IRS RELEASES ELECTRONIC AND MAGNETIC MEDIA FILING REQUIREMENTS.
Rev. Proc. 99-29; 1999-2 C.B. 138
- Institutional AuthorsInternal Revenue Service
- Cross-Reference
Rev. Proc. 98-35, 1998-21 IRB 6
- Code Sections
- Subject Areas/Tax Topics
- Index Termsfiling, electronic
- Jurisdictions
- LanguageEnglish
- Tax Analysts Document NumberDoc 1999-25772 (84 original pages)
- Tax Analysts Electronic Citation1999 TNT 154-6
Superseded by Rev. Proc. 2000-25 Corrected by Announcement 99-112
Rev. Proc. 99-29
Use this revenue procedure to prepare Tax Year 1999 and prior year information returns for submission to Internal Revenue Service (IRS) using any of the following:
o Magnetic Tape
o Tape Cartridge
o 8mm, 4mm, and Quarter Inch Cartridges
o 3-1/2-Inch Diskette
o Electronic Filing
Caution to filers: To be in compliance with Year 2000 changes, the bisynchronous electronic filing communications package and the 5 1/4- inch diskette filing have been discontinued.
Please read this publication carefully. Persons orbusinesses required to file information returns magnetically orelectronically may be subject to penalties forfailure to file orinclude correct information if they do not follow the instructions in this revenue procedure.
Table of Contents
Part A. General
Section 1. Purpose
Section 2. Nature of Changes -- Current Year (Tax Year 1999)
Section 3. Where to File and How to Contact the IRS, Martinsburg
Computing Center
Section 4. Filing Requirements
Section 5. Form 8508, Request for Waiver from Filing Information
Returns on Magnetic Media
Section 6. Vendor List
Section 7. Form 4419, Application for Filing Information Returns
Magnetically/Electronically
Section 8. Test Files
Section 9. Filing of Information Returns Magnetically/Electronically
and Retention Requirements
Section 10. Due Dates
Section 11. Extensions of Time
Section 12. Processing of Information Returns
Magnetically/Electronically
Section 13. Corrected Returns
Section 14. Taxpayer Identification Number (TIN)
Section 15. Effect on Paper Returns and Statements to Recipients
Section 16. Combined Federal/State Filing Program
Section 17. Definition of Terms
Section 18. State Abbreviations
Section 19. Major Problems Encountered
Part B. Magnetic Media Specifications
Section 1. General
Section 2. Tape Specifications
Section 3. Tape Cartridge Specifications
Section 4. 8mm, 4mm, and Quarter Inch Cartridge Specifications
Section 5. 3 1/2-Inch Diskette Specifications
Section 6. Transmitter "T" Record -- General Field Descriptions
Section 7. Transmitter "T" Record -- Record Layout
Section 8. Payer "A" Record -- General Field Descriptions
Section 9. Payer "A" Record -- Record Layout
Section 10. Payee "B" Record -- General Field Descriptions and Record
Layouts
(1) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Forms 1098 and 1098-E
(2) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1098-T
(3) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-A
(4) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-B
(5) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-C
(6) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-DIV
(7) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-G
(8) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-INT
(9) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-LTC
(10) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-MISC
(11) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-MSA
(12) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-OID
(13) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-PATR
(14) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-R
(15) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 1099-S
(16) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 5498
(17) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form 5498-MSA
(18) Payee "B" Record -- Record Layout Positions 544 -- 750 for
Form W-2G
Section 11. End of Payer "C" Record -- General Field Descriptions and
Record Layout
Section 12. State Totals "K" Record -- General Field Descriptions and
Record Layout
Section 13. End of Transmission "F" Record -- General Field
Descriptions and Record Layout
Part C. Electronic Filing Specifications
Section 1. Background
Section 2. Advantages of Filing Electronically
Section 3. General
Section 4. Electronic Filing Approval Procedure
Section 5. Test Files
Section 6. Electronic Submissions
Section 7. Transmittal Requirements
Section 8. Electronic Filing Specifications
Section 9. Dial-up Network/Browser Specifications (Web Interface)
Section 10. Communication Software Specifications (Text Interface)
Section 11. Modem Configuration
Section 12. Logon Procedures
Section 13. Common Problems Associated with Electronic Filing
Part D. Magnetic/Electronic Specification for Extensions of Time
Section 1. General
Section 2. Magnetic Tape, IBM, Tape Cartridge, 8mm, 4mm, and QIC
(Quarter Inch Cartridge), 3 1/2-inch Diskette, and
Electronic Specifications
Section 3. Record Layout
Part E. Miscellaneous Information
Section 1. Addresses for Martinsburg Computing Center
Section 2. Telephone Numbers for Contacting IRS/MCC
Part A. General
Revenue procedures are generally revised annually to reflect legislative and form changes. Comments concerning this revenue procedure, or suggestions for making it more helpful, can be addressed to:
Internal Revenue Service
Martinsburg Computing Center
Attn: IRB, Information Support Section
230 Murall Drive
Kearneysville, WV25430
Section 1. Purpose
.01 The purpose of this revenue procedure is to provide the specifications for filing Forms 1098, 1099, 5498, and W-2G magnetically or electronically, which includes 1/2-inch magnetic tape; IBM 3480, 3490 or AS400 compatible tape cartridges (including 8mm); or 3 1/2-inch diskette with IRS. IRS/MCC has discontinued processing 8-inch, 5 1/4-inch diskette, and the mainframe electronic filing system. The previously used BBS (Bulletin Board System) has also been replaced.This revenue procedure must be used for the preparation of Tax Year 1999 information returns and information returns for tax years prior to 1999 that are required to be filed. This revenue procedure must be used to prepare current and prior year information returns filed beginning January 1, 2000 and received by IRS/MCC or postmarked by December 15, 2000. Specifications for filing the following forms are contained in this revenue procedure.
(a) Form 1098, Mortgage Interest Statement.
(b) Form 1098-E, Student Loan Interest Statement
(c) Form 1098-T, Tuition Payments Statement
(d) Form 1099-A, Acquisition or Abandonment of Secured Property
(e) Form 1099-B, Proceeds From Broker and Barter Exchange
Transactions
(f) Form 1099-C, Cancellation of Debt
(g) Form 1099-DIV, Dividends and Distributions
(h) Form 1099-G, Certain Government and Qualified State Tuition
Program Payments
(i) Form 1099-INT, Interest Income
(j) Form 1099-LTC, Long-Term Care and Accelerated Death Benefits
(k) Form 1099-MISC, Miscellaneous Income
(l) Form 1099-MSA, Distributions From an MSA orMedicare+ Choice
MSA
(m) Form 1099-OID, Original Issue Discount
(n) Form 1099-PATR, Taxable Distributions Received From
Cooperatives
(o) Form 1099-R, Distributions From Pensions, Annuities,
Retirement or Profit-Sharing Plans, IRAs, Insurance
Contracts, etc.
(p) Form 1099-S, Proceeds From Real Estate Transactions
(q) Form 5498, IRA Contribution Information
(r) Form 5498-MSA or Medicare+ Choice MSA Information
(s) Form W-2G, Certain Gambling Winnings
.02 Specifications for filing Forms W-2 on magnetic media are available from the Social Security Administration (SSA) only. Filers can call (1-800-SSA-6270) to obtain the phone number of the SSAMagnetic Media Coordinator for their area.
.03 IRS/MCC does not process Forms W-2. Paper and/or magnetic media for Forms W-2 must be sent to SSA. IRS/MCC does, however, process waiver requests (Form 8508), extension of time to file requests (Form 8809) for Forms W-2 and requests for an extension of time to provide the employee copies of Forms W-2.
.04 Generally, the box numbers on the paper forms correspond with the amount codes used to file magnetically/electronically; however, if discrepancies occur, the instructions in this revenue procedure govern.
.05 This revenue procedure also provides the requirements and specifications for magnetic media or electronic filing under the Combined Federal/State Filing Program.
.06 The following revenue procedures and publications provide more detailed filing procedures for certain other information returns.
(a) 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G" provides specific instructions on completing and submitting information returns to IRS.
(b) Publication 1179, Rules and Specifications for Private Printing of Substitute Forms 1096, 1098, 1099, 5498, and W-2G.
(c) Publication 1239, Specifications for Filing Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, Magnetically or Electronically
(d) Publication 1187, Specifications for Filing Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding, Magnetically or Electronically
(e) Publication 1245, Specifications for Filing Form W-4, Employee's Withholding Allowance Certificate, Magnetically or Electronically.
.07 This revenue procedure supersedes Rev. Proc. 98-35 published as Publication 1220 (Rev. 5-98) Specifications for Filing Forms 1098, 1099, 5498, and W-2G Magnetically or Electronically.
.08 Refer to Part A, Sec. 17, for definitions of terms used in this publication.
Section 2. Nature of Changes -- Current Year (Tax Year 1999)
.01 In this publication, all pertinent changes for Tax year 1999 are emphasized by the use of italics. Portions of text which require special attention have been bolded. Filers are always encouraged to read the publication in its entirety.
.02 Programming Changes
a. Global Changes Affecting All Records
(1) For all forms -- In all date fields that have a one-digit month (January through September) and a one-digit day (1 through 9), the number must be preceded by a zero. The date fields, in all cases, are numeric; therefore, blanks, alphas, or special characters are not acceptable. Example: January 2, 1999 (19990102). The four-digit year must precede the month and the day to be Y2K compliant.
(2) The following types of media are no longer accepted by IRS/MCC:
(a) 5 1/4-inch diskettes
(b) 3 1/2-inch diskettes created on a non-MS-DOS system
(c) 3 1/2-inch diskettes created on a System 36 or AS400
(3) All references in text to 5 1/4-inch diskettes and instructions applicable to 5 1/4-inch diskettes have been deleted.
(4) Part C (previously Bisynchronous -- Mainframe Electronic Filing Specifications) has been changed to Electronic Filing Specifications.
(a) The new phone number for electronic filing is (1-304-262- 2400).
(5) Part D (previously Asynchronous -- IRP-BBS) has been changed to Magnetic/Electronic Specifications For Extensions of Time.
(6) In Part D, Sec. 3. Record Layout -- Field Position 186; Code 6 has been added for Form 5498-MSA.
(7) Electronic test files only may be submitted beginning November 1, 1999, and as late as January 31, 2000.
(8) The due date of information returns filed electronically has been changed to March 31, 2000. This change does not apply to the Forms 5498 or 5498-MSA nor to magnetic media filing.
(9) Filers who submitted information returns via the Information Reporting Program-Bulletin Board System or Main-frame may submit data via the new electronic filing system. See Part C for filing instructions and specifications.
(10) The following QIC (Quarter-Inch Cartridge) sizes have been deleted from Part B, Section 4:
Size Tracks Density Capacity
QIC-11 4/5 4 (8000BPI) 22Mb or 30Mb
QIC-320 26 17 (16000 BPI) 320Mb
QIC-1350 30 18 (51667 BPI) 1.3Gb
(11) The telephone number for filing Form W-2 information magnetically with the Social Security Administration has changed to 1-800-SSA-6270.
b. Programming Changes -- Transmitter "T" Record
(1) For all forms, Payment Year, Field positions 2-5, must be incremented to reflect the 4 digit report year (1998 to 1999), unless reporting prior year data.
(2) Field positions 296-303, Total Number of Payees, is no longer a required field.
c. Programming Changes -- Payer "A" Record
(1) For all forms, Payment Year, Field Positions 2-5, must be incremented to reflect the 4 digit year (1998 to 1999), unless reporting prior year data.
(2) Form 1098 -- Mortgage Interest Statement, Field Positions 28-39: Amount Code 4 has been added for the use by the interest recipient to provide other information, such as real estate taxes or insurance paid from escrow.
(3) Form 1098-T -- Tuition Payments Statement, Field Positions 28-39: For Tax Year 1999, payers are only required to report entity information (TIN, name, address and the appropriate student indicators).
(4) Form 1099-G -- Certain Government and Qualified State Tuition Program Payments, Field Positions 28-39: Amount Code 5 has been added for Qualified state tuition program earnings.
(5) Form 1099-INT -- Interest Income, Field Positions 28-39: Amount Code 5 has been renamed to represent Investment expenses and Foreign tax paid is now Amount Code 6.
(6) Form 1099-MSA -- Distributions From an MSA or Medicare+ Choice MSA, Field Positions 28-39: Amount Code 4 was added for Fair market value of the account at date of death.
(7) Form 1099-OID -- Original Issue Discount, Field Positions 28-39: Two new amount codes were added:
Amount Code 6 -- Original issue discount on U. S. Treasury
obligations
Amount Code 7 -- Investment expenses
(8) For all information returns -- Field Positions 48, 49, and 50: a note has been added to instruct filers to select only one indicator for each Payer "A" Record. Corrections and originals may be submitted on the same media, however, they must be filed under separate "A" Records.
(9) For Tax Year 1999, Form 1098-E, Student Loan Interest Statement and Form 1098-T, Tuition Payments Statement, may be reported on paper regardless of the 250 return threshold.
d. Programming Changes -- Payee "B" Record
(1) For all forms, Payment Year, Field Positions 2-5 must be incremented to reflect the 4-digit reporting year (1998 to 1999), unless reporting prior year data.
(2) Form 1099-MSA -- Distributions From an MSA or Medicare+ Choice MSA:
a) Field Position 545, Distribution Code -- Code 6, Death
distribution after year of death to a nonspouse beneficiary,
has been added.
b) Field Position 547 -- A new Medicare+ Choice Indicator has
been added to specifically identify this type of
distribution.
(3) Form 1099-R -- Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc. -- Field positions 545- 546 -- The following codes have been deleted:
a) Code B -- May be eligible for death benefit exclusion
b) Code C -- May be eligible for both A and B
c) Code K -- Distribution from a 1998 Roth conversion IRA in first 5 years.
The following code has been added:
a) Code R -- Recharacterized IRA contribution.
The following code has be changed:
a) Code J -- Distribution from a Roth IRA.
(4) Form 5498 -- Field Position 551 has been changed to Recharacterization indicator.
(5) Form 5498-MSA -- Field Positions 544- 750 have been created to accommodate changes to the form.
3. Editorial Changes -- General
(a) Files containing information returns on magnetic media; Form 4804, Transmittal of Information Returns reported Magnetically/ Electronically; Form 4419, Application for Filing Information Returns Magnetically/Electronically, and any correspondence regarding information returns (i.e. suggestions, name and/or address changes) must be sent to the following address:
Internal Revenue Service
Martinsburg Computing Center
Attn: Information Returns Branch
230 Murall Drive
Kearneysville, WV 25430
(b) Magnetically filed requests for extension of time to file as well as Form 8809, Request for Extension of Time To File Information Returns, and Form 8508, Request for Waiver From Filing Information Returns on Magnetic Media, must be sent to the following address:
Internal Revenue Service
Martinsburg Computing Center
Attn: Extension of Time Coordinator
240 Murall Drive
Kearneysville, WV 25430
(c) Only tests submitted electronically may be submitted and/or resubmitted through January 31, 2000.
(d) In Part A, Sec. 5.14, reference to Operation Allied Force (Yugoslavia) has been added.
(e) In Part A, Sec. 8.04, the statement instructing filers submitting hard copy prints for tests has been deleted. Hard copy print tests are no longer acceptable.
(f) Information has been added to Part A, Sec. 10.01, regarding filing methods and applicable due dates.
(g) The following note has been added to Part A, Sec. 10.01, supporting the changed due date for electronic filing:
As a result of recent legislation, electronically filed Forms 1099, 1098 or W-2G are due to the IRS by March 31, 2000. The due date for magnetically filed Forms 1099, 1098 and W-2G remains unchanged (February 28, 2000).
(h) Due to security regulations at IRS/MCC, a note has been added to Part A, Sec. 10.05 alerting filers to the hours of delivery for PDSs.
(i) Part A, Sec. 11.02 -- A footnote was added in reference to Internal Revenue Code Section 6071(b) which eliminates the neces- sity for electronic filers of information returns to request an extension of the filing date from February 28, 2000, to March 31, 2000, effective for returns required to be filed after December 31, 1999.
(j) Part A, Sec. 11.10 -- Additional information has been added to the note referencing the extension of time to file electronically.
(k) In Part A, Sec. 12.05 -- A note of clarification has been added to the term correction.
(l) Form 1099-G -- The title of the form has been changed to Certain Government and Qualified State Tuition Program Payments.
(m) Form 1099-MSA -- The title of the form has been changed to Distributions From an MSA or Medicare+ Choice MSA.
(n) Form 5498-MSA -- The title of the form has been changed to MSA or Medicatre + Choice MSA Information.
(o) In Part A, Sec. 17, Definition of Terms -- The term bisynchronous and the related definition has been deleted.
(p) In Part A, Sec. 17, Definition of Terms -- The term ISDN (Integrated Services Digital Network) and related definition has been added.
(q) In Part A, Sec. 17, Definition of Terms -- A note has been added under the definition of Payer to identify the eligible educational institution that received the qualified tuition and related expenses in 1999 as the payer.
(r) In Part B, Sec. 4.07.(d), clarification has been added in describing the typical capacity of DDS.
Section 3. Where To File and How to Contact the IRS, Martinsburg Computing Center
.01 All information returns filed magnetically or electronically are processed at IRS/MCC. Files containing information returns and requests for IRS magnetic media and electronic filing information should be sent to the following address:
If by Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
230 Murall Drive
Kearneysville, WV 25430
.02 Send a magnetically filed extension of time request, undue hardship waivers, and requests for extensions of time to file returns or to furnish the statements to recipients to the following address:
If by Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Attn: Extension of Time Coordinator
240 Murall Drive
Kearneysville, WV 25430
.03 Telephone inquiries for the Information Reporting Program Call Site may be made between 8: 30 a. m. and 4: 30 p. m. Eastern time, Monday through Friday.
.04 The telephone numbers for magnetic media inquiries or electronic submissions are:
304-263-8700 -- Call Site -- Part A, Sec 3.10
304-267-3367 -- TDD
(Telecommunication Device for the Deaf)
304-264-5602 -- Fax Machine
Electronic Filing
304-262-2400
(These are not toll-free telephone numbers.)
TO OBTAIN FORMS:
1-800-TAX-FORM (1-800-829-3676)
www.irs.ustreas.gov -- INTERNET access to forms (See Note.)
****** Caution to filers: Because the IRS processes paper forms by machine (optical character recognition equipment), you cannot file the IRS Form 1096 or Copy A of Forms 1098, 1099, 5498, or W-2G printed from the IRS Internet Web Site or the CD-ROM.
.05 The 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G" have been included in the Publication 1220 for your convenience. The Form 1096 is used only to transmit Copy Aof paper Forms 1099, 1098, 5498, and W-2G. If filing paper returns, follow the mailing instructions on the Form 1096 and submit the paper returns to the appropriate IRS Service Center.
.06 Requests for paper Forms 1096, 1098, 1099, 5498, and W-2G, and publications related to magnetic media/electronic filing should be made by calling the IRS toll-free number 1-800-TAX-FORM (1-800- 829-3676) or by using the IRS Web Site at www. irs. ustreas. gov.
.07 Questions pertaining to magnetic media filing of Forms W-2 must be directed to the Social Security Administration (SSA). Filers can call 1-800-SSA-6270 to obtain the phone number of the SSA Magnetic Media Coordinator for their area.
.08 Payers should not contact IRS/MCC if they have received a penalty notice and need additional information or are requesting an abatement of the penalty. A penalty notice contains an IRS representative's name and/or phone number for contact purposes; or, the payer may be instructed to respond in writing to the address provided. IRS/MCC does not issue penalty notices and does not have the authority to abate penalties. For penalty information, refer to the Penalty section of the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G."
