Rev. Proc. 82-43
Rev. Proc. 82-43; 1982-2 C.B. 762
- LanguageEnglish
- Tax Analysts Electronic Citationnot available
Superseded by Rev. Proc. 83-48
CONTENTS
PART A. -- GENERAL
SECTION 1. PURPOSE
SECTION 2. NATURE OF CHANGES
SECTION 3. WAGE AND PENSION INFORMATION
SECTION 4. APPLICATION FOR MAGNETIC MEDIA REPORTING
SECTION 5. FILING OF DISK REPORTS
SECTION 6. FILING DATES
SECTION 7. EXTENSIONS TO FILE
SECTION 8. PROCESSING OF DISK RETURNS
SECTION 9. CORRECTED RETURNS
SECTION 10. TAXPAYER IDENTIFICATION NUMBERS
SECTION 11. EFFECT ON PAPER RETURNS
SECTION 12. MAGNETIC MEDIA COORDINATOR CONTACTS
SECTION 13. COMBINED FEDERAL/STATE FILING
PART B. -- DISK SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. DEFINITIONS
SECTION 3. RECORD LENGTH
SECTION 4. PAYER/TRANSMITTER "A" RECORD
SECTION 5. PAYEE "B" RECORDS
SECTION 6. END OF PAYER "C" RECORD
SECTION 7. STATE TOTALS "K" RECORD
SECTION 8. END OF TRANSMISSION "F" RECORD
SECTION 9. DISK LAYOUTS
SECTION 10. EFFECT ON OTHER DOCUMENTS
SECTION 11. RECORD LAYOUTS
PART A. -- GENERAL
SECTION 1. PURPOSE
.01 The purpose of this revenue procedure is to provide the requirements and conditions for filing information returns in the Forms 1099 and 1087 series on disk instead of paper returns. Specifications for filing the following forms are contained in this procedure:
a) Form 1099R, Statement for Recipients of Total Distributions from Profit-Sharing, Retirement Plans, and Individual Retirement Arrangements.
b) Form 1099-DIV, Statement for Recipients of Dividends and Distributions.
c) Form 1099-INT, Statement for Recipients of Interest Income.
d) Form 1099-MISC, Statement for Recipients of Miscellaneous Income.
e) Form 1099-MED, Statement for Recipients of Medical and Health Care Payments.
f) Form 1099-OID, Statement for Recipients of Original Issue Discount.
g) Form 1099-PATR, Statement for Recipients (Patrons) of Taxable Distributions Received from Cooperatives.
h) Form 1099L, U.S. Information Return for Distributions in Liquidation During Calendar Year.
i) Form 1099-NEC, Statement for Recipients of Nonemployee Compensation.
j) Form 1099-UC, Statement for Recipients of Unemployment Compensation Payments.
k) Form 1099-ASC, Statement for Recipients of Interest on All-Savers Certificates.
l) Form 1087-DIV, Statement for Recipients of Dividends and Distributions.
m) Form 1087-INT, Statement for Recipients of Interest Income.
n) Form 1087-MISC, Statement for Recipients of Miscellaneous Income.
o) Form 1087-MED, Statement for Recipients of Medical and Health Care Payments.
p) Form 1087-OID, Statement for Recipients of Original Issue Discount.
q) Form 1087-ASC, Statement for Recipients of Interest on All-Savers Certificates.
r) Agriculture Subsidy Payment Report.
.02 This procedure also provides the requirements and specifications for disk filing under the Combined Federal/State Filing Program.
.03 This procedure supersedes Rev. Proc. 81-55, 1981-2 C.B. 649.
SEC. 2. NATURE OF CHANGES
.01 There are various editorial changes.
.02 Record layouts have been added.
.03 All references to "D" Records have been deleted.
.04 Format changes have been made to Forms 1087-INT and 1099-INT, Statements for Recipients of Interest Income.
.05 Format changes have been made to Form 1099-PATR, Statement for Recipients (Patrons) of Taxable Distributions Received from Cooperatives.
SEC. 3. WAGE AND PENSION INFORMATION
.01 Section 8(b), Pub. L. 94-202, 1976-1 C.B. 503, enacted in January 1976, authorized the combined reporting of FICA detailed information (previously reported quarterly on Form 941, Schedule A and Annual W-2 (Copy A), Wage and Tax Statement) in one consolidated annual W-2 (Copy A) to the Federal Government. As a result, Forms W-2 and W-2P are to be filed with the Social Security Administration (SSA).
.02 SSA will accept magnetic media filing of Forms W-2 and W-2P and has issued TIB-4a, Magnetic Tape Reporting, Submitting Wage and Tax Data to Federal and State Agencies, TIB-4b, Magnetic Tape Reporting, Submitting Annuity, Pension, Retired Pay or IRA Payment to the Federal Government on Magnetic Tape, and TIB-4c, Diskette and Disk Cartridge Reporting, Submitting Wage and Tax Data to the Federal Government on Diskette and Disk Cartridge, for this purpose. Applications for filing Forms W-2 and W-2P on magnetic media appear in TIBs-4a, 4b, and 4c.
.03 Copies of Social Security Administration publications TIB-4a, 4b, and 4c are available from any Internal Revenue Service Center or local Social Security Administration office.
SEC. 4. APPLICATIONS FOR MAGNETIC MEDIA REPORTING
.01 For the purposes of this revenue procedure, the payer is the organization making the payments and the transmitter is the organization preparing the disk file. An organization can be both a transmitter and a payer. Payers or transmitters who decide to file information returns, in the Forms 1099 and 1087 series, on disk, must complete Form 4419, Application for Magnetic Media Reporting Information Returns. Instructions for completing the application appear on the reverse side of the form.
.02 The Service will act on an application and notify the applicant of authorization to file within 30 days of receipt of the application. No disk returns may be filed with the Service until authorization to file is received.
.03 The Service will assist new filers with their initial disk submission by encouraging the submission of test disks for review in advance of the filing season. Approved payers or transmitters who wish to submit a test disk should contact the magnetic media coordinator at the Service Center where the application was filed.
.04 Once authorization to file on disk has been granted to a payer or transmitter, it will remain in effect in succeeding years, provided that all the requirements of this revenue procedure are met and there are no hardware or software changes by the filer which would cause the disk to become unprocessable. If a filer discontinues filing on disk, a new application must be filed before this method of filing may be resumed.
.05 In accordance with Section 1.6041-7 of the Income Tax Regulations, medical payments from separate departments of a health care carrier may be reported as separate returns on disk. In this case, the headquarters office will be considered to be the transmitter and the individual departments of the company filing reports will be considered to be payers. A single application form covering all the departments which will be filing on disk should be submitted.
SEC. 5. FILING OF DISK REPORTS
.01 A disk reporting package, which includes all the necessary transmittals, labels, and instructions, will be mailed to all approved filers between October and December of each year.
.02 Payers may submit a portion of their information returns on disk and the remainder on paper forms, provided there is NO DUPLICATE FILING. The disk records and paper forms must be filed at the same location, but in separate shipments. A Form 1096, Annual Summary and Transmittal of U.S. Information Returns, must accompany paper submissions and a Form 4804. Transmittal of Information Returns Reported on Magnetic Media, must accompany disk submissions.
.03 The affidavit which appears on Forms 1096 and 4804 must be signed by the payer. A transmitter, service bureau, or disbursing agent may, however, sign the affidavit on behalf of the payer if all of these conditions are met:
a. It has the authority to sign the affidavit under an agency agreement (either oral, written, or implied) that is valid under the State law; and
b. It has the responsibility (either oral, written, or implied) conferred on it by the payer to request the taxpayer identifying numbers of payees reported on disk or paper returns; and
c. It signs the affidavit and adds the caption "For: (name of payer)".
