Rev. Proc. 80-52

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 magnetic tape 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 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 1087-DIV, Statement for Recipients of Dividends and Distributions.

l) Form 1087-INT, Statement for Recipients of Interest Income.

m) Form 1087-MISC, Statement for Recipients of Miscellaneous Income.

n) Form 1087-MED, Statement for Recipients of Medical and Health Care Payments.

o) Form 1087-OID, Statement for Recipients of Original Issue Discount.

p) Agriculture Subsidy Payment Report.

.02 This procedure supersedes Rev. Proc. 79-66, 1979-2 C.B. 581.

Sec. 2. Nature of Changes

.01 Format changes have been made to Form 1099-PATR, Statement for Recipients (Patrons) of Taxable Distributions Received From Cooperatives. Amount Code 5, Investment Credit, and Amount Code 6, Energy Investment Credit, have been deleted.

.02 The Total original issue discount field, Amount Code 1, on Forms 1099-OID and 1087-OID, has been expanded to two fields. Amount Code 1 now contains total original issue discount in 1980 for all holders of discount obligations from financial institutions; Amount Code 2 now contains total original issue discount in 1980 for all holders of corporate obligations.

Sec. 3. Wage and Pension Information

.01 Section 8(b) of 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, 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 for filing Forms W-2 and W2P 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. 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 which is preparing the tape file. Payers or transmitters who decide to file information returns, in the Forms 1099 and 1087 series, on magnetic tape must complete Form 4419, Application for Magnetic Media Reporting of Information Return (Exhibit "A" attached). 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 magnetic tape returns may be filed with the Service until authorization to file is received.

.03 The Service will assist new filers with their initial magnetic tape submission by encouraging the submission of test tapes for review in advance of the filing season. Approved payers or transmitters who wish to submit a test tape should contact the magnetic media coordinator at the Service Center where the application was filed.

.04 Once authorization to file on magnetic tape 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 equipment changes by the filer. If a filer discontinues filing on magnetic tape, 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 magnetic tape. 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 tape should be submitted.

Sec. 5. Filing of Tape Reports

.01 A magnetic tape 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 magnetic tape and the remainder on paper forms, provided there is NO DUPLICATE FILING. The magnetic tape records and paper forms must be filed at the same location, but in separate shipments. A Form 1096 must accompany paper submissions and a Form 4804 must accompany magnetic tape 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 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 magnetic tape 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, Annual Summary and Transmittal of U.S. Information Returns. 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 magnetic tapes. Please note that Form 1096 instructions normally apply to the filing of information returns on paper; however, filers of magnetic tape 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 magnetic tape 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.

Sec. 6. Filing Dates

.01 Magnetic tape 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 magnetic tape filing. Tapes 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 tape 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 tape 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 Tape Returns

.01 The Service will process tax information from the tapes. Tapes which are timely received by the Service will be returned to the filers by August 15 of the year in which submitted.

02. All tapes submitted must conform totally to this revenue procedure. If tapes are unprocessable, they will be returned to the filer for correction. Corrected tapes must be filed with the Service as soon as possible. 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 tape, 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 tape, payers must submit them on official Forms 1099 or 1087 (Copy A) or on approved paper substitutes. 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 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 tape file was filed.

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 the Service depends primarily upon the manner in which the account is maintained or set up on the record of the payer. The number to be provided must be that of the owner of record. If the account is recorded in more than one name, furnish the TIN and name of one of the holders of the record. The number provided must be associated with the name of the holder provided in the first name line of the Payee "B" Record of Part B of this procedure. For those engaged in a trade or business (including employee trusts, retirement systems, etc.) the TIN is the employer identification number, EIN (00-0000000). For individuals, it is a social security number, SSN (000-00-0000).

.05 Sole proprietors who are payers should show their employer identification numbers in the Payer/Transmitter "A" Record. However, the payer should use the social security number of a sole proprietor in the Payee "B" Record. The table below will help you determine the number to be furnished to the Service.

           Chart 1. Guidelines for Social Security Numbers

Sec. 11. Effect on Paper Returns

.01 Magnetic tape 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 payees' copies are conducive to proper reporting of income on tax returns. Payers must include the message "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 magnetic tape and the remainder is reported on paper forms, those returns not submitted on magnetic tape 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. Form 1099 BCD, 1099 F, and W-2G cannot currently be filed on magnetic tape.