.09 A taxpayer or authorized representative may request a copy of a tax return, including Form W-2 filed with a return, by submitting Form 4506, Request for Copy or Transcript of Tax Form, to IRS. This form may be obtained by calling 1-800-TAX-FORM (1-800-829- 3676).
.10 The IRS Centralized Call Site answers both magnetic media and tax law questions relating to the filing of information returns (Forms 1096, 1098, 1099, 5498, 8027, W-2G, 1042-S, and W-4). The Call Site also answers tax law and paper filing related questions about Forms W-2 and W-3, as well as handling inquiries dealing with backup withholding due to missing and incorrect taxpayer identification numbers. The Call Site is located at IRS/MCC and operates in conjunction with the Information Reporting Program. The Call Site provides service to the payer community (financial institutions, employers, and other transmitters of information returns). Recipients of information returns (payees) should continue to contact 1-800-829-1040 or other numbers specified in the tax return instructions with any questions on how to report information on their tax returns.
The Call Site accepts calls from all areas of the country. The number to call is 304-263-8700 or Telecommunications Device for the Deaf (TDD) 304-267-3367. These are toll calls. Hours of operation for the Call Site are Monday through Friday, 8: 30 a. m. to 4: 30 p. m. Eastern Time. The Call Site is in operation throughout the year to handle the questions of payers, transmitters, and employers. Due to the high demand for assistance at the end of January and February, it is advisable to call as soon as possible to avoid these peak filing seasons.
Section 4. Filing Requirements
.01 The regulations under section 6011(e)(2)(A) of the Internal Revenue Code provide that, any person, including a corporation, partnership, individual, estate, and trust, who is required to file 250 or more information returns must file such returns magnetically/electronically. The 250* or more requirement applies separately for each type of return and separately to each type of corrected return.
Even though as many as 249 information returns may be submitted on paper to the Internal Revenue Service, IRS encourages filers to transmit information returns magnetically or electronically.
.02 All filing requirements that follow apply individually to each reporting entity as defined by its separate Taxpayer Identification Number (TIN) [Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN)]. For example, if a corporation with several branches or locations uses the same EIN, the corporation must aggregate the total volume of returns to be filed for that EIN and apply the filing requirements to each type of return accordingly.
.03 Payers who are required to submit their information returns on magnetic media may choose to submit their documents by electronic filing. Payers who submit their information returns electronically by March 31, 2000, are considered to have satisfied the magnetic media filing requirements.
.04 IRS/MCC has one method by which payers may submit their files electronically, which is included in Part C.
.05 The following requirements apply separately to both originals and corrections filed magnetically/electronically:
1098 250 or more of any of these forms require
1098-E* magnetic media or electronic filing with IRS.
1098-T* These are stand alone documents and are not to be
1099-A aggregated for purposes of determining the 250
1099-B threshold. For example, if you must file 100
1099-C Forms 1099-B and 300 Forms 1099-INT, Forms 1099-B
1099-DIV need not be filed magnetically or electronically
1099-G since they do not meet the threshold of 250.
1099-INT However, Forms 1099-INT must be filed
1099-LTC magnetically or electronically since they meet
1099-MISC the threshold of 250.
1099-MSA
1099-OID
1099-PATR
1099-R
1099-S
5498
5498- MSA
W-2G
* For Tax Year 1999 , Forms 1098-E and 1098-T may be reported on paper regardless of the 250 threshold.
.06 The above requirements do not apply if the payer establishes hardship (see Part A, Sec. 5).
Section 5. Form 8508, Request for Waiver From Filing Information Returns on Magnetic Media
.01 If a payer is required to file on magnetic media but fails to do so (or fails to file electronically in lieu of magnetic media filing) and does not have an approved waiver on record, the payer will be subject to a penalty of $50 per return in excess of 250. (For penalty information, refer to the Penalty section of the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G.")
.02 If payers are required to file original or corrected returns on magnetic media, but such filing would create a hardship, they may request a waiver from these filing requirements by submitting Form 8508, Request for Waiver From Filing Information Returns on Magnetic Media, to IRS/MCC.
.03 Even though a payer may submit as many as 249 corrections on paper, IRS encourages magnetically or electronically submitted corrections. Once the 250 threshold has been met, filers are required to submit any returns of 250 or more magnetically or electronically. However, if a waiver for original documents is approved, any corrections for the same type of returns will be covered under this waiver.
.04 Generally, only the payer may sign the Form 8508. A transmitter may sign if given power of attorney; however, a letter signed by the payer stating this fact must be attached to the Form 8508.
.05 A transmitter must submit a separate Form 8508 for each payer. Do not submit a list of payers.
.06 All information requested on the Form 8508 must be provided to IRS for the request to be processed.
.07 The waiver, if approved, will provide exemption from magnetic media filing for the current tax year only. Payers may not apply for a waiver for more than one tax year at a time; application must be made each year a waiver is necessary.
.08 Form 8508 may be photocopied or computer-generated as long as it contains all the information requested on the original form.
.09 Filers are encouraged to submit Form 8508 to IRS/MCC at least 45 days before the due date of the returns.
.10 File Form 8508 for the W-2 series of forms with IRS/MCC, not SSA.
.11 Waivers are evaluated on a case-by-case basis and are approved or denied based on criteria set forth in the regulations under section 6011(e) of the Internal Revenue Code. The transmitter must allow a minimum of 30 days for IRS/MCC to respond to a waiver request.
.12 If a waiver request is approved, the transmitter should keep the approval letter on file. The transmitter should not send a copy of the approved waiver to the service center where the paper returns are filed. August 2, 1999 144 1999-31 I.R.B.
.13 An approved waiver from filing information returns on magnetic media does not provide exemption from all filing. The payer must timely file information returns on acceptable paper forms with the appropriate service center.
.14 Desert Storm/Operation Joint Guard (OJG), Operation Allied Force (Yugoslavia), (Bosnia Region) Contributions [See Note] -- If a payer is required to file a Form 5498 magnetically/electronically, the payer may request an automatic waiver to file Forms 5498 on paper for participants of Desert Storm or Operation Joint Guard/Operation Allied Force (Yugoslavia). The payer should clearly mark Desert Storm, Operation Joint Guard or Operation Allied Force (Yugoslavia) on the waiver request form.
* NOTE: Military personnel under Operation Joint Guard (OJG) will be treated the same as military personnel under Operation Joint Endeavor (OJE) for purposes of Pub. L. 104-117 and Notice 96-34, 1996-1 C.B. 379. For more information on the reporting for Operation Allied Force (Yugoslavia) see Pub. L. 106-21, 04/19/1999 and Notice 99-30.
Section 6. Vendor List
.01 IRS/MCC prepares a list of vendors who support magnetic media or electronic filing. The Vendor List (Pub. 1582) contains the names of service bureaus that will produce files on the prescribed types of magnetic media or via electronic filing. It also contains the names of vendors who provide software packages for payers who wish to produce magnetic media or electronic files on their own computer systems. This list is compiled as a courtesy and in no way implies IRS/MCC approval or endorsement.
.02 If filers meeting the filing requirements engage a service bureau to prepare media on their behalf, the filers should be careful not to report duplicate data, which may cause penalty notices to be generated.
.03 The Vendor List may be updated in print every other year. The most recently printed copy will be available by contacting IRS/MCC at (304) 263-8700 or by way of a letter (see Part A, Sec. 3).
.04 A vendor, who offers a software package, has the ability to produce magnetic media for customers, or has the capability to electronically file information returns, and would like to be included on the list, must submit a written request to IRS/MCC. The request should include:
(a) Company name
(b) Address (include city, state, and ZIP code)
(c) Telephone number (include area code)
(d) Contact person
(e) Type(s) of service provided (e. g., service bureau and/or software)
(f) Type(s) of media offered (e. g., magnetic tape, tape cartridge, 3 1/2-inch diskettes, or electronic filing)
(g) Type of return
Section 7. Form 4419, Application for Filing Information Returns Magnetically/Electronically
.01 Transmitters are required to submit Form 4419, Application for Filing Information Returns Magnetically/Electronically, to request authorization to file information returns with IRS/MCC. A single Form 4419 should be filed no matter how many types of returns the transmitter will be submitting magnetically/electronically. For example, if a transmitter plans to file Forms 1099-INT, one Form 4419 should be submitted. If, at a later date, another type of form (Forms 1098, 1099, 5498 and W-2G) is to be filed, the transmitter does not need to submit a new Form 4419.
EXCEPTIONS
An additional Form 4419 is required for filing each of the following types of returns: Forms 1042-S, 8027, and W-4.
FORM TITLE EXPLANATION
1042-S Foreign Persons U. S. Source Income Payments subject to
Subject to Withholding withholding under
Chapter 3 of the
Code, including
interest, dividends,
royalties, pensions
and annuities,
gambling winnings and
compensation for
personal services.
8027 Employer's Annual Information Return Receipts from
of Tip Income and Allocated Tips operations where
tipping is customary.
Used by the employer
to report employee's
tips or allocated
tips.
W-4 Employee's Withholding Allowance Forms received during
(See Certificate the quarter from
Note) employees still
employed at the end
of the quarter who
claim the following:
(a) More than 10
withholding
allowances or
(b) Exempt status and
wages normally would
be more than $200 a
week.
* NOTE: Employers are not required to send other Forms W-4 unless notified to do so by the IRS.
.02 Magnetic tape, tape cartridge, diskette, and electronically- filed returns may not be submitted to IRS/MCC until the application has been approved. Please read the instructions on the back of Form 4419 carefully. AForm 4419 is included in the Publication 1220 for the filer's use. This form may be photocopied. Additional forms may be obtained by calling 1-800-TAX-FORM (1-800-829-3676). The form is also available on the IRS Internet Web Site at www. irs. ustreas. gov.
.03 Upon approval, a five-character alpha/numeric Transmitter Control Code (TCC) will be assigned and included in an approval letter. The TCC must be coded in the Transmitter "T" Record. If a transmitter uses more than one TCC to file, each TCC must be reported on separate media or in separate transmissions if filing electronically.
.04 Annually, a Publication 1220 containing the current revenue procedure, forms, and instructions will be sent to the attention of the contact person indicated on Form 4419.
.05 If any of the information (name, TIN or address) on the Form 4419 changes, please notify IRS/MCC in writing so the IRS/MCC database can be updated. However, a change in the method by which information returns are being submitted is not information which needs to be updated (i. e., tape to disk). The transmitter should include the TCC in all correspondence.
.06 Form 4419 may be submitted anytime during the year; however, it must be submitted to IRS/MCC at least 30 days before the due date of the return(s) for current year processing. This will allow IRS/MCC the minimum amount of time necessary to process and respond to applications. In the event that computer equipment or software is not compatible with IRS/MCC, a waiver may be requested to file returns on paper documents.
.07 IRS/MCC encourages transmitters who file for multiple payers to submit one application and to use the assigned TCC for all payers.
.08 If a payer's files are prepared by a service bureau, the payer may not need to submit an application to obtain a TCC. Some service bureaus will produce files, code their own TCC on the media, and send it to IRS/MCC for the payer. Other service bureaus will prepare magnetic media and return the media to the payer for submission to IRS/MCC. These service bureaus may require the payer to obtain a TCC to be coded in the Transmitter "T" Record. Payers should contact their service bureaus for further information.
.09 Once a transmitter is approved to file magnetically or electronically, it is not necessary to reapply each year unless:
(a) The payer has discontinued filing magnetically or electronically for two years; the payer's TCC may have been reassigned by IRS/MCC. Payers who are aware the TCC assigned will no longer be used are requested to notify IRS/MCC so these numbers may be reassigned; or
(b) The payer's magnetic media files were transmitted in the past by a service bureau using the service bureau's TCC, but now the payer has computer equipment compatible with that of IRS/MCC and wishes to prepare his or her own files. The payer must request a TCC by filing Form 4419.
.10 One Form 4419 may be submitted regardless of how many types of media or methods are used to file the return. Multiple TCCs will only be issued to payers with multiple TINs. Only one TCC will be issued per TIN unless the filer has checked the application for the following forms in addition to the Forms 1098, 1099, 5498 or W-2G; Forms 1042-S, 8027, and/or W-4. A separate TCC will be assigned for each of these forms.
.11 In accordance with Regulations section 1.6041-7(b), payments by separate departments of a health care carrier to providers of medical and health care services may be reported on separate returns on magnetic media. In this case, the headquarters will be considered the transmitter, and the individual departments of the company filing reports will be considered payers. A single Form 4419 covering all departments filing on magnetic media should be submitted. One TCC may be used for all departments.
.12 Approval to file does not imply endorsement by IRS/MCC of any computer software or of the quality of tax preparation services provided by a service bureau or software vendor.
Section 8. Test Files
.01 IRS/MCC does not require test files, except for filers wishing to participate in the Combined Federal/State Filing Program (See Part A, Sec. 16, for further information concerning the Combined Federal/State Filing Program).
.02 IRS/MCC encourages first-time magnetic media or electronic filers to submit a test. The test file must consist of a sample of each type of record:
(a) Transmitter "T" Record (all fields marked required must include transmitter information)
(b) Payer "A" Record (must not be fictitious data)
(c) Multiple Payee "B" Records (at least 11 "B" Records per each "A" Record)
(d) End of Payer "C" Record
(e) State Totals "K" Record, if participating in the Combined Federal/State Filing Program August 2, 1999 146 1999-31 I.R.B.
(f) End of Transmission "F" Record (See Part B for record formats.)
.03 Use the Test Indicator "T" in Field Position 28 of the "T" Record to show this is a test file.
.04 IRS/MCC will check the file to ensure it meets the specifications of this revenue procedure. For current filers, sending a test file will provide the opportunity to ensure their software reflects any programming changes.
.05 Tests should be sent to IRS/MCC between November 1 and December 15. Tests submitted on magnetic media must be received at MCC by December 15 in order to be processed. Magnetic media filers may begin submitting test tapes and diskettes after October 1; however, the data will not be processed until on or after November 1.
Only tests submitted electronically may be submitted and resubmitted through January 31, 2000.
.06 For tests filed electronically, the transmitter must send or fax the signed Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically, the same day the transmission is made. Electronic tests may be submitted November 1, 1999 , through January 31, 2000. For tests filed on magnetic tape, tape cartridge, 8mm, 4mm, and quarter inch cartridge, and 3 1/2-inch diskette, the transmitter must include the signed Form 4804 in the same package with the corresponding magnetic media. Mark the "TEST" box in Block 1 on the form. Also, mark "TEST" on the external media label.
.07 IRS/MCC will send a letter of acknowledgment to indicate the test results for magnetic media only. Unacceptable magnetic media files, along with documentation identifying the errors, will be returned. Resubmission of magnetic media test files must be received by IRS/MCC no later than December 15.
.08 Successfully processed media will not be returned to filers.
Section 9. Filing of Information Returns Magnetically/Electronically and Retention Requirements
.01 Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically, Form 4802, Transmittal of Information Returns Reported Magnetically/Electronically (Continuation), or a computer-generated substitute, must accompany all magnetic media shipments. For electronic transmissions, the Form 4804 and Form 4802, if applicable, must be sent or faxed the same day as the electronic transmission. Form 4802, is a continuation of Form 4804 and should only be used if the filer is reporting more than five types of returns and/or more than five payers. Form 4802 is not a stand-alone form; it can only accompany Form 4804.
.02 IRS/MCC allows for the use of computer-generated substitutes for Form 4804/4802. The substitutes must contain all information requested on the original forms including the affidavit and signature line. Photocopies are acceptable original signatures. When using computer-generated forms, be sure to mark very clearly which tax year is being reported. This will eliminate a phone communication from IRS/MCC to question the tax year.
.03 A transmitter may report for any combination of payers and/ or documents in a submission. Each file must begin with a "T" Record and end with an "F" record for the end of a transmission. For example, if reporting Forms 1099-INT for Bank A, Forms 1099-DIV for Bank B, and Forms 1098 for Bank C, three separate tapes or diskettes need not be created. All three banks and all types of documents can be coded within a file on one tape or diskette as long as each bank or type of return has a separate "A" Record. Multiple tapes or diskettes can be sent in one package. For each separate type of media, the first record on the file must be the Transmitter "T" Record. AForm 4804, Transmittal of Information Returns Reported Magnetically/Electronically, must be submitted for every Transmitter "T" Record. Filers must include Form 4804, 4802, or computer- generated substitute with their shipment.
.04 Multiple types of media may be submitted in a shipment. However, submit a separate Form 4804 for each type of media.
.05 Current and prior year data may be submitted in the same shipment; however, each tax year must be on separate media, and a separate Form 4804 must be prepared to clearly indicate each tax year.
.06 Filers who have prepared their information returns in advance of the due date are encouraged to submit this information to IRS/MCC no earlier than January 1 of the year the return is due.
.07 Do not report duplicate information. If a filer submits returns magnetically/electronically, identical paper documents must not be filed. This may result in erroneous penalty notices.
.08 Form 4804 may be signed by the payer or the transmitter, service bureau, paying agent, or disbursing agent (all hereafter referred to as agent), on behalf of the payer. Failure to sign the affidavit on Form 4804 may delay processing or could result in the files being returned unprocessed. An agent may sign the Form 4804 if the agent has the authority to sign the affidavit under an agency agreement (either oral, written, or implied) that is valid under state law and adds the caption "FOR: (name of payer)."
.09 Although an authorized agent may sign the affidavit, the payer is responsible for the accuracy of the Form 4804 and the returns filed. The payer will be liable for penalties for failure to comply with filing requirements.
.10 A self-adhesive external media label, created by the filer, must be affixed to each piece of magnetic media. (IRS no longer provides self-adhesive labels for this purpose.) For instructions on how to prepare an external media label, refer to Notice 210 in the forms section of this publication. If diskettes are used, be certain that only MS-DOS compatible operating systems were used to prepare the diskettes. Non-MS-DOS diskettes are no longer acceptable at IRS-MCC.
.11 On the outside of the shipping container, affix or attach a label which reads "IRB Box ___ of___" reflecting the number of containers in the shipment. (Filers can create a label with this information or cut out one of the labels on the special label page provided in this publication.) If there is only one container, mark the outside as Box 1 of 1. For multiple containers, include the sequence for example, Box 1 of 3, 2 of 3, 3 of 3).
.12 When submitting files include the following:
(a) A signed Form 4804;
(b) Form 4802, if applicable;
(c) External media label (created by filer) affixed to magnetic media;
(d) IRB Box _____ of ______ outside label.
* NOTE: See Part C for Electronic Submission Requirements.
.13 Do not use special shipping containers for transmitting data to IRS/MCC. Shipping containers will not be returned.
.14 If returns from different locations (using the same name and TIN) are submitted on the same file, IRS encourages the filer to consolidate each type of information return under one "A" Record. For example, all "B" Records for the same type of return should be together under one "A" Record and followed by the End of Payer "C" Record.
.15 IRS/MCC will not pay for or accept "Cash-on-Delivery" or "Charge to IRS" shipments of tax information that an individual or organization is legally required to submit.
.16 Payers should retain a copy of the information returns filed with IRS or have the ability to reconstruct the data for at least 3 years from the reporting due date, with the exception of Form 1099-C. A financial entity must retain a copy of Form 1099-C, Cancellation of Debt, or have the ability to reconstruct the data required to be included on the return, for at least 4 years from the date such return is required to be filed. Whenever backup withholding is imposed, a 4 year retention is required.