.04 Although a duly authorized agent signs the affidavit, the payer is held responsible for the accuracy of the Form 4804 and will be liable for penalties for failure to comply with filing requirements.
.05 These requirements also apply to paper filers submitting Form 1096. Paper filers are responsible for the filing of a correct, complete, and timely Form 1096. The failure of duly authorized "agents" of paper filers to comply with the filing requirements of Form 1096 and attachments does not relieve the payers of any penalties that may arise as a result of such failure to comply.
.06 If a portion of the returns are submitted on paper documents, include a statement on the Form 1096 that the remaining returns are being filed on disk. Please note that Form 1096 instructions normally apply to the filing of information returns on paper; however, filers of disk must review the Form 1096 instructions and file Form 1096 if appropriate.
.07 Health care carriers, or their agents, filing Form 1099-MED per Section 4.05 above, may submit part of their returns on paper documents and part on disk if the records of some departments are not maintained on computer files. However, an information return is required if the aggregate amount paid to a health care service provider from all departments equals $600 or more. For example, Department A pays $200, Department B pays $300, and Department C pays $100 to the same health care service provider. The aggregate amount paid from all departments equals $600. The health care carrier or agent must submit either one information return for the aggregate amount of $600 or three separate returns, one from each department, indicating the amount paid by each department.
.08 Reports for different branches of one payer, or for different types of accounts, should be consolidated under one Payer/Transmitter "A" Record.
SEC. 6. FILING DATES
.01 Disk reporting to the Service for all types of Forms 1099 and 1087 must be on a calendar year basis.
.02 The dates prescribed for filing paper returns with the Service will also apply to disk filing. Disks must be submitted to the Service Center by February 28. The copies of this information required to be furnished to recipients must be furnished by January 31.
SEC. 7. EXTENSIONS TO FILE
.01 If a payer or transmitter is unable to submit its disk file by the date prescribed in Section 6.02 above, a letter requesting an extension must be filed before February 28. The letter should be sent to the attention of the magnetic media coordinator at the Service Center which will receive the disk file. The request should include the estimated number of returns which will be filed late and the reason for the delay.
.02 If an extension is granted by the Service, a copy of the letter granting the extension must be attached to the transmittal Form 4804 when the file is submitted.
SEC. 8. PROCESSING OF DISK RETURNS
.01 The Service will process tax information from disks. Disks which are received timely by the Service will be returned to the filers by August 15 of the year in which submitted.
.02 All disks submitted must conform totally to this revenue procedure. IF DISKS ARE UNPROCESSABLE, THEY WILL BE RETURNED TO THE FILER FOR CORRECTION. Corrected disks must be filed with the Service Center as soon as possible. If the delay will be more than two weeks, contact the Service Center Magnetic Media Coordinator for instructions. Corrected files will be returned by the Service within six months of receipt.
SEC. 9. CORRECTED RETURNS
.01 If a large volume of corrected returns is necessary, and the payer or transmitter possesses the capability to provide such corrections on disk, they are encouraged to do so. The filer must contact the magnetic media coordinator for format and shipping instructions. A corrected Form 4804 must accompany the shipment and be marked "MAGNETIC MEDIA CORRECTION" on the upper portion of the form.
.02 If corrections are not submitted on disk, payers must submit them on official Form 1099 or 1087 (Copy A) or on paper substitutes. Some paper substitutes approved for submission to payees as originals are not acceptable. Revenue procedures containing specifications for paper returns are available from most Internal Revenue Service offices.
.03 Form 1096 instructions are to be followed when paper returns are filed to correct returns previously submitted on magnetic media. An "X" must be entered in the box in the left margin and the caption "MAGNETIC MEDIA CORRECTION" must appear on the top of the form to the left of "FOR OFFICIAL USE ONLY". Corrections must be sent to the attention of the magnetic media coordinator where the original disk file was filed.
.04 Combined Federal/State Filers who submit paper corrections must file directly with the affected state. The service will not transship paper corrections to the states.
SEC. 10. TAXPAYER IDENTIFICATION NUMBERS
.01 Under Section 6109 of the Internal Revenue Code, recipients of dividends, interest, or other payments are required to furnish Taxpayer Identification Numbers (TINs) to the payer. The number must be furnished to the payer whether or not the payee is required to file a tax return or is covered by Social Security.
.02 The Service expects that payers will keep to a minimum those statements submitted without TINs. It is particularly important that correct social security and employer identification numbers for payees be provided on magnetic media or paper forms submitted to the Service.
.03 For each omission of a required TIN, Section 6676 of the Internal Revenue Code provides that the Service charge a $5 penalty unless the payer or payee responsible for furnishing the number supplies an explanation, upon request from the Service, that establishes reasonable cause for not having done so.
.04 The TIN to be furnished to the Service depends primarily upon the manner in which the account is maintained or set up on the payer's record. The TIN to be provided must be that of the owner of the account. If the account is recorded in more than one name, furnish the TIN and name of one of the owners of the account. The TIN provided must be associated with the name of the payee provided in the first name line of the Payee Record ("B" Record). (For individuals, including those individuals operating a business, the payee TIN is the payee's Social Security Number. For other entities, the payee TIN is the payee's Employer Identification Number.)
.05 Sole proprietors who are payers should show their employer identification number in the Payer/Transmitter "A" Record. However, the payer should use the social security number of a sole proprietor in the Payee "B" Record.
.06 The charts below will help you determine the number to be furnished to the Service.
CHART 1. Guidelines for Social Security Numbers
In disk positions 12-20 In the Payee 1st
of the Payee "B" Record, Name Line of the
enter the Social Payee "B"
For this account Security Number of-- Record, enter
type-- the name of--
--------------------------------------------------------------------
1. An individual's The individual. The individual.
account.
2. Joint account of:
a. Husband and The actual owner of the The individual
wife account. (If more than whose SSN is
one owner, the principal entered.
owner.)
b. adult and minor The actual owner of the The individual
account. (If more than whose SSN is
one owner, the principal entered.
owner.)
c. two or more The actual owner of the The individual
individuals account. (If more than whose SSN is
one owner, the principal entered.
owner.)
3. Account in the name of The ward, minor, or The individual
a guardian or incompete whose SSN is
committee for a person. entered.
designated ward,
minor, or incompetent
person.
4. Custodian account of The minor. The minor.
a minor. (Uniform
Gifts to Minor Acts).
5. a. The usual The grantor-trustee. The grantor-
revocable savings trustee.
trust account
(grantor is also
trustee)
b. So called trust The actual owner. The actual
account that is owner.
not a legal or
valid trust under
State law.
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6. Sole proprietorship. The owner. The owner.
CHART 2. Guidelines for Employer Identification Numbers
In disk positions 12-20 In the 1st Name
of the Payee "B" Record, Line of the
enter the Employer Payee "B"
For this account Identification Number Record, enter
type-- of-- the name of--
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1. A valid trust, Legal entity. 1 The legal
estate, or pension pension trust.
trust, estate, or
trust.
2. Corporate account. The corporation. The corporation.
3. Religious, charitable,
educational The organization. The
organization. organization.
4. Partnership account
held in the name of The partnership. The partnership.
the business.
5. Association, club,
or other tax- The organization. The
exempt organization. organization.
6. A broker or
registered nominee. The broker or nominee. The broker or
nominee.
7. Accounts with the
Department of The public entity. The public
Agriculture in the entity.
name of a public
entity (such as a
State or local
government, school
district or
prison that receives
agriculture program
payments)
1 Do not furnish the identifying number of the personal
representative or trustee unless the legal entity itself is not
designated in the account title.
SEC. 11. EFFECT ON PAPER RETURNS
.01 Disk reporting of the information returns listed in Section 1 above applies only to the original (Copy A).
