Rev. Proc. 84-63
Rev. Proc. 84-63; 1984-2 C.B. 527
- Cross-Reference
26 CFR 601.201: Tax forms and instructions.
- LanguageEnglish
- Tax Analysts Electronic Citationnot available
CONTENTS
PART A. GENERAL
SECTION 1. PURPOSE
SECTION 2. BACKGROUND
SECTION 3. NATURE OF CHANGES
SECTION 4. WAGE AND PENSION INFORMATION
SECTION 5. APPLICATION FOR MAGNETIC MEDIA REPORTING
SECTION 6. FILING OF MAGNETIC MEDIA REPORTS
SECTION 7. FILING DATES
SECTION 8. EXTENSIONS TO FILE
SECTION 9. PROCESSING OF MAGNETIC MEDIA RETURNS
SECTION 10. CORRECTED RETURNS
SECTION 11. TAXPAYER IDENTIFICATION NUMBERS
SECTION 12. EFFECT ON PAPER RETURNS
SECTION 13. MAGNETIC MEDIA COORDINATOR CONTACTS
SECTION 14. COMBINED FEDERAL/STATE FILING
SECTION 15. DEFINITIONS
SECTION 16. U.S. POSTAL SERVICE STATE ABBREVIATIONS
PART B. DISK SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. RECORD LENGTH
SECTION 3. OPTIONS FOR FILING
SECTION 4. PAYER/ TRANSMITTER `A` RECORD
SECTION 5. PAYEE `B` RECORD-GENERAL FIELD DESCRIPTIONS
SECTION 6. END OF PAYER `C` RECORD
SECTION 7. STATE TOTALS `K` RECORD
SECTION 8. END OF TRANSMISSION `F` RECORD
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 Form 1099 series, the Form 5498 series and the Form W2-G series, on magnetic disk instead of paper returns. Specifications for filing the following forms are contained in this procedure.
(a) Form 1099-ASC, Statement for Recipients of Interest on All-Savers Certificates.
(b) Form 1099-B, Statement for Recipients of Proceeds from Broker and Barter Exchange Transactions.
(c) Form 1099-DIV, Statement for Recipients of Dividends and Distributions.
(d) Form 1099-G, Statement for Recipients of Certain Government Payments.
(e) Form 1099-INT, Statement for Recipients of Interest Income.
(f) Form 1099-MISC, Statement for Recipients of Miscellaneous Income.
(g) Form 1099-OID, Statement for Recipients of Original Issue Discount.
(h) Form 1099-PATR, Statement for Recipients of Taxable Distributions Received From Cooperatives.
(i) Form 1099-R, Statement for Recipients of Total Distributions from Profit-Sharing, Retirement Plans, Individual Retirement Arrangements, etc.
(j) Form 5498, Individual Retirement Arrangement Information.
(k) Form W2-G, Statement for Recipients of Certain Gambling Winnings.
02 This procedure also provides the requirements and specifications for magnetic disk filing under the Combined Federal/State Filing Program.
03 The following revenue procedures and publication provide more detailed filing procedures for information return payer identification, transfer agents and paper substitute specifications, respectively.
(a) Rev. Proc. 84-24, 1984-12 I.R.B. 11, dated March 19, 1984, regarding preparation of transmittal documents for information returns.
(b) Rev. Proc. 84-33, 1984-16 I.R.B. 16, dated April 16, 1984, regarding the optional method for agents to report and deposit backup withholding.
(c) Publication 1179, Requirements for Reproducing Paper Substitutes of Forms 1099, 5498 and W2-G.
04 Form 1096, Annual Summary and Transmittal of U.S. Information Returns, includes the requirements on who must file and when to file the various information returns (Forms 1099 and 5498)
05 This procedure supersedes the following revenue procedure: Rev. Proc. 83-48, 1983-2 C.B. 420, Publication 1220, Requirements and Conditions for Filing Information Returns in the 1099 Series on Magnetic Media.
SECTION 2. BACKGROUND
01 The following section contains a REVIEW of the changes which were described in the revenue procedure last year. Please insure that the necessary re-programming was accomplished in order to comply.
02 There were numerous changes documented in Revenue Procedure 83-48 (Publication 1220) for Tax Year 1983 (processing year 1984). Some of the major changes were:
(a) An effort to consolidate the number of information returns, as well as the incorporation of the Tax Equity and Fiscal Responsibility Act of 1982, Pub. L. 97-248, 1982-2 C.B. 462, caused the meaning of many of the `Amount Indicators` in the Payer/Transmitter `A` Record to change. PLEASE VERIFY THAT THESE CHANGES WERE MADE THROUGHOUT YOUR PROGRAMS.
(b) The `Amount Indicator` field in the Payer/Transmitter `A` Record was increased from seven to nine positions. Because of this change, the `Savings and Loan Code` field has been replaced by position eight of Amount Indicators. The `Savings and Loan Code` is no longer used.
(c) Payment Amount `8` and Payment Amount `9` were added to the following records:
(1) Payee `B` Record; and
(2) End of Payer `C` Record; and
(3) State Totals `K` Record.
(d) The usage of the `Document Specific Code` in the Payee `B` Record was expanded to include codes specific to Forms 1099-R, 1099-MISC and 1099-G.
(e) The End of Reel Record (`D` Record) has been deleted from the Revenue Procedure and Service programs. All filers using `D` Records must update their programs to reflect this change.
PLEASE SEE SECTION 3, NATURE OF CHANGES, FOR A LIST OF THE CHANGES CONTAINED IN THIS EDITION OF THE REVENUE PROCEDURE.
SECTION 3. NATURE OF CHANGES
01 The following section contains the changes that must be incorporated into your magnetic media programs for Tax Year 1984 (processing year 1985).
02 The following are general changes.
(a) An explanation of applying for waivers for undue hardship has been added to PART A, SEC. 5.
(b) An explanation of penalties has been added to PART A, SEC. 6.
(c) Reports from different branches for one payer must be consolidated under one Payer/Transmitter `A` Record for each type of information return. For example, all like Form 1099-INT documents must be sorted together under one Payer/Transmitter `A` Record, followed by Payee `B` Records and one End of Payer `C` Record. See PART A, SEC. 6.13.
(d) The explanation of Taxpayer Identification Numbers in PART A, SEC. 11 has been rewritten to clarify changes concerning backup withholding and due diligence requirements.
(e) PART A, SEC. 12 has been rewritten to include the changes made to the requirements concerning the paper copy of the information return furnished to the payee.
(f) A definition for `Transfer Agent` has been added to PART A, SEC. 15.
(g) A list of valid U.S. Postal Service State Abbreviations has been added to aid in developing the State Code portion of Name Line fields. See PART A, SEC. 16.
(h) The size of the block which Service programs can accept has been increased to 10,000.
(i) Records may not span blocks.
03 The following changes have been made to the Payer/Transmitter `A` Record.
(a) Header label UHL1 has been added as one of the standard labels Service programs can process. See PART B, SEC. 3.
(b) Trailer labels EOV1 and EOV2 have been added as standard trailer labels Service programs can process. See PART B, SEC. 3.
(c) Amount Indicator `4` is no longer valid for Form 1099-ASC.
(d) Amount Indicator `2` has been added for Form 5498.
(e) `Type of Return` and `Amount Indicators` have been added for Form W2-G.
(f) The codes for `Type of Payer` and `Payee 'B' Record Surname Indicator` fields should be deleted from your programs. However, the positions in the record SHOULD NOT be deleted: Fill these positions with blanks.