Section 10. Due Dates
.01 The due dates for filing paper returns with IRS also apply to magnetic media. Filing of information returns is on a calendar year basis, except for Forms 5498 and 5498-MSA, which are used to report amounts contributed during or after the calendar year (but not later than April 15). The following due dates will apply to Tax Year 1999:
Due Dates
Electronic Filing (See Note) Magnetic Filing
Forms 1098, 1099, and W-2G Forms 1098, 1099, and W-2G
Recipient Copy -- Recipient Copy --
January 31, 2000 January 31, 2000
IRS Copy -- March 31, 2000 IRS Copy -- February 28, 2000
* NOTE: As a result of the Restructuring and Reform Act of 1998, the electronically filed Forms 1099, 1098, or W-2G are due to the IRS by March 31, 2000. The due date for magnetically filed Forms 1099, 1098, and W-2G remains unchanged (February 28, 2000).
Legislation amended Internal Revenue Code section 6071(b), which eliminates the necessity for electronic filers of Forms 1099, 1098, and W-2G to request an extension of the filing date from February 28 to March 31, effective for returns required to be filed after December 31, 1999.
Electronic/Magnetic Filing
Forms 5498 and 5498-MSA
Participant Copy -- May 31, 2000*
IRS Copy -- May 31, 2000
* Participants copy of Form 5498 for education IRA and fair market value information -- January 31, 2000
.02 If any due date falls on a Saturday, Sunday or legal holiday, the return or statement is considered timely if filed or furnished on the next business day (i. e., the next day that is not a Saturday, Sunday, or legal holiday).
.03 Information returns filed magnetically for Forms 1098, 1099, and W-2G must be submitted to IRS/MCC postmarked on or before February 28, 2000.
.04 Electronically filed information returns for Forms 1098, 1099 and W-2G must be submitted to IRS/MCC no later than March 31, 2000, and will be considered timely filed if submitted by that date. Electronically filed information returns submitted after March 31, 2000, will be considered late unless an extension has been applied for and approved.
.05 Magnetic media returns postmarked by the United States Postal Service (USPS) on or before February 28, 2000, and delivered by United States mail to the IRS/MCC after the due date, are treated as timely under the "timely mailing as timely filing" rule. Asimilar rule applies to items delivered by private delivery services (PDSs) designated by the IRS. APDS must be designated by the IRS before it will qualify for the timely mailing rule. (See Note.) Notice 98-47, 1998-37, I.R.B. 8, provides the list of designated PDSs. Designation is effective until the IRS issues a revised list. Notice 97-26 1997-1 C.B. 413, provides rules for determining the date that is treated as the postmark date. For items delivered by a nondesignated PDS, the actual date of receipt by IRS/MCC will be used as the filing date. For items delivered by a designated PDS, but through a type of service not designated in Notice 98-47, the actual date of receipt by IRS/MCC will be used as the filing date. The timely mailing rule also applies to furnishing statements to recipients and participants and filing Forms 5498 and 5498-MSA.
* NOTE: Due to security regulations at MCC, the Internal Revenue police officers will not accept media from PDSs or couriers between the hours of 3:00 p.m. to 11:00 p.m., seven days a week, and 11:00 p.m. to 7:00 a.m., Saturday and Sunday.
.06 Statements to recipients must be furnished on or before January 31, 2000, for TY 1999. Form 5498 statements to the participants must be furnished on or before January 31, 2000, for TY 1999 for the fair market value of the account and for contributions to an education IRA and by May 31, 2000, for TY 1999 for contributions made to all other types of IRAs for the prior calendar year.
.07 Forms 5498 and 5498-MSA filed magnetically or electronically must be filed with IRS/MCC on or before May 31, 2000, for TY 1999. Forms 5498 and 5498-MSA are filed for contributions to be applied to 1999 that are made January 1, 1999 through April 17, 2000, and/or to report the fair market value of any IRA/SEP/SIMPLE (Form 5498) or medical savings account (Form 5498-MSA).
.08 Use this revenue procedure to prepare information returns filed magnetically or electronically beginning January 1, 2000, and received by IRS/MCC no later than December 15, 2000.
Section 11. Extensions of Time
.01 An extension of time to file may be requested for Forms 1099, 1098, 5498, 5498-MSA, W-2G, W-2 series of forms, 8027 and 1042-S.
.02 Form 8809, Request for Extension of Time to File Information Returns, should be submitted to IRS/MCC at the address listed in .06 of this section. This form may be used to request an extension of time to file information returns submitted on paper, magnetically or electronically.
.03 Requesting an extension of time for multiple payers (50 or less) may be done by submitting Form 8809 and attaching a list of the payer names and associated TINs (EIN or SSN). The listing must be attached to ensure an extension is recorded for all payers. Form 8809 may be computer-generated or photocopied. Be sure that all the pertinent information is included. For Forms 1098, 1099 and W-2G that will be filed electronically, Form 8809 must be submitted on or before March 31, 2000.
.04 Requests for an extension of time to file for more than 50 payers are required to be submitted magnetically or electronically. Requests for an extension of time for 10 to 50 payers are encouraged to be filed magnetically or electronically. (See Part D, Sec. 3, for the record format.) The request may be filed on tape, tape cartridge, 3 1/2-inch diskette, or electronically.
.05 If a filer does not have an IRS/MCC assigned Transmitter Control Code (TCC), a Form 4419, Application for Filing Information Returns Magnetically/Electronically, must be submitted to obtain a TCC. This number must be used to submit an extension request magnetically/electronically.
.06 All requests for an extension of time filed on Form 8809 or filed magnetically on tape, tape cartridge, or 3 1/2-inch diskettes should be sent using the following address:
If by Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Attn: Extension of Time Coordinator
240 Murall Drive
Kearneysville, WV 25430
.07 Requests for extensions of time for multiple payers will be responded to with one approval letter, accompanied by a list of payers covered under that approval.
.08 As soon as it is apparent that a 30-day extension of time to file is needed, Form 8809 may be submitted. It will take a minimum of 30 days for IRS/MCC to respond to an extension request. Under certain circumstances, a request for an extension of time could be denied. When a denial letter is received, any additional or necessary information may be resubmitted within 20 days.
.09 Form 8809 must be postmarked no later than the due date of the return for which an extension is requested. If requesting an extension of time to file several types of forms, use one Form 8809; however, the Form 8809 must be postmarked no later than the earliest due date. For example, if requesting an extension of time to file both Forms 1099-INT and 5498, submit Form 8809 post-marked on or before February 28, 2000. (See NOTE: ) Complete more than one Form 8809 to avoid this problem.
* NOTE: For Tax Year 1999, if you will be filing Forms 1098, 1099, or W-2G electronically, the Form 8809 is not required unless an extension beyond March 31, 2000.
Internal Revenue Code Section 6071(b) eliminates the necessity for electronic filers of the information returns to which this provision applies (Forms 1098, 1099, W-2G) to request an extension of the filing date from February 28 to March 31, effective for returns required to be filed after December 31, 1999.
.10 If an additional extension of time is needed, a second Form 8809 must be filed by the initial extended due date. Check line 7 on the form to indicate that an additional extension is being requested. A second 30-day extension will be approved only in cases of extreme hardship or catastrophic event. If requesting a second 30-day extension of time, submit the information return files as soon as prepared. Do not wait for MCC's response to your second extension request.
.11 If an extension request is approved, the approval letter should be kept on file. The approval letter or copy of the approval letter for an extension of time should not be sent to IRS/MCC with the magnetic media file or to the service center where the paper returns are filed.
.12 Request an extension for only one tax year.
.13 The extension request must be signed by the payer or a person who is duly authorized to sign a return, statement or other document for the payer.
.14 Failure to properly complete and sign the Form 8809 may cause delays in processing the request or result in a denial. Carefully read and follow the instructions on the back of the Form 8809.
.15 Form 8809 may be obtained by calling 1-800-TAX-FORM (1-800- 829-3676). The form is also available on the IRS Internet Web Site www. irs. ustreas. gov . A copy of the Form 8809 is also provided in the back of the Publication 1220.
.16 Request an extension of time to furnish the statements to recipients of Forms 1098, 1099, 5498, W-2G, W-2 series of forms, and 1042-S by submitting a letter to IRS/MCC at the address listed in .06 of this section. The letter should contain the following information:
(a) Payer name
(b) TIN
(c) Address
(d) Type of return
(e) Specify that the extension request is to provide statements to recipients.
(f) Reason for delay
(g) Signature of payer or person duly authorized
Requests for an extension of time to furnish the statements to recipients for Forms 1098, 1099, 5498, W-2G, W-2 series of forms, and 1042-S are not automatically approved; however, if approved, generally an extension will allow a maximum of 30 additional days from the due date to furnish the statements to the recipients. The request must be postmarked by the date on which the statements are due to the recipients.
Section 12. Processing of Information Returns Magnetically/Electronically
.01 All data received at IRS/MCC for processing will be given the same protection as individual income tax returns (Form 1040). IRS/MCC will process the data and determine if the records are formatted and coded according to this revenue procedure.
.02 If the data is formatted incorrectly, the magnetic media will be returned for replacement accompanied by a Media Tracking Slip (Form 9267). When media is returned, it is because IRS/MCC encountered errors (not limited to format) and was unable to process the media, therefore, requiring a replacement. Open all packages immediately.
.03 Magnetic media files must be corrected and returned with the Media Tracking Slip (Form 9267) to IRS/MCC within 45 days from the date of the letter IRS/MCC included with the returned files. Refer to Part C, Section 6, for procedures for correcting files submitted electronically. A penalty for failure to file correct information returns by the due date will be assessed if the files are not corrected and returned within the 45 days or if the incorrect files are returned by IRS/MCC for replacement more than two times. A penalty for intentional disregard of filing requirements will be assessed if a replacement file is not received. (For penalty information, refer to the Penalty section of the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G.")
.04 Sample records identifying errors encountered will be provided with the returned media. It is the responsibility of the transmitter to check the entire file for similar errors.
.05 The following definitions have been provided to help distinguish between a correction and a replacement:
o A correction is an information return submitted by the transmitter to correct an information return that was previously submitted to and processed by IRS/MCC, but contained erroneous information.
* NOTE: Corrections should only be made to records that have been submitted incorrectly, not the entire file.
o A replacement is an information return file that IRS/MCC has returned to the transmitter due to errors encountered during processing. After necessary changes have been made, the file must be returned for processing along with the Media Tracking Slip Form 9267) which was included in the shipment from IRS/MCC. (See Note ).
* NOTE: Filers should never send anything to IRS/MCC marked "Replacement" unless IRS/MCC returned media to them.
.06 IRS/MCC will not return media after successful processing. Therefore, if the transmitter wants proof that IRS/MCC received a shipment, the transmitter should select a service with tracking capabilities or one that will provide proof of delivery. Do not use special shipping containers for transmitting data to IRS/MCC. Shipping containers will not be returned.
.07 IRS/MCC will work with filers as much as possible to assist with processing problems. If the filer is contacted by IRS/MCC, a prompt response is important. IRS/MCC may have information that the filer needs to correct his or her file.
.08 IRS/MCC contacts payers who have submitted payee data with missing TINs in an attempt to prevent errors that could result in penalties. Payers who submit data with missing TINs and have taken the required steps to obtain this information are encouraged to attach a letter of explanation to the required Form 4804. This will prevent unnecessary contact from IRS/MCC. This letter, however, will not prevent backup withholding notices (CP2100 or CP2100A) or penalties for missing or incorrect TINs.
Section 13. Corrected Returns
.01 The magnetic media filing requirement of information returns of 250 or more applies separately to both original and corrected returns.
If a payer has 100 Forms 1099-A to be corrected, they can
E be filed on paper since they fall under the 250 threshold.
X However, if the payer has 300 Forms 1099-B to be corrected,
A they must be filed magnetically or electronically since
M they meet the 250 threshold. If for some reason a payer
P cannot file the 300 corrections on magnetic media, to avoid
L penalties, a request for a waiver must be submitted before
E filing on paper. If a waiver is approved for original
documents, any corrections for the same type of return will
be covered under this waiver.
.02 Corrections should be filed as soon as possible. Corrections filed after August 1 may be subject to the maximum penalty of $50 per return. Corrections filed by August 1 may be subject to a lesser penalty. (For information on penalties, refer to the Penalty section of the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G.") However, if payers discover errors after August 1, they may still be required to file corrections so they will not be subject to a penalty for intentional disregard of the filing requirements. Failure to correct information returns may result in penalties for failure to provide correct information. All fields must be completed with the correct information, not just the data fields needing correction. Submit corrections only for the returns filed in error, not the entire file. Furnish corrected statements to recipients as soon as possible.
.03 There are numerous types of errors, and in some cases, more than one transaction may be required to correct the initial error. If the original return was filed as an aggregate, the filers must consider this in filing corrected returns.
.04 Corrected returns may be included on the same medium as original returns; however, separate "A" Records are required. Corrected returns must be identified on the Form 4804 and the external media label by indicating "Correction." If filers discover that certain information returns were omitted on their original file, they must not code these documents as corrections. The file must be coded and submitted as originals.
.05 If a payer discovers errors for prior years that affect a large number of payees, in addition to sending IRS the corrected returns and notifying the payees, a letter containing the following information should be sent to IRS/MCC:
(a) Name and address of payer
(b) Type of error (please explain clearly)
(c) Tax year
(d) Payer TIN
(e) TCC
(f) Type of Return
(g) Number of Payees
This information will be forwarded to the appropriate office in an attempt to prevent erroneous notices from being sent to the payees. The correction must be submitted on an actual information return document or filed magnetically/electronically. Provide the correct tax year in Block 2 of the Form 4804 and on the external media label.
.06 Prior year data, original and corrected, must be filed according to the requirements of this revenue procedure. If submitting prior year corrections, use the record format for the current year and submit on separate media. However, use the actual year designation of the correction in Field Positions 2-5 of the "T", "A", and "B" Records. If filing electronically, a separate transmission must be made for each tax year.
.07 In general, filers should submit corrections for returns filed within the last 3 calendar years [4 years if the payment is a reportable payment subject to backup withholding under section 3406 of the Code and also for Form 1099-C, Cancellation of Debt under section 1.6050P-1(e)(7)].
.08 All paper returns, whether original or corrected, must be filed with the appropriate service center.
.09 Form 4804 and Form 4802 (if applicable), must be submitted with corrected files submitted magnetically or electronically.
.10 The "B" Record provides a 20-position field for the Payer's Account Number for the Payee. This number will help identify the appropriate incorrect return if more than one return is filed for a particular payee. Do not enter a TIN in this field. A payer's account number for the payee may be a checking account number, savings account number, serial number, or any other number assigned to the payee by the payer that will distinguish the specific account. This number should appear on the initial return and on the corrected return in order to identify and process the correction properly. 1999-31 I.R.B. 151 August 2, 1999
.11 The record sequence for filing corrections is the same as for original returns.
.12 Review the chart that follows. Errors normally fall under one of the two categories listed. Next to each type of error made is a list of instructions on how to file the corrected return.
Guidelines for Filing Corrected
Returns Magnetically/Electronically
Error Made on the Original Return How To File the Corrected Return
Two (2) separate transactions are required to make the following
corrections properly. Follow the directions for both Transactions 1
and 2. (See Note 1)
1. Original return was Transaction 1: Identify incorrect
filed with one or more returns
of the following errors: A. Prepare a new Form 4804/4802 that
includes information related to this
(a) No payee TIN (SSN, new file.
ITIN, or EIN) B. Mark "Correction" in Block 1 of Form
4804.
(b) Incorrect payee TIN C. Prepare a new file. The first record
on the file will be the Transmitter
(c) Incorrect payee name "T" Record.
(d) Wrong type of return D. Make a separate "A" Record for each
indicator type of return and each
payer being reported. The
information in the "A" record will
be exactly the same as it was in
the original submission with one
exception; the Correction File
Indicator (Field Position 50), will
be set to "1".
E. The Payee "B" Records must contain
exactly the same information as
submitted previously, except,
insert a Corrected Return Indicator
Code of "G" in Field Position 6 of
the "B" Records, and for all
payment amounts, enter "0" (zeros).
F. Corrected returns submitted to
IRS/MCC using "G" coded "B" Records
may be on the same file as those
returns submitted with a "C" code;
however, separate "A" Records are
required.
G. Prepare a separate "C" Record for
each type of return and each payer
being reported.
H. Continue with Transaction 2 to
complete the correction.
Transaction 2: Report the correct information
A. Make a separate "A" Record for each
type of return and each payer being
reported. The Correction File
Indicator (Field Position 50), must
be set to "1" (one).
B. The Payee "B" Records must show the
correct information as well as a
Corrected Return Indicator Code of
"C" in Field Position 6.
C. Corrected returns submitted to
IRS/MCC using "C" coded "B" Records
may be on the same file as those
returns submitted with "G" codes;
however, separate "A" Records are
required.
D. Prepare a separate "C" Record for
each type of return and each payer
being reported.
E. The last record on the file will be
the End of Transmission "F" Record.
F. Indicate "Correction" on the
external media label.
* Note 1: Payers who can show they have reasonable cause (defined in the regulations under section 6724 of the Internal Revenue Code) are not required to make corrections for returns filed with a missing or incorrect name and/or TIN. These payers should change their records in order to submit correct information in the future. Payers who cannot show reasonable cause are encouraged to make corrections for the current processing year by August 1 to reduce applicable penalties. Corrections filed by August 1 will reduce the $50 per return penalty for filing returns with missing or incorrect information to $30. The penalty is further reduced to $15 per return if the corrections are filed within 30 days of the due date. (For penalty information, refer to the Penalty section of the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G.") Corrections filed after August 1 will not reduce the penalty but will allow IRS to update the payee's records. The regulations for section 6724 are available in Publication 1586, Reasonable Cause Regulations and Requirements for Missing and Incorrect
Name/TINs. The publication may be obtained by calling 1-800- TAX-FORM (1-800-829-3676) or from the IRS Internet Web Site www.irs.ustreas.gov.
One transaction is required to make the following corrections properly (See Note 2).
2. Original return was filed with one or more of the following errors:
(a) Incorrect payment the Payer "A" Record the Payer "A" Record
(b) Incorrect payment amounts in the Payer "B" Record
(c) Incorrect code in the Distribution Code field in the Payee "B" Record
(d) Incorrect payee address
(e) Incorrect Direct sales indicator
A. Prepare a new Form 4804/4802 that includes information relating to this new file.
B. Mark "Correction" in Block 1 of Form 4804.
C. Prepare a new file. The first record on the file will be the Transmitter "T" Record.
D. Make a separate "A" Record for each type of return and each payer being reported. Information in the "A" Record may be the same as it was in the original submission. However, the Correction File Indicator (Field Position 50) must set to "1" (one).
E. The Payee "B" Records must show the correct record information as well as a Corrected Return Indicator Code of "G" Field Position 6.
F. Corrected returns submitted to IRS/MCC using "G" coded "B" Records may be on the same file as those returns submited without the "G" coded "B" Records; however, separate "A" Records are required.
G. Prepare a separate "C" Record for each type of return and each payer being reported.
H. The last record on the file will be the End of Transmission "F" Record.
I. Indicate "Correction" on the external media label.
* NOTE 2: If a filer is correcting the name and/or TIN in addition to any errors listed in item 2 of the chart, two transactions will be required. If a filer is reporting "G" coded, "C" coded, and/or "Non- coded" (original) returns on the same media, each category must be reported under separate "A" Records.
Section 14. Taxpayer Identification Number (TIN)
.01 Section 6109 of the Internal Revenue Code requires a person to furnish his/her TIN to the person obligated to file the information return.