.02 Payers are permitted considerable flexibility in designing the copy of the information return to be furnished to the payee. The payer may combine the information return data with other reports or financial or commercial notices, or expand them to include other information of interest to a depositor, patron, or shareholder. This is permissible so long as all required information present on the official form is included and the payee's copies are conducive to proper reporting of income on tax returns. Payers must include a message similar to "This information is being furnished on Form 1099 (or 1087) to the Internal Revenue Service" on the recipients' copies.
.03 If a portion of the returns is reported on disk and the remainder is reported on paper forms, those returns not submitted on disk must be filed on official forms or on paper substitutes meeting specifications in the revenue procedure on the reproduction of Forms 1099, 1087, and W-2G. Forms 1099-BCD, 1099-F, and W2-G cannot currently be filed on disk.
SEC. 12. MAGNETIC MEDIA COORDINATOR CONTACTS
Requests for additional copies of these revenue procedures or for additional information on disk reporting should be addressed to the attention of the magnetic media coordinator of one of the following:
(a) Internal Revenue Service
Andover Service Center
Post Office Box 311
Andover, MA 01810
(b) Internal Revenue Service
Brookhaven Service Center
Post Office Box 486
Holtsville, NY 11742
(c) Internal Revenue Service
Philadelphia Service Center
Post Office Box 245
Bensalem, PA 19020
(d) Internal Revenue Service
Atlanta Service Center
Post Office Box 47-421
Doraville, GA 30362
(e) Internal Revenue Service
Memphis Service Center
Post Office Box 1900
Memphis, TN 38101
(f) Internal Revenue Service
Cincinnati Service Center
Post Office Box 267 Covington, KY 41019
(g) Internal Revenue Service
Kansas City Service Center
Post Office Box 24551
2306 East Bannister Rd.
Stop 43
Kansas City, MO 64131
(h) Internal Revenue Service
Austin Service Center
Post Office Box 934
Austin, TX 78767
(i) Internal Revenue Service
Ogden Service Center
Post Office Box 9941
Ogden, UT 84409
(j) Internal Revenue Service
Fresno Service Center
Post Office Box 12866
Fresno, CA 93779
SEC. 13. COMBINED FEDERAL/STATE FILING
.01 The Service will accept, upon prior approval, disk files containing State reporting information for those states listed in Part B, Section 6.06. The Service will then forward the information to the State indicated at no charge to the filers.
.02 Those filers wishing to participate in the program must submit a Consent for Internal Revenue Service to Release Tax Information.
.03 Those filers who are participating in the Combined Federal/State Filing Program MUST submit a test disk prior to receiving permission to file their actual data. Additionally, each record in the file MUST be 360 positions in length. The file MUST conform exactly to the specifications detailed in this procedure. The Service will make no attempt to process files with any deviations and will revoke the filing authorization of any filer who submits files that do not totally conform.
.04 The Service is acting as a forwarding agent to simplify information return filing. Some participating states may require separate notification that you are filing in this manner. You should contact the appropriate State for further information.
.05 To simplify filing several states have provided lists of their information return reporting requirements. See the following list. This cumulative list is for information purposes only. For complete information on State filing requirements you may want to contact the appropriate State tax agencies.
STATE FILING REQUIREMENTS
1087/ 1087/ 1087/ 1087/
1099- 1099- 1099- 1099-
STATE 1099R DIV INT MISC MED
--------------------------------------------------------------------
Alabama 1500 1500 1500 1500 NR
Arizona 1 300 300 300 300 300
Arkansas 2500 100 100 2500 2500
District of Columbia /b/ 600 600 600 600 600
Hawaii 600 10 10 /c/ 600 600
Idaho 600 10 10 600 600
Iowa 1000 100 1000 1000 1000
Minnesota 600 10 10 /d/ 600 /c/ 600
Missouri NR NR NR 1200 /f/ NR
Montana 600 10 10 600 600
New Jersey 1000 1000 1000 1000 1000
New York 600 NR 600 600 /g/ 600
North Carolina 100 100 100 600 600
North Dakota SAME AS FEDERAL REQUIREMENTS
Oregon 600 /b/ 10 10 600 NR
Tennessee NR 25 25 NR NR
Wisconsin 500 100 100 100 NR
1087/ 1087/
1099- 1099- 1099- 1099- 1099-
STATE OID PATR 1099L NEC ASC UC
--------------------------------------------------------------------
Alabama 1500 1500 1500 1500 1500 NR
Arizona 1 300 300 300 300 300 300
Arkansas 2500 2500 2500 2500 100 /a/ 2500
District of
Columbia /b/ 600 600 600 600 600 600
Hawaii 10 10 600 600 10 all
Idaho 10 10 600 600 all 10
Iowa 1000 1000 1000 1000 1000 1000
Minnesota 10 10 600 600 10 /d/ 10
Missouri NR NR NR 1200 /f/ NR NR
Montana 10 10 600 600 10 10
New Jersey 1000 1000 1000 1000 1000 1000
New York NR NR NR 600 /g/ 600 600
North Carolina 100 100 100 100 100 100
North Dakota SAME AS FEDERAL REQUIREMENTS
Oregon 10 10 600 600 10 10
Tennessee NR NR NR NR NR NR
Wisconsin NR 100 NR 500 100 NR
Footnotes:
NR--No filing requirement.
/a./ State does not permit an exclusion for All Savers
Certificates. All income is taxable.
/b./ Amounts are for aggregates of several types of income from
the same payroll.
/c./ State regulation changing filing requirement from $600 to
$10 is pending.
/d./ $10.01 for Savings and Loan Associations and Credit Unions.
/e./ $600.01 for Rents and Royalties.
/f./ Aggregate both types of returns. The State would prefer
those returns filed with respect to non-Missouri residents to be sent
directly to the State agency.
/g./ Aggregate of several types of income.
/h./ Return required for State of Oregon residents only.
/i./ These requirements apply to individuals and business
entities.
PART B. -- DISK SPECIFICATIONS
SECTION 1. GENERAL
.01 The disk specifications contained in this part prescribe the required format and contents of the records to be included in the file. These specifications must be adhered to unless deviations have been specifically granted by the Service in writing.
.02 To be compatible, a disk file must meet any set of the following specifications in total:
SET 1--SPECIFICATIONS /*/
Job Control Statement for Honeywell Disk Pack
Item Description
--------------------------------------------------------------------
1 Data Management System-Logical I/O function of
MOD I (MSR).
2 Six (6) Bit (BCD) Recording Code.
3 VOL PREP--One (1) for each Disk Pack
a. Name--IRSINF
b. Device Type--259
c. Day--YYDDD
4 Allocate--One (1) for each File 1
(a) File Name--Type of statement being processed
(b) Unit's Name--Type of statement being processed
from--(C,T,); to--(C,T)
(c) Day--YYDDD
5 Record Serial Number (internally and externally) for
each disk pack where a file or portions of a file are
contained on more than one disk pack; e.g., pack
one (1) for the first pack and increment by one (1)
for each additional pack.
6 All records within a file must be fixed length. The
record requiring the most positions determines the
length of all records in the file; e.g., if an "A"
record equals 360 positions, the subsequent "B", "C"
and "F" records must equal 360 positions.
7 Records may be blocked or unblocked, but must be
all blocked or unblocked within each file.
8 No password (keyword) protection.
9 File organization must be sequential.
Note: Indexed sequential, partioned sequential and
direct access files are unacceptable.
10 Only one unit of allocation is permitted per volume
per file.
1 File: See Part B, Section 2, Definitions. An acceptable disk
file will also contain, for each payer, the following:
(1) A Payer/Transmitter "A" Record,
(2) A series of Payee "B" Records, and
(3) An End of Payer "C" Record.
(4) State Totals "K" Record(s) are optional.
(5) An End of Transmission "F" Record. This includes
transmitter files containing multiple payers within a file.