(g) The `Second Payer Name` field has been shortened from 40 characters to 39 characters. The contents of the `Second Payer Name` field, as well as the contents of the `Payer Shipping Address` and the `Payer City, State and Zip Code` fields, is now dependent upon the value in the `Transfer Agent Indicator`.
(h) A `Transfer Agent Indicator` has been added following the `Second Payer Name` field. The contents of this field will let the Service programs know if the information in `Second Payer Name`, `Payer Shipping Address` and `Payer City, State and Zip Code` pertains to the Payer or to the Transfer Agent. (See Rev. Proc. 84-33, 1984-16 I.R.B. 16 dated April 16, 1984, for information regarding the optional method for agents to report and deposit backup withholding.)
(i) The name of `Payer Mailing Address` has been changed to `Payer Shipping Address`. Beginning in Tax Year 1984, the Service will notify payers of any information returns not containing valid Taxpayer Identification Numbers (TINs). This notification will include a payee notice for each such information return. Therefore, we must have an address capable of accepting volume mail.
04 The following changes have been made to the Payee `B` Record.
(a) The meaning of the `Document Specific Code` for Form 1099-G has been expanded.
(b) The use of the `Document Specific Code` has been increased to include Type of Wager for Form W2-G.
(c) PLEASE NOTE: If any one Payment Amount Field exceeds `9999999999` (dollars and cents), as many SEPARATE Payee `B` Records as necessary to contain the total MUST be submitted for the Payee. Example: the total money amount to be reported for Payee ABC is $250,371,491.87. Three Payee `B` Records will have to be submitted for Payee ABC to contain the entire total amount. (DO NOT enter dollar signs, commas, decimal points in the Payment Amount fields.)
(d) There are new field definitions specific to Form W2-G for positions 293-360.
05 There are various editorial changes.
SECTION 4. 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 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 W2P and has issued the following concerning this: TIB-4a, `MAGNETIC TAPE REPORTING, Submitting FICA wage and tax data to the Social Security Administration`, TIB-4b, `MAGNETIC TAPE REPORTING, Submitting Annuity, Pension, Retired Pay or IRA Payment to the Social Security Administration`, and TIB-4c, `DISKETTE AND DISK CARTRIDGE REPORTING, Submitting FICA wage and tax data to the Social Security Administration`. 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, 5b, and 4c are available from any local Social Security Administration office.
SECTION 5. APPLICATION 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 magnetic disk file. The payer and transmitter may be the same organization. Payers or their transmitters are required to complete Form 4419, Application for Magnetic Media Reporting for Information Returns. Requests for copies of this form or for additional information on magnetic disk reporting should be addressed to the attention of the Magnetic Media Coordinator at one of the Service Centers listed in Sec. 13 of this revenue procedure.
02 The Service will act on an application and notify the applicant of authorization to file, in writing, within 30 days of receipt of the application. Magnetic disk returns may not be filed with the Service until the application has been approved.
03 The Service will assist new filers with their initial magnetic disk submission by requiring the submission of test files for review in advance of the filing season. Approved payers or transmitters who wish to submit a test file should contact the Magnetic Media Coordinator at the Service Center where the application was filed.
04 If there are hardware or software changes that would affect the characteristics of the magnetic disk submission, the payer (or its transmitter) is required to submit a new Form 4419.
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 magnetic 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 magnetic disk should be submitted.
06 Section 1.6045-1(l) of the Income Tax Regulations requires magnetic media filing of ALL information returns for broker and barter exchanges (Forms 1099-B) as of January 1, 1984. However, the Secretary is granted authority to relieve filers on a case-by-case basis if the requirement would cause undue hardship.
07 Requests for undue hardship exemptions must be submitted by existing brokers and barter exchanges at least 90 days before the due date of the return; new brokers and barter exchanges by the end of the second month following the month in which the person becomes a broker or barter exchange, but no later than 90 days before the due date of the return.
08 Section 6011(e) of the Internal Revenue Code, as amended by the interest and Dividend Tax Compliance Act of 1983, Pub. L. 96-67, 1983-2 C.B. 352, requires any person, including individuals, estates and trusts, required to file more than 50 information returns in the aggregate for payments of interest (Forms 1099-INT and 1099-OID), dividends (Form 1099-DIV) or patronage dividends (Form 1099-PATR) for any calendar year, must file such returns on magnetic media. The Secretary is granted authority to relieve filers on a case-by-case basis if imposition of the requirements would cause undue hardship.
09 Filers must submit a written statement requesting an undue hardship waiver from magnetic media filing for a specific period of time, not to exceed one tax year. If the filer requires a waiver for a longer period of time, the filer may reapply at the appropriate time. Filers may not apply for a waiver for more than one tax year at a time. The written statement must contain the following identifying information:
(a) The filer's name;
(b) The filer's address;
(c) The filer's Employer Identification Number (EIN);
(d) The date to which the waiver is requested;
(e) The name and telephone number of a person to contact regarding the information contained in the waiver;
(f) A statement regarding the cost which is causing the undue hardship condition; and
(g) A statement explaining any other reasonable attempts the filer has made to comply with this magnetic media filing requirement.
10 Waivers are granted on a case-by-case basis and may be approved at the discretion of the Service Center Magnetic Media Coordinator.
11 Any filer who files paper forms without an approved waiver from magnetic media reporting on record may be subject to failure to file penalty.
SECTION 6. FILING OF MAGNETIC MEDIA REPORTS
01 Payers must use magnetic media to file information returns reporting payments of interest, dividends or patronage dividends made after December 31, 1983, to more than 50 payees. The returns affected are Forms 1099-INT and 1099-OID for interest, Form 1099-DIV for dividends and Form 1099-PATR for patronage dividends.
02 The penalty for both the failure to timely file MOST information returns and failure to file returns as prescribed by the Service is now $50 a return up to a maximum of $50,000 a year. However, there is not a maximum penalty for returns of interest, dividends or patronage dividends. If the failure to file is due to intentional disregard of the filing requirements, the penalty may be greater than $50 a return and there is no maximum penalty.
03 Payers are now subject to a $50 penalty for EACH failure to include the payee's correct Taxpayer Identification Number (TIN) on an information return unless the payer has exercised due diligence.
04 Rev. Proc. 84-24, 1984-12 I.R.B. 11, which gives detailed information on preparing the transmittal documents for information returns (Forms 1099, 5498 and W2-G) is available at your Internal Revenue Service office. Specific guidelines are given on how to report the payers' names, addresses and TINs on transmittal documents and information returns. Instructions for multiple transmittals and the submission of transmittals by service bureaus or agents are also covered.
05 Any person who is required to file information returns because of payments of dividends, patronage dividends or interest to more than 50 payees (in the aggregate) for any calendar year after 1983, must file the returns with the Service on magnetic media. This requirement shall not apply to any person for any period if such person establishes that this requirements would result in undue hardship. Request for relief because of undue hardship should be sent to your attention of the Magnetic Media Coordinator of the Service Center for your area (see Sec. 13).
06 Brokers and barter exchanges are required to use magnetic media in reporting Form 1099-B data to the Service. New brokers and barter exchanges may request an undue hardship exception by filing an application with their Service Center Magnetic Media Coordinator by the end of the second month following the month in which they became a broker or barter exchange.