.02 The payee's TIN and name combination is used to associate information returns reported to IRS/MCC with corresponding information on tax returns. It is imperative that correct Taxpayer Identification Numbers (TINs) for payees be provided to IRS/MCC. Do not enter hyphens or alpha characters. Entering all zeros, ones, twos, etc., will have the effect of an incorrect TIN.
.03 The payer and payee names with associated TINs should be consistent with the names and TINs used on other tax returns.
Also, the name and TIN provided must belong to the owner of the account. If the account is recorded in more than one name, furnish the name and TIN 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 "B" Record. For individuals, the payee TIN is generally the payee's Social Security Number (SSN). For other entities, the payee TIN is the payee's Employer Identification Number (EIN). The payee TIN may also refer to an Individual Taxpayer Identification Number (ITIN) or Adoption Taxpayer Identification Number (ATIN). For sole proprietors, the payee TIN may be either an SSN or EIN but the sole proprietor's name (not the business name) must be used on the first name line and the SSN is preferred.
.04 Failure to provide the correct name and corresponding TIN could result in a penalty and/or backup withholding notice (sometimes referred to as a "B" Notice).
.05 The following charts will help payers determine the TIN to be furnished to IRS/MCC for those persons for whom they are reporting information (payees).
CHART 1. GUIDELINES FOR SOCIAL SECURITY NUMBERS
In the
Taxpayer
Identification
Number Field of In the First Payee
the Payee "B" Name Line of the
For this type of Record, enter the Payee "B" Record,
account SSN of -- enter the name of --
1. Individual The individual The individual
2. Joint account (two The actual owner The individual
or more individuals, of the account or, whose SSN is
including husband and if combined funds, entered
wife) the first individual
on the account
3. Custodian account The minor The minor
of a minor (Uniform
Gift, or Transfers,
to Minors Act)
4. The usual revocable The grantor-trustee The grantor-trustee
savings trust account trustee
(grantor is also
trustee)
5. A so-called trust The actual owner The actual owner
account that is not a
legal or valid trust
under state law
6. Sole proprietorship The owner The owner, not the
(an SSN or EIN) business name (The
filer may enter the
business name on the
second name line.)
Chart 2. Guidelines for Employer Identification Numbers
In the Taxpayer
Identification
Number Field of In the First Payee
the Payee "B" Name Line of the
For this type Record, enter the Payee "B" Record,
of account -- EIN of -- enter the name of --
1. A valid trust,
estate or pension trust The legal entity 1 The legal trust,
estate, or pension
trust
2. Corporate The corporation The corporation
3. Association, club, The organization The organization
religious, charitable,
educational, or other
tax-exempt organization
4. Partnership account The partnership The partnership
held in the name of
the business
5. A broker or The broker or The broker or
registered nominee/ nominee/middleman nominee/middleman
middleman
6. Account with The public entity The public entity
Department of Agriculture
in the name of a public
entity (such as a state
or local government, school
district, or prison),
that receives agriculture
program payments
7. Sole proprietorship The business The owner, not the
(an EIN or SSN) business name (The
filer may enter the
business name on the
second name line.)
1 Do not furnish the identification number of the personal representative or trustee unless the name of the representative or trustee is used in the account title.
Section 15. Effect on Paper Returns and Statements to Recipients
.01 Magnetic/electronic reporting of information returns eliminates the need to submit paper documents to the IRS. CAUTION: Do not send Copy A of the paper forms to IRS/MCC for any forms filed on magnetic media or electronically. This will result in duplicate filing; therefore, erroneous notices could be generated.
.02 Payers are responsible for providing statements to the payees as outlined in the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G." Refer to those instructions for filing information returns on paper with the IRS and furnishing statements to recipients.
.03 Statements to recipients should be clear and legible. If the official IRS form is not used, the filer must adhere to the specifications and guidelines in Publication 1179, "Rules and Specifications for Private Printing of Substitute Forms 1096, 1098, 1099, 5498, and W-2G."
Section 16. Combined Federal/State Filing Program
.01 The Combined Federal/State Filing (CF/SF) Program was established to simplify information returns filing for the taxpayer. IRS/MCC will forward this information to participating states free of charge for approved filers. Separate reporting to those states is not necessary. The following information returns may be filed under the Combined Federal/State Filing Program:
Form 1099-DIV -- Dividends and Distributions
Form 1099-G -- Certain Government and Qualified State Tuition Program Payments
Form 1099-INT -- Interest Income
Form 1099-MISC -- Miscellaneous Income
Form 1099-OID -- Original Issue Discount
Form 1099-PATR -- Taxable Distributions Received from Cooperatives
Form 1099-R -- Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.
Form 5498 -- IRA Contribution Information
The following information returns may not be filed under this program:
Form 1098 -- Mortgage Interest Statement
Form 1098-E -- Student Loan Interest Statement
Form 1098-T -- Tuition Payments Statement
Form 1099-A -- Acquisition or Abandonment of Secured Property
Form 1099-B -- Proceeds From Broker and Barter Exchange Transactions
Form 1099-C -- Cancellation of Debt
Form 1099-LTC -- Long-Term Care and Accelerated Death Benefits
Form 1099-MSA -- Distributions From an MSA or Medicare+ Choice MSA
Form 1099-S -- Proceeds From Real Estate Transactions
Form 5498-MSA -- MSA or Medicare+ Choice MSA Information
Form W-2G -- Certain Gambling Winnings
.02 To request approval to participate, a magnetic media test file coded for this program must be submitted to IRS/MCC between November l, 1999, and December 15, 1999. Electronic test files must be submitted between November 1, 1999, and January 31, 2000.
.03 Attach a letter to the Form 4804 submitted with the test file to indicate a desire to participate in the Combined Federal/ State Filing Program.
.04 A test file is only required for the first year. Each record, both in the test and the actual data file, must conform to this revenue procedure.
.05 If the test file is acceptable, IRS/MCC will send the filer an approval letter, and a Form 6847, Consent for Internal Revenue Service to Release Tax Information, which the payer must complete, sign, and return to IRS/MCC before any tax information can be released to the state. Filers must write their TCC on Form 6847.
.06 If the test file is not acceptable, IRS/MCC will return the media with a letter indicating the problems. The new test file must be returned to IRS/MCC no later than December 15.
.07 A separate Form 6847 is required for each payer. A transmitter may not combine payers on one Form 6847 even if acting as Attorney-in-Fact for several payers. Form 6847 may be computer- generated as long as it includes all information that is on the original form or it may be photocopied. If the Form 6847 is signed by an Attorney-in-Fact, the written consent from the payer must clearly indicate that the Attorney-in-Fact is empowered to authorize release of the information.
.08 Only code the records for participating states and for those payers who have submitted Form 6847.
.09 Some participating states require separate notification that the payer is filing in this manner. Since IRS/MCC acts as a forwarding agent only, it is the payer's responsibility to contact the appropriate states for further information.
.10 All corrections properly coded for the Combined Federal/ State Filing Program will be forwarded to the participating states.
.11 Participating states and corresponding valid state codes are listed in Table 1 of this section. The appropriate state code must be entered for those documents that meet the state filing requirements; do not use state abbreviations.
.12 To simplify filing, some of the participating states have provided their information return reporting requirements (see Table 2). Each state's filing requirements are subject to change by the state. It is the payer's responsibility to contact the participating states to verify the criteria provided in this table.
.13 Upon submission of the actual files, the transmitter must be sure of the following:
(a) All records should be coded exactly as required by this revenue procedure.
(b) The "C" Record must be followed by a State Totals "K" Record for each state being reported.
(c) Payment amount totals and the valid participating state code must be included in the State Totals "K" Record.
(d) The last "K" Record must be followed by an "A" Record or an End of Transmission "F" Record (if this is the last record of the entire file).
TABLE 1. PARTICIPATING STATES AND THEIR CODES
State Code State Code State Code
Alabama 01 Idaho 16 Missouri 29
Arizona 04 Indiana 18 Montana 30
Arkansas 05 Iowa 19 New Jersey 34
California 06 Kansas 20 New Mexico 35
Delaware 10 Maine 23 North Dakota 38
District of Columbia 11 Massachusetts 25 Oregon 41
Georgia 13 Minnesota 27 South Carolina 45
Hawai 15 Mississippi 28 Tennessee 47
Wisconsin 55
TABLE 2. DOLLAR CRITERIA FOR STATE REPORTING
1099- 1099- 1099- 1099- 1099- 1099- 1099-
STATE DIV G INT MISC OID PATR R 5498
Alabama $1500 $ NR $1500 $1500 $1500 $1500 $1500 NR
Arkansas 100 2500 100 2500 2500 2500 2500 /a/
District of
Columbia /b/ 600 600 600 600 600 600 600 NR
Hawaii 10 /a/ 10 600 10 10 600 /a/
Idaho NR NR NR 600 NR NR /a/ /a/
Iowa 10 10 10 600 10 10 10 /a/
Minnesota 10 10 10 600 10 10 600 /a/
Mississippi 600 600 600 600 600 600 600 NR
Missouri NR NR NR 1200 /c/ NR NR NR NR
Montana 10 10 10 600 10 10 600 /a/
New Jersey 1000 1000 1000 1000 1000 1000 1000 NR
Tennessee 100 NR 100 NR NR NR NR NR
Wisconsin NR NR NR 600 NR NR 600 NR
The preceding list is for information purposes only. The state filing requirements are subject to change by the states. For complete information on state filing requirements, contact the appropriate state tax agencies. Filing requirements for states in TABLE 1 not shown in TABLE 2 are the same as the federal requirement.
NR = No filing requirement.
FOOTNOTES TO TABLE
/a/ All amounts are to be reported.
/b/ Amounts are for aggregates of several types of income from the same payer.
/c/ Missouri would prefer those returns filed with respect to non-Missouri residents to be sent directly to its state agency. Section
17. Definition of Terms
Element Description
Asynchronous Protocols This type of data transmission
is most often used by
microcomputers, PCs and some
minicomputers. Asynchronous
transmissions transfer data at
arbitrary time intervals using
the start-stop method. Each
character transmitted has its
own start bit and stop bit.
ATIN A temporary taxpayer
identification number assigned
to a child who has been placed
by an authorized placement
agency in the household of a
prospective adoptive parent
prior to adoption. When the
adoption becomes final, the
adoptive parent must apply for a
social security number for the
child.
b/ Denotes a blank position. Enter
blank(s) when this symbol is
used (do not enter the letter
"b"). This appears in numerous
areas throughout the record
descriptions.
Correction A correction is an information
return submitted by the
transmitter to correct an
information return that was
previously submitted to and
processed by IRS/MCC, but
contained erroneous information.
* NOTE: A correction should not be confused with a replacement.
Only media returned to the filer by IRS/MCC due to processing
problems should be marked replacement.
CUSIP Number A number developed by the
Committee on Uniform Security
Identification Procedures to
serve as a common denominator in
communications among users for
security transactions and
security information.
Employer Identification A nine-digit number assigned by
Number (EIN) IRS for federal tax reporting
purposes.
Electronic Filing Submission of information
returns using switched
telecommunications network
circuits. These transmissions
use modems, dial-up phone
lines, and asynchronous
protocols. See Parts A and C of
this publication for specific
information on electronic
filing.
File For purposes of this revenue
procedure, a file consists of
one Transmitter "T" Record at
the beginning of the file,
followed by a Payer "A" Record,
Payee "B" Records, and an End of
Payer "C" Record after each set
of "B" Records. The last record
on the file will be the End of
Transmission "F" Record. Nothing
should be reported after the End
of Transmission "F" Record.
Filer Person (may be payer and/or
transmitter) submitting
information returns to IRS.
Filing Year The actual year in which the
information returns are being
submitted to IRS.
Golden Parachute Payment A payment made by a corporation
to a certain officer,
shareholder, or highly
compensated individual when a
change in the ownership or
control of the corporation
occurs or when a change in the
ownership of a substantial part
of the corporate assets occurs.
Incorrect Taxpayer A TIN may be incorrect for
Identification Number several reasons:
(Incorrect TIN) (a) The payee provided a wrong
number or name (e. g., the payee
is listed as the only owner of
an account but provided someone
else's TIN).
(b) A processing error (e. g.,
the number or name was typed
incorrectly).
(c) The payee's status changed
(e. g., a payee name change was
not reported to the IRS or SSA).
Individual Taxpayer A nine digit number issued by
Identification Number IRS to individuals who are
(ITIN) required to have a U. S.
taxpayer identification number
but are not eligible to obtain a
social security number (SSN).
Information Return The vehicle for submitting
required information about
another person to IRS.
Information returns are filed by
financial institutions and by
others who make certain types of
payments as part of their trade
or business. The information
required to be reported on an
information return includes
interest, dividends, pensions,
nonemployee compensation for
personal services, stock
transactions, sales of real
estate, mortgage interest, and
other types of information. For
this revenue procedure, an
information return is a Form
1098, 1098-E, 1098-T, 1099-A,
1099-B, 1099-C, 1099-DIV,
1099-G, 1099-INT, 1099-LTC,
1099-MISC, 1099-MSA, 1099-OID,
1099-PATR, 1099-R, 1099-S, 5498,
5498-MSA or W-2G.
ISDN -- Integrated Services ISDN's basic service is Basic
Digital Network Rate Interface (BRI) which is
made up of two 64Kbps B channels
and one 16Kbps D Channel. If
both channels are combined into
one, called bonding, the total
data rate becomes 128KPBS and is
4 1/2 times the bandwidth of a
28.8 modem.
Magnetic Media For this revenue procedure, the
term "magnetic media" refers to
1/2-inch magnetic tape; IBM
3480/3490/3490E or AS400
compatible tape cartridge; 8mm,
4mm, and QIC (Quarter Inch
Cartridge) cartridge or 3 1/2-
inch diskette.
Media Tracking Slip Form 9267 accompanies media
(Form 9267) that IRS/MCC has returned to
the filer for replacement due to
incorrect format or errors
encountered when trying to
process the media. This must be
returned with the replacement
file.
Missing Taxpayer The payee TIN on an information
Identification Number return is missing if:
(a) there is no entry in the TIN
field, (Missing TIN)
(b) includes one or more alpha
characters (a character or
symbol other than an Arabic
number) as one of the nine
digits, OR
(c) payee TIN has less than nine
digits.
PS 58 Costs The current cost of life
insurance under a qualified plan
taxable under section 72(m) and
Regulations section 1.72-16(b).
(See Part B, Sec. 14, Payee "B"
Record, Distribution Code,
Category of Distribution, Code
9.)
Payee Person or organization receiving
payments from the payer, or for
whom an information return must
be filed. The payee also
includes a student (Form 1098-
T), borrower (Forms 1098, 1098-
E, and 1099-A), a debtor (Form
1099-C), a policyholder or
insured (Form 1099-LTC), any
IRA plan participant (Form 5498)
or MSA or Medicare+ Choice MSA
participant (Form 5498-MSA), and
a gambling winner (Form W-2G).
For Form 1099-S, the payee is
the seller or other transferor.
Payer Includes the person making
payments, a recipient of
mortgage or student loan
interest payments, a broker, a
person reporting a real estate
transaction, a barter exchange,
a creditor, a trustee or issuer
of any IRA or MSA plan, or a
lender who acquires an interest
in secured property or who has
reason to know that the property
has been abandoned. The payer
will be held responsible for the
completeness, accuracy, and
timely submission of magnetic/
electronic files.
* NOTE: For Form 1098-T, the eligible educational institution
that received qualified tuition and related expenses is considered
the payer.
Replacement A replacement is an information
return file that IRS/MCC has
returned to the transmitter due
to errors encountered during
processing.
* NOTE: Filers should never submit media to IRS/MCC marked
"Replacement" unless IRS/MCC returned media to the filers. When
sending "Replacement" media, be sure to include the Media Tracking
Slip (Form 9267) which will accompany media returned by IRS/MCC.
Media that has been incorrectly marked as Replacement may result in
duplicate filing.
Service Bureau Person or organization with whom
the payer has a contract to
prepare and/or submit
information return files to
IRS/MCC. A parent company
submitting data for a subsidiary
is not considered a service
bureau.
Social Security Number (SSN) A nine-digit number assigned by
SSA to an individual for wage
and tax reporting purposes.
Special Character Any character that is not a
numeric, an alpha, or a blank.
SSA Social Security Administration.
Taxpayer Identification Refers to either an Employer
Number (TIN) Identification Number (EIN)
Social Security Number (SSN),
Individual Taxpayer
Identification Number (ITIN), or
Adoption Taxpayer Identification
Number (ATIN).
Tax Year Generally, the year in which
payments were made by a payer to
a payee.
Transfer Agent The transfer agent, or paying
agent, is the entity who has
been contracted or authorized by
the payer to perform the
services of paying and reporting
backup withholding (Form 945).
Transmitter Refers to the person or
organization submitting file(s)
magnetically/electronically.
The transmitter may be the payer
or agent of the payer.
Transmitter Control Code (TCC) A five character alpha/numeric
number assigned by IRS/MCC to
the transmitter prior to actual
filing magnetically or
electronically. This number is
inserted in the "T" Record of
the file and must be present
before the file can be
processed. An application Form
4419 must be filed with IRS/MCC
to receive this number.
Vendor Vendors include service bureaus
that produce information return
files on the prescribed types of
magnetic media or via electronic
filing for payers. Vendors also
include companies who provide
software for payers who wish to
produce their own media or
electronic files.
Section 18. State Abbreviations.
01 The following state and U. S. territory abbreviations are to be used when developing the state code portion of address fields. This table provides state and territory abbreviations only, and does not represent those states participating in the Combined Federal/ State Filing Program.
State Code State Code State Code
Alabama AL Kentucky KY Ohio OH
Alaska AK Louisiana LA Oklahoma OK
American Samoa AS Maine ME Oregon OR
Arizona AZ Marshall Islands MH Pennsylvania PA
Arkansas AR Maryland MD Puerto Rico PR
California CA Massachusetts MA Rhode Island RI
Colorado CO Michigan MI South Carolina SC
Connecticut CT Minnesota MN South Dakota SD
Delaware DE Mississippi MS Tennessee TN
District of Columbia DC Missouri MO Texas TX
Federated States Montana MT Utah UT
of Micronesia FM Nebraska NE Vermont VT
Florida FL Nevada NV Virginia VA
Georgia GA New Hampshire NH (U.S.)
Guam GU New Jersey NJ Virgin Islands VI
Hawaii HI New Mexico NM Washington WA
Idaho ID New York NY West Virginia WV
Illinois IL North Carolina NC Wisconsin WI
Indiana IN North Dakota ND Wyoming WY
Iowa IA Northern
Kansas KS Mariana Islands MP
.02 Filers must adhere to the city, state, and ZIP Code format for U. S. addresses in the "B" Record. This also includes American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Puerto Rico, and the U. S. Virgin Islands.
.03 For foreign country addresses, filers may use a 51 position free format which should include city, province or state, postal code, and name of country in this order. This is allowable only if a "1" (one) appears in the Foreign Country Indicator, Field Position 247 of the "B" Record.
.04 When reporting APO/FPO addresses use the following format:
EXAMPLE:
Payee Name PVT Willard J. Doe
Mailing Address Company F, PSC Box 100
167 Infantry REGT
Payee City APO (or FPO)
Payee State AE, AA, or AP*
Payee ZIP Code 098010100
* AE is the designation for ZIPs beginning with 090-098, AA for ZIP 340, and AP for ZIPs 962-966.