/*/ Where a Payer/Transmitter's Disk Pack File consists of more
than one pack, each additional pack must be defined using these
specifications.
SET 2--SPECIFICATIONS /*/
Job Control Statement for GE-4020 Disk Pack
Externally identify the following:
Item Description
1 Address location of first record.
2 Number of records.
3 Record size.
4 Records may be blocked or unblocked, but must be
all blocked or unblocked within each file. 1
5 Record Type--variable or fixed. 2
6 Blocking Factor:
6 bit--cannot exceed 3840 characters (10 sectors)
8 bit--cannot exceed 2880 characters (10 sectors)
7 Character Set--6 bit or 8 bit; character set must be
specified.
8 Disk Packs--number in shipment.
9 Disk Pack must be compatible with DSC 160 AA-
DSU 160.B.
10 FILE ORGANIZATION must be SEQUENTIAL.
INDEXED SEQUENTIAL, PARTITIONED
SEQUENTIAL AND DIRECT ACCESS FILES
ARE UNACCEPTABLE.
1 File: See Part B, Section 2, Definitions. An acceptable disk
file will also contain, for each payer, the following:
(1) A Payer/Transmitter "A" Record,
(2) A series of Payee "B" Records, and
(3) An End of Payer "C" Record.
(4) State Totals "K" Record(s) are optional.
(5) An End of Transmission "F" Record. This includes
transmitter files containing multiple payers within a file.
2 For a given "A" Record, all succeeding "B" Records must be
the same length.
/*/ Where a Payer/Transmitter's Disk Pack File consists of more
than one pack, each additional pack must be defined using these
specifications.
SET 3--SPECIFICATIONS /*/
File Description Requirements for System/3 Disk Packs
Item Description
1 Data set must be structured sequentially.
2 No password (keyword) protection.
3 The Volume Serial of the pack must be VOLIRS.
4 The Data Set Name of the file 1 must be INFODOCS.
5 The records must be fixed in length.
6 Record size will not exceed 360 bytes.
7 All of the above items, 1-6, must be compatible with
and retrievable by System/3 sequential access
methods.
8 The Volume Table of Contents (VTOC) must be
structured and physically located so as to be
compatible with and accessible by the System/3 full
Operating System (OS).
9 Types of Disk Packs:
a. Model 5440 Cartridge Disk Pack (with a track
capacity of 6144 bytes).
1 File: See Part B, Section 2, Definitions. An acceptable disk
file will also contain, for each payer, the following:
(1) A Payer/Transmitter "A" Record,
(2) A series of Payee "B" Records, and
(3) An End of Payer "C" Record.
(4) State Totals "K" Record(s) are optional, and
(5) An End of Transmission "F" Record. This includes
transmitter files containing multiple payers within a file.
/*/ Where a Payer/Transmitter's Disk Pack File consists of more
than one pack, each additional pack must be defined using these
specifications.
SEC. 2. DEFINITIONS
Element Description
b Denotes a blank position. For compatibility with
IRS equipment, use BCD bit configuration 010000
("A" bit only) in even parity; 001101 ("841"
bits) in odd parity.
Special Character Any character that is not a numeral, a letter or
a blank.
Payer Person or organization, including paying agent,
making payments. The Payer will be held
responsible for the completeness, accuracy and
timely submission of disk pack files.
Transmitter Person or organization preparing disk file(s).
May be Payer or agent of Payer.
Payee Person(s) or organization(s) receiving payments
from Payer.
Coding Range Indicates the allowable codes for a particular
type of statement.
Record A group of related fields of information treated
as a unit.
a. Blocked Two or more records grouped together between
interrecord gaps.
b. Unblocked A single record which is written between
interrecord gaps.
Blocking Factor Number of records grouped together to form a
block. Should be "01" if records are not blocked
(unblocked).
File For the purpose of this procedure, a file
consists of all disk records submitted by a
Payer or Transmitter.
Taxpayer
Identifying
Number May be either an EIN or SSN.
SSN Social Security Number assigned by SSA.
EIN Employer Identification Number which has been
assigned by IRS to the employing or reporting
entity.
.02 The Payer/Transmitter ("A" Record), End of Payer ("C" Record), and End of Transmission ("F" Record) perform the functions normally assigned to header and trailer labels and related conventions. The Payer/Transmitter "A" Record serves the purpose of a Header Label, the End of Payer "C" Record indicates that all Payee Records for a Payer have been written on the disk, and the End of Transmission "F" Record indicates that the end of the file has been reached. In addition to the functions stated above, the End of Payer "C" Records are used to balance each payer's records on the pack.
SEC. 3. RECORD LENGTH
.01 The disk records prescribed in these specifications may be blocked or unblocked.
(a) If the use of blocked records would result in a short block at the end of the file representing all payments made by the payer, all remaining positions of the block must be filled with 9's. However, filling with 9's is allowable only in the last block of returns for a payer.
(b) If payments from more than one payer are reported on the same disk pack, a Payer/Transmitter "A" Record cannot be in the middle of a block, but must be the first record in a block.
.02 Provision has been made for a special data entries field in the Payee "B" Record. These entries are optional. If the field is used, it must be present in all Payee "B" Records of a Payer. The field is intended to serve one or both of these purposes:
(a) Carry information required by state or local governments in connection with reporting on disk pack to those jurisdictions when authorized by them.
(b) Facilitate making all records the same length.
SEC. 4. PAYER/TRANSMITTER "A" RECORD
.01 Identifies the payer and transmitter of the disk file and provides the parameters for the succeeding Payee "B" Records. The Service's computer programs rely on the absolute relationship between the parameters in the "A" Record and the data fields in the "A" Record and the data fields in the "B" Records to which they apply.
The number of "A" Records appearing on one disk pack will depend on the number of payers and the different types of returns being reported. A transmitter may include Payee "B" Records for more than one payer on a disk pack, however, each payer's Payee "B" Records must be preceded by an "A" Record. Separate disk files on separate disk packs MUST be submitted if the payer is reporting payment data for more than one type of return (Forms 1099-DIV and 1099-INT, for instance). When multiple disk packs are required for a single file, the correct Payer/Transmitter "A" Record MUST be repeated as the first record on every succeeding disk pack in the file to which it applies, and the disk pack sequence number MUST be incremented by 1 on each pack after the first disk pack. Any "A" Record in the same block as a "B" Record must appear only at the beginning of that block.
RECORD NAME: PAYER/TRANSMITTER "A" RECORD
Disk
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Type 1 Required. Enter "A".
2 Payment Year 1 Required. Must be the right
most digit of the year for
which payments are being
reported (e.g. if payments
were made in 1982, enter 2).
This number must be
incremented each year.
3-5 Disk Sequence 3 Required. Sequence number of
Number the disk in the disk file.
6-14 Payer's Federal EIN 9 Required. Must be the valid
9-digit number assigned to the
payer by IRS. DO NOT ENTER
HYPHENS, ALPHA CHARACTERS OR
ALL 9's OR ALL ZEROES.
15 Type of Payer 1 Required. Enter the
appropriate code from the
table below:
Type of Payer Code
Non-government P
Federal government F
State or local W
government
16 Combined Federal/ 1 Enter 1 if participating in
State Identification the Combined Federal/State
Filing Program. Enter blank if
not. Prior approval is
required and the consent to
release tax information to the
states must be on file with
the service.
17 Type of Return 1 Required. Enter appropriate
code from table below:
Type of Return Code
1099-ASC S
1099-DIV 1
1099-INT 6
1099L E
1099-MED C
1099-MISC A
1099-NEC Q
1099-OID D
1099-PATR 7
1099R 9
1099-UC P
1087-ASC T
1087-DIV 2
1087-INT M
1087-MED K
1087-MISC G
1087-OID H
Agriculture Payments 4
18-24 Amount Indicator 7 Required. The amount code
entered for a given return
indicates type(s) of
payment(s) which were made.
