This checklist covers the recurring administrative obligations for IRA Trust owners. Use it each year to confirm your plan is current and compliant. Items are organized by timing. Not every item applies to every account, but review the full list annually.
Begin year-end asset valuation
Traded assets such as cryptocurrency or brokerage accounts should use the exchange value as of December 31. Assets with a more static value, such as real estate, can be valued within 60 days prior to year-end. For assets that require third-party valuation letters or appraisals, begin requesting them in November. Do not wait until January.
Review beneficiary designations
Log in to your IRA custodian account and confirm your beneficiary designations are current. Life changes such as marriage, divorce, or the death of a named beneficiary require updates.
Initiate RMDs if applicable
If your IRA is subject to Required Minimum Distributions, initiate the distribution process by early December. Processing a distribution requires moving funds from the Trust bank account to the custodian, which can take one to two weeks. Missing the December 31 deadline results in a significant IRS excise tax on the shortfall.
Submit year-end valuation to your custodian
Report the total fair market value of the trust to your IRA custodian by their stated deadline, typically in early January. The reported value is the sum of all assets held in the trust plus any cash in the trust bank account.
Issue 1099-NECs to vendors
If the trust paid any individual contractor, property manager, or service provider $600 or more during the prior calendar year, issue a Form 1099-NEC to each. Both the IRS copy and the vendor copy are due by January 31.
Collect W-9s from new vendors
Before making any payment to a new vendor, collect a completed IRS Form W-9. File it with your plan records. This is required to issue a 1099-NEC at year-end and to document that the vendor is not a disqualified person.
Retain all transaction records
Keep bank statements, purchase agreements, income receipts, expense receipts, and any contracts associated with Trust investments. Do not allow gaps in your bank statement history.
File Form 990-T if required
If the trust received income that qualifies as Unrelated Business Taxable Income (UBTI) or Unrelated Debt-Financed Income (UDFI) exceeding $1,000 for the year, the IRA must file Form 990-T. Work with your CPA to determine whether this applies and to meet the filing deadline.
Update contact information with all parties
If your address, phone number, or email address changes, update it with your IRA custodian and all vendors, banks, and insurance carriers associated with the Trust.
These situations require immediate attention:
A K-1 with a value in Box 20V. This indicates UBTI and may create a Form 990-T filing obligation. Share it with your CPA promptly.
A 1099 issued to you personally rather than to the IRA. Contact the issuer and request a correction.
An investment opportunity that involves a transaction with yourself, a family member, or another disqualified person. Stop and consult a professional before proceeding. Prohibited transactions can disqualify the entire IRA.
This information is provided for educational purposes only and should not be interpreted as tax, legal, or investment advice. Readers are encouraged to consult a qualified professional who can offer guidance based on their personal situation.