copy and paste them into this template for a good start.)
- PRO TIP: Include a link to your email in case they run into trouble logging in. This should be rare, but just in case.
- NOTE: Emails to your winners from vPromotions are "No Reply" emails. Noting that in your Signed Documents Request Template is a good idea.
For more info on this workflow, see Getting Signed Winner Documents Electronically