Section 19. Major Problems Encountered
IRS/MCC encourages filers to verify the format and content of each type of record to ensure the accuracy of the data. This may eliminate the need for IRS/MCC to return files for replacement. This may be important for those payers who have either had their files prepared by a service bureau or who have purchased preprogrammed software packages.
Filers who engage a service bureau to prepare media on their behalf should be careful not to report duplicate data which may generate penalty notices.
The Major Problems Encountered lists some of the most frequently encountered problems with magnetic/electronic files submitted to IRS/MCC. These problems may result in media being returned for replacement. Some of the problems resulted from not referring to the publication for instructions.
1. Incorrect Format
"READ" the Publication 1220 carefully.
* NOTE: Due to major format changes in the Tax Year 1998 Publication 1220, IRS/MCC strongly encourages transmitters, vendors, and filers to read the Revenue Procedure in its entirety. See problem examples below:
o Transmitter "T" Record -- These files began with Payer "A" Record. All files must begin with a Transmitter "T" Record
o Incorrect year format -- In order to be Y2K compliant, any date field in the information transmitted that does not reflect the 4 position year in the date field will result in media being returned. Date fields having the year/month/day are 8 characters (YYYYMMDD). Also, if the month and/or day is one position, i. e.; January through September or 1 through 9 for the day of the month, precede the month and/or day with a zero. All date fields are numeric, therefore, blanks, alphas, or special characters are not acceptable.
EXAMPLE: January 2, 1999 (19990102)
o Invalid record length -- Records not 750 Positions in length.
o Multiple Files on diskettes -- Filers sending multiple files on diskettes. Please refer to Part B, Section 5. A file consists of one Transmitter "T" Record followed by a Payer "A" Record, Payee "B" Records, End of Payer "C" Record, State Totals "K" Record (if applicable for CF/SF Program), and the End of Transmission "F" Record. A file can contain multiple Payer "A" Records, but, only one Transmitter "T" Record.
IRS/MCC continues to receive prior year data in prior year format instead of current year format. Never send prior year data in prior year format. Be sure to use the current revenue procedure (Publication 1220) for formatting data for prior years.
2. No Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically
Each shipment of media sent to IRS/MCC must include a Form 4804. More than one type of media may be sent in the same shipment, (i. e., a tape, a diskette, or a tape cartridge) but must have a separate Form 4804 to accompany each type of media. In the following example, three separate Forms 4804 would be required in the total shipment However, multiples of one type of media (i. e., 6 diskettes) may be covered by one Form 4804. For electronically transmitted information returns, the Form 4804 must be mailed or faxed to IRS/MCC the same day as the transmission. Often, electronic files are transmitted and no Form 4804 is sent to MCC. A Form 4804 must be mailed or faxed immediately after the submission.
EXAMPLE:
A & B Company sends in the one shipment of the following
magnetic media:
1 Magnetic Tape = 1 Form 4804
2 Diskettes = 1 Form 4804 covers both diskettes
3 Tape Cartridges = 1 Form 4804 covers all three cartridges
Total Number of Forms 4804 for the above shipment = 3 Forms 4804
3. Discrepancy Between IRS/MCC Totals and Totals in Payer "C" Records
The "C" Record is a summary record for a type of return for a given payer as reported in the "B" Records. IRS balances the total number of payees and payment amounts and compares them with totals in the "C" Records. Filers should verify the accuracy of the records because imbalances may necessitate return of files for replacement.
4. The Payment Amount Fields in the "B" Record Do Not Correspond to the Amount Codes in the "A" Record
If codes 2, 4, and 7 appear in the Amount Codes Field of the "A" Record, then the "B" Record must show payment amounts in only Payment Amount Fields 2, 4, and 7, right-justified and unused positions must be zero (0) filled.
EXAMPLE: "A" RECORD 247 b/b/b/b/b/b/b/b/b/ c b/ -- (`b/' denotes a
(Pos. 28-39) blank)
"B" RECORD 000000867599 -- (Payment Amount 2)
(Pos. 67-78)
000000709097 -- (Payment Amount 4)
(Pos. 91-102)
000000044985 -- (Payment Amount 7)
(Pos. 127-138)
5. Blanks or Invalid Characters Appear in Payment Amount Fields in the "B" Record
Money amounts must be right-justified and zero (0) filled. (Do not use blanks.)
6. Incorrect TIN in Payer "A" Record
The Payer's TIN reported in positions 12-20 of the "A" Record must be nine numeric characters (no alphas or special characters) in order for IRS/MCC to process the media. The TIN provided in the "A" Record must correspond with the name provided in the first payer name line.
7. Incorrect Tax Year in the Transmitter "T" Record, Payer "A" Record and the Payee "B" Record
The tax year in the transmitter, payer and payee records should reflect the year of the information being reported. Filers need to check their files to ensure this information is correct.
* Note: Due to Year 2000 compliance changes, the year format has been expanded to four (4) positions.
8. Incorrect Reporting of Form W-2 Information to IRS
Form W-2 information is submitted to SSA, and not to IRS/MCC. SSA has its own magnetic media reporting program and specifications for wage information, and the media containing Forms W-2 is submitted to SSA. Any media received at IRS/MCC that contains Form W-2 information will be forwarded to SSA. The filer will be notified of this action by letter. To inquire about filing Form W-2 information magnetically, call 1-800-SSA-6270.
9. Excessive Withholding Credits
Generally, for most information returns, other than Forms 1099- MISC, 1099-R, and W-2G, Federal withholding amounts should not exceed 31 percent of the income reported. Validate the total reported in the withholding field against the total income reported.
10. Incorrect Format for TINs in the Payee "B" Record
A check of "B" Records should be made to ensure the Taxpayer Identification Numbers (TINs) are formatted correctly. There should be nine numerics, no alphas, hyphens, commas, or blanks. Incorrect formatting of TINs may result in a penalty.
IRS/MCC contacts filers who have submitted payee data with missing TINs in an attempt to prevent errors that could result in penalties. Payers/transmitters who submit data with missing TINs, and have taken the required steps to obtain this information are encouraged to attach a letter of explanation to the required Form 4804. This will prevent unnecessary contact from IRS/MCC. This letter, however, will not prevent backup withholding notices (CP2100 and CP2100A) or penalties for missing or incorrect TINs. For penalty information, refer to the Penalty section of the " 1999 Instructions for Forms 1099, 1098, 5498, and W-2G."
11. Distribution Codes for Form 1099-R Reported Incorrectly
Distribution codes for Form 1099-R are being reported incorrectly or not being reported. See valid distribution codes for Form 1099-R in the Payee "B" Record layout, Field Positions 545-546.
12. Incorrect Record Totals Listed on Form 4804
The Combined Total Payee Records listed on the Form 4804 (Block 9) are used in the verification process of information returns. The figure in this block should be the total number of Payee "B" Records contained on the media submitted with the Form 4804. The figures on the Form 4804 are compared against the total number of Payee "B" Records processed on the media. Imbalances may necessitate the return of the files for replacement.
13. Invalid Use of IRA/SEP/SIMPLE Indicator (Form 1099-R)
The IRA/SEP/SIMPLE indicator for Form 1099-R should be used for the reporting of a distribution from a traditional IRA/SEP/ SIMPLE or a Roth conversion. It may be used at your option for a distribution from a Roth or Ed IRA or for an IRA recharacterization. The total amount distributed from a traditional IRA/SEP/SIMPLE should be reported in Payment Amount Field A (IRA/SEP/SIMPLE Distribution) as well as Payment Amount Field 1. The amount reported in this payment amount field is the amount from Box 2a of Form 1099- R.
14. Failure To Identify the Rollover Contributions and/or Fair Market Value of the Account for Form 5498.
Rollover contributions (Amount Code 2 of the "A" Record) and/or fair market value of the account (Amount Code 4 of the "A" Record) for Form 5498 must be identified as an IRA (position 547 of the "B" Record), SEP (position 548 of the "B" Record), SIMPLE (position 549 of the "B" Record), Roth IRA (position 550 of the "B" Record) Recharacterization (position 551 of the "B" Record), or Education IRA (position 552 of the "B" Record).
15. Media Received Without Data
Transmitters/filers should verify the presence of Form 1099 information returns on the media before sending the shipment to IRS/MCC.
Part B. Magnetic Media 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 magnetic media/electronic file.
.02 A provision is made in the "B" Records for entries which are optional. If the field is not utilized, enter blanks to maintain a fixed record length of 750 positions. Each field description explains the intended use of specific field positions.
.03 Transmitters should be consistent in the use of recording codes and density on files. If the media does not meet these specifications, it will be returned to the transmitter for replacement. Filers are encouraged to submit a test prior to submitting the actual file. Contact IRS/MCC for further information at 304-263-8700.
Section 2. Tape Specifications
.01 IRS/MCC can process most magnetic tape files if the following specifications are followed:
(a) 9 track EBCDIC (Extended Binary Coded Decimal Interchange Code) with:
(1) Odd parity.
(2) A density of 1600 or 6250 BPI.
(3) If transmitters use UNISYS Series 1100, they must submit an interchange tape.
(b) 9 track ASCII (American Standard Coded Information Interchange) with:
(1) Odd parity.
(2) A density of 1600 or 6250 BPI.
Transmitters should be consistent in the use of recording codes and density on files.
.02 All compatible tape files must have the following characteristics: Type of tape 1/2-inch (12.7 mm) wide, computer-grade magnetic tape on reels of up to 2,400 feet (731.52 m) within the following specifications:
(a) Tape thickness: 1.0 or 1.5 mils and
(b) Reel diameter: 10 1/2-inch (26.67 cm), 8 1/2-inch (21.59 cm), 7-inch (17.78 cm), or 6-inch.
.03 The tape records defined in this revenue procedure may be blocked subject to the following:
(a) A block must not exceed 32,250 tape positions.
(b) If the use of blocked records would result in a short block, all remaining positions of the block must be filled with 9s; however, the last block of the file may be filled with 9s or truncated. Do not pad a block with blanks.
(c) All records, except the header and trailer labels, may be blocked or unblocked.
A record may not contain any control fields or block descriptor fields which describe the length of the block or the logical records within the block. The number of logical records within a block (the blocking factor) must be constant in every block with the exception of the last block which may be shorter (see item (b) above). The block length must be evenly divisible by 750.
(d) Records may not span blocks.
.04 Labeled or unlabeled tapes may be submitted.
.05 For the purposes of this revenue procedure the following must be used:
Tape Mark:
(a) Signifies the physical end of the recording on tape.
(b) For even parity, use BCD configuration 001111 (8421).
(c) May follow the header label and precede and/or follow the trailer label.
.06 IRS/MCC can only read one data file on a tape. Adata file is a group of records which may or may not begin with a tapemark, but must end with a trailer label. Any data beyond the trailer label cannot be read by IRS programs.
Section 3. Tape Cartridge Specifications
.01 In most instances, IRS/MCC can process tape cartridges that meet the following specifications:
(a) Must be IBM 3480, 3490, 3490E, or AS400 compatible.
(b) Must meet American National Standard Institute (ANSI) standards, and have the following characteristics:
(1) Tape cartridges will be 1/2-inch tape contained in plastic cartridges which are approximately 4-inches by 5-inches by 1-inch in dimension.
(2) Magnetic tape will be chromium dioxide particle based 1/2-inch tape.
(3) Cartridges must be 18-track or 36-track parallel (See Note).
(4) Cartridges will contain 37,871 CPI or 75,742 CPI (characters per inch).
(5) Mode will be full function.
(6) The data may be compressed using EDRC (Memorex) or IDRC (IBM) compression.
(7) Either EBCDIC (Extended Binary Coded Decimal Interchange Code) or ASCII (American Standard Coded Information Interchange) may be used.
.02 The tape cartridge records defined in this revenue procedure may be blocked subject to the following:
(a) A block must not exceed 32,250 tape positions.
(b) If the use of blocked records would result in a short block, all remaining positions of the block must be filled with 9s; however, the last block of the file may be filled with 9s or truncated. Do not pad a block with blanks.
(c) All records, except the header and trailer labels, may be blocked or unblocked. A record may not contain any control fields or block descriptor fields which describe the length of the block or the logical records within the block. The number of logical records within a block (the blocking factor) must be constant in every block with the exception of the last block which may be shorter [see item (b) above]. The block length must be evenly divisible by 750.
(d) Records may not span blocks.
.03 Tape cartridges may be labeled or unlabeled.
.04 For the purposes of this revenue procedure, the following must be used:
Tape Mark:
(a) Signifies the physical end of the recording on tape.
(b) For even parity, use BCD configuration 001111 (8421).
(c) May follow the header label and precede and/or follow the trailer label.
* Note: Filers should indicate on the external media label and transmittal Form 4804 whether the cartridge is 18-track or 36-track.
Section 4. 8mm, 4mm, and Quarter Inch Cartridge Specifications
.01 In most instances, IRS/MCC can process 8mm tape cartridges that meet the following specifications:
(a) Must meet American National Standard Institute (ANSI)
standards, and have the following characteristics:
(1) Created from an AS400 operating system only.
(2) 8mm (. 315-inch) tape cartridges will be 2 1/2-inch by
3 1/2-inch.
(3) The 8mm tape cartridges must meet the following
specifications:
Tracks Density Capacity
1 20 (43245 BPI) 2.5 Gb (10Gb)
1 21 (45434 BPI) 5 Gb (20Gb)
(4) Mode will be full function.
(5) Compressed data is not acceptable.
(6) Either EBCDIC (Extended Binary Coded Decimal
Interchange Code) or ASCII (American Standard Coded
Information Interchange) may be used. However, IRS/MCC
encourages the use of EBCDIC. This information must
appear on the external media label affixed to the
cartridge.
(7) A file may consist of more than one cartridge; however,
no more than 250,000 documents may be transmitted per
file or per cartridge. The filename, for example;
IRSTAX, will contain a three digit extension. The
extension will indicate the sequence of the cartridge
within the file (e. g., 1 of 3, 2 of 3, and 3 of 3 will
appear in the header label as IRSTAX. 001, IRSTAX. 002,
and IRSTAX. 003 on each cartridge of the file.) The
Transmitter "T" Record must only appear on the first
cartridge. The end of transmission "F" Record should be
placed only on the last cartridge for files containing
multiple cartridges.
.02 The 8mm (. 315-inch) tape cartridge records defined in this revenue procedure may be blocked subject to the following:
(a) A block must not exceed 32,250 tape positions.
(b) If the use of blocked records would result in a short block, all remaining positions of the block must be filled with 9's; however, the last block of the file may be filled with 9's or truncated. Do not pad a block with blanks.
(c) All records, except the header and trailer labels, may be blocked or unblocked. A record may not contain any control fields or block descriptor fields which describe the length of the block or the logical records within the block. The number of logical records within a block (the blocking factor) must be constant in every block with the exception of the last block which may be shorter [see item (b) above]. The block length must be evenly divisible by 750.
(d) Various COPY commands have been successful; however, the SAVE OBJECT COMMAND is not acceptable.
(e) Extraneous data following the "F" Record will result in media being returned for replacement.
(f) Records may not span blocks.
(g) No more than 250,000 documents per cartridge and per file.
.03 For faster processing, IRS/MCC encourages transmitters to use header labeled cartridges. IRSTAX may be used as a suggested filename.
.04 For the purposes of this revenue procedure, the following must be used:
Tape Mark:
(a) Signifies the physical end of the recording on tape.
(b) For even parity, use BCD configuration 001111 (8421).
(c) May follow the header label and precede and/or follow the trailer label.
.05 If extraneous data follows the End of Transmission "F" Record, the file will be returned for replacement. Therefore, IRS/MCC encourages transmitters to use blank tape cartridges, rather than cartridges previously used, in the preparation of data when submitting information returns.
.06 IRS/MCC can only read one data file on a tape. Adata file is a group of records which may or may not begin with a tapemark, but must end with a trailer label. Any data beyond the trailer label cannot be read by IRS programs.
.07 4mm (.157-inch) cassettes are now acceptable with the following specifications:
(a) 4mm cassettes will be 2 1/2-inch by 3-inch.
(b) The tracks are 1 (one).
(c) The density is 19 (61000 BPI).
(d) The typical capacity is DDS (DAT data storage) at 1.3 Gb (60 meter) or 2 Gb (90 meter), or DDS-2 at 4Gb (120 meter).
(e) The general specifications for 8mm cartridges will also apply to the 4mm cassettes.
.08 Various Quarter Inch Cartridges (QIC) (1/4-inch) are also acceptable.
(a) QIC cartridges will be 40 by 60.
(b) QIC cartridges must meet the following specifications:
Size Tracks Density Capacity
QIC-24 8/9 5 (8000 BPI) 45Mb or 60Mb
QIC-120 15 15 (10000 BPI) 120Mb or 200Mb
QIC-150 18 16 (10000 BPI) 150Mb or 250Mb
QIC-525 26 17 (16000 BPI) 525Mb
QIC-1000 30 21 (36000 BPI) 1Gb
QIC-2Gb 42 34 (40640 BPI) 2Gb
(c) The general specifications that apply to 8mm cartridges will
also apply to QIC cartridges.
Section 5. 3 1/2-Inch Diskette Specifications
IRS/MCC has discontinued processing 5 1/4-inch diskettes. Filers must use other methods by which to submit information returns magnetically/electronically.
.01 To be compatible, a diskette file must meet the following specifications:
(a) 3 1/2-inches in diameter.
(b) Data must be recorded in standard ASCII code.
(c) Records must be a fixed length of 750 bytes per record.
(d) Delimiter character commas (,) must not be used.
(e) Positions 749 and 750 of each record have been reserved for use as carriage return/line feed (CR/LF) characters, if applicable.
(f) Filename of IRSTAX must be used. Do not enter any other data in this field. If a file will consist of more than one diskette, the filename IRSTAX will contain a three-digit extension. This extension will indicate the sequence of the diskettes within the file. For example, if the file consists of three diskettes, the first diskette will be named IRSTAX. 001, the second will be IRSTAX. 002, and the third will be IRSTAX. 003. The first diskette, IRSTAX. 001 will begin with a "T" Record and the third diskette, IRSTAX. 003 will have an "F" Record at the end of the file.
(g) A diskette will not contain multiple files as defined in Part A, Section 17. A file may have only ONE Transmitter "T" Record.
(h) Failure to comply with instructions will result in media being returned for replacement.
(i) Diskettes must meet one of the following specifications:
Capacity Tracks Sides/Density Sector Size
1.44 mb 96tpi hd 512
1.44 mb 135tpi hd 512
1.2 mb 96tpi hd 512
.02 IRS/MCC encourages transmitters to use blank or currently formatted diskettes when preparing files. If extraneous data follows the End of Transmission "F" Record, the file will be returned for replacement.
.03 IRS/MCC will only accept 3 1/2-inch diskettes created using MS-DOS.
* NOTES: IRS/MCC has discontinued processing 5 1/4-inch diskettes.
IRS no longer has the capability to process non-MS-DOS compatible diskettes.
3 1/2-inch diskettes created on a System 36 or AS400 are not acceptable.
.04 Transmitters should check media for viruses before submitting it to IRS/MCC. Section
6. Transmitter "T" Record -- General Field Descriptions
.01 The Transmitter "T" Record identifies the entity transmitting the magnetic media/electronic file and contains information which is supplied on the Form 4804, Transmittal of Information Returns reported Magnetically/Electronically. The "T" Record has been created to facilitate current magnetic/electronic processing of information returns at IRS/MCC.