07 A magnetic 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.
08 With the Service's concurrence, payers can, IN MOST CASES, submit a portion of their returns on magnetic media and the remainder on paper Forms 1099 (or paper Forms 5498 or paper Forms W2-G). HOWEVER, there are two exceptions. Per the Tax Equity and Fiscal Responsibility Act of 1982, ALL Forms 1099-B must be filed on magnetic media unless a waiver has been approved. Also, per the Interest and Dividend Tax Compliance Act of 1983, the same requirement applies if more than 50 information returns are filed in the aggregate for Forms 1099-DIV, 1099-INT, 1099-OID and 1099-PATR.
09 The magnetic 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 magnetic disk submissions.
10 The affidavit which appears on Forms 1096 and 4804 should 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.
(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 magnetic media or paper returns.
(c) it signs the affidavit and adds the caption `For: (name of payer)`.
11 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.
12 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 magnetic disk.
13 Reports from different branches for one payer MUST be consolidated under one Payer/Transmitter `A` Record for each type of information return. For example, all Forms 1099-INT documents must be sorted together under one Payer/Transmitter `A` Record followed by the appropriate `B` Records and one `C` Record.
14 Health care carriers, or their agents, filing Form 1099-MISC per SEC. 5.05 above, may submit part of their returns on paper documents and part on magnetic disk if the records of 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.
SEC. 7. FILING DATES
01 Magnetic disk reporting to the Service for all types of Form 1099, From 5498 and Form W2-G must be on a calendar year basis.
02 The dates prescribed for filing paper returns with the Service will also apply to magnetic disk filing. Files 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. 8. EXTENSIONS TO FILE
01 If a payer or transmitter is unable to submit its magnetic disk file by the date prescribed in Sec. 7.02 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 magnetic 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. 9 PROCESSING OF MAGNETIC MEDIA RETURNS
01 The Service will process tax information from magnetic disk files. Files which are received timely by the Service will be returned to the filers, by August 15 of the year in which submitted.
02 All files submitted must conform totally to this revenue procedure. IF FILES ARE UNPROCESSABLE, THEY WILL BE RETURNED TO THE FILER FOR CORRECTION. Corrected files must be filed with the Service Center within 15 days from receipt. Corrected files will be returned by the Service within six months of receipt.
SEC. 10. CORRECTED RETURNS
01 If returns must be corrected, approved magnetic disk filers are encouraged to file such corrections on magnetic disk. 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, upon approval from the Service Center Magnetic Media Coordinator, corrections are not submitted on magnetic disk, payers must submit them on official Form 1099 (Copy A), Form 5498 (Copy A) or Form W2-G (Copy A) or on paper substitutions approved for submission to the Internal Revenue Service. Some paper substitutes approved for submission to payees as originals are not acceptable for submission to the Internal Revenue Service as corrections. 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 disk. An `X` must be entered in the box in the left top corner and the caption `MAGNETIC MEDIA CORRECTION` must appear on the bottom of Form 1096 below the instructions. Corrections MUST be sent to the attention of the Magnetic Media Coordinator where the original 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. 11. TAXPAYER IDENTIFICATION NUMBERS
01 Under section 6109 of the Internal Revenue Code, recipients of all reportable payments on information returns 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 recipients' TINs are used to associate and verify amounts reported to the Service with corresponding amounts on tax returns. Therefore, 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 failure to furnish a TIN to another person who is required to file an information return or for each failure by such person to include a TIN on the information return, section 6676 of the Internal Revenue Code provides for a $50 PENALTY unless the payer or payee of non-interest and dividend payments responsible for furnishing a correct TIN supplies an explanation, upon request from the Service, that establishes reasonable cause for not having done so.
04 With respect to all payers of interest and dividends, section 6676 of the Internal Revenue Code provides that the payer must self-assess a $50 PENALTY for each failure to include a payee's TIN or each inclusion of an incorrect TIN on an information return, unless the payer can demonstrate that the payer met the due diligence requirements in attempting to acquire correct TINs for payees. Payees of interest and dividends are subject to a $50 PENALTY for failing to furnish their correct TINs to payers unless the payee supplies an explanation, upon request from the Service, that establishes reasonable cause for not having done so.
05 For any reportable amount, if the payee fails to provide a TIN to the payer or if the Service shows that the TIN provided is incorrect, then backup withholding must be instituted for that payee. In the case of notice of an incorrect TIN by the Service, the payer must begin withholding 30 days after the day on which the notice is received. If the payer receives certified information from the payee within 30 days of notice from the Service, no withholding is required.
06 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 `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.)
07 Sole proprietors who are payers should show their Employer Identification Number in the Payer/Transmitter `A` Record. However, sole proprietors that are not required to have an Employer Identification Number should use their Social Security Number.
08 Sole proprietors' Social Security Numbers must be used in the Payee `B` Record.
09 The charts below will help you determine the number to be furnished to the Service for recipients of reportable payments (payees).
CHART 1. Guidelines for Social Security Numbers
In the Taxpayer
Identifying Number of
the Payee `B`
Record, enter the
For this account type-- SSN of--
1. An individual's account. The individual.
2. A joint account (husband The actual owner
and wife, adult and of the account. (If
minor, or any two or more more than one owner,
individuals). the principal owner.)
3. Account in the name of a The ward, minor, or
guardian or committee for a incompetent person.
designated ward, minor, or
incompetent person.
4. Custodian account of a minor The minor.
(Uniform Gifts to Minors
Act).
5. The usual revocable savings The grantor-trustee.
trust account (grantor is
also trustee).
6. A so-called trust account The actual owner.
that is not a legal or
valid trust under State
law.
7. A sole proprietorship. The owner.
(continued below)
In the First Payee
Name Line of the
Payee `B` Record,
For this account type-- enter the name of--
1. An individual's account. The individual.
2. A joint account (husband The individual whose
and wife, adult and minor, SSN is entered.
or any two or more
individuals).
3. Account in the name of a The individual whose
guardian or committee for a SSN is entered.
designated ward, minor, or
incompetent person.
4. Custodian account of a minor The minor.
(Uniform Gifts to Minors
Act).
5. The usual revocable savings The grantor-trustee
trust account (grantor is
also trustee).
6. A so-called trust account The actual owner.
that is not a legal or
valid trust under State
law.
7. A sole proprietorship. The owner.
CHART 2. Guidelines for Employer Identification Numbers
In the Taxpayer In the First
Identifying Payee Name
Number of Line of the
the Payee `B` `B` Record,
Record, enter enter the
For this account type-- the EIN of-- name of--
1. A valid trust, estate, Legal entity. 1 The legal
or pension trust. trust,
estate, or
pension
trust.
2. A corporate account. The corporation. The
corporation.
3. A religious, The corporation. The
charitable, or corporation.
educational
organization.
4. A partnership The partnership. The
account held partnership
in the name
of the
business.
5. An association, The organization. The
club, or other organization.
tax-exempt
organization.
6. A broker or The broker or The broker or
registered nominee/ nominee/
nominee/ middleman. middleman.
middleman.
7. Account with The public The public
the Department entity. entity.
of Agriculture
in the name
of a public entity
(such as 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 tr ustee unless the legal entity itself is not
designated in the account title.
