Can U.S. Tax Forms Be Legally HTMLified? If I want to have a U.S. government tax form, like a W-9, be able to be filled out on my website, can I convert it to html (so that it looks as identical as possible to the original form), have the user fill it out, and then export the results to a pdf or image to submit to the IRS? Or does the thing that I submit to the IRS have to be a scan or physical copy of the pdf that the IRS provides?
There are no copyright restrictions, since tax forms are government works and statutorily not protected. The IRS in fact says that you can use a substantially identical form for W9, as long as you don't do certain things and do do other required things. You do not submit W-9 to the IRS, but they provide a document describing substitute tax forms. Basically, they say "The IRS accepts quality substitute tax forms that are consistent with the official forms and have no adverse impact on processing". You can't "just do it", without approval, but you might be able to get approval if your document follows the rules. If the output exactly reproduces the official form except for the parts which you must remove, then it would probably pass muster and it would not matter that the engine that you use is HTML. You can also remove the color screening -- read the rules to see what all is immutable vs. changeable.
"...the listing ad of property is not a property of website." Why do you think that? Just because a website exists does not mean you can legally scrape it. Read the Terms of Service of the site; there is a good chance the TOS forbids scraping or copying of any part of the website in any manner, including scraping. If the property listings are from a third party service that provides real estate listings to websites, then those property listings are licensed to that website, and by scraping them you will likely be violating the TOSs of those two services. By illegally scraping the content of a website, you are opening yourself up to being involved in copyright infringement and/or being liable to be the subject of a civil lawsuit.
What follows is a broad overview. I'm not an expert in this; I just have a bit of experience in this due to a tax situation my wife &amp; I experienced a few years ago. Please do not rely on this advice except as a starting point for more Googling. Your obligations (and your assistant's) will depend on whether the assistant is an employee or an independent contractor. In general, an independent contractor is someone you hire to "get a job done"; you have minimal control over the manner, time, place, tools, etc., that the assistant uses. An employee, on the other hand, is someone you hire to come to work at a particular time and do the job a particular way. (I'm glossing over some details here; see the IRS link above for more details.) If your assistant is an independent contractor, and you pay them over a certain threshold ($600 for 2020), you must provide them with Form 1099-MISC, and file a copy with the IRS as well. Your assistant will then be liable for income taxes on this amount, as well as self-employment tax (see below.) If your assistant is actually an employee, and you pay them over a certain threshold ($600 for 2020), you are required to provide them with a W-2 form, as well as filing a copy with the IRS. In addition, if you pay them more than a higher threshold ($2200 in a tax year or $1000 in any quarter for 2020), you are responsible for withholding taxes from their paychecks, as well as paying the employer's portion of Social Security, Medicare, and/or federal unemployment taxes. How to figure these taxes is complex, but generally the employee must provide you with a completed W-4, and then you must provide them (and the IRS) with a W-2 at the end of the tax year. See Publication 15: Employer's Tax Guide for all the gory details. The self-employment tax is designed to effectively cover the employer's portion of these taxes for self-employed workers. As you might imagine, employers are often tempted to misclassify employees as "independent contractors", since this means that this tax liability gets pushed from them onto their workers, as well as just making the employer's life easier. The Feds will not take kindly to such misclassification if it is discovered. Finally, for the state of Connecticut, consult the CT 1009-MISC filing guide (if your assistant is an independent contractor) or the Connecticut employer's tax guide (if they are an employee). The distinction is pretty much the same as at the federal level.
That really sucks. I've had similar experiences when handling the probate proceedings of lawyers who were not good about returning original wills to clients. I am providing an answer under general principles without researching Oregon specific accounting, record retention and probate laws, to at least give you a start although I recognize that a better answer would research these questions. The accounts/clients from her business were sold to another woman. Is it legal for us to transfer everything to her possession? Probably yes. There should be a government agency in Oregon that regulates accountants that has rules regarding that question. The linked rule seems to govern this situation. It says in Rule 801-030-0015(d) that: (d) Custody and disposition of working papers. (A) A licensee may not sell, transfer or bequeath working papers described in this rule to anyone other than one or more surviving partners or stockholders, or new partners or stockholders of the licensee, or any combined or merged organization or successor in interest to the licensee, without the prior written consent of the client or the client’s personal representative or assignee. (B) A licensee is not prohibited from making a temporary transfer of working papers or other material necessary to the conduct of peer reviews or for the disclosure of information as provided by section (1)(b) of this rule. (C) A licensee shall implement reasonable procedures for the safe custody of working papers and shall retain working papers for a period sufficient to meet the needs of the licensee’s practice and to satisfy applicable professional standards and pertinent legal requirements for record retention. (D) A licensee shall retain working papers during the pendency of any Board investigation, disciplinary action, or other legal action involving the licensee. Licensees shall not dispose of such working papers until notified in writing by the Board of the closure of the investigation or until final disposition of the legal action or proceeding if no Board investigation is pending. So, a transfer to a successor firm appears to be permitted. What if she refuses to take the documents? Her probate estate could retain them and stay open, they could be returned to clients, or there could be a