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Table of Contents

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  • Payment Year: Must be defined so system pulls the correct vendor YTD taxable amounts.    The December posting period needs to be created before the current calendar year is available.
  • Type of Return: Can include one or both types with checkmark.  (tick) TIP: If both are selected and are not generated, please check to see if pop-up blockers on your browser are preventing the files from being generated.
  • Output File Type:
    • IRS Format (TAP) is the output file used to generate the TAP file for IRS electronic submission. 
    • XML Format (XML) is the output file used to generate the XML file often used by Third Party software to print the 1099s.
    • Reference Copies - when selected, the dropdown to choose the 1099 Copy will appear when the Payment year is 2020 and up.   

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      • 1099 Copy - This box will only appear when the Output File Type of Reference Copy is selected & Payment year is 2020 or beyond.       
        • Copy 1 - For State Tax Department
        • Copy 2 - Recipient's State Copy - This option includes the ability to truncate the TIN/EIN numbers.
        • Copy A - Internal Revenue Service Center copy 
        • Copy B - For Recipient - This option includes the ability to truncate the TIN/EIN numbers. 

        • Copy C - For Payer 

    • Printer/Sealer Copies - A printable form that contains both Copy 2 and Copy B that will be provided to 1099 vendors. These are formatted to fit 8 1/2 X 11 Z-Fold forms only. When using this option, if both 1099-MISC and 1099-NEC are selected, the software will produce 2 separate output files for each form type. This option includes the ability to truncate the TIN/EIN numbers.
  • Truncate EIN/TIN: This option is only available for Copy 2, Copy B, and Printer/Sealer options for Recipient copies. When selected, the first five digits of the TIN (EIN or SSN) will be replaced with asterisks.
  • Vendor: Can select specific vendors to be included. If no vendors are selected, then all vendors will be included in the file.
  • Output File Name is pulling the information entered under CORE/Organization.
  • Exclude vendors without a Tax ID – defaults with checkmark.  Uncheck the box to include them.
  • Organization information is pulling from the details under CORE/Organization.
  • Contact’s Name - Field will populate if entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file.
  • Contact's Phone - Field will auto populate based on the data entered in the IRS Form 1099 Submission Configuration.  If no phone number is entered, it will autopopulate from the CORE/Organization.  
  • Contact's Email –Field will populate if entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file.
  • Submission Type - This option allows selection of submission or form type
    • Original – To be used for the Original Submission

    • Type 1 Correction – To be used for any Type 1 Correction submissions


    • Type 2 Correction - To be used for any Type 2 Correction submissions

      Info

      See Corrections section below for more details


    • Test – To be used to test the Submission. This option only applies when the District is configured to submit 1099s.  File name created:  District_1099_Type of Return_T  (i.e. Sampelville_1099_MISC_T)
  • Prior Year Submission? This only shows if entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file,  A separate transmission is required for each tax year.  Check mark the box if submitting a 1099 file to the IRS for a past year so that options will change.  A report or file will not process until the year is selected.  Only options available will show.
  • Approved for the Combined Federal/State Filing Program - This only shows if entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file,  If showing, the default includes the check mark but may be unchecked if applicable
    • IRS established the Combined Federal/State Filing (CF/SF) Program to simplify information returns filing for the taxpayer. Through the CF/SF Program, IRS/IRB forwards original and corrected information returns filed electronically to participating states free of charge for approved filers.  Anyone with a valid Transmitter Control Code (TCC) can request approval from IRS for participation in the Combined Federal/State Filing (CF/SF) program. If you don't have a TCC, you can click here for more information on how to apply for one.  To request approval to participate, an electronic test file coded for this program must be submitted to IRS electronically. If the test file is acceptable, IRS/IRB will send you an approval letter.  While a test file is only required for the first year a filer applies to participate in the program, IRS/IRB highly recommends that a test file be sent every year a filer participates in the program.  For detailed information on the Combined Federal/State Filing program, refer to IRS Publication 1220 
  • Amount Type limit defaults to 600.00 but can be overwritten if desired.
  • Royalty Type limit defaults to 10 but can be overwritten if desired.
  • Payer Name Control (PMNC) - Not required.  Optional field for the 4 character code that the IRS assigned when the district applied for their TCC (Transmitter Control Code) in order to submit files to the IRS at the district level.    
  • Click on 'Print 1099 Report' to generate the 1099 report(s) in PDF format.  This report will include both active and inactive vendors.
    • Generates 1099-NEC.PDF if '1099-NEC' is checked under Type of Return
    • Generates 1099-MISC.PDF if '1099-MISC' is checked under Type of Return
  • Click on 'Generate' to generate the selected output file type format.  
    • The 'IRS Format' output file type will generate the entity .TAP file used to submit to the IRS and will be stored in the Calendar Year Report Archive.
      • When the District has the IRS Configuration selected to "District Will Submit 1099 File To IRS," the IRS TAP file will start the file with a T record identifying the transmitter of the electronic file and will end with a F record indicating the end of the transmission.    
      • NOTE: If entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file, it will also generate a 1099.TXT transmitter report and store this in the Calendar Year Repor Archives.   (tick) TIP: If not generated, please check to see if pop-up blockers on your browser are preventing the files from being generated
    • The 'XML Format' output file type will generate an .XML file to be used by third party software to print the 1099s and will be stored in the Calendar Year Report Archive.
    • The 'PDF Format' output file type will generate pdf files.   

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