Example: If position 17 of the
Payer/Transmitter "A" Record
is 6 (for 1099-INT) and
positions 18-24 are 24bbbbb,
this indicates that two amount
fields are present in all
following Payee "B" Records.
The 1st field contains
Interest qualifying for
exclusion and the 2nd contains
Amount of forfeiture. Enter
indicators in ASCENDING
SEQUENCE.
Amount Indicator For reporting payments on Form
Form 1099R 1099R:
Amount
Code Amount Type
1 Amount includable as income
(add amounts for codes 2,
3, and 4).
MUST BE GROSS AMOUNT.
2 Capital gain (for lump-sum
distributions only).
3 Ordinary income.
4 Premiums paid by trustee or
custodian for current
insurance.
5 Employee contributions to
profit-sharing or
retirement plans.
6 Amount of IRA distributions
(do not include code 4
amount).
7 Net unrealized appreciation
in employer's securities.
8 Other.
Example: If position 17 of the
Payer/Transmitter "A" Record
is 9 (for 1099R) and positions
18-24 are "1345bbb", this
indicates that 4 amount fields
are present in all the
following Payee "B" Records.
The 1st field represents
Amount includable as income;
the 2nd, Ordinary income; the
3rd, Premiums paid by trustee
or custodian for current
insurance; the 4th, Employee
contributions to
profit-sharing or retirement
plans.
Please Note: If you are
reporting IRA distributions
using amount code 6, only one
payment amount code may be
present in the Amount
Indicators, all others must be
blank. Also, only one payment
may be present in the Payee
"B" Record.
Amount Indicator For reporting payments on Form
Form 1099-DIV 1099-DIV:
Amount
Code Amount Type
1 Gross dividends and other
distributions on stock
(MUST be gross amount).
4 Dividends qualifying for
exclusion (included in
amount for code 1).
5 Dividends not qualifying
for exclusion (included in
amount for code 1).
6 Capital gain distributions.
7 Non-taxable distribution
(if determinable).
8 Foreign tax paid (if
eligible for foreign tax
credit).
Example: If position 17 of the
Payer/Transmitter "A" Record
is 1 (for 1099-DIV) and
positions 18-24 are "16bbbbb",
this indicates that 2 amount
fields are present in all the
following Payee "B" Records.
The 1st field represents Gross
dividends and other
distributions on stock; the
2nd, Capital gain
distributions.
Please Note: The sum of the
amounts for codes 4 and 5 MUST
equal that for code 1. Amounts
for codes 6 and 7 must be
included in that for code 1;
however, they will not
necessarily equal that for
code 1.
Amount Indicator For Reporting Payments on Form
Form 1099-INT 1099-INT:
Amount
Code Amount Type
2 Earnings from savings and
loan associations, credit
unions, etc.
3 Other interest on bank
deposits, etc. (Do not
include amounts reported
under amount 2.)
4 Amount forfeiture
9 Foreign tax paid (if
eligible for foreign tax
credit).
Example: If position 17 of the
Payer/Transmitter "A" Record
is 6 (for 1099-INT), and
positions 18-24 are "24bbbbb",
this indicates that 2 amount
fields are present in all the
following Payee "B" Records.
The 1st field represents
Earnings from savings and loan
associations, credit unions,
etc.; the 2nd, Other interest
on bank deposits.
Please Note: Do not subtract
the amount for code 4 from the
amount in code 2 or 3 (for
certificates of deposit only).
Amount Indicator For Reporting Payments on Form
Form 1099-MISC 1099-MISC:
Amount
Code Amount Type
1 Royalties
2 Prizes and awards (No Form
W-2 or 1099-NEC items)
5 Rents
6 Other fixed or determinable
income
Example: If position 17 of the
Payer/Transmitter "A" Record
is "A" (For 1099-MISC) and
positions 18-24 are "125bbbb",
this indicates that 3 amount
fields are present in all the
following Payee "B" Records.
The 1st field represents
Royalties; the 2nd, Prizes and
awards, and the 3rd, Rents.
Amount Indicator Reporting Payments on Form
Form 1099L 1099L:
Amount
Code Amount Type
1 Cash
2 Fair market value at date
of distribution
Example: If position 17 of the
Payer/Transmitter "A" Record
is "E" (for 1099L), and
positions 18-24 are "1bbbbbb",
this indicates one amount
field is present in all the
following Payee "B" Records.
This amount field represents
Cash.
Amount Indicator For Reporting Payments on Form
Form 1099-MED: 1099-MED:
Amount
Code Amount Type
1 Total medical and health
care payments
Example: If position 17 of the
Payer/Transmitter "A" Records
is "C" (for 1099-MED),
positions 18-24 must be
"1bbbbbb". This indicates one
amount filed is present in all
the following Payee "B"
Records and represents Total
medical and health care
payments.
NO OTHER CODING IS PERMISSIBLE
FOR THIS TYPE OF PAYMENT.
Amount Indicator For Reporting Payments on Form
Form 1099-OID 1099-OID:
Amount
Code Amount Type
1 Total original issue
discount in 1982 for
holders of discount
obligations from financial
institutions
Amount
Code Amount Type
2 Total original issue
discount in 1982 for
holders of corporate
obligations
3 Issue price of obligation
4 Stated redemption price at
maturity
5 Ratable monthly portion
Example: If position 17 of the
Payer/Transmitter "A" Record
is "D" (for 1099-OID), and
positions 18-24 are "134bbbb",
this indicates that three
amount fields are present in
all the Payee "B" Records
following. The 1st field
represents Total original
issue discount in 1982 for all
holders of discount
obligations from financial
institutions; the 2nd, Issue
price of obligation; and the
3rd, Stated redemption price
at maturity.
Amount Indicator For Reporting Payments on Form
Form 1099-PATR 1099-PATR:
Amount
Code Amount Type
1 Patronage dividends
2 Nonpatronage dividends
3 Per-unit retain allocations
4 Redemption of nonqualified
notices and retain
allocations
5 Investment Credit
6 Energy Investment Credit
7 Jobs Credit
Example: If position 17 of the
Payer/Transmitter "A" Record
is "7" (for 1099-PATR) and
positions 18-24 are "134bbbb",
this indicates that 3 amount
fields are present in all the
following Payee "B" Records.
The 1st field represents
patronage dividends; the 2nd,
Per-unit retain allocations;
the 3rd, Redemption of
nonqualified notices and
retain allocations.
Note: The amounts shown for
amount codes 1 thru 4 are
taxable payments only. Other
payments that are not taxable
need not be reported.
Amount Indicator For Reporting Payments on Form
Form 1099-NEC 1099-NEC:
Amount
Code Amount Type
1 Fees, commissions, and
other compensation
Example: If position 17 of the
Payer/Transmitter "A" Record
is "Q" (for 1099-NEC),
positions 18-24 must be
"1bbbbbb". This indicates one
amount field is present in all
the following Payee "B"
Records and represents Fees,
commissions and other
compensation. NO OTHER CODING
IS PERMISSIBLE FOR THIS TYPE
OF PAYMENT.
Amount Indicator For Reporting Payments on Form
Form 1099-UC 1099-UC:
Amount
Code Amount Type
1 Total unemployment
compensation payments
Example: If position 17 of the
Payer/Transmitter "A" Record
is "P" (for 1099-UC),
positions 18-24 must be
"1bbbbbb". This indicates one
amount field is present in all
the following Payee "B"
Records and represents Total
unemployment compensation
payments. NO OTHER CODING IS
PERMISSIBLE FOR THIS TYPE OF
PAYMENT.