Sec. 12. Additional Information

Requests for additional copies of this revenue procedure or for additional information on tape reporting should be addressed to the attention of the magnetic media coordinator of one of the following:

     (a) Internal Revenue Service

SECTION 1. GENERAL

.01 The magnetic tape 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 In most instances, the Service will be able to process any compatible tape files. Compatible tape files must meet any one set of the following:

(a) 7 channel BCD (binary coded decimal) with

(1) Either Even or Odd Parity and

(2) A density of 556 or 800 BPI

(b) 9 channel EBCDIC (Extended Binary Coded Decimal Interchange Code) with

(1) Odd Parity and

(2) A density of 800, or 1600.

(c) 9 channel ASCII (American Standard Coded Information Interchange) with

(1) Odd Parity and

(2) A density of 800 or 1600.

.03 Although the Service can process, after translation, tapes created at 6250 BPI, it is preferred that filers submit 1600 PBI tapes if possible. Payers/Transmitters must request permission from the service center magnetic media coordinator before submitting 6250 BPI tapes.

04. All compatible tape files must have the following characteristics:

(a) Type of tape--1/2 inch Mylar base, oxide coated; and

(b) Interrecord Gap--3/4 inch.

.05 Service programs are capable of accommodating some minor deviations. Payers who can substantially conform to these specifications, but do require some minor deviations, must contact the magnetic media coordinator at the service center where the file will be submitted. Under no circumstances may tapes deviating from the specifications in this revenue procedure be submitted without prior written approval from the Service.

SEC. 2. RECORD LENGTH

.01 The tape records prescribed in these specifications may be blocked or unblocked, subject to the following:

(a) A block must not exceed 4,000 tape positions.

(b) A record must be a minimum of 200 positions and a maximum of 360 positions.

(c) If the use of blocked records would result in a short block, all remaining positions of the block must be filled with 9's. Do not pad a block with blanks.

(d) All records except the Header and Trailer Labels, may be blocked.

.02 Provision is made in the Payee "B" Records for special data entries. These entries are optional. If the field is utilized, it must be present on all Payee "B" Records. The field is intended to serve one or both of these purposes:

(a) Contain 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.

(b) Facilitate making all records the same length.

SEC. 3. OPTIONS FOR FILING

.01 For filing convenience, this procedure contains two options for using Header Labels and Payer/Transmitter "A" Records. For the purposes of this procedure the following conventions must be used:

Header Label:

1. Payers may use standard headers, provide they begin with 1HDR, HDR1, VOL1 or VOL2.

2. Consist of a maximum of 80 positions.

3. May not contain the letters A, B, C, D, E, or F in position 9.

Trailer Label:

1. Standard trailer labels may be used provided that they begin with 1EOR, 1EOF, EOR1, or EOF1.

2. Consist of a maximum of 80 positions.

Record Mark:

1. Special character used to separate blocked records on tape.

2. Can be written only at the end of a record or block.

3. For odd parity tapes, use BCD bit configuration 011010 ("A82").

Tape Mark:

1. Used to signify the physical end of the recording on tape.

2. For even parity, use BCD configuration 001111 ("8421").

3. May follow the header label and precede and/or follow the trailer label.

Option 1: When using this option, a correct Payer/Transmitter "A" Record, described in Sec. 4 below, is required as the first record on each reel. Filers using this option may have Header Labels preceding the "A" Record, however, headers are not required. The reel sequence number must appear in positions 3-5 of each "A" Record and must be incremented by 1 on each tape reel of the file after the first reel.

Option 2: Requires a Header Label as the first record on each reel. The Header Label must contain the reel sequence number and it must be incremented by 1 on each reel after the first reel. The "A" Record will contain the location of the reel sequence number in the Header Label. If your system generates a four-digit reel sequence number, ignore the first digit when determining the location for the purposes of the "A" Record.

Example: If your Header Label reel sequence is four digits (e.g. 0001) and is in position 28-31, enter 29 as the location in positions 3 and 4 of the "A" Record and also enter an "X" in position 5 of the "A" Record.

Example: If your Header Label reel sequence number is 3 digits (e.g. 001) and is in positions 10-12, enter 10 as the location in positions 3 and 4 of the "A" Record and also enter an "X" in position 5 of the "A" Record. This option requires a Trailer Label at the end of each reel. Also, ignore the "D" Record instructions in this Part if you use Option 2.

SEC. 4. PAYER/TRANSMITTER "A" RECORD

Identifies the payer and transmitter of the tape 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 "B" Records to which they apply.

The number of "A" Records appearing on a tape reel 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 tape reel, however, each separate payer's Payee "B" Record(s) must be preceded by an "A" Record. A single tape reel may also contain different types of returns, but the returns may 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.

               RECORD NAME: PAYER/TRANSMITTER "A" RECORD

.01 Contains payment record from individual statements. All records must be fixed length. Records may be blocked or unblocked. A block may not exceed 4000 positions. 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 Part.

.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 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 magnetic tape with the Name Control Field left blank; however, compliance with the following will facilitate the Service computer programs required to 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 tape to state or local governments.

                     RECORD NAME: PAYEE "B" RECORD

.01 The End of Payer "C" Record is a summary record 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 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.

.04 The "C" Record cannot be followed by a Tape Mark

                 RECORD NAME: END OF PAYER "C" RECORD

0.1 The End of Reel "D" Record will be present for Option 1 only. It must be the same length as the "B" Records.

.02 Write this record when the end of the normal writing area of the reel has been reached, but all the records of the file have not been written. This record indicates that there are additional reels in the file.

.03 Each "D" Record must contain a count of payees and totals of each payment amount reported for all "B" Records not summarized in the preceding "C" Records on the reel.

.04 If you do not wish to use a "D" Record, or your system is unable to generate it, you may delete it; however, the last "B" Record on the tape reel MUST be followed by a Tape Mark.

SEC. 8. END OF TRANSMISSION "F" RECORD

.01 The "F" Record is a summary of the number of payers and tapes in the entire file.

.02 This record should be written after the last "C" Record.

.03 Only a Tape Mark or a Tape Mark and Trailer Label may follow the "F" Record.

.04 The "F" Record must be the same length as the "B" Records.

              RECORD NAME: END OF TRANSMISSION "F" RECORD

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 tape reel when only one type of document (file) is reported on a reel or series of reels. /*/

                                                 2nd

² Tape Mark.

/*/ When more than one type of document (file) is reported on a tape reel, there will be a corresponding increase in the series of "A", "B--B" and "C" records since, within a tape reel, a file is equivalent to an "A" record, a series of "B" records and a "C" record for a single payer.

SEC. 10. TAPE LAYOUTS -- OPTION 2

(REEL SEQUENCE NUMBER IS IN THE HEADER LABEL).

Where the Header Label is the first record, the following charts show, by type of file, the record types to be used in the 2nd and 3rd records and the last three records written on a tape reel prior to the Trailer label when only one type of document (file) is reported on a reel or series of reels. /*/

                                    1st    2nd

² Must contain "Number of Payers" and "Control Totals" summarizing all Payee "B" Records written for this payer on this reel and on prior reel(s).

³ Must contain "Number of Payees" and "Control Totals" summarizing all Payee "B" Records written for this payer on this reel and for this payer on the prior reel(s).

/*/ When more than one type of document (file) is reported on a tape reel, there will be a corresponding increase in the series of "A", "B--B" and "C" records since, within a tape reel, a file is equivalent to an "A" record, a series of "B" records and a "C" record for a single payer.

SEC. 11. Effect on other Documents

Rev. Proc. 79-66 is superseded.

Exhibit "A"

Form 4419 Application for Magnetic Media IRS Use Only

Payers or agents who decide to file information returns on magnetic media must complete Form 4419 to receive authorization for filing. Please be sure to complete all appropriate blocks as explained in the following instructions:

Block 2: Enter the name and complete address of the person or organization that will prepare and submit the magnetic media.

Block 3: Show the tax (payment) year for which you intend to begin filing information returns on magnetic media.

Block 5: Check the kind of magnetic media you plan to submit. If you plan to submit more than one kind of magnetic media, you should complete a separate application for each kind.

Block 7: Check the boxes next to all of the information returns you file with the Internal Revenue Service.

a. Magnetic media column: Enter the total number of individual information returns to be reported on magnetic media (an estimate is acceptable).

b. Paper column: Enter the total number of individual information returns to be reported on paper if all returns will not be filed in magnetic media form (an estimate is acceptable). In BLOCK 9 indicate the IRS office where you will file the paper returns.

Block 10: If your firm is preparing information returns on magnetic media for payers other than itself, attach to your application a list of the names and employer identification numbers of the payers. If you add or delete any payers from your file, you must submit an updated list of payers.

Block 11: The form must be signed and dated by an official of the company or organization requesting authorization to report on magnetic media.

Filing Your Application

1. The completed application and any attached lists should be mailed to the Internal Revenue Service Center at the address shown in BLOCK 1.

2. Upon receipt of the application, we will review it. If it is acceptable, we will send you an authorization letter within 30 days. Do not submit magnetic media until you receive an authorization letter.

3. We encourage new filers to submit test data on magnetic media for review before the filing season. If you want to submit test data, contact the magnetic media coordinator where you file your application.

4. Your authorization will be valid as long as the magnetic media submitted conforms to the specifications of the applicable revenue procedures. However, a new application is required if:

a. filing is discontinued and then resumed,

b. there is any change in the equipment listed on the application,

c. there is any addition or deletion to the list of information returns to be filed on magnetic media.