.02 The Transmitter "T" Record is the first record on each file and is followed by a Payer "A" Record. See Part A, Sec. 17, Definition of Terms for the definition of file. A file will be returned to the transmitter for replacement if the "T" Record is not present. For transmitters with multiple diskettes, refer to Sec. 5. 3 1/2-Inch Diskette Specifications.
.03 No money or payment amounts are reported in the Transmitter "T" Record.
.04 For all fields marked "Required" , the transmitter must provide the information described under Description and Remarks. For those fields not marked "Required" , a transmitter must allow for the field, but may be instructed to enter blanks or zeros in the indicated field positions and for the indicated length.
.05 All records must be a fixed length of 750 positions.
.06 The Transmitter "T" Record must be followed by the Payer "A" Record, which must be followed with Payee "B" Records; however, the initial record on each file must be a Transmitter "T" Record.
.07 All alpha characters entered in the "T" Record must be uppercase.
.08 When transmitting information on magnetic media or electronically, the Transmitter "T" Record must precede the first Payer "A" Record and reflect the person actually transmitting the information to IRS/MCC.
Record Name: Transmitter "T" Record
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "T."
2-5 Payment Year 4 Required. Enter " 1999 "
(unless reporting prior year data;
report the year which applies
[1997, 1998, etc.] and set the
Prior Year Data Indicator in
field position 6).
6 Prior Year 1 Required. Enter "P" only if
reporting prior year data;
otherwise, enter Data Indicator
blank. Do not enter a "P" if tax
year is 1999.
7-15 Transmitter's 9 Required. Enter the transmitter's
TIN nine digit Tax Identification
Number. May be an EIN, SSN or
ITIN.
16-20 Transmitter 5 Required. Enter the five character
Control Code alpha/numeric Transmitter Control
Code (TCC) assigned by IRS/MCC. A
TCC must be obtained to file data
within this program.
21-22 Replacement 2 Required for replacement files
Alpha Character only. Enter the alpha/numeric
character which appears
immediately following the TCC
number on the Media Tracking Slip
(Form 9267). The Form 9267
accompanies media that has been
returned by IRS/MCC due to
processing problems. This field
must be blank unless media has
been returned. If the file is
being replaced magnetically,
information is required in this
field. If the file was originally
sent magnetically, but the
replacement is being sent
electronically, the information is
required in this field. Otherwise,
leave blank for electronic files.
Left justify information and fill
unused positions with blanks. If
this is not a replacement file,
enter blanks.
23-27 Blank 5 Enter blanks.
28 Test File 1 Required for test files only.
Indicator Enter "T" if this is a test file;
otherwise, enter a blank.
29 Foreign 1 Enter a "1" (one) if the
Entity Indicator transmitter is a foreign entity.
If the transmitter is not a
foreign entity, enter a blank.
30-69 Transmitter 40 Required. Enter the name of the
Name transmitter in the manner in which
(Used in course of it is used in normal business.
business) This is not Left justify and fill unused
the person's name positions with blanks.
unless it is the name
of the business
transmitting the file.
70-109 Transmitter 40 Enter any additional information
Name (Continuation) that may be part of the name. Left
justify information and fill
unused positions with blanks.
* NOTE: All the information "Required" in Field Positions 110 through 280 MUST contain the address where media, which IRS/MCC was unable to process, may be returned. Any correspondence relating to problem media or electronic files will also be sent to this address.
110-149 Company 40 Required. Enter the name of the
Name company to be associated with the
address where correspondence
should be sent or media should be
returned due to processing
problems.
150-189 Company 40 Enter any additional information
Name that may be part of the name of
(Continuation) the company where correspondence
should be sent or media should be
returned due to processing
problems.
190-229 Company 40 Required. Enter the mailing
Mailing Address address where correspondence
should be sent or media should be
returned in the event IRS/MCC is
unable to process.
230-269 Company City 40 Required. Enter the city, town, or
post office where correspondence
should be sent or media should be
returned in the event IRS/MCC is
unable to process.
270-271 Company State 2 Required. Enter the valid U. S.
Postal Service state abbreviation.
Refer to the chart of valid state
codes in Part A, Sec. 18.
272-280 Company ZIP Code 9 Required. Enter the valid nine
digit ZIP Code assigned by the
U.S. Postal Service. If only the
first five digits are known, left
justify information and fill
unused positions with blanks
281-295 Blank 15 Enter blanks.
296-303 Total Number 8 Enter the total number of Payee
of Payees "B" Records reported in the file.
Right justify information and fill
unused positions with zeros.
304-343 Contact Name 40 Required. Enter the name of the
person to be contacted if IRS/MCC
encounters problems with the file
or transmission.
344-358 Contact's Phone 15 Required. Enter the telephone
Number & Extension number of the person to contact
regarding magnetic/electronic
files. Omit hyphens. If no
extension is available, left
justify information and fill
unused positions with blanks. For
example, the IRS/MCC Call Site
phone number of 304-263-8700 with
an extension of 52345 would be
304263870052345.
359-360 Magnetic 2 Required for magnetic tape/tape
Tape File cartridge filers only. Enter the
Indicator letters "LS" (in uppercase only).
Use of this field by filers using
other types of media will be
acceptable but is not required.
361-375 Electronic 15 Required for an incorrect original
File Name or correction electronic file for
For a Replacement which a replacement is being sent.
File Enter the ORIGINAL or CORRECTION
electronic file name assigned by
the IRS electronic filing system.
EXAMPLE: If you have sent an original file, the TCC is 44444 and it is your first original file, then the filename would be ORIG. 44444.0001.
If you are sending an original, correction or test file, then enter blanks.
376-748 Blank 373 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage return/
line feed (CR/LF) characters.
Section 7. Transmitter "T" Record -- Record Layout
____________________________________________________________________
| | | | Trans- | Replace- |
| | Prior Year| Trans- | mitter | ment |
Record| Payment| Data | mitter's| Control| Alpha | Blank
Type | Year | Indicator | TIN | Code | Character|
____________________________________________________________________
1 2-5 6 7-15 16-20 21-22 23-27
___________________________________________________________________
Test | Foreign |Trans-| Trans- | | Company |
File | Entity |mitter| mitter | Company | Name |
Indi- | Indicator| Name | Name | Name | (Continuation)|
cator | | |(Continuation)| | |
___________________________________________________________________
28 29 30-69 70-109 110-149 150-189
___________________________________________________________________
Company l | | Company | | Total | |
Mailing | Company | Company | ZIP | Blank | Number | Contact|
Address | City | State | Code | | of Payees| Name |
___________________________________________________________________
190-229 230-269 270-271 272-280 281-295 296-303 304-343
_________________________________________________________________
| | Electronic File| | |
Contact's Phone | Magnetic | Name For a | | Blank or|
Number & | Tape File| Replacement | Blank | CR/LF |
Extension | Indicator| File | | |
________________________________________________________________
344-358 359-360 361-375 376-748 749-750
Section 8. Payer "A" Record -- General Field Descriptions
.01 The Payer "A" Record identifies the institution or person making payments, a recipient of mortgage interest payments, a broker, a person reporting a real estate transaction, a barter exchange, a creditor, a trustee, or issuer of an IRA, SEP, or SIMPLE, or a lender who acquires an interest in secured property or who has reason to know that the property has been abandoned. The payer will be held responsible for the completeness, accuracy, and timely submission of magnetic/electronic files. The Payer "A" Record also provides parameters for the succeeding Payee "B" Records. IRS computer programs rely on the absolute relationship between the parameters and data fields in the "A" Record and the data fields in the "B" Records to which they apply.
.02 The number of "A" Records depends on the number of payers and the different types of returns being reported. The payment amounts for one payer and for one type of return should be consolidated under one "A" Record if submitted on the same file.
.03 Do not submit separate "A" Records for each payment amount being reported. For example, if a payer is filing Form 1099-DIV to report Amount Codes 1, 2, and 3, all three amount codes should be reported under one "A" Record, not three separate "A" Records. For "B" Records that do not contain payment amounts for all three amount codes, enter zeros for those which have no payment to be reported.
.04 The second record on the file must be an "A" Record. A transmitter may include "B" Records for more than one payer on a tape or diskette. However, each group of "B" Records must be preceded by an "A" Record and followed by an End of Payer "C" Record. A single tape or diskette may contain different types of returns but the types of returns must not be intermingled. A separate "A" Record is required for each payer and each type of return being reported.
.05 All records must be a fixed length of 750 positions.
.06 The initial record on a file must be a "T" Record followed by an "A" Record. IRS/MCC will accept an "A" Record after a "C" Record to report an additional payer or a different type of return. An "A" Record may be blocked with "B" Records.
.07 Do not begin any record at the end of a block or diskette and continue the same record into the next block or diskette.
.08 All alpha characters entered in the "A" Record must be uppercase.
.09 When filing Form 1098, Mortgage Interest Statement, Form 1098-E, Student Loan Interest Statement, and Form 1098-T, Tuition Payments Statement, the "A" Record will reflect the name of the recipient of the interest referred to as the payer in these instructions. The "B" Record will reflect the individual paying the interest (borrower/payer of record) and the amount paid.
.10 For all fields marked "Required" , the transmitter must provide the information described under Description and Remarks. For those fields not marked "Required" , a transmitter must allow for the field, but may be instructed to enter blanks or zeros in the indicated media position(s) and for the indicated length.
Record Name: Payer "A" Record
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "A."
2-5 Payment Year 4 Required. Enter "1999"
(unless reporting prior year
data; report the year which
applies [1997, 1998, etc.]).
6-11 Blank 6 Enter blanks.
12-20 Payer's 9 Required. Must be the valid
Taxpayer nine-digit Taxpayer
Identification Identification Number
Number (TIN) assigned to the payer. Do
not enter blanks, hyphens,
or alpha characters. All
zeros, ones, twos, etc.,
will have the effect of an
incorrect TIN.
* Note: For foreign entities that are not required to have
a TIN, this field must be blank. However, the Foreign Entity
Indicator, position 52 of the "A" Record, must be set to "1" (one).
21-24 Payer Name 4 The Payer Name Control can
Control be obtained only from the
mail label on the Package
1099 that is mailed to most
payers each December. To
distinguish between Package
1099 and the Magnetic Media
Reporting (MMR) Package, the
Package 1099 contains Form
7018-C, Order Blank for
Forms, and the mail label on
the package contains a four
(4) character name control.
The MMR Package contains
instructions for filing
magnetically or
electronically.
For a business, use the
first four significant
characters of the business
name. Disregard the word
"the" when it is the first
word of the name, unless
there are only two words in
the name. A dash (-) and an
ampersand (&) are the only
acceptable special
characters.
The mail label on the MMR
Package does not contain a
name control. Names of less
than four (4) characters
should be left justified,
filling the unused positions
with blanks. If a Package
1099 has not been received
or the Payer Name Control is
unknown, this field must be
blank filled.
25 Last Filing 1 Enter a "1" (one) if this is
Indicator the last year the payer will
file; otherwise, enter
blank. Use this indicator
if the payer will not be
filing information returns
under this payer name and
TIN in the future either
magnetically,
electronically, or on paper.
26 Combined 1 Required for the Combined
Federal/State Federal/State Filing
Filer Program. Enter "1" (one) if
participating in the
Combined Federal/State
Filing Program; otherwise,
enter blank. Refer to Part
A, Sec. 16, for further
information. The only forms
that may be filed under the
Combined Federal/State
Filing are: Forms 1099-DIV,
1099-G, 1099-INT, 1099-
MISC, 1099-OID, 1099-PATR,
1099-R, and 5498.
27 Type of 1 Required. Enter the
Return appropriate code from the
table below:
Type of Return Code
1098 3
1098-E 2
1098-T 8
1099-A 4
1099-B B
1099-C 5
1099-DIV 1
1099-G F
1099-INT 6
1099-LTC T
1099-MISC A
1099-MSA M
1099-OID D
1099-PATR 7
1099-R 9
1099-S S
5498 L
5498-MSA K
W-2G W
28-39 Amount Codes 12 Required. Enter the
(See Note) appropriate amount codes for
the type of return being
reported. Generally, for
each amount code entered in
this field, a corresponding
payment amount must appear
in the Payee "B" Record.
In most cases, the box
numbers on paper information
returns correspond with the
amount codes used to file
magnetically/electronically.
However, if discrepancies
occur, this revenue
procedure governs.
The Amount Codes have been
expanded from nine to twelve
codes to accommodate three
additional payment fields in
the Payee "B" Record. Amount
Codes 1 through 9 will
remain numeric. Amount Codes
10, 11, and 12 will be A, B,
and C, respectively.
Example of Amount Codes:
If position 27 of the Payer "A" Record is "A" (for
1099-MISC) and positions 28-39 are "1247AC
b/b/b/b/b/b", this indicates the payer is reporting any
or all six payment amounts (1247AC) in all of the
following "B" Records. (In this example, "/b" denotes
blanks in the designated positions. Do not enter the
letter "b".)
The first payment amount field (1) will represent
rents;
the second payment amount field (2) will represent
royalties;
the third payment amount field (3) will be all "0"
(zeros);
the fourth payment amount field (4) will represent
Federal income tax withheld;
the fifth and sixth payment amount fields (5 and 6)
will be all "0" (zeros);
the seventh payment amount field (7) will represent
nonemployee compensation;
the eighth and ninth payment amount fields (8 and 9)
will be all "0" (zeros);
the tenth payment amount field (A) will represent crop
insurance proceeds;
the eleventh payment amount field (B) will be all "0"
(zeros); and
the twelfth payment amount field (C) will represent
gross proceeds paid to an attorney in connection with
legal services.
Enter the amount codes in ascending sequence (i. e., 1247AC b/b/b/b/b), left justify information, and fill unused positions with blanks. For further clarification of the amount codes, contact IRS/MCC. (In this example, "b/" denotes blanks in the designated positions. Do not enter the letter "b.")
* NOTE: A type of return and an amount code must be present in every Payer "A" Record even if no money amounts are being reported. For a detailed explanation of the information to be reported in each amount code, refer to the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G."
Amount Codes Form 1098 -- For Reporting Mortgage
Mortgage Interest Interest Received From
Statement Payers/Borrowers (Payer
of Record) on Form 1098:
Amount
Code Amount Type
1 Mortgage interest
received from
payer(s)/
borrower(s)
2 Points paid on
purchase of
principal residence
3 Refund (or credit)
of overpaid
interest
4 Blank (Filer's use)
See Note.
* NOTE: The interest recipient may use this box to furnish other information, such as real estate taxes or insurance paid from escrow.
Amount Codes Form 1098-E -- For Reporting Interest on
Student Loan Interest Student Loans on Form 1098-E
Statement
Amount
Code Amount Type
1 Student loan
interest received
* NOTE: Until regulations are adopted, no penalties will be
imposed under section 6721 or 6722 for failure to file or furnish
correct Forms 1098-E if you made a good faith effort to file and
furnish them.
Amount Codes Form 1098-T -- For Reporting Tuition
Tuition Payments Payments on Form 1098-T
Statement (See Note.)
Amount
Code Amount Type
1 For filer's use
(See Notes.)
2 For filer's use
(See Notes.)
* NOTE: When reporting Form 1098-T magnetically/ electronically, the filer must use Type of Return Code 8 in position 27, and Amount Codes 1 and 2 in positions 28 and 29 of the Payer "A" Record. However, if no money is being reported, the payment amount fields will contain zeros. There is no requirement for filers to report money amounts on Form 1098-T for Tax Year 1999.
PAYER: For Form 1098-T, payer refers to the eligible educational institution that received qualified tuition and related expenses in 1999. The payer is not the student or the parent/ guardian of the student.
* NOTE: Until regulations are adopted, no penalties will be imposed under section 6721 or 6722 for failure to file or furnish correct Forms 1098-T if you made a good faith effort to file and furnish them.
Amount Codes Form 1099-A -- For Reporting the
Acquisition or Abandonment Acquisition or Abandonment
of Secured Property Amount of Secured Property on
(See Note.) Form 1099-A:
Amount
Code Amount Type
2 Balance of
principal
outstanding
4 Fair market value
of property
* NOTE: If, in the same calendar year, a debt is canceled in connection with the acquisition or abandonment of secured property for one debtor and the filer would be required to file both Forms 1099-A and 1099-C (Cancellation of Debt), the filer is required to file Form 1099-C only. See the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G" for further information on coordination with Form 1099-C.
Amount Codes Form 1099-B For Reporting on Form 1099-
Proceeds From B:
Broker and Barter
Exchange Amount
Transactions Code Amount Type
2 Stocks, bonds, etc.
(For forward
contracts, see Note
1.)
3 Bartering (Do not
report negative
amounts.)
4 Federal income tax
withheld (backup
withholding) (Do
not report negative
amounts.)
6 Profit (or loss)
realized in 1999
(See Note 2 .)
7 Unrealized profit
(or loss) on open
contracts --
12/31/98 (See Note
2.)
8 Unrealized profit
(or loss) on open
contracts --
12/31/99 (See Note
2.)
9 Aggregate profit
(or loss) (See Note
2.)
* NOTE 1: The payment amount field associated with Amount Code 2 may be used to report a loss from a closing transaction on a forward contract. Refer to the "B" Record -- General Field Descriptions, Payment Amount Fields, for instructions on reporting negative amounts.
* NOTE 2: Payment Amount Fields 6, 7, 8, and 9 are to be used for the reporting of regulated futures or foreign currency contracts.
Amount Codes Form 1099-C -- For Reporting Cancellation
Cancellation of Debt (See of Debt on Form 1099-C:
Note 1.)
Amount
Code Amount Type
2 Amount of debt
canceled
3 Interest, if
included in Amount
Code 2
7 Fair market value
of property (See
Note 2.)
* NOTE 1: If, in the same calendar year, a debt is canceled in connection with the acquisition or abandonment of secured property for one debtor and the filer would be required to file both Forms 1099-C and 1099-A (Acquisition or Abandonment of Secured Property), the filer is required to file Form 1099-C only. See the 1999 " Instructions for Forms 1099, 1098, 5498, and W-2G" for further information on coordination with Form 1099-A.
* NOTE 2: Amount Code 7 will be used only if a combined Form 1099-A and 1099-C is being filed.
Amount Codes Form 1099-DIV -- For Reporting Payments on
Dividends and Distributions Form 1099-DIV:
Amount
See the 1999 "Instructions for Code Amount Type
Forms 1099, 1098, 5498 and 1 Ordinary dividends
W-2G" for further information 2 Total capital gains
distributions
on Form 1099-DIV.
3 28% rate gain
4 Unrecaptured
section 1250 gain
5 Section 1202 gain
6 Nontaxable
distributions
7 Federal income tax
withheld (backup
withholding)
8 Investment expenses
9 Foreign tax paid
A Cash liquidation
distribution (See
Note.)
B Noncash liquidation
distribution (See
Note.)
* NOTE: Amount Codes A and B apply only to corporations in partial or complete liquidation. Amount Codes A and B reflect information in Boxes 8 and 9 on the Form 1099-DIV.
Amount Codes Form 1099-G -- For Reporting Payments on
Certain Government and Qualified Form 1099-G:
State Tuition Program Payments
Amount
Code Amount Type
1 Unemployment
compensation
2 State or local
income tax refunds,
credits, or offsets
4 Federal income tax
withheld (backup
withholding or
voluntary
withholding on
unemployment
compensation or
Commodity Credit
Corporation Loans,
or certain crop
disaster payments)
5 Qualified state
tuition program
earnings
6 Taxable grants
7 Agriculture
payments
Amount Codes Form 1099-INT -- For Reporting Payments on
Interest Income Form 1099-INT:
Amount
Code Amount Type
1 Interest income not
included in Amount
Code 3
2 Early withdrawal
penalty
3 Interest on U.S.
Savings Bonds and
Treasury
obligations
4 Federal income tax
withheld (backup
withholding)
5 Investment expenses
6 Foreign tax paid
Amount Codes Form 1099-LTC -- For Reporting Payments on
Long-Term Care and Form 1099-LTC:
Accelerated Death Benefits
Amount
Code Amount Type
1 Gross long-term
care benefits paid
2 Accelerated death
benefits paid
Amount Codes Form 1099-MISC -- For Reporting Payments on
Miscellaneous Income Form 1099-MISC:
(See Note 1.)