rule established by the Oregon body that regulates accountants that authorizes a central depository of such records. In Colorado, for example, in the case of law practices with no successors, original wills and estate planning documents can be deposited in the records of the court with probate jurisdiction that has jurisdiction over the territory where the decedent's practice was located. But, I could not locate any provision of this kind in Oregon law. Is it legal for us to destroy/shred/etc. the documents? In many cases, yes. Some states, by statute or regulation, and others by custom, allow business records to be destroyed as a matter of course, normally one year after the longest statute of limitations that could apply to a dispute where the records would be relevant (often seven years since the longest normally applicable tax statute of limitations is six years). Destroying tax returns is usually not a big concern because a transcript of the old tax returns can be ordered from the tax collection agency where they were filed. But, business records related to purchases of property and capital improvements and depreciation, and related to divorces, can be relevant for decades after they were created, so the more honorable course of action would be to make at least a cursory effort (such as a postcard sent to a last known address of each client with a deadline for requesting a return of their file) to return the files of clients that include original business records as opposed to mere copies of tax returns. Oregon has a seven year retention rule for most purposes pursuant to Rule 801-030-0015(e) which is linked above: (e) Retention of attest and audit working papers. (A) Licensees must maintain, for a period of at least seven years, the working papers for any attest or compilation services performed by the licensee together with any other supporting information, in sufficient detail to support the conclusions reached in such services. (B) The seven-year retention period described in paragraph (A) of this subsection is extended if a longer period is required for purposes of a Board investigation as provided in paragraph (d)(D) of this rule and OAR 801-010-0115(3). The referenced rule in that rule states: (3) Requirements upon resignation. Upon resignation, a former licensee is required to: (a) Surrender the CPA certificate or PA license to the Board; (b) Take all reasonable steps to avoid foreseeable harm to any client, including but not limited to providing written notice of resignation under this section to all clients and inform all clients of where client records and work papers will be stored and of the clients’ right to secure copies of all such records and work papers at no cost to the client; (c) Maintain client records for a period of at least six years, or return such records to the client; and (d) Continue to comply with the requirements of OAR Chapter 801 Division 030 pertaining to confidential information and client records. (e) For the purpose of subsection (b) above and unless otherwise required by the Board, a resigning licensee of a registered firm is required to give written notice to only those firm clients for which the resigning licensee was the sole or primary CPA on an engagement, an engagement leader, or the client relationship manager. In practice, the consequences of destroying a record that shouldn't have been destroyed are likely to be minimal, because any recovery would be limited to the assets of the estate and there is a time limit for making claims against estates which is quite strict, and your grandma has no license to revoke. But, again, the honorable thing to do in order to honor her legacy and do right by her former clients would be to either transfer the records to a successor firm or to attempt to return them, as she would be required to do if she had surrendered a license during life.
International organizations such as the UN are typically treated similar to foreign governments, and thus enjoy various privileges. One consequence is that typically, income from employment by these organizations is not subject to taxation by the host countries where the employee lives or carries out their work. However, the details depend very much on the tax laws in that host country. The employee might still be required to file taxes, but would then likely be able to declare the income as tax-free under the corresponding provision of the national tax law. This usually also depends a lot on the treaties which created the international organisation. For example, the Convention on the Privileges and Immunities of the United Nations contains an explicit tax exemption for UN officials, though not necessarily for regular employees. As an example for how a country treats employees of international organization, the IRS has guidance regarding US tax law here. Other countries tend to have similar rules, albeit with less accessible online documentation :)
First, there's no tax credit (at least on the Federal side), just a tax deduction (and even that isn't guaranteed - depends on your personal circumstances). Second, you get to claim the deduction (you should keep your receipt, just in case).
would it be a problem to file both ways, or would there be no point and would it cause problems? File only once. Duplicate filing is likely to cause recurrent confusion and annoyance because everyone else will be uncertain as to whether both filings differ on anything other than the signature. If filing electronically does a physical copy signed in ink still need to be mailed or filed in person, or would that also just cause confusion? Filing electronically precludes the need for filing a physical copy. Even if filing a physical copy is allowed, it would impose on the clerk the needless burden of scanning and processing the physical copy.
If you want to protect yourself or any property interests you may have in this circumstance you have to talk to a lawyer. You cannot get (or trust) legal advice from the internet. I will, however, make the following personal observations: I only provide a W-9 to people who are paying me money, and who request it as a condition of paying me. I don't know of a legal requirement to supply it after the fact. However, not providing it to someone who did pay you more than $600 in a tax year could certainly make it difficult for them to comply with their tax filing obligations. I do not sign any agreements, assignments, or contracts, without what I consider to be fair consideration. E.g., if on leaving a job (as has happened) I am asked by a former employer to sign something that I am not already obligated to sign due to some prior contract, then I negotiate what is commonly called a "severance package." They pay me and/or extend benefits, and I sign something that limits their liability.