Rev. Proc. 81-66

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 diskette instead of paper returns. Specifications for filing the following forms are contained in this procedure:

a) Form 1099-R, Statement for Recipients of Total Distributions from Profit-Sharing, Retirement Plans, and Individual Retirement Plans, and Individual Retirement Arrangements.

b) Form 1099-DIV, Statement for Recipients of Dividends and Distributions.

c) Form 1099-INT, Statement for Recipients of Interest Income.

d) Form 1099-MISC, Statement for Recipients of Miscellaneous Income.

e) Form 1099-MED, Statement for Recipients of Medical and Health Care Payments.

f) Form 1099-OID, Statement for Recipients of Original Issue Discount.

g) Form 1099-PATR, Statement for Recipients (Patrons) of Taxable Distributions received from Cooperatives.

h) Form 1099L, U.S. Information Return for Distributions in Liquidation During Calendar Year.

i) Form 1099-NEC, Statement for Recipients of Nonemployee Compensation.

j) Form 1099-UC, Statement of 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.

q) Form 1099-ASC, Statement for Interest on All-Savers Certificates.

r) Form 1087-ASC, Statement for Interest on All-Savers Certificates.

.02 This procedure also provides the requirements and specifications for diskette filing under the Combined Federal/State Filing Program.

.03 This procedure supersedes Revenue Procedure 79-30, 1979-1 C.B. 572.

SEC. 2. NATURE OF CHANGES

.01 Format changes have been made to Forms 1099-INT and 1087-INT, Statements for Recipients of Interest Income. For Forms 1099-INT Amount Code 2 now represents Interest Qualifying for Exclusion and Amount Code 3 now represents Interest Not Qualifying for Exclusion. For Forms 1087-INT Amount Code 1 now represents Interest Qualifying for Exclusion and Amount Code 2 now represents Interest Not Qualifying for Exclusion.

.02 The Service has instituted a Combined Federal/State Filing Program whereby a filer can satisfy both federal and state filing requirements on one submission.

.03 The format of the Form 1087-DIV has been changed to match that of the Form 1099-DIV.

.04 The diskette filing program has been expanded to facilitate the reporting of 1099-R, 1099-NEC, 1099-UC, 1099-ASC, and 1087-ASC.

.05 There are various editorial changes.

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 reporting 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 filing Forms W-2 and W-2P and has issued TIB-4a, Magnetic Tape Reporting, Submitting Wage and Tax data to Federal and State Agencies, TIB-4b, Magnetic Tape Reporting, Submitting Annuity, Pension, Retired Pay or IRA Payment to the Federal Government on Magnetic Tape, and TIB-4c, Diskette and Disk Cartridge Reporting, Submitting Wage and Tax Data to the Federal Government on Diskette and Disk Cartridge, for this purpose. Applications for filing Forms W-2 and W-2P on magnetic media appear in TIBs-4a, 4b, and 4c.

.03 Copies of Social Security Administration publications TIB-4a, 4b, and 4c are available from any Internal Revenue Service Center or local Social Security Administration office.

SEC. 4. 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 diskette(s). Payers or transmitters who decide to file information returns, in the Forms 1099 and 1087 series, on magnetic media 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 media returns may be filed with the Service until authorization to file is received.

.03 The Service will assist new filers with their initial diskette 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 diskette should contact the magnetic media coordinator at the Service Center where the application was filed.

.04 Once authorization to file on diskette 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 diskette, 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 diskette. 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 diskette should be submitted.

SEC. 5. FILING OF DISKETTE REPORTS

.01 A diskette 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 media and the remainder on paper forms, provided there is NO DUPLICATE FILING. The magnetic media 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 media submissions.

.03 The affidavit which appears on Forms 1096 and 4804 must be signed by the payer. A transmitter, service bureau, or disbursing agent may, however, sign the affidavit on behalf of the payer if all of these conditions are met:

a. It has the authority to sign the affidavit under an agency agreement (either oral, written, or implied) that is valid under the State law; and

b. It has the responsibility (either oral, written, or implied) conferred on it by the payer to request the taxpayer identifying numbers of payees reported on magnetic media 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, Transmittal of Information Returns Reported on Magnetic Media 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 media. Please note that Form 1096 instructions normally apply to the filing of information returns on paper; however, filers of magnetic media 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 media 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 media 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 media filing. Diskettes 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 diskette 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 diskette 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 DISKETTE RETURNS

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

.02 All diskettes submitted must conform totally to this revenue procedure. If diskettes are unprocessable, they will be returned to the filer for correction. Corrected diskettes must be filed with the Service Center as soon as possible. If the delay will be more than two weeks, contact the Service Center Magnetic Media Coordinator for instructions. Corrected files will be returned by the Service within six months of receipt.