SEC. 12 EFFECT ON PAPER RETURNS
01 Magnetic disk reporting of the information returns listed in Sec. 1 above applies only to the original (Copy A).
0-2 For payments of dividends or interest (reported on Forms 1099-DIV, 1099-PATR, 1099-INT or 1099-OID) made in 1984 and subsequent years, the payer is required to furnish an official Form 1099 to a payee either in a separate mailing or in person. These forms may not be combined or mailed with other information furnished to the recipient with the exception of the Form W-9 and/or Form W-8 solicitation. The payer may use substitute Forms 1099 if they are substantially similar to the official forms and only if the payer complies with all revenue procedures relating to substitute Forms 1099 in effect at the time (See Publication 1179, Requirements for Reproducing Paper Substitutes of Forms 1099, 5498 and W2-G). Copy B (For Recipient) of the substitute forms must contain the statement `This is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty will be imposed on you if this income is taxable and the Service determines that it has not been reported.`
03 Statements to recipients for Forms 1099-B, 1099-G, 1099-MISC, l099-R, 5498 or W2-G need not be a copy of the paper form filed with the Service. It is important that income items be properly classified for Federal tax purposes on the statement the payer gives to recipients. The message `This information is being furnished to the Internal Revenue Service` must appear on the statements. The payer may combine the statement with other reports or financial or commercial notices, or expand them to include other information of interest to the recipient. Also, be sure that all copies of the forms are legible and provide the recipient with any instructions that appear on the back of the recipient's copy of the official Internal Revenue Service form so that the information may properly be used by the recipient in meeting his or her tax obligations.
04 For 1984, brokers reporting Form 1099-B information are asked to voluntarily provide information to their customers as to what amount was or will be reported to the Service, i.e., gross proceeds or gross proceeds less commissions and option premiums.
05 If a portion of the returns is reported on magnetic disk and the remainder is reported on paper forms, those returns not submitted on magnetic disk must be filed on official forms or on paper substitutes meeting specifications in the revenue procedure on the reproduction of Forms 1099, 5498 and W-2G.
SEC. 13 MAGNETIC MEDIA COORDINATOR CONTACTS
Requests for additional copies of this revenue procedure or for additional information on magnetic media 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. 14. COMBINED FEDERAL/STATE FILING
01 The Service will accept, upon prior approval, magnetic disk files containing State reporting information, for those states listed in .05 of this section. The Service will then forward the information to the state indicated at no charge to the filers. FORM 1099B AND FORM W2-G CANNOT BE FILED UNDER THE COMBINED FEDERAL/STATE FILING PROGRAM.
02 Those filers wishing to participate in this program MUST submit a Form 6847, Consent for Internal Revenue Service To Release Tax Information, to the Internal Revenue Service to release tax information. Requests for copies of this form or for additional information on magnetic disk reporting should be addressed to the attention of the Magnetic Media Coordinator of one of the Service Centers listed in Sec. 13 of this revenue procedure.
03 Those filers who are participating in the Combined Federal/State Filing Program MUST submit a test file 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 revenue procedure, and must meet the money criteria in .06 below. 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 States for further information.
05 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 (see the following table) if the state is to receive the information. DO NOT CODE this UNLESS prior approval to participate has been granted by the Internal Revenue Service.
State Code State Code State Code
Alabama 01 Iowa 19 New York 36
Arizona 04 Kansas 20 North Carolina 37
Arkansas 05 Maine 23 North Dakota 38
California 06 Massachusetts 25 Oregon 41
Delaware 10 Minnesota 27 South Carolina 45
District
of Columbia 11 Mississippi 28 Tennessee 47
Georgia 13 Missouri 29 Wisconsin 55
Hawaii 15 Montana 30
Idaho 16 New Jersey 34
Indiana 18 New Mexico 35
06 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 /*/
1099- 1099- 1099
STATE 1099R DIV INT MISC
-------------------------------------------------------------------
Alabama 1500 1500 1500 1500
Arizona /a/ 300 300 300 300
Arkansas 2500 100 100 2500
District of
Columbia /c/ 600 600 600 600
Hawaii 600 10 10 /d/ 600
Idaho 600 10 10 600
Iowa 1000 100 1000 1000
Minnesota 600 10 10 /e/ 600 /f/
Missouri NR NR NR 1200 /g/
Montana 600 10 10 600
New Jersey 1000 1000 1000 1000
New York 600 NR 600 600 /h/
North Carolina 100 100 100 600
North Dakota SAME AS FEDERAL REQUIREMENTS
Oregon 600 /i/ 10 10 600
Tennessee NR 25 25 NR
Wisconsin 500 100 100 100
(continued below)
1099- 1099- 1099-
STATE PATR ASC 1099G OID 5498 /k/
----------------------------------------------------------------------
Alabama 1500 1500 /e/ NR 1500 NR
Arizona /a/ 300 300 300 300 NR
Arkansas 2500 100 /b/ 2500 2500 /j/
District of
Columbia /c/ 600 600 600 600 NR
Hawaii 10 10 all 10 /j/
Idaho 10 all 10 10 /j/
Iowa 1000 1000 1000 1000 NR
Minnesota 10 10 /e/ 10 10 NR
Missouri NR NR NR NR NR
Montana 10 10 10 10 /j/
New Jersey 1000 1000 1000 1000 NR
New York NR 600 600 NR NR
North Carolina 100 100 100 100 /j/
North Dakota SAME AS FEDERAL REQUIREMENTS
Oregon 10 10 10 10 NR
Tennessee NR NR NR NR NR
Wisconsin 100 100 NR NR NR
NR-No filing requirement.
FOOTNOTES:
/a/ These requirements apply to individuals and business entities.
/b/ State does not permit an exclusion for All-Savers Certificates.
All Incom e is taxable.
/c/ Amounts are for aggregates of several types of income from the
same payrol l.
/d/ State regulation changing filing requirement from $600 to $10 is
pending.
/e/ $10.01 for Savings and Loan Associations and Credit Unions.
/f/ $600.01 for Rents and Royalties.
/g/ Aggregate both types of returns. The State would prefer those
returns fil ed with respect to non-Missouri residents to be sent
directly to the State agen cy.
/h/ Aggregate of several types of income.
/i/ Return required for State of Oregon residents only.
/j/ Same as Federal requirement.
/k/ The state filing requirement for Form 5498 for Maine and South
Carolina ar e the same as the Federal requirement.
chart are the same as the Federal requirement.
SEC. 15. DEFINITIONS
Element Description
b Denotes a blank position. Enter
blank(s) when this symbol is used.
Coding Range Indicates the allowable code for a
particular type of statement.
EIN Employer Identification Number
which has been assigned by
Internal Revenue Service to the
reporting entity.
File For the purpose of this procedure,
a file consists of all magnetic
disk records submitted by a Payer
or Transmitter.
Nominee/middleman The category of documents whose
information was previously
reported on the Form 1087 series.
Payee Person(s) or organization(s)
receiving payments from the Payer.
Payer Person or organization, including
paying agent, making payments.
The Payer will be held responsible
for the completeness, accuracy and
timely submission of magnetic disk
files.
Special Character Any character that is not a
numeral, a letter or a blank.
SSA Social Security Administration.
SSN Social Security Number assigned by
SSA.
Taxpayer Identification May be either an EIN or SSN.
Number (TIN)
Transfer Agent The transfer or paying agent who
has been authorized to report and
pay backup withholding for the
payers of reportable payments.
Transmitter Person or organization preparing
magnetic disk file(s). May be
Payer or agent of Payer.
SEC. 16 U.S. POSTAL SERVICE STATE ABBREVIATIONS
Use the following U. S. Postal Service state abbreviations when developing the state code portion of Name Line fields.