Amount Indicator For Reporting Payments on Form
Form 1099-ASC 1099-ASC:
Amount
Code Amount Type
2 Interest on All-Savers
Certificates (qualifies for
All-Savers Certificate
exclusion)
3 Interest not qualifying for
All-Savers Certificate
exclusion
4 Amount of forfeiture
5 1981 Qualifying Interest
Disqualified in 1982
Example: If position 17 of the
Payer/Transmitter "A" Record
is "S" (for 1099-ASC),
positions 18-24 are "2345bbb".
This indicates that four
amount fields are present in
all the following Payee "B"
Records. The 1st field
represents Interest on All-
Savers Certificates and the
2nd field represents
Interest not qualifying for
exclusion, that is, if the
All-Savers Certificate was
cashed in prematurely. The
third field represents
forfeiture and would be used
only if the All-Savers
Certificate was cashed in
prematurely. The fourth field
represents interest paid in
1981 but was disqualified
(withdrawn prematurely) in
1982.
Please Note: Do not subtract
the amount for Code 4 from any
other amount if this amount is
present.
Amount Indicator For Reporting Payment on Form
Form 1087-DIV 1087-DIV:
Amount
Code Amount Type
1 Gross dividends and other
distribution on stock
2 Dividends qualifying for
exclusion (included in
amount for code 1)
3 Dividends not qualifying
for exclusion (included in
amount for code 1)
4 Capital gain distributions
(included in amount of code
1)
5 Foreign tax paid (if
eligible for foreign tax
credit)
6 Non-Taxable distribution
(if determinable)
Example: If position 17 of the
Payer/Transmitter "A" Record
is "2" (for 1087-DIV),
positions 18-24 are "12bbbbb",
this indicates that two amount
fields are present in all the
following Payee "B" Records.
The 1st represents Gross
dividends and other
distributions on stock; the
2nd, Dividends qualifying for
exclusion (included in amount
for code 1).
Please Note: The sum of the
amounts for codes 2 and 3 must
equal that for code 1.
Amount Indicator For Reporting Payments on Form
Form 1087-INT 1087-INT:
Amount
Code Amount Type
1 Earnings from savings and
loan associations, credit
unions, etc.
2 Other interest on bank
deposits, etc. (Do not
include amounts reported
under amount code 2.)
3 Foreign tax paid (if
eligible for foreign tax
credit)
4 Amount of forfeiture
Example: If position 17 of the
Payer/Transmitter "A" Record
is "M" (for 1087-INT),
positions 18-24 are "123bbbb",
this indicates that 3 amount
fields are present in all the
following Payee "B" Records.
The 1st represents Earnings
from savings and loan
associations, credit unions,
etc.; the 2nd, Other interest
on bank deposits, etc.; and
3rd, Foreign tax paid. Please
Note: Do not subtract the
amount for code 4 from the
amounts in code 1, 2 or 3.
Amount Indicator For Reporting Payments on Form
Form 1087-MISC 1087-MISC:
Amount
Code Amount Type
1 Royalties
2 Prizes and awards (No Forms
W-2 or 1099-NEC items)
3 Rents
4 Other fixed or determinable
income
Example: If position 17 of the
Payer/Transmitter "A" Record
is "G" (for 1087-MISC), and
positions 18-24 are "13bbbbb",
this indicates that 2 amount
fields are present in all the
following Payee "B" Records.
The 1st field represents
Royalties; the 2nd, Rents.
Amount Indicator For Reporting Payments on Form
Form 1087-MED 1087-MED:
Amount
Code Amount Type
1 Total medical and health
care payments
Example: If position 17 of the
Payer/Transmitter "A" Record
is "K" (for 1087-MED),
positions 18-24 must be
"1bbbbbb". This indicates one
amount field is present in all
the following Payee "B"
Records and represents Total
medical and health care
payments. NO OTHER CODING IS
PERMISSIBLE FOR THIS TYPE OF
PAYMENT.
Amount Indicator For Reporting Amounts on Form
Form 1087-OID 1087-OID:
Amount
Code Amount Type
1 Total original issue
discount in 1982 for
holders of discount
obligations from financial
institutions
2 Total original issue
discount in 1982 for
holders of corporate
obligations
3 Issue price of obligation
4 Stated redemption price at
maturity
5 Ratable monthly portion
Example: If position 17 of the
Payer/Transmitter "A" Record
is "H" (for 1087-OID), and
positions 18-24 are "134bbbb",
this indicates that three
amount fields are present in
all the Payee "B" Records. The
1st field represents Total
original issue discount in
1982 for all holders of
discount obligations from
financial institutions; the
2nd, Issue price of
obligation; and the 3rd,
Stated redemption price at
maturity.
Amount Indicator For Reporting Payments on Form
Form 1087-ASC 1087-ASC:
Amount
Code Amount Type
1 Interest on All-Savers
Certificates (qualifies for
All-Savers Certificate
exclusion)
2 Interest not qualifying for
All-Savers Certificate
exclusion
4 Amount of forfeiture
5 1981 Qualifying Interest
Disqualified in 1982
Example: If position 17 of the
Payer/Transmitter "A" Record
is "T" (for 1087-ASC),
positions 18-24 are "124bbbb".
This indicates that three
amount fields are present in
all the following Payee "B"
Records. The 1st field
represents Interest on All-
Savers Certificates, the 2nd
field represents Interest not
qualifying for exclusion, that
is, if the All-Savers
Certificate was cashed in
prematurely, and the 3rd field
indicates Amount of forfeiture
and would be used only if the
All-Savers Certificate was
cashed in prematurely.
Please Note: Do not subtract
the amount for Code 4 from any
other amount if this amount is
present.
Amount
Code Amount Type
25 Savings and Loan 1 Enter "S" if the payer is a
Code savings and loan, building and
loan, mutual savings bank, or
credit union. If the payer is
none of these, enter blank.
26 Blank 1 Enter blank.
27 Surname Indicator 1 Enter "1" if the payees'
surnames appear first in the
name line of the "B" Records.
Enter "2" if the payees' names
appear last. If business and
individual entities are
contained in the file, enter
blank.
28-30 "A" Record Length 3 Required. Enter the number of
positions allowed for the "A"
Record.
31-33 "B" Record Length 3 Required. Enter the name of
positions allowed for the "B"
Records. Include positions
used for the special data
fields, if used.
34 Blank 1 Enter blank.
35-39 Transmitter Control 5 Required. Enter the 5 digit
Code Transmitter Control Code
assigned by the IRS.
40 Blank 1 Enter blank.
41-120 Payer Name 80 Required. Enter the name of
the payer in the manner in
which it is used in normal
business. ANY EXTRANEOUS
INFORMATION (SUCH AS BOND
MATURITY DATES) MUST BE
DELETED FROM THE NAME LINE.
Left justify and fill with
blanks.
121-160 Payer Street 40 Required. Enter the street
Address address of the payer. Left
justify and fill with blanks.
If the payer does not have a
street address, this field
MUST be blank-filled.
161-200 Payer City, State 40 Required. Enter the city,
and Zip Code state and zip code of the
payer. Left justify and fill
with blanks. DO NOT FILL WITH
ALL BLANKS OR ALL 9's.
201-280 Transmitter's Name 80 Enter the name of the
transmitter in the manner in
which it is used in normal
business. THE NAME OF THE
TRANSMITTER SHOULD BE CONSTANT
THROUGH THE ENTIRE FILE. Left
justify and fill with blanks.
281-320 Transmitter Street 40 Enter the street address of
Address the transmitter. Left justify
and fill with blanks. If the
transmitter does not have a
street address, this field
must be blank.
321-360 Transmitter City, 40 Enter the city, state, and zip
State and Zip Code code of the transmitter. Left
justify and fill with blanks.
DO NOT FILL WITH ALL BLANKS OR
ALL 9's.
Sec. 5. PAYEE "B" RECORDS
.01 Contains payment record from individual statements. A block may not exceed one track. Do not pad unused blocks with blank records.