SEC. 9. CORRECTED RETURNS

.01 If a large volume of corrected returns is necessary, and the payer or transmitter possesses the capability to provide such corrections on diskette, 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 diskette, 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 previously submitted on magnetic media. An "X" must be entered in the box in the left margin and the caption "Magnetic Media Correction" must appear on the top of the form to the left of "FOR OFFICIAL USE ONLY". Corrections must be sent to the attention of the magnetic media coordinator where the original diskette file was filed.

.04 Combined Federal/State Filers who submit paper corrections must file directly with the affected state. The service will not transship paper corrections to the states.

SEC. 10. TAXPAYER IDENTIFICATION NUMBERS

.01 Under Section 6109 of the Internal Revenue Code, recipients of dividends, interest, or other payments are required to furnish taxpayer identification numbers (TINs) to the payer. The number must be furnished to the payer whether or not the payee is required to file a tax return or is covered by Social Security.

.02 The Service expects that payers will keep to a minimum those statements submitted without TINs. It is particularly important that correct social security and employer identification numbers for payees be provided on magnetic media or paper forms submitted to the Service.

.03 For each omission of a required TIN, Section 6676 of the Internal Revenue Code provides that the Service charge a $5 penalty, unless the payer or payee responsible for furnishing the number supplies an explanation, upon request from the Service, that establishes reasonable cause for not having done so.

.04 The TIN to be furnished 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. The payee TIN is the recipient's Social Security Number of individuals (including those individuals operating a business as a sole proprietorship) or the recipient's Employer Identification Number for other entities.

.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.

.06 The charts below will help you determine the number to be furnished to the service.

           CHART 1. Guidelines for Social Security Numbers

.01 Diskette 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 and other reports or financial or commercial notices, or expand them to include other information of interest to a depositor, patron, or shareholder. This is permisible so long as all required information present on the official form is included and the payee's copies are conducive to proper reporting of income on tax returns. Payers must include 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 media and the remainder is reported on paper forms, those returns not submitted on magnetic media 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 media.

SEC. 12. ADDITIONAL INFORMATION

Request for additional copies of these revenue procedures or for additional information on media reporting should be addressed to the attention of the magnetic media coordinator of one of the following:

     (a) Internal Revenue Service

.01 Beginning with Tax Year 1981, the Service will accept diskette files containing State reporting information. The Service will then forward the information to the State indicated at no charge to the filers.

.02 Those filers wishing to participate in the program must submit a Consent for Internal Revenue Service to Release Tax Information. A copy of this form is attached to these procedures. See Exhibit "B".

.03 Those filers who are participating in the Combined Federal/State Filing Program MUST submit a test diskette prior to receiving permission to file their actual data. Additionally, each record in the file MUST be 360 positions in length. The file MUST conform exactly to the specifications detailed in this procedure. The service will make no attempt to process files with any deviations and will revoke the filing authorization of any filer who submits files that do not totally conform.

.04 For Tax Year 1981 the Combined Federal/State Filing Program will be available to a limited number of filers. Contact the Service Center Magnetic Media Coordinator to determine program availability.

PART B.--MAGNETIC DISKETTE SPECIFICATIONS

SECTION 1. GENERAL

.01 The diskette specifications contained in this Part prescribe the required format and contents of the records to be included in the file. These specifications must be adhered to unless deviations have been specifically granted by the Service in writing.

.02 To be compatible, a diskette file must meet the following specifications in total:

(a) 8 inches in diameter

(b) recorded in basic data exchange mode

(c) contain 77 tracks of which:

(1) Track 0 is the index track

(2) Tracks 1 through 73 are data

(3) Track 74 is unused

(4) Tracks 75 and 76 are alternate data tracks.

(d) Each Track must contain 26 Sectors

(e) Each Sector must contain 128 bytes

(f) Data recorded on only one side of the diskette

(g) An IBM 3741 compatible diskette would meet the above specifications. Other types of diskettes would have to be tested to determine acceptability.

SEC. 2. DEFINITIONS

 Element                                       Description

Identifies the payer and transmitter of the diskette 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 Payer/Transmitter "A" Record and the data fields in the Payee "B" Records to which they apply.