State Code State Code State Code
Alabama AL Kentucky KY North Dakota ND
Alaska AK Louisiana LA Ohio OH
Arizona AZ Maine ME Oklahoma OK
Arkansas AR Maryland MD Oregon OR
California CA Massachusetts MA Pennsylvania PA
Colorado CO Michigan MI Rhode Island RI
Connecticut CT Minnesota MN South Carolina SC
Delaware DE Mississippi MS South Dakota SD
District of Missouri MO Tennessee TN
Columbia DC Montana MT Texas TX
Florida FL Nebraska NE Utah UT
Georgia GA Nevada NV Vermont VT
Hawaii HI New Hampshire NH Virginia VA
Idaho ID New Jersey NJ Washington WA
Illinois IL New Mexico NM West Virginia WV
Indiana IN New York NY Wisconsin WI
Iowa IA North Carolina NC Wyoming WY
Kansas KS
PART B. DISK SPECIFICATIONS
SECTION 1. GENERAL
01 The specifications contained in this part of the revenue procedure define the required format and contents of the records to be included in the disk 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 1
(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. Units 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. Records may
not span blocks.
8 No password (keyword) protection.
9 File organization must be sequential.
NOTE: Indexed sequential, partitioned sequential and
direct access files are unacceptable.
10 Only one unit of allocation is permitted per volume
per file.
1 File: See PART A, SEC. 15, 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 all unblocked within each file. 1
Records may not span blocks.
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 A, SEC. 15, 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.
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 A, SEC. 15, Definitions. An acceptable disk file
will also contain, for each payer, the following:
1. A Payee/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.
03 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.
SECTION 2. 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. Records may not span blocks.
(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 utilized, it must be present in all Payee `B` Records. The field is intended to serve one or both of these purposes:
(a) Carry information required by state or local governments. Filers who wish to use this option for satisfying state or local reporting requirements should contact their state or local department of revenue for filing instructions. Also refer to Part A, sec. 14.
(b) Facilitate making all records the same length.
SECTION 3. PAYER/TRANSMITTER `A` RECORD
01 Identifies the payer and transmitter of the disk file and provides 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.
02 The number of `A` Records appearing on a 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` Record(s) must be preceded by an `A` Record. A single disk pack may also contain different types of returns, but the returns MUST not be intermingled. A separate `A` Record is required for each type of return being reported. An `A` Record may be blocked with `B` Records, however, the `A` Record MUST APPEAR AS THE FIRST RECORD IN THE BLOCK. Records may not span blocks.
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 1984,
enter `4`). Must be
incremented each year.
3-5 Disk Sequence Number 3 REQUIRED. Sequence number
of the disk in the disk file
starting with 001.
6-14 Payer's Federal EIN 9 REQUIRED. Must be the VALID
9-digit number assigned to
the payer by the Internal
Revenue Service. DO NOT
ENTER HYPHENS, ALPHA
CHARACTERS, ALL 9's OR ALL
ZEROES.
15 Blank 1 REQUIRED. Enter blank.
16 Combined Federal/ 1 REQUIRED. Enter the
State Filer appropriate code from the
table below. PRIOR APPROVAL
is required and the consent
to release tax information
to the states must be on
file with the Internal
Revenue Service for those
states Participating in the
Combined Federal/State
Filing Program. If the
Payer/Transmitter is not
participating in the
Combined Federal/State
Filing Program, enter
blanks.
Code Meaning
1 Participating in the
Combined Federal/
State Filing Program
Blank Not participating.
17 Type of Return 1 REQUIRED. Enter appropriate
code from table below:
Type of Return Code
1099-ASC S
1099-ASC (nominee/
middleman) T
1099-B B
1099-B (nominee/
middleman) C
1099-DIV 1
1099-DIV (nominee/
middleman) 2
1099-G F
1099-G (nominee/
middleman) K
1099-INT 6
1099-INT (nominee/
middleman) M
1099-MISC A
1099-MISC (nominee/
middleman) G
1099-OID D
1099-OID (nominee/
middleman) H
1099-PATR 7
1099-PATR (nominee/
middleman) 8
1099-R 9
5498 L
W2-G W
18-26 Amount Indicators 9 REQUIRED. The amount
indicators entered for a
given type of return
indicate 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
18-26 are `123bbbbbb`,
these indicate that 3
payment amount fields are
present in all of the
following Payee `B`
Records. The 1st field
represents Earnings from
savings and loan
associations, credit
unions, bank deposits,
bearer certificates of
deposit, etc., the 2nd
represents Amount of
forfeiture and the 3rd
represents Federal income
tax withheld. Enter the
Amount Indicators in
ASCENDING SEQUENCE, left
justify, filing unused
positions with blanks. For
any further clarification
of the Amount Indicator
codes, you may contact the
Service Center Magnetic
Media Coordinator.
Amount Indicators For Reporting Payments on
Form 1099-ASC or Form 1099-ASC:
1099-ASC (nominee/
middleman) Amount Code Amount Type
1 Interest on
All Savers
Certificates
2 Interest not
qualifying for
exclusion
3 Amount of
forfeiture
Amount Indicators For Reporting Payments on
Form 1099-B or 1099-B Form 1099-B:
(nominee/middleman)
Amount Code Amount Type
2 Stocks, bonds,
etc. (For
Forward
Contracts
see NOTE
below.)
3 Bartering
4 Federal
income tax
withheld
6 Profit or
(loss)
realized
in 1984
7 Unrealized
profit or
(loss)
on open
contracts-end
of prior year
8 Unrealized
profit or
(loss) on
open contracts
12/31/84
9 Aggregate
profit or
(loss)
NOTE: The Payment Amount field associated with this Amount
Indicator may be used to represent a (loss) when the reporting is
for Forward Contracts. Refer to Payee `B` Record-General Field
Descriptions, Payment Amount Fields.
Amount Indicators For Reporting Payments on Form
Form 1099-DIV or 1099-DIV:
1099-DIV (nominee/
middleman)
Amount Code Amount Type
1 Gross dividends
and other
distributions on
stock
2 Dividends
qualifying for
exclusion
3 Dividends not
qualifying
for exclusion
4 Federal income
tax withheld
5 Capital gain
distributions
6 Nontaxable
distributions
(if
determinable)
7 Foreign tax
paid
8 Cash liquidation
distributions
9 Non-cash
liquidation
distributions
(Show fair
market value)
Amount Indicators For Reporting Payments on Form
Form 1099-G or 1099-G:
1099-G (nominee/
middleman)
Amount Code Amount Type
1 Unemployment
compensation
2 Income tax
refunds
4 Federal
income
tax
withheld
5 Discharge of
indebtedness
6 Taxable grants
7 Agriculture
payments
Amount Indicators For Reporting Payments on Form
Form 1099-INT or 1099-INT:
1099-INT (nominee/
middleman)
Amount Code Amount Type
1 Earnings from
savings and
loan
associations,
credit unions,
bank deposits,
bearer
certificates
of deposits,
etc.
2 Amount of
forfeiture
3 Federal income
tax withheld
4 Foreign tax
paid (if
eligible for
foreign tax
credit)
Amount Indicators For Reporting Payments on Form
Form 1099-MISC or 1099-MISC:
1099-MISC (nominee/
middleman)
Amount Code Amount Type
1 Rents
2 Royalties
3 Prizes and
awards
4 Federal
income tax
withheld
5 Fishing boat
proceeds
6 Medical and
health care
payments
7 Nonemployee
compensation
8 Direct sales
indicator
(see NOTE)
NOTE: Use for DIRECT SALES reporting of sales to the payee
of consumer products on a buy-sell, deposit-commission, or
any other basis for resale, if such sales have amounted to
$5,000 or more.
Since this reflects an `INDICATOR` field and not an
`AMOUNT` field, the appropriate Payment Amount Field in the
payee `B` Record MUST be reflected as 0000000100.
Amount Indicators For Reporting Payments on Form
Form 1099-OID or 1099-OID:
1099-OID (nominee/
middleman)
Amount Code Amount Type
1 Total original
issue discount
2 Stated
interest
3 Amount of
forfeiture
4 Federal income
tax withheld
Amounts Indicators For Reporting Payments on Form
Form 1099-PATRON or 1099-PATR:
1099-PARTR
(nominee
middleman)
Amount Code Amount Type
1 Patronage
dividends
2 Nonpatronage
dividends
3 Per unit
retain
allocations
4 Federal income
tax withheld
5 Redemption of
nonqualified
notices and
retain
allocations
6 Investment
credit
7 Energy
investment
credit
8 Jobs credit
Amount Indicators For Reporting Payments on Form
Form 1099-R 1099-R:
Amount Code Amount Type
1 Amount
includible
as income (add
boxes 2 and 3)
2 Capital gain
(for lump-sum
distributions
only)
3 Ordinary
income
4 Federal income
tax withheld
5 Employee
contributions
to profit-
sharing or
retirement
plans
6 IRA, SEP,
or DEC
distributions
8 Net unrealized
appreciation
in employer's
securities
9 Other
NOTE: If you are reporting total IRA distributions using
amount indicator `6`, only amount indicator `4` may also be
present in Amount Indicators, all others must be blank.
Also, only two Payment Amounts may be present in the payee
`B` Record.
Amount Indicators For Reporting Payments on Form
Form 5498 5498:
Amount Code Amount Type
1 Regular
IRA or SEP
contributions
2 Rollover
IRA on SEP
contributions
Amount Indicators For Reporting Payments on Form
Form W2-G W2-G:
Amount Code Amount Type
1 Gross winnings
2 Federal income
tax withheld
7 Winnings from
identical
wagers
27 Blank 1 REQUIRED. Enter blank
28-30 `A` Record Length 3 REQUIRED. Enter the number
of positions allowed for
the `A` Record. RECOMMEND
360.
31-33 `B` Record Length 3 REQUIRED. Enter the number
of positions allowed for
the `B` Record. RECOMMEND
360.
34 Blank 1 REQUIRED. Enter blank.
35-39 Transmitter Control 5 REQUIRED. Enter the 5 digit
Code Transmitter Control code
assigned by the Internal
Revenue Service.
40 Blank 1 REQUIRED. Enter blank.
41-80 First Payer Name 40 REQUIRED. Enter the name of
the payer in the manner in
which it is used in normal
business. Any extraneous
information must be deleted
from the name line. Left
justify and fill with
blanks.
81-119 Second Payer Name 39 REQUIRED. The contents of
this field are dependent
upon the TRANSFER AGENT
INDICATOR in position 120
of this record. If the
Transfer Agent Indicator
contains a `1` this field
will contain the name of
the Transfer Agent. If the
Transfer Agent Indicator
contains a `0` (zero) this
field will contain either a
continuation of the First
Payer Name field or
blanks. Left justify and
fill unused positions with
blanks. IF NO ENTRIES ARE
PRESENT FOR THIS FIELD FILL
WITH BLANKS
120 Transfer Agent 1 REQUIRED. Identifies the
Indicator entity in the Second
Payer Name field.
Code Meaning
1 The entity in the
Second Payer Name
field is the
Transfer Agent.
0 (zero) The entity
shown is the
Transfer Agent
(i.e., the Second
Payer Name field
contains either a
continuation of the
First Payer Name
field or blanks).
121-160 Payer Shipping 40 REQUIRED. If the TRANSFER
Address AGENT INDICATOR in position
120 is a `1` enter the
shipping address of the
Transfer Agent. Otherwise,
enter the shipping address
of the payer. Left justify
and fill with blanks.
161-200 Payer City, State 40 REQUIRED. If the TRANSFER
and Zip Code AGENT INDICATOR in position
120 is a `1` enter the
city, state and zip code of
the Transfer Agent.
Otherwise, enter the city,
state and zip code of the
payer. Left justify and
fill with blanks.
201-280 Transmitter Name 80 REQUIRED. Enter the name of
the transmitter in the
manner in which it is used
in normal business. The
name of the transmitter
MUST be constant through
the entire file. Left
justify and fill with
blanks.
281-320 Transmitter Mailing 40 REQUIRED. Enter the mailing
Address address of the transmitter.
Left justify and fill with
blanks.
321-360 Transmitter City, 40 REQUIRED. Enter the city,
State and Zip state, and zip code of the
Code transmitter. Left justify
and fill with blanks.
SEC. 4. PAYEE `B` RECORD-GENERAL FIELD DESCRIPTIONS
01 Contains the payment record from individual statements. When filing information documents on disk(s), the format for the Payee `B` Records will vary in relation to the number of payment amount fields being reported as indicated by the Amount Indicators in positions 18-26 of the Payer/Transmitter `A` Record.
02 All records must be a fixed length. Records may be blocked or unblocked. Records may not span blocks. A block may not exceed 10,000 positions, DO NOT PAD A BLOCK WITH BLANKS..
03 All payee records MUST CONTAIN CORRECT PAYEE NAME AND ADDRESS INFORMATION entered in the fields prescribed in this section. Any records containing an invalid Taxpayer Identification Number (SSN or EIN) and having no address data present will be returned for correction.
04 The Service must be able to identify the surname associated with the Taxpayer Identification 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 payees 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.
05 If payers are unable to provide the first four characters of the surname, the Name Control Field may be left blank; however, compliance with the following will facilitate the Service's computer programs in generating the Name Control.
(a) The surname of the payee whose Taxpayer Identification 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 Identification Number (SSN or EIN) is shown in the Payee `B` Record must be present in the First Payee Name Line. Surnames of any other payees in the record must be entered in the Second Payee Name Line.
06 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.
07 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, and meets the money criteria described in Part A, Sec. 14.06. Do not code for the states unless prior approval to participate has been granted by the Internal Revenue Service. See Part A. Sec. 14 for a list of the valid participating state codes. FORMS 1099-B AND W2-G CANNOT BE FILED UNDER THE COMBINED FEDERAL/STATE FILING PROGRAM.
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 last
two digits of the year for
which payments are being
reported (e.g., if payments
were made in 1984 enter
`84`). Must be incremented
each year.
4 Document Specific 1 REQUIRED for Forms 1099-R,
Code 1099-MISC, 1099-G and
W2-G. For Form 1099-R,
enter the appropriate value
for the Category of Total
IRA Distribution. For FORM
1099-MISC, enter the
appropriate value for
Direct Sales. For FORM
1099-G, enter the Year of
income tax refund. For Form
W2-G enter the Type of
Wager. FOR ALL OTHER FORMS,
ENTER BLANK.
Category of Total Use only for reporting on
IRA Distribution Form 1099-R to identify the
(Form 1099-R only) Category of Total IRA
Distribution. Enter the
applicable code from the
table below. Code 7 below
is NOT REQUIRED for Amount
Indicators 1, 2 and 3.
Category Code
Premature distribution 1
(other than Category of
Total IRA Distribution
codes 2,3,4, or 5)
Rollover 2
Disability 3
Death 4
Prohibited transaction 5
Other 6
Normal Distributions 7
Excess contributions 8
refunded plus earnings
on such excess
contributions
Transfers to an IRA for 9
a spouse due to a divorce
Direct Sales Use only for direct sales
(Form 1099-MISC only) reporting on Form
1099-MISC. If sales to the
payee of consumer products
on a buy-sell,
deposit-commission, or any
other basis for resale,
have amounted to $5,000 or
more, ENTER `1`. Otherwise,
enter `0` (Zero).
Refund is for Tax Year Use only for reporting the
(Form 1099-G only) Year of Refund on Form
1099-G. If the payment
amount field associated
with Amount Indicator 2,
Income Tax Refunds,
contains a refund, credit
or offset that is
attributable to an income
tax that applies
exclusively to income from
a trade or business and is
not of general application,
then enter the ALPHA
equivalent of the year of
refund from the table
below. Otherwise, enter the
NUMERIC Year of Refund.
Year of Alpha
Refund Equivalent
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
Type of Wager Use only for reporting the
(Form W2-G only) Type of Wager on Form W2-G.
Category Code
Horse Race Track 1
(or Off Track
Betting of a Horse
Track nature)
Dog Race Track (or Off 2
Track Betting of a Dog
Track nature)
Jai-alai 3
State Conducted Lottery 4
Keno 5
Casino Type Bingo. DO 6
NOT use this code for any
other type of Bingo
winnings (i.e., Church,
Fire Dept. etc.)
Slot Machines 7
Any other types of 8
gambling winnings. This
includes Church Bingo,
Fire Dept. Bingo,
unlabeled winnings, etc.
5-6 Blank 2 REQUIRED. Enter blanks.
(Reserved for Internal
Revenue 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 TIN 1 REQUIRED. This field is
used to identify the
Taxpayer Identification
Number (TIN) in positions
12-20 as either an Employer
Identification Number, a
Social Security Number, or
the reason no number is
shown. Enter the
appropriate code from the
table below:
Type Type
of of
TIN TIN Account
1 EIN A business or
an
organization
2 SSN An individual
9 SSN The payee is a
foreign
individual and
not a U.S.
resident
blank N/A A Taxpayer
Identification
Number is
required but
unobtainable
due to
legitimate
cause, e.g.,
number applied
for but not
received.
12-20 Taxpayer 9 REQUIRED. Enter the valid
Identification 9-digit Taxpayer
Number Identification Number of
the payee (SSN or EIN, as
appropriate). Where an
identification number has
been applied for but not
received or where there is
any other legitimate cause
for not having an
identification number,
ENTER BLANKS.
DO NOT ENTER HYPHENS, ALPHA
CHARACTERS, ALL 9's OR ALL
ZEROS.
21-30 Payers' Account 10 REQUIRED. Payer may use
Number for Payee this field to enter the
payee's account number. The
use of this item will
facilitate easy reference
to specific records in the
payer's file, should any
questions arise. DO NOT
ENTER A TAXPAYER
IDENTIFICATION NUMBER IN
THIS FIELD. Enter blanks if
the Payer's Account Number
for Payee is not to be
entered in this field.
Payment Amount The number of payment
Fields amounts is dependent on the
number of Amount Indicators
present in positions 18-26
of the `A` Record. Each
payment amount field must
contain 10 numeric
characters (see NOTE
below). Do not provide a
payment amount field when
the corresponding Amount
Indicator in the Payer/
Transmitter `A` Record is
blank. Each payment amount
must be entered in dollars
and cents. Do not enter
dollar signs, commas,
decimal points, or NEGATIVE
PAYMENTS (except those
items that reflect a (loss)
on Form 1099-B and must be
negative overpunched in the
units position). Example:
If the Amount Indicators
are reflected as
`123bbbbbb`, the Payee `B`
Records must have only 3
payment amount fields. If
Amount Indicators are
reflected as `12367bbbb`,
the `B` Records must have
only 5 payment amount
fields. Payment amounts
MUST be right-justified and
unused portions MUST be
zero-filled.
NOTE: If any one payment
amount exceeds `9999999999`
(dollars and cents), as
many SEPARATE Payee `B`
Records as necessary to
contain the total amount
MUST be submitted for the
Payee.
31-40 Payment Amount 1 10 This amount is identified
by the indicator in
position 18 of the Payer/
Transmitter `A` Record.
This amount must always be
present.
41-50 Payment Amount 2 10 This amount is identified
by the indicator in
position 19 of the Payer/
Transmitter `A` Record. If
position 19 is blank, do
not provide for this
payment amount.
51-60 Payment Amount 3 10 This amount is identified
by the indicator in
position 20 of the Payer/
Transmitter `A` Record. If
position 20 is blank, do
not provide for this
payment amount.
61-70 Payment Amount 4 10 This amount is identified
by the indicator in
position 21 of the Payer/
Transmitter `A` Record. If
position 21 is a blank, do
not provide for this
payment amount.
71-80 Payment Amount 5 10 This amount is identified
by the indicator in
position 22 of the Payer/
Transmitter `A` Record. If
position 22 is blank, do
not provide for this
payment amount.
81-90 Payment Amount 6 10 This amount is identified
by the indicator in
position 23 of the Payer/
Transmitter `A` Record. If
position 23 is blank, do
not provide for this
payment amount.
91-100 Payment Amount 7 10 This amount is identified
by the indicator in
position 24 of the Payer/
Transmitter `A` Record. If
position 24 is blank, do
not provide for this
payment amount.
101-110 Payment Amount 8 10 This amount is identified
by the indicator in
position 25 of the Payer/
Transmitter `A` Record. If
position 25 is blank, do
not provide for this
payment amount.
111-120 Payment Amount 9 10 This amount is identified
by the indicator in
position 26 of the Payer/
Transmitter `A` Record. If
position 26 is blank, do
not provide for this
payment amount.
THE NEXT 160 POSITIONS MUST BEGIN IMMEDIATELY AFTER THE
LAST PAYMENT AMOUNT FIELD. THE NUMBER OF PAYMENT AMOUNT
FIELDS IS DETERMINED BY THE NUMBER OF AMOUNT INDICATORS IN
POSITIONS 18-26 OF THE PAYER/TRANSMITTER `A` RECORD.
First Payee Name 40 REQUIRED. Enter the name of
Line the payee whose Taxpayer
Identification Number
appears in positions 12-20
above. If fewer than 40
characters are required,
left justify and fill
unused positions with
blanks. If more space is
required, utilize the
Second Payee Name Line
field below. If there are
multiple payees, only the
name of the payee whose
Taxpayer Identification
Number has been provided
should be entered in this
field. The names of the
other payees should be
entered in the Second Payee
Name Line field.
Second Payee Name 40 REQUIRED. If the payee name
Line requires more space than
is available in the First
Payee Name Line, enter the
remaining portion of the
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 Identification
Number provided in
positions 12-20 above. Left
justify and fill unused
portions with blanks. FILL
WITH BLANKS IF NO ENTRIES
ARE PRESENT FOR THIS FIELD.
Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left
justify and fill unused
positions with blanks.
Address MUST be present.
This field MUST NOT contain
any data other than the
payee's mailing address.
Payee City, State 40 REQUIRED. Enter the city,
and Zip Code state and Zip Code of the
payee, in that sequence.
Use U.S. Postal Service
abbreviations for states
(see PART A, SEC. 16 for a
list of the valid Postal
Service abbreviations).
Left justify and fill
unused positions with
blanks. City, state and Zip
code must be present.
THE FOLLOWING FIELD DEFINITIONS DESCRIBE PAYEE `B` RECORD
POSITIONS FOLLOWING PAYEE CITY, STATE AND ZIP CODE FOR
EITHER (1) FORMS 1099-ASC, 1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-OID, 1099-PATR, 1099-R AND 5498 OR (2) FORM
1099-B OR (3) FORM W2-G.
(1) FORMS 1099-ASC, 1099-DIV, 1099-G, 1099-INT, 1099-MISC,
1099-OID, 1099-PATR, 1099-R and 5498
NEXT FIELD AFTER PAYEE CITY, STATE AND ZIP CODE:
(-358) Special Data Entries REQUIRED. This portion of
the Payee `B` Record may be
used to record information
for state or local
government reporting or for
other purposes. Payers
should contact their state
or local revenue
departments for their
filing requirements. The
Special Data Entries will
begin in positions 201,
211, 221, 231, 241, 251,
261, 271 or 281 depending
on the number of payment
amounts used in the
record. Special Data
Entries may be used to make
all records the same
length; however, the record
may not exceed 360
positions. If this field is
not utilized, ENTER BLANKS.
359-360 State Code 2 REQUIRED. If this payee
record is to be forwarded
to a state agency as part
of the Combined Federal/
State Filing Program, enter
the valid state code from
Part A, SEC. 14.05. For
those states NOT
participating in this
program, ENTER BLANKS.
(2) FORM 1099-B (For detailed explanations of the following
fields see `Instructions for Form 1096` which is available
at Internal Revenue service centers and district offices).
NEXT FIELD AFTER PAYEE CITY, STATE AND ZIP CODE:
(-317) Blank REQUIRED. Enter blanks.
318 Date of Sale 1 REQUIRED FOR FORM 1099-B
Indicator ONLY. Enter appropriate
indicator from table below:
Indicator Usage
S Date of Sale is
the actual
settlement date
blank Date of Sale is
the trade date
or this is an
aggregate
transaction
319-324 Date of Sale 6 REQUIRED FOR FORM 1099-B
ONLY. Enter the trade date
or the actual settlement
date of the transaction in
the format MMDDYY. Enter
blanks if this is an
aggregate transaction. DO
NOT ENTER HYPHENS OR
SLASHES.
325-332 CUSIP No. 8 REQUIRED FOR FORM 1099-B
ONLY. Enter the CUSIP
number of the items
reported for Amount
Indicator `2` (Stocks,
bonds, etc.). Enter blanks
if this is an aggregate
transaction.
333-358 Description 26 REQUIRED FOR FORM 1099-B
ONLY. Enter a brief
description of the item or
services for which the
proceeds are being
reported. If fewer than 26
characters are required,
left justify and fill
unused positions with
blanks. For regulated
futures contracts, enter
the customer account
number. Enter blanks if
this is an aggregate
transaction.
359-360 Blank 2 REQUIRED. Enter blanks.
(3) FORM W2-G (For detailed explanations of the following
fields see Form W3-G, Transmittal of Certain Information
Returns, which is available at Internal Revenue service
centers and district offices).
NEXT FIELD AFTER PAYEE CITY, STATE AND ZIP CODE:
(-292) Blank REQUIRED. Enter blanks.
293-298 Date Won 6 REQUIRED FOR FORM W2-G
ONLY. Enter the date of the
winning event in MMDDYY
format. This is not the
date the money was paid, if
paid after the date of the
race (or game). DO NOT
ENTER HYPHENS OR SLASHES.
299-313 Transaction 15 REQUIRED FOR FORM W2-G
ONLY. The ticket number,
card number (and color, if
applicable), machine serial
number or any other
information that will help
identify the winning
transaction.
314-318 Race 5 REQUIRED FOR FORM W2-G
ONLY. The race (or game)
applicable to the winning
ticket.
319-323 Cashier 5 REQUIRED FOR FORM W2-G
ONLY. The initials of the
cashier and/or the window
number making the winning
payment.
324-328 Window 5 REQUIRED FOR FORM W2-G
ONLY. The location of the
person paying the winnings.
329-343 First ID 15 REQUIRED FOR FORM W2-G
ONLY. The first
identification number of
the person receiving the
winnings.
344-358 Second ID 15 REQUIRED FOR FORM W2-G
ONLY. The second
identification number of
the person receiving the
winnings.
359-360 Blank 2 REQUIRED. Enter blanks.
SEC. 5. END OF PAYER `C` RECORD
01 The End of Payer `C` Record is a summary record for a Type of Return for a given payer. It MUST be the same length as the `B` Records in the payer's file.
02 The `C` Record will contain the totals of the payment amount fields and the payees filed by a given payer. The `C` Record must be written after the last payee record for each Type of Return for a given payer. For each `A` Record on the file, there must be a corresponding `C` Record.
03 Payers/Transmitters must verify the accuracy of the totals in the `C` Record and must enter the totals on the transmittal, Form 4804, which will accompany the shipment.
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 total
number of payees (`B`
Records) covered by the
preceding Payer/Transmitter
`A` Record. Right justify
and zero fill.
8-19 Control Total 1 12 REQUIRED. Enter accumulated
totals from Payment Amount
1. Right justify and zero
fill each Control Total
amount. IF LESS THAN 9
AMOUNT FIELDS ARE BEING
REPORTED, ZERO FILL UNUSED
CONTROL TOTAL FIELDS.
Control Total 2 through Control Total 9 are OPTIONAL. If
any corresponding Payment Amount files are present in the
Payee `B` Records, accumulate into the appropriate Control
Total field. ZERO FILL UNUSED CONTROL TOTAL FIELDS.
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
92-103 Control Total 8 12
104-155 Control Total 9 12
116-360 Blank 245 REQUIRED. Enter blanks.
SEC. 6. 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 accumulated
total from Payment Amount
1. Right justify and zero
fill each Control Total
amount. IF LESS THAN NINE
AMOUNT FIELDS ARE BEING
REPORTED, ZERO FILL UNUSED
CONTROL TOTAL FIELDS.
Control Total 2 through Control Total 9 are OPTIONAL. If
any corresponding Payment Amount fields are present in the
Payee `B` Records, accumulate into the appropriate Control
Total field . ZERO FILL UNUSED CONTROL TOTAL FIELDS.
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
92-103 Control Total 8 12
104-115 Control Total 9 12
116-358 Reserved 243 REQUIRED. Reserved for
Internal Revenue Service
use. Enter blanks.
359-360 State Code 2 REQUIRED. Enter the code
for the state to receive
the information.
SEC. 7. END OF TRANSMISSION `F` RECORD
01 The `F` Record is a summary of the number of payers and disks in the entire file.
02 This record should be written after the last `C` Record (or `K` Record, when applicable).
03. Only a Tape Mark or a Tape Mark and Trailer Label may follow the `F` Record.
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 Reels 3 REQUIRED. Enter the total
number of reels in
transmission. Right justify
and zero fill.
9-30 Zero 22 REQUIRED. Enter zeros.
31-360 Blank 330 REQUIRED. Enter blanks.
- Cross-Reference
26 CFR 601.201: Tax forms and instructions.
- LanguageEnglish
- Tax Analysts Electronic Citationnot available