Amount
Code Amount Type
1 Rents
2 Royalties (See Note
2.)
3 Other income
4 Federal income tax
withheld (backup
withholding or
withholding on
payments of Indian
gaming profits)
5 Fishing boat
proceeds
6 Medical and health
care payments
7 Nonemployee
compensation
8 Substitute payments
in lieu of
dividends or
interest
A Crop insurance
proceeds
B Excess golden
parachute payments
C Gross proceeds paid
to an attorney in
connection with
legal services
* Note 1: If reporting the Direct Sales Indicator only in position 547 of the Payee "B" Record, use Type of Return Code A for 1099-MISC in position 27, and Amount Code 1 in position 28 of the Payer "A" record. All payment amount fields in the Payee "B" record will contain zeros.
* NOTE 2: Do not report timber royalties under a "payascut" contract; these must be reported on Form 1099-S.
Amount Codes Form 1099-MSA -- For Reporting Distributions
Distributions From an MSA or from a Medical Savings
Medicare+ Choice MSA Account or Medicare+ Choice
MSA on Form 1099-MSA:
Amount
Code Amount Type
1 Gross distribution
2 Earnings on excess
contributions
4 Fair market value
of the account on
date of death
Amount Codes Form 1099-OID -- For Reporting Payments on
Original Issue Discount Form 1099-OID:
Amount
Code Amount Type
1 Original issue
discount for 1999
2 Other periodic
interest
3 Early withdrawal
penalty
4 Federal income tax
withheld (backup
withholding)
6 Original issue
discount on U. S.
Treasury
obligations (See
Note.)
7 Investment expenses
(See Note.)
* NOTE: See the 1999 "Instructions for Forms 1099, 1098, 5498
and W-2G" for further reporting information.
Amount Codes Form 1099-PATR -- For Reporting Payments on
Taxable Distributions Received From Form 1099-PATR:
Cooperatives
Amount
Code Amount Type
1 Patronage dividends
2 Nonpatronage
distributions
3 Per-unit retain
allocations
4 Federal income tax
withheld (backup
withholding)
5 Redemption of
nonqualified
notices and retain
allocations Pass-
Through Credits
(See Note .)
6 For filers use for
pass-through
credits
7 Investment credit
8 Work opportunity
credit
9 Patron's
alternative minimum
tax (AMT)
adjustment
* NOTE: Amount Codes 6, 7, 8, and 9 are reserved for the patron's
share of unused credits that the cooperative is passing through to
the patron. Other credits, such as the Indian employment credit may
be reported in Amount Code 6. The title of the credit reported in
Amount Code 6 may be reported in the Special Data Entries Field in
the Payee "B" Record. The amounts shown for Amount Codes 6, 7, 8, and
9 must be reported to the payee. These Amount Codes and the Special
Data Entries Field are for the convenience of the filer. This
information is not needed by IRS/MCC.
Amount Codes Form 1099-R -- For Reporting Payments on
Distributions From Form 1099-R:
Pensions, Annuities,
Retirement or Profit- Amount
Sharing Plans, IRAs, Code Amount Type
Insurance Contracts, etc. 1 Gross distribution
(See Note 1.)
2 Taxable amount (See
Note 2.)
3 Capital gain
(included in Amount
Code 2)
4 Federal income tax
withheld (See Note
3.)
5 Employee
contributions or
insurance premiums
6 Net unrealized
appreciation in
employer's
securities
8 Other
9 Total employee
contributions
A Traditional IRA/
SEP/SIMPLE
distribution (See
Note 4.)
* NOTE 1: If the payment shown for Amount Code 1 is a total distribution, enter a "1" (one) in position 549 of the "B" Record. An amount must be shown in Payment Amount Field 1 unless reporting an amount ONLY in Payment Amount Field 8. If a distribution is a loss, do not enter a negative amount. For example, if stock is distributed but the value is less than the employee's after-tax contributions, enter the value of the stock in Payment Amount Field 1, enter "0" (zero) in Payment Amount Field 2, and enter the employee's contributions in Payment Amount Field 5.
* NOTE 2: If the taxable amount cannot be determined, enter a "1" (one) in position 547 of the "B" Record. For a traditional IRA, SEP, or SIMPLE distribution, generally enter in Payment Amount Field A the same amount entered in Payment Amount Field 1.
* NOTE 3: See the "l999 Instructions for Forms 1099, 1098, 5498, and W-2G" for information concerning Federal income tax withheld for Form 1099-R.
* NOTE 4: For Form 1099-R, report the total amount distributed from a Traditional IRA, SEP, or SIMPLE in Payment Amount Field A (IRA/SEP/SIMPLE Distribution), Field Positions 163-174 of the Payee "B" Record, and generally, the same amount in Payment Amount Field 1 (Gross Distribution), Field Positions 55-66 of the Payee "B" Record. Amount Code A was created to identify the distribution as a Traditional IRA/SEP/SIMPLE. The IRA/SEP/SIMPLE Indicator should be set in Field Position 548 of the Payee "B" Record and the money should be reported in Payment Field A as well as Payment Field 1 of the Payee "B" Record; but, not in Payment Amount Field 2. The purpose for Payment Field A is to identify the amount of money reported is a Traditional IRA/SEP/SIMPLE distribution. Refer to the "1999 Instructions for Forms 1099, 1098, 5498, and W-2G" for exceptions.
Amount Codes Form 1099-S -- For Reporting Payments on
Proceeds From Form 1099-S:
Real Estate
Transactions Amount
Code Amount Type
2 Gross proceeds (See
Note.)
5 Buyer's part of
real estate tax
* NOTE: Include payments of timber royalties made under a "pay-
as-cut" contract, reportable under section 6050N. If timber
royalties are being reported, enter "TIMBER" in the description field
of the "B" record.
Amount Codes Form 5498 -- For Reporting Information on
IRA Contribution Information Form 5498:
(See Note 1.)
Amount
Code Amount Type
1 IRA contributions
(other than amounts
in Amount Codes 2,
3, and 7, 8, 9, and
A) (See Note 2.)
2 Rollover
contributions
3 Roth conversion
amount
4 Fair market value
of account
5 Life insurance cost
included in Amount
Code 1
7 Employer SEP
contributions
8 SIMPLE
contributions
9 Roth IRA
contributions
A Education IRA
contributions
* NOTE 1: For information regarding Inherited IRAs, refer to the 1999 "Instructions for Forms 1099, 1098, 5498, and W-2G" and Rev. Proc. 89-52, 1989-2 C.B. 632. Beneficiary information must be given in the Payee Name Line Field of the "B" Record.
If reporting IRA contributions for a Desert Storm/Shield participant for other than 1999 or an Operation Joint Guard (OJG) (Bosnia Region) or Operation Allied Force (Yugoslavia) participant, enter "DS" for Desert Storm or Joint Endeavor or "JG" for Joint Guard, the year for which the contribution was made, and the amount of the contribution in the Special Data Entries Field of the "B" Record. Do not enter the contributions in Amount Code 1. For information concerning Desert Storm/Shield participant reporting, refer to the "1994 Instructions for Forms 1099, 1098, 5498, and W- 2G," or Notice 91-17, 1991-1 C.B. 319. The instructions for filing Form 5498 for Desert Storm/Shield participants will also apply to participants of Joint Endeavor or Operation Joint Guard (OJG) (Bosnia Region) and Operation Allied Force (Yugoslavia).
* NOTE 2: Also include employee contributions to an IRA under a SEP plan but not salary reduction contributions. DO NOT include EMPLOYER contributions, these are included in Amount Code 7.
Amount Codes Form 5498-MSA For Reporting Information on
MSA or Medicare+ Choice MSA 5498-MSA:
Information
Amount
Code Amount Type
1 Employee or self-
employed person's
MSA contributions
made in 1999 and
2000 for 1999
2 Total MSA
contributions made
in 1999 (this would
include any
contributions made
in 1999 for 1998.
Optional for M+C
MSA.)
3 Total MSA
contributions made
in 2000 for 1999
4 Rollover
contributions (See
Note 1.)
5 Fair market value
of MSA or M+ C MSA
(See Note 2.)
* NOTE 1: This is the amount of any rollover made to this MSA in 1999 after a distribution from another MSA. For detailed information on reporting, see the 1999 " Instructions for Forms 1099, 1098, 5498 and W-2G."
* NOTE 2: This is the fair market value (FMV) of the account on December 31, 1999.
Amount Codes Form W-2G -- For Reporting Payments on
Certain Gambling Form W-2G:
Winnings
Amount
Code Amount Type
1 Gross winnings
2 Federal income tax
withheld
7 Winnings from
identical wagers
40-47 Blank 8 Enter blanks.
48 Original File 1 Required for original files
Indicator only. Enter "1" (one) if the
information is original
data. Otherwise, enter a
blank.
49 Replacement 1 Required for replacement
File Indicator files only. Enter "1" (one)
if the purpose of this file
is to replace a file that
IRS/MCC returned to the
transmitter due to errors
encountered in processing.
This is a file that has not
been successfully processed
by IRS. Otherwise, enter a
blank.
If selecting the Replacement File Indicator in Position 49, Field Positions 48 and 50 must be blank. Only one indicator may be selected for each Payer "A" Record.
50 Correction 1 Required for correction
File Indicator files only. Enter "1" (one)
if the purpose of this file
is to correct information
which was previously
submitted to IRS/MCC, was
processed, but contained
erroneous information. Do
not submit original
information as corrections.
Any information return which
was inadvertently omitted
from a file must be
submitted as original.
Otherwise, enter a blank.
51 Blank 1 Enter a blank.
52 Foreign 1 Enter a "1" (one) if the
Entity Indicator payer is a foreign entity
and income is paid by
the foreign entity to a U.
S. resident. If the payer is
not a foreign entity, enter
a blank (See Note.).
* NOTE: If payers report the Foreign Entity Indicator
erroneously, they may be subject to a penalty for providing incorrect
information to IRS.
53-92 First Payer 40 Required. Enter the name of
Name Line the payer whose TIN appears
in positions 2-20 of the "A"
Record. Any extraneous
information must be deleted.
Left justify information,
and fill unused positions
with blanks. (Filers should
not enter a transfer agent's
name in this field. Any
transfer agent's name should
appear in the Second Payer
Name Line Field.)
* NOTE: When reporting Form 1098, Mortgage Interest Statement, and Form 1098-E, Student Loan Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest or payment, the filer of Forms 1098 and 1098-E (the payer). The "B" Record will reflect the individual paying the interest (the borrower/ payer of record) and the amount paid. For Form 1099-S, the "A" Record will reflect the person responsible for reporting the transaction (the filer of the Form 1099-S) and the "B" Record will reflect the seller/transferor. When reporting Form 1098-T, Tuition Payments Statement, the "A" Record will reflect the name and TIN of the educational institution receiving tuition payments. The "B" Record will reflect the name and TIN of the student on whose behalf the tuition is being paid.
93-132 Second Payer 40 If the Transfer (or Paying)
Name Line Agent Indicator (position
133) contains a "1" (one),
this field must contain the
name of the transfer (or
paying) agent. If the
indicator contains a "0"
(zero), this field may
contain either a
continuation of the First
Payer Name Line or blanks.
Left justify information and
fill unused positions with
blanks.
133 Transfer Agent 1 Required. Identifies the
Indicator entity in the Second Payer
Name Line Field. (See Part
A, Sec. 17 for a definition
of transfer agent.)
Code Meaning
1 The entity in
the Second
Payer Name
Line Field is
the transfer
(or paying)
agent.
0 (zero) The entity shown
is not the
transfer (or
paying) agent
(i. e., the
Second Payer
Name Line Field
contains either
a continuation
of the First
Payer Name Line
Field or
blanks).
134-173 Payer 40 Required. If the Transfer
Shipping Agent Indicator in position
Address 133 is a "1" (one), enter
the shipping address of the
transfer (or paying) agent.
Otherwise, enter the actual
shipping address of the
payer. The street address
should include number,
street, apartment or suite
number (or P. O. Box if mail
is not delivered to street
address). Left justify
information, and fill unused
positions with blanks.
For U. S. addresses, the payer city, state, and ZIP Code must be reported as a 40, 2, and 9 position field, respectively. Filers must adhere to the correct format for the payer city, state, and ZIP Code.
For foreign addresses, filers may use the payer city, state, and ZIP Code as a continuous 51 position field. Enter information in the following order: city, province or state, postal code, and the name of the country. When reporting a foreign address, the Foreign Entity Indicator in position 52 must contain a "1" (one).
174-213 Payer City 40 Required. If the Transfer
Agent Indicator in position
133 is a "1" (one), enter
the city, town, or post
office of the transfer
agent. Otherwise, enter the
city, town, or post office
of the payer. Left justify
information, and fill unused
positions with blanks. Do
not enter state and ZIP Code
information in this field.
214-215 Payer State 2 Required. Enter the valid U.
S. Postal Service state
abbreviations. Refer to the
chart of valid state
abbreviations in Part A,
Sec. 18.
216-224 Payer ZIP Code 9 Required. Enter the valid
nine digit ZIP Code assigned
by the U. S. Postal Service.
If only the first five
digits are known, left
justify information and fill
the unused positions with
blanks. For foreign
countries, alpha characters
are acceptable as long as
the filer has entered a "1"
(one) in the Foreign Entity
Indicator, located in Field
Position 52 of the "A"
Record.
225-239 Payer's Phone 15 Enter the payer's phone
Number & Extension number and extension.
240-748 Blank 509 Enter blanks.
749-750 Blank 2 Enter blanks or carriage
return/line feed (CR/LF)
characters.
Section 9. Payer "A" Record -- Record Layout
_____________________________________________________________________
Record | Payment | | Payer's | Payer Name | Last Filing
Type | Year | Blank | TIN | Control | Indicator
_____________________________________________________________________
1 2-5 6-11 12-20 21-24 25
_____________________________________________________________________
Combined | Type | | |Original |Replacement|Correction
Federal/State| of |Amount | | File | File | File
Filer |Return | Codes |Blank|Indicator| Indicator | Indicator
_____________________________________________________________________
26 27 28-39 40-47 48 49 50
_____________________________________________________________________
| Foreign | First | Second | Transfer | Payer
Blank | Entity | Payer Name | Payer Name| Agent | Shipping
| Indicator | Line | Line | Indicator | Address
_____________________________________________________________________
51 52 53-92 93-132 133 134-173
_____________________________________________________________________
Payer | Payer | Payer ZIP | Payer's Phone | | Blank or
City | State | Code | Number and | Blank | CR/LF
| | | Extension | |
_____________________________________________________________________
174-213 214-215 216-224 225-239 240-748 749-750
Section 10. Payee "B" Record -- General Field Descriptions and Record Layouts
.01 The "B" Record contains the payment information from the information returns. When filing information returns, the format for the "B" Records will remain constant and is a fixed length of 750 positions. The record layout for field positions 1 through 543 is the same for all types of returns. Field positions 544 through 750 vary for each type of return to accommodate special fields for individual forms. In the "A" Record, the amount codes that appear in field positions 28 through 39 will be left-justified and filled with blanks. In the "B" Record, the filer must allow for all twelve Payment Amount Fields. For those fields not used, enter "0" (zero). For example, a payer reporting on Form 1099-MISC should enter "A" in field position 27 of the "A" Record, Type of Return. If reporting payments for Amount Codes 1, 2, 4, 7, A and C, the payer would report field positions 28 through 39 of the "A" Record as "1247AC /b/b/b/b/b./" (In this example, "b/" denotes blanks. Do not enter the letter "b/".) In the "B" Record:
Positions 55 through 66 for Payment Amount 1 will represent rents.
Positions 67-78 for Payment Amount 2 will represent royalties.
Positions 79-90 for Payment Amount 3 will be "0" (zeros).
Positions 91-102 for Payment Amount 4 will represent Federal income tax withheld.
Positions 103-126 for Payment Amounts 5 and 6 will be "0" (zeros).
Positions 127-138 for Payment Amount 7 will represent nonemployee compensation.
Positions 139-162 for Payment Amounts 8 and 9 will be "0" (zeros).
Positions 163-174 for Payment Amount A will represent crop insurance proceeds.
Positions 175-186 for Payment Amount B will be "0" (zeros).
Positions 187-198 for Payment Amount C will represent gross proceeds paid to an attorney in connection with legal services.
.02 The following specifications include a field in the payee records called "Name Control" in which the first four characters of the payee's surname are to be entered by the filer;
(a) If filers are unable to determine the first four characters of the surname, the Name Control Field may be left blank. Compliance with the following will facilitate IRS computer programs in identifying the correct name control:
(1) The surname of the payee whose TIN is shown in the "B" Record should always appear first. If, however, the records have been developed using the first name first, the filer must leave a blank space between the first and last names.
(2) In the case of multiple payees, only the surname of the payee whose TIN (SSN, EIN, ITIN, or ATIN) is shown in the "B" Record must be present in the First Payee Name Line. Surnames of any other payees may be entered in the Second Payee Name Line.
.03 See Part A, Section 14, for further information concerning Taxpayer Identification Numbers (TINs).
.04 For all fields marked "Required" , the transmitter must provide the information described under Description and Remarks. For those fields not marked "Required", the transmitter must allow for the field, but may be instructed to enter blanks or zeros in the indicated field position(s) and for the indicated length.
.05 All records must be a fixed length of 750 positions.
.06 Afield is also provided in these specifications for Special Data Entries. This field may be used to record information required by state or local governments, or for the personal use of the filer. IRS does not use the data provided in the Special Data Entries Field; therefore, the IRS program does not check the content or format of the data entered in this field. It is the filer's option to use the Special Data Entry Field. This field will not affect the processing of the "B" Records.
.07 Following the Special Data Entries Field in the "B" Record, payment fields have been allocated for State Income Tax Withheld and Local Income Tax Withheld. These fields are for the convenience of the filers. The information will not be used by IRS/MCC.
.08 Those payers participating in the Combined Federal/State Filing Program must adhere to all of the specifications in Part A, Sec. 16, to participate in this program. Filers may not file Forms 1098, 1098-E, 1098-T, 1099-A, 1099-B, 1099-C, 1099-LTC, 1099-MSA, 1099-S, 5498-MSA, and W-2G under the Combined Federal/State Filing Program.
.09 All alpha characters in the "B" Record must be uppercase.
.10 Do not use decimal points (.) to indicate dollars and cents. Ten dollars must appear as 000000001000 in the payment amount field.
.11 IRS strongly encourages transmitters to review the data for accuracy before submission to prevent issuance of erroneous notices. Transmitters should be especially careful that the names, TINs, account numbers, types of income, and income amounts are correct.
.12 When reporting Form 1098, Mortgage Interest Statement and Form 1098-E, Student Loan Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest or payment, the filer of the Forms 1098 and 1098-E (the payer). The "B" Record will reflect the individual paying the interest (borrower/payer of record) and the amount paid. For Form 1099-S, the "A" Record will reflect the person responsible for reporting the transaction (the filer of the Form 1099-S) and the "B" record will reflect the seller/transferor. When reporting Form 1098-T, Tuition Payments Statement, the "A" Record will reflect the name and TIN of the educational institution receiving tuition payments. The "B" Record will reflect the name and TIN of the student on whose behalf the tuition is being paid.