The number of Payer/Transmitter "A" Records appearing within a diskette file will depend on the number of payers and types of statements being reported. A transmitter may include Payee "B" Records for more than one payer on either a single diskette or a multivolume file; however, each separate payer's Payee "B" Records must be preceded by a Payer/Transmitter "A" Record. Where a single diskette contains different types of statements (e.g., 1099-INT and 1099-DIV statements), the statements may not be intermingled. A separate Payer/Transmitter "A" Record is required for each type of statement being reported on the diskette.

             .02 RECORD NAME: PAYER/TRANSMITTER "A" RECORD

.01 The Payee Record contains the payment record from individual statements. When filing information documents on diskette(s) the format for the Payee Record ("B" Record) will vary in relation to the number of payment fields being reported as indicated by the Amount Indicators in positions 19 through 25 of the PAYER/TRANSMITTER ("A" Record). Each Service Payee Record ("B" Record) will be composed of two sectors on the diskette with positions 1 through 41 of the first sector being a constant format and the variance occurring in positions 42 through 128 of the first sector and the entire second sector.

.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 media 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 diskette to state or local, as well as the Federal Government.

.06 Those filers participating in the Combined Federal/State Filing Program must have 128 positions records. Positions 127 and 128 in the Payee "B" Records Sector 2 must contain the state code for the state to receive the information.

The codes for the participating states are:

 Alabama                                                            01

.01 Write this record after the last payee "B" Record following the last preceding Payer/Transmitter "A" Record. A diskette will contain more than one (1) End of Payer "C" Record if the last Payee "B" Record for more than one payer is reported on the same diskette.

.02 Each End of Payer "C" Record must contain a count of the number of Payee "B" Records immediately preceding the End of Payer "C" Record and following the preceding Payer/Transmitter "A" Record under which a Payer is reporting payments for a type of document.

To illustrate:

(a) Single diskette;

Where all the records of a Payer for a particular type of document are reported on a single diskette, the last preceding Payer/Transmitter "A" Record would be the "A" Record immediately preceding the Payer's Payee "B" Records for which the End of Payer "C" Record has been written.

(b) Multiple diskettes;

Where the reporting of a Payer for a particular type of document begins on one diskette and ends on another diskette, and the last preceding Payer/Transmitter "A" Record would be the "A" Record immediately preceding all the Payee "B" Records on the disk pack on which the Payer "C" Record has been written.

.03 The End of Payer "C" Record must be followed by a New Payer/Transmitter "A" Record for the next Payer if any, or an End of Transmission "F" Record.

   Diskette

SEC. 6. STATE TOTALS "K" RECORD(S)

.01 The State Totals "K" Record is a summary for a given payer and a given state in the Combined Federal/State Filing Program.

.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 payer.

.03 There must be a separate "K" Record for each state being reported.

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

                .05 RECORD NAME STATE TOTALS "K" RECORD

Write this record after the last End of Payer "C" Record in the file or when applicable after the last "K" record.

    Diskette

The following record layouts illustrate the diskette format of the various records required by this Revenue Procedure.

[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]

SEC. 9. EFFECT ON OTHER DOCUMENTS.

This Revenue Procedure supersedes Rev. Proc. 79-30.

                              Exhibit "A"

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 payer 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.

Exhibit "B"

CONSENT FOR INTERNAL REVENUE SERVICE TO RELEASE TAX INFORMATION

I authorize you to release the information document returns (Forms 1087 and 1099), which are provided to you in magnetic media as part of the Federal/State combined reporting program, to those officers and employees of the State tax agencies who are charged with the processing and handling of such data under this program in the course of their tax administration duties. Returns will be disclosed to the State tax agency in the State indicated on the tape record. The State tax agency officials and employees receiving this data may utilize the information for any purpose permitted by State law.

This consent is valid and effective from the date of execution until a written revocation by me is received by the IRS official or employee charged with administering the Federal/State combined reporting program.

________________________________

The individual who may sign this consent differs based on the type of business entity filing the returns. The list below identifies who may sign this form.

1. sole proprietorship -- owner.

2. partnership -- any person who is a partner during any part of the period covered by the returns.

3. electing small business under Subchapter S of Chapter 1 -- any person who is a shareholder during any part of the period covered by the returns.

4. corporation -- any principal officer. The consent must also be attested to by the secretary or other corporate officer.

This consent may also be signed by the attorney in fact for the filer. A consent executed by an attorney in fact must be accompanied by a written authorization from an appropriate person(s) described above.