.02 All payee records must contain correct payee name and address information entered in the fields prescribed in this section.
.03 The Service must be able to identify the surname associated with the taxpayer identifying number (SSN or EIN) furnished on a statement. The specifications below include a field in the payee records called "Name Control" in which the first four alphabetic characters of the payee's surname are to be entered by the payers. In addition, a blank must precede the identifying surname in the first name line of all Payee "B" Records unless the surname begins in the first position of the field.
.04 If payers are unable to provide the first four characters of the surname, the specifications permit the submission of statements on disk with the Name Control Field left blank; however, the following will help the Service generate the Name Control.
(a) The surname of the payee whose taxpayer identifying number (SSN or EIN) is shown in the Payee "B" Record, must be the only name in the first name line.
(b) A blank must precede the surname unless the surname begins in the first position of the field.
(c) In the case of multiple payees, only the surname of the payee whose taxpayer identifying number (SSN or EIN) is shown in the Payee "B" Record, must be present in the first name line. Surnames of any other payees in the record must be entered in the second name line.
.05 Provision is also made in these specifications for data entries required by state or local governments. This should minimize the Payer/Transmitter's programming burden should payers desire to report on disk to state or local governments.
.06 Those filers participating in the Combined Federal/State Filing Program must have 360 position records. Positions 359 and 360 in the Payee "B" Records must contain the state code for the state to receive the information. Do not code for the states unless prior approval to participate has been granted by the service.
The codes for the participating states are:
State Code
Alabama 01
Arizona 04
Arkansas 05
California 06
Delaware 10
District of Columbia 11
Georgia 13
Hawaii 15
Idaho 16
Indiana 18
Iowa 19
Kansas 20
Maine 23
Massachusetts 25
Minnesota 27
Mississippi 28
Missouri 29
Montana 30
New Jersey 34
New Mexico 35
New York 36
North Carolina 37
North Dakota 38
Oregon 41
South Carolina 45
Tennessee 47
Wisconsin 55
RECORD NAME: PAYEE "B" RECORD
Disk
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Type 1 Required. Enter "B".
2-3 Payment Year 2 Required. Must be the two last
digits of the year for which
payments are being reported
(e.g. if payments were made in
1982 enter "82"). Must be
incremented each year.
4 Category of 1 Use only for IRA reporting on
Distribution (for Form 1099R. Identify the
reporting IRA category of distribution and
income only) enter the applicable code from
the table below.
Category Code
Premature distribution 1
(other than codes 2,
3, 4, 5 below)
Rollover 2
Disability 3
Death 4
Prohibited transaction 5
Other 6
Normal 7
Excess contributions
refunded plus earnings
on such excess
contributions 8
Transfers to an IRA for
a spouse incident to a
divorce 9
5-6 Blank 2 Enter blanks. (Reserved for
Service use).
7-10 Name Control 4 Required. Enter the first 4
letters of the surname of the
payee. Surnames of less than
four (4) letters should be
left justified, filling the
unused positions with blanks.
Special characters and
imbedded blanks should be
removed. If the Name Control
is not determinable by the
payer, leave this field blank.
11 Type of Account 1 Required. This field is used
to identify the data in 12-20
as either an Employer's
Identification Number, a
Social Security Number, or the
reason no number is shown.
Enter a "blank" if a taxpayer
identifying number is required
but unobtainable due to
legitimate cause; e.g. number
applied for but not received.
1) Enter the digit "1" if the
payee is a business or any
organization for which an
EIN was provided.
2) Enter the digit "2" if the
payee is an individual and
an SSN is provided in
positions 12-20.
12-20 Taxpayer 9 Required. Enter the valid 9-
Identifying digit taxpayer identifying
Number number of the payee (SSN or
EIN, as appropriate). Where an
identifying number has been
applied for but not received
or where there is any other
legitimate cause for not
having an identifying number,
enter blanks.
DO NOT ENTER HYPHENS, ALPHA
CHARACTERS, OR ALL 9's OR ALL
ZEROES.
21-30 Account Number 10 Optional. Payer may use this
field to enter the payee's
account number. Although this
item is optional, its use will
facilitate easy reference to
specific records in the
payer's file, should any
questions arise. DO NOT ENTER
A TAXPAYER IDENTIFYING NUMBER
IN THIS FIELD.
31-100 Payment Amount The number of payment amounts
Fields is dependent on the number of
Amount Indicators in positions
18-24 of the "A" Record. Each
payment amount field must
contain 10 characters. Do not
provide a payment amount field
when the Amount Indicator is
blank. Each payment amount
must be entered in dollars and
cents. Do not enter dollar
signs, commas, decimal points,
or negative payments. Example:
The Amount Indicator contains
123bbbb. Payee "B" Records in
this field should have only
three payment amount fields.
If Amount Indicator contains
12367bb, the "B" Records
should have 5 payment amount
fields. Payment amounts MUST
be right-justified and unused
portions MUST be zero-filled.
31-40 Payment Amount 10 This amount is identified by
Field 1 the amount code in position 18
of the Payer/Transmitter "A"
Record. This entry must always
be present.
41-50 Payment Amount 10 This amount is identified by
Field 2 the amount code in position 19
of the Payer/Transmitter "A"
Record. If position 19 of the
Payer/Transmitter "A" Record
is blank, do not provide for
this payment field.
51-60 Payment Amount 10 This amount is identified by
Field 3 the amount code in position 20
of the Payer/Transmitter "A"
Record. If position 20 of the
Payer/Transmitter "A" Record
is blank, do not provide for
this payment field.
61-70 Payment Amount 10 This amount is identified by
Field 4 the amount code in position 21
of the Payer/Transmitter "A"
Record. If position 21 of the
Payer/Transmitter "A" Record
is blank, do not provide for
this payment field.
71-80 Payment Amount 10 This amount is identified by
Field 5 the amount code in position 22
of the Payer/Transmitter "A"
Record. If position 22 of the
Payer/Transmitter "A" Record
is blank, do not provide for
this payment field.
81-90 Payment Amount 10 This amount is identified by
Field 6 the amount code in position 23
of the Payer/Transmitter "A"
Record. If position 23 of the
Payer/Transmitter "A" Record
is blank, do not provide for
this payment field.
91-100 Payment Amount 10 This amount is identified by
Field 7 the amount code in position 24
of "A" Record. If position 24
of the Payer/Transmitter "A"
Record is blank, do not
provide for this payment
field.
Next 40 Payee Name (1st 40 Required. Enter the name of
positions Name Line) (A the payee whose taxpayer
after the blank must precede identifying number appears in
last the surname unless disk positions 12-20 above. If
Payment the surname begins fewer than 40 characters are
Amount in the first required, left justify and
Field position of the fill unused positions with
used field) blanks. If more space is
required, utilize the 2nd Name
Line field below. If there are
multiple payees, only the name
of the payee whose taxpayer
identifying number has been
provided can be entered in
this field. The names of the
other payees may be entered in
the 2nd Name Line field. The
order in which the payee's
name appears in this field
must correspond with the
Surname Indicator entered in
disk position 27 of the
Payer/Transmitter "A" Record
No descriptive or other data
is to be entered in this
field.
Next 40 Payee Name (2nd 40 If the payee name requires
positions Name Line) more space than is available
after the in the 1st Name Line, enter
1st Name the remaining portion of the
Line name in this field. If there
are multiple payees, this
field may be used for those
payees' names who are not
associated with the taxpayer
identifying number provided in
disk positions 12-20 above.
Left justify and fill unused
portions with blanks. Fill
with blanks if no entries are
required in this field.
Next 40 Payee Street 40 Required. Enter street address
positions Address of payee. Left justify and
after 2nd fill unused positions with
Name Line blanks. Address MUST be
present. This field MUST NOT
contain any data other than
the payee's street address.
Next 40 Payee City, State 40 Required. Enter the city,
positions and Zip Code state and Zip Code of the
after the payee, in that sequence.
street Use U. S. Postal Service
address abbreviations for states. Left
justify and fill unused
positions with blanks. City,
state and zip code must be
present.
Next Special Data Optional. The last portion of
field Entries the "B" Record may be used to
after record information required
City, for State or local government
State reporting, or for other
and Zip purposes. The special data
Code entries will begin in
positions 201, 211, 221,
231, 241, 251, or 261,
depending on the number of
payment amount fields
included in the record.
Special Data Entries may be
used to make all records the
same length; however, the
record length may not exceed
360 positions. Payers should
contact their state or local
revenue departments for their
filing requirements.
NOTE 1: The first name line of the Payee, shown as beginning at
disk position 101, must be shifted to the field immediately following
the last payment amount field used. For example, if two payment
amount fields are used, the first name line field would be shifted to
position 51. Succeeding fields would be shifted accordingly. Also see
Sec. 11 for a record layout reflecting 4 payment amount fields.
SEC. 6. END OF PAYER "C" RECORD
.01 Write this record after the last Payee "B" Record following the last preceding Payer/Transmitter "A" Record. A disk pack will contain more than one End of Payer "C" Record if the last Payee "B" Record for MORE THAN ONE PAYER is reported on the same disk pack.
.02 Each End of Payer "C" Record must contain a count of the number of Payee "B" Records as well as a total of the payment amounts for all the Payee "B" Records immediately preceding the End of Payer "C" Record and following the preceding Payer/Transmitter "A" Record under which a Payer is reporting payments for a type of return.
To illustrate:
(a) Single disk pack;
Where all of the records of a Payer for a particular type of return are reported on a single disk pack, the last preceding Payer/Transmitter "A" Record would be the "A" Record immediately preceding the Payer's Payee "B" Records for which the End of Payer "C" Record has been written.
(b) Multiple disk packs;
Where the reporting of a Payer for a particular type of return begins on one disk pack and ends on another disk pack, the last preceding Payer/Transmitter "A" Record immediately preceding all the Payee "B" Records on the disk pack on which the Payer "C" Records has been written.
.03 The End of Payer "C" Record must be followed by a State Totals "K" Record, a new Payer/Transmitter "A" Record for the next Payer, if any, or an End of Transmission "F" Record.
RECORD NAME: END OF PAYER "C" RECORD
Disk
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Type 1 Required. Enter "C".
2-7 Number of Payees 6 Required. Enter the number of
payees covered by the payer on
this disk pack. Right justify
and zero fill.
Totals from Per Part B, Sec. 4, enter
Payment Amount grand total of each payment
Fields amount for each payer on each
disk pack. Right justify and
zero fill each Control Total
amount. If less than seven
amount fields are being
reported in the Payee "B"
Records, zero fill remaining
Control Total positions. For
example: If only two payment
amounts are being reported,
zero fill disk fields for
Control Totals 3, 4, 5, 6, and
7. If seven amounts are being
reported on the Payee "B"
Records, all Control Total
positions will have payment
amounts exceeding zero.
8-19 Control Total 1 12
20-31 Control Total 2 12
32-43 Control Total 3 12
44-55 Control Total 4 12
56-67 Control Total 5 12
68-79 Control Total 6 12
80-91 Control Total 7 12
92-360 Blanks 269 Enter blanks to make the "C"
Record length the same as the
Payee "B" Record length.
SEC. 7. STATE TOTALS "K" RECORD
.01 The State Totals "K" Record is a summary for a given payer and a given state in the Combined Federal/State Filing Program used only when State Reporting approval has been granted. It must be 360 positions in length.
.02 The "K" Record will contain the totals of the payment amount fields and the payees filed by a given payer for a given state. The "K" Record(s) must be written after the "C" Record for the related "A" Record.
.03 There must be a separate "K" Record for each state being reported.
RECORD NAME: STATE TOTALS "K" RECORD
Disk
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Type 1 Required. Enter "K"
2-7 Number of Payees 6 Required. Enter the number of
payees being reported to this
state. Right justify and zero
fill.
8-19 Control Total 1 12 Required. Enter totals from
payment amount field. Right
justify and zero fill each
20-31 Control Total 2 12 Control Total amount. If less
32-43 Control Total 3 12 than seven amount fields are
44-55 Control Total 4 12 being reported, zero fill
56-67 Control Total 5 12 unused Control Total fields.
68-79 Control Total 6 12
80-91 Control Total 7 12
92-358 Reserved 267 Reserved for IRS use. Blank
fill.
359-360 State Code 2 Required. Enter the code for
the state to receive the
information.
SEC. 8. END OF TRANSMISSION "F" RECORD
.01 The "F" Record is a summary of the number of payers and packs in the entire file.
.02 This record should be written after the last "C" Record or "K" Record, whichever is applicable.
.03 The "F" Record must be the same length as the "B" Records.
RECORD NAME: END OF TRANSMISSION "F" RECORD
Disk
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Type 1 Required. Enter "F"
2-5 Number of Payers 4 Required. Enter the total
number of payers in the
transmission. Right justify
and zero fill.
6-8 Number of Packs 3 Required. Enter the total
number of packs in
transmission. Right justify
and zero fill.
9-30 Zeroes 22 Enter zeroes.
31-360 Blanks 330 Enter blanks to make the "F"
Record the same length as the
payee "B" Record.
SEC. 9. DISK LAYOUTS
.01 The following charts show, by type of file, the record types to be used in the first two and the last three records written on a disk pack when only one type of document (file) is reported on a pack or series of packs. /*/
.02 When reporting under the Combined Federal/State Filing program the State Total's "K" Record(s) will follow the "C" Records regardless of the Type of File.
2nd from Next to
1st 2nd last last Last
record record record record record
Type of File type type type type type
--------------------------------------------------------------------
Single payer, single pack A B B C 1 F
Single payer, multiple
packs
Pack 1 A B B B B
Last pack A B B C 1 F
Multiple payers,
single pack:
Payer 1 A B B B C 1
Payer 2 A B B B C 1
Last payer A B B C 1 F
Multiple payers, multiple
packs: First payer's
records split between
pack 1 and pack 2; second
payer's records split
between pack 2 and
pack 3:
Pack 1: Payer 1 A B B B B
Pack 2: Payer 1 A B B B C 1
Payer 2 A B B B B
Pack 3: Payer 2 A B B B C 1
Payer 3 A B B B C 1
Pack 4: Last Payer A B B C 1 F
Multiple payers, single
transmitter, separate
packs for each payer:
Payer 1: one pack A B B B C 1
Payer 2: two packs
Pack 1 A B B B C 1
Last pack A B B B C 1
Payer 3: one pack A B B C 1 F
Single payer, multiple
transmitter (payer
submits files from
various locations):
Payer 1:
Location 1: Last pack A B B C 1 F
Location 2: Last pack A B B C 1 F
Single payer, multiple
transmitter, etc.:
Location 3:
Pack 1 A B B B C 1
Pack 2 A B B B C 1
Last Pack A B B C 1 F
1 If a "D" Record is used, must contain "Number of Payers" and
"Control Totals" summarizing all Payee Records written for this Type
of Document for this Payer on this pack.
/*/ When more than one Type of Document (file) is reported on a
disk pack, there will be a corresponding increase in the series of
"A", "B--B" and "C" records since, within a disk pack, a file is
equivalent to an "A" record, a series of "B" records and a "C" record
for a single payer.
SEC 10. EFFECT ON OTHER DOCUMENTS
Rev. Proc. 81-55 is superseded.
SEC. 11. RECORD LAYOUTS
[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]
- LanguageEnglish
- Tax Analysts Electronic Citationnot available