Record Name: Payee "B" Record
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "B."
2-5 Payment Year 4 Required. Enter "1999"
(unless reporting prior year
data; report the year which
applies [1997, 1998, etc.]).
6 Corrected 1 Required for corrections
Return only. Indicates a corrected
Indicator return.
(See Note.)
Code Definition
G If this is a one-
transaction
correction or the
first of a two-
transaction
correction
C If this is the
second transaction
of a two-
transaction
correction
Blank If this is not a
return being
submitted to
correct information
already processed
by IRS
* Note: C, G, and non-coded records must be reported using separate
Payer "A" Records. Refer to Part A, Sec. 13, for specific
instructions on how to file corrected returns.
7-10 Name Control 4 If determinable, enter the
first four characters of the
surname of the person whose
TIN is being reported in
positions 12-20 of the "B"
Record; otherwise, enter
blanks. This usually is the
payee. If the name that
corresponds to the TIN is
not included in the first or
second payee name line and
the correct name control is
not provided, a backup
withholding notice may be
generated for the record.
Surnames of less than four
characters should be left-
justified, filling the
unused positions with
blanks. Special characters
and imbedded blanks should
be removed. In the case of a
business, other than a sole
proprietorship, use the
first four significant
characters of the business
name. Disregard the word
"the" when it is the first
word of the name, unless
there are only two words in
the name. A dash (-) and an
ampersand (&) are the only
acceptable special
characters. Surname pre-
fixes are considered part of
the surname, e. g., for Van
Elm, the name control would
be VANE.
* NOTE: Imbedded blanks, extraneous words, titles, and special
characters (i. e., Mr., Mrs., Dr., period [.], apostrophe [']) should
be removed from the Payee Name Lines. This information may be dropped
during subsequent processing at IRS/MCC. A dash (-) and an ampersand
(&) are the only acceptable special characters.
The following examples may be helpful to filers in developing
the Name Control:
Name Name Control
Individuals:
Jane Brown BROW
John A. Lee LEE*
James P. En, Sr EN*
John O'Neill ONEI
Mary Van B uren VANB
Juan De Je sus DEJE
Gloria A. El-Roy EL-R
Mr. John Smith SMIT
Joe McCarthy MCCA
Pedro Torres-Lopes TORR
Maria Lopez Moreno** LOPE
Binh To La LA*
Nhat Thi Pham PHAM
Mark D'All esandro DALL
Corporations:
The First National Bank FIRS
The Hideaway THEH
A & B Cafe A&BC
11TH Street Inc. 11TH
Sole Proprietor:
Mark Hemlock DBA
The Sunshine Club HEML
Partnership:
Robert Aspen
and Bess Willow ASPE
Harold Fir, Bruce Elm,
and Joyce Spruce et al Ptr FIR*
Estate:
Frank White Estate WHIT
Estate of Sheila Blue BLUE
Trusts and Fiduciaries:
Daisy Corporation Employee
Benefit Trust DAIS
Trust FBO The Cherryblossom
Society CHER
Exempt Organization:
Laborer's Union, AFL-CIO LABO
St. Bernard's Methodist
Church Bldg. Fund STBE
* Name Controls of less than four significant characters must be
left-justified and blank-filled.
** For Hispanic names, when two last names are shown for an
individual, derive the name control from the first last name.
11 Type of TIN 1 This field is used to
identify the Taxpayer
Identification Number (TIN)
in positions 12-20 as either
an Employer Identification
Number (EIN), a Social
Security Number (SSN), an
Individual Taxpayer
Identification Number
(ITIN), or an Adoption
Taxpayer Identification
Number (ATIN). Enter the
appropriate code from the
following table:
Code Type of TIN Type of Account
1 EIN A business,
organization,
sole proprietor,
or other entity
2 SSN An individual,
including a sole
proprietor or
2 ITIN An individual
required to
have a taxpayer
identification
number, but who
is not eligible
to obtain an SSN
or
2 ATIN An adopted
individual prior
to the
assignment of a
social security
number
Blank N/A If the type of
TIN is not
determinable,
enter a blank.
12-20 Payee's 9 Required. Enter the nine
Taxpayer digit Taxpayer
Identification Identification Number of the
Number (TIN) payee (SSN, ITIN, ATIN, or
EIN). If an identification
number has been applied for
but not received, enter
blanks. Do not enter hyphens
or alpha Number characters.
All zeros, ones, twos, etc.,
will have the effect of an
incorrect TIN. If the TIN is
not available, enter blanks.
(See Note.)
* NOTE: IRS/MCC contacts payers who have submitted payee data
with missing TINs in an attempt to prevent errors that
could result in penalties. Payers who submit data with missing TINs,
and have taken the required steps to obtain this information are
encouraged to attach a letter of explanation to the
required Form 4804. This will prevent unnecessary contact
from IRS/MCC. This letter, however, will not prevent backup
withholding notices (CP2100 or CP2100A Notices) or penalties
for missing or incorrect TINs.
21-40 Payer's 20 Enter any number assigned by
Account Number the payer to the payee
For Payee (e.g., checking or savings
account number). Filers are
encouraged to use this
field. This number helps to
distinguish individual payee
records and should be unique
for each document. Do not
use the payee's TIN since
this will not make each
record unique. This
information is particularly
useful when corrections are
filed. This number will be
provided with the backup
withholding notification and
may be helpful in
identifying the branch or
subsidiary reporting the
transaction. Do not define
data in this field in packed
decimal format. If fewer
than twenty characters are
used, filers may either left
or right justify, filling
the remaining positions with
blanks.
41-44 Payer's Office 4 Enter office code of payer;
Code otherwise, enter blanks.
For payers with multiple
locations, this field may be
used to identify the
location of the office
submitting the information
return.
45-54 Blank 10 Enter blanks.
Payment Required. Filers should
allow for all payment
amounts. For those not
used, enter zeros. For
example: If position 27,
Type of Return, of the "A"
Record, is "A" (for 1099-
MISC) and positions 28-39,
Amount Codes, are "1247AC
/b/b/b/b/b/b/", this
indicates the payer is
reporting any or all six
payment amounts in all of
the following "B" Records.
(In this example, "b/"
denotes blanks in the
designated positions. Do not
enter the letter "b".)
Payment Amount 1 will
represent rents; Payment
Amount 2 will represent
royalties; Payment Amount 3
will be all "0" (zeros);
Payment Amount 4 will
represent Federal income tax
withheld; Payment Amounts 5
and 6 will be all "0"
(zeros); Payment amount 7
will represent nonemployee
compensation, Payment
Amounts 8 and 9 will be all
"0" (zeros); Payment Amount
A will represent crop
insurance proceeds; Payment
Amount B will be all "0"
(zeros); and Payment Amount
C will represent gross
proceeds paid to an attorney
in connection with legal
services. Each payment field
must contain 12 numeric
characters. Each payment
amount must contain U. S.
dollars and cents. The
right-most two positions
represent cents in the
payment amount fields. Do
not enter dollar signs,
commas, decimal points, or
negative payments, except
those items that reflect a
loss on Form 1099-B.
Positive and negative
amounts are indicated by
placing a "+" (plus) or "-"
(minus) sign in the left-
most position of the payment
amount field. A negative
over punch in the units
position may be used,
instead of a minus sign, to
indicate a negative amount.
If a plus sign, minus sign,
or negative over punch is
not used, the number is
assumed to be positive.
Negative over punch cannot
be used in PC created files.
Payment amounts must be
right-justified and unused
positions must be zero-
filled. Federal income tax
withheld cannot be reported
as a negative amount on any
form.
* Note: Filers must enter numeric information in all payment fields
when filing magnetically or electronically. However, when reporting
information on the statement to recipient, the payer may be
instructed to leave a box blank. Follow the guidelines provided in
the paper instructions for the statement to recipient.
55-66 Payment 12 The amount reported in this
Amount 1 * field represents payments
for Amount Code 1 in the "A"
Record.
67-78 Payment 12 The amount reported in this
Amount 2 * field represents payments
for Amount Code 2 in the "A"
Record.
79-90 Payment 12 The amount reported in this
Amount 3 * field represents payments
for Amount Code 3 in the "A"
Record.
91-102 Payment 12 The amount reported in this
Amount 4 * field represents payments
for Amount Code 4 in the "A"
Record.
103-114 Payment 12 The amount reported in this
Amount 5 * field represents payments
for Amount Code 5 in the "A"
Record.
115-126 Payment 12 The amount reported in this
Amount 6 * field represents payments
for Amount Code 6 in the "A"
Record.
127-138 Payment 12 The amount reported in this
Amount 7 * field represents payments
for Amount Code 7 in the "A"
Record.
139-150 Payment 12 The amount reported in this
Amount 8 * field represents payments
for Amount Code 8 in the "A"
Record.
151-162 Payment 12 The amount reported in this
Amount 9 * field represents payments
for Amount Code 9 in the "A"
Record.
163-174 Payment 12 The amount reported in this
Amount A * field represents payments
for Amount Code A in the "A"
Record.
175-186 Payment 12 The amount reported in this
Amount B * field represents payments
for Amount Code B in the "A"
Record.
187-198 Payment 12 The amount reported in this
Amount C * field represents payments
for Amount Code C in the "A"
Record.
* If there are discrepancies between the payment amount fields
and the boxes on the paper forms, the instructions in this revenue
procedure govern.
199-246 Reserved 48 Enter blanks.
247 Foreign 1 If the address of the payee
Country is in a foreign country,
Indicator enter a "1" (one) in this
field; otherwise, enter
blank. When filers use this
indicator, they may use a
free format for the payee
city, state, and ZIP Code.
Address information must not
appear in the First or
Second Payee Name Line.
248-287 First Payee 40 Required. Enter the name of
Name Line the payee (preferably
(See Notes.) surname first) whose
Taxpayer Identification
Number (TIN) was provided in
positions 12-20 of the "B"
Record. Left justify and
fill unused positions with
blanks. If more space is
required for the name,
utilize the Second Payee
Name Line Field. If there
are multiple payees, only
the name of the payee whose
TIN has been provided should
be entered in this field.
The names of the other
payees may be entered in the
Second Payee Name Line
Field. If reporting
information for a sole
proprietor, the individual's
name must always be present,
preferably on the First
Payee Name Line. The use of
the business name is
optional in the Second Payee
Name Line Field.
* NOTE 1: Extraneous words, titles, and special characters (i.e., Mr., Mrs., Dr., period [.], apostrophe [']) should be removed from the Payee Name Lines. This information may be dropped during subsequent processing at IRS/MCC. A dash (-) and an ampersand (&) are the only acceptable special characters.
* NOTE 2: End the First Payee Name Line with a full word. Do not split words.
* NOTE 3: When reporting Form 1098, Mortgage Interest Statement, and Form 1098-E, Student Loan Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest or payment, the filer of Forms 1098 and 1098-E (the payer). The "B" Record will reflect the individual paying the interest (the borrower/ payer of record) and the amount paid. For Form 1099-S, the "A" Record will reflect the person responsible for reporting the transaction (the filer of the Form 1099-S) and the "B" Record will reflect the seller/transferor. When reporting Form 1098-T, Tuition Payments Statement, the "A" Record will reflect the name and TIN of the educational institution receiving tuition payments. The "B" Record will reflect the name and TIN of the student on whose behalf the tuition is being paid.
* NOTE 4: For Form 5498, Inherited IRAs, enter the beneficiary's name followed by the word "beneficiary." For example, "Brian Young as beneficiary of Joan Smith" or something similar that signifies that the IRA was once owned by Joan Smith. Filers may abbreviate the word "beneficiary" as, for example, "benef." Refer to the " 1999 Instructions for Forms 1099, 1098, 5498, and W-2G." The beneficiary's TIN must be reported in positions 12-20 of the "B" Record.
* NOTE 5: When reporting Form 1099-LTC, Long-Term Care and Accelerated Death Benefits, the Payee Name Line of the "B" Record will reflect the policyholder. The name of the insured will be reported in Field Positions 557-596 of the Payee "B" Record.
288-327 Second Payee 40 If there are multiple
Name Line payees, (e. g., partners,
joint owners, or spouses),
use this field for those
names not associated with
the TIN provided in
positions 12-20 of the "B"
Record or if not enough
space was provided in the
First Payee Name Line,
continue the name in this
field. (See Note. ) Do not
enter address information.
It is important that filers
provide as much payee
information to IRS/MCC as
possible to identify the
payee associated with the
TIN. Left justify and fill
unused positions with
blanks. Fill with blanks if
no entries are present for
this field.
* NOTE: End the First Payee Name Line with a full word. Do not
split words. Begin the Second Payee Name Line with the next
sequential word.
328-367 Blank 40 Enter blanks.
368-407 Payee Mailing 40 Required. Enter mailing
Address address of payee. Street
address should include
number, street, apartment or
suite number (or P. O. Box
if mail is not delivered to
street address). Left
justify information and fill
unused positions with
blanks. This field must not
contain any data other than
the payee's mailing address.
For U. S. addresses, the payee city, state, and ZIP Code must be reported as a 40, 2, and 9 position field, respectively. Filers must adhere to the correct format for the payee city, state, and ZIP Code.
For foreign addresses, filers may use the payee city, state, and ZIP Code as a continuous 51 position field. Enter information in the following order: city, province or state, postal code, and the name of the country. When reporting a foreign address, the Foreign Country Indicator in position 247 must contain a "1" (one).
408-447 Blank 40 Enter blanks.
448-487 Payee City 40 Required. Enter the city,
town or post office. Left
justify information and fill
the unused positions with
blanks. Enter APO or FPO if
applicable. Do not enter
state and ZIP Code
information in this field.
488-489 Payee State 2 Required. Enter the valid U.
S. Postal Service state
abbreviations for states or
the appropriate postal
identifier (AA, AE, or AP)
described in Part A, Sec.
18.
490-498 Payee ZIP Code 9 Required. Enter the valid
ZIP Code (nine or five
digit) assigned by the
U.S. Postal Service. If only
the first five digits are
known, left justify
information and fill unused
positions with blanks. For
foreign countries, alpha
characters are acceptable as
long as the filer has
entered a "1" (one) in the
Foreign Country Indicator,
located in position 247 of
the "B" Record.
499-543 Blank 45 Enter blanks.
Standard Payee "B" Record Format for
All Types of Returns, Positions 1-543
____________________________________________________________________
| | Corrected | | | | Payer's|
Record | Payment | Return | Name | Type of| Payee's | Account|
Type | Year | Indicator | Control| TIN | TIN | Number|
____________________________________________________________________
1 2-5 6 7-10 11 12-20 21-40
_____________________________________________________________________
Payer's| | Payment| Payment | Payment | Payment | Payment
Office | Blank | Amount | Amount | Amount | Amount | Amount
Code | | 1 | 2 | 3 | 4 | 5
_____________________________________________________________________
41-44 45-54 55-66 67-78 79-90 91-102 103-114
____________________________________________________________________
Payment | Payment | Payment | Payment | Payment | Payment
Amount | Amount | Amount | Amount | Amount | Amount
6 | 7 | 8 | 9 | A | B
____________________________________________________________________
115-126 127-138 139-150 151-162 163-174 175-186
____________________________________________________________________
Payment | | Foreign | First Payee| Second Payee|
Amount | Reserved | Country | Name Line | Name Line | Blank
C | | Indicator| | |
____________________________________________________________________
187-198 199-246 247 248-287 288-327 328-367
____________________________________________________________________
Payee | | Payee | Payee | Payee |
Mailing | Blank | City | State | ZIP Code | Blank
Address | | | | |
____________________________________________________________________
368-407 408-447 448-487 488-489 490-498 499-543
The following sections define the field positions for the different types of returns in the Payee "B" Record (positions 544- 750):
(1) Forms 1098, 1098-E
(2) Form 1098-T
(3) Form 1099-A
(4) Form 1099-B
(5) Form 1099-C
(6) Form 1099-DIV*
(7) Form 1099-G*
(8) Form 1099-INT*
(9) Form 1099-LTC
(10) Form 1099-MISC*
(11) Form 1099-MSA
(12) Form 1099-OID*
(13) Form 1099-PATR*
(14) Form 1099-R*
(15) Form 1099-S
(16) Form 5498*
(17) Form 5498-MSA
(18) Form W-2G
* These forms may be filed through the Combined Federal/State Filing Program. IRS/MCC will forward these records to participating states for filers who have been approved for the program. See Part A, Sec. 16 for information about the program, including specific codes for the record layouts.
(1) Payee "B" Record -- Record Layout Positions 544-750 for Forms
1098 and 1098-E
Field
Position Field Title Length Description and Remarks
544-662 Blank 119 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements.If this
field is not utilized, enter
blanks.
723-748 Blank 26 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 Forms 1098 and
1098-E
___________________________________________________________
| Special | | Blank
Blank | Date | Blank | or CR/LF
| Entries | |
___________________________________________________________
544-662 663-722 723-748 749-750
* NOTE: Until regulations are adopted, no penalties will be imposed under section 6721 or 6722 for failure to file or furnish correct Forms 1098-T if you made a good faith effort to file and furnish them.
(2) Payee "B" Record -- Record Layout Positions 544-750 for Form
1098-T
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Half-time 1 Enter "1" (one) if the
Student student was at least a half-
Indicator time student during any
academic period that began
in 1999. Otherwise, enter a
blank.
548 Graduate 1 Enter "1" (one) if the
Student student is enrolled
Indicator exclusively in a graduate
level program. Otherwise,
enter a blank.
549-662 Blank 114 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for the
filing requirements. If this
field is not utilized, enter
blanks.
723-748 Blank 26 Enter blanks
749-750 Blank 2 Enter blanks or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 Form 1098-T
____________________________________________________________________
| Half-time | Graduate | | Special | | Blank or
Blank | Student | Student | Blank | Data | Blank | CR/LF
| Indicator | Indicator| | Entries | |
____________________________________________________________________
544-546 547 548 549-662 663-722 723-748 749-750
(3) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-A
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Personal 1 Enter the appropriate
Liability indicator from the table
Indicator below:
Indicator Usage
1 Borrower was
personally liable
for repayment of
the debt.
Blank Borrower was not
personally liable
for repayment of
the debt.
548-555 Date of Lender's 8 Enter the acquisition date
Acquisition or of the secured property or
Knowledge of the date the lender first
Abandonment knew or had reason to know
the property was abandoned,
in the format YYYYMMDD
(i.e., 1999 1022). Do not
enter hyphens or slashes.
* For dates with one-digit months (i. e., January-September)
or days (i. e., 1-9), enter a zero before the month or day. January
1, 1999, would be 19990101. Do not enter blanks, alphas or special
characters.
556-594 Description 39 Enter a brief description of
of Property the property. For real
property, enter the address,
or, if the address does not
sufficiently identify the
property, enter the section,
lot and block. For personal
property, enter the type,
make and model (e.g., Car --
1998 Buick Regal or Office
Equipment). Enter "CCC" for
crops forfeited on Commodity
Credit Corporation loans. If
fewer than 39 positions are
required, left justify
information and fill unused
positions with blanks.
595-662 Blank 68 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for the
filing requirements. If this
field is not utilized, enter
blanks.
723-748 Blank 26 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 Form 1099-A
____________________________________________________________________
| | Date of Lender's | |
| Personal | Acquisition or | Description | Blank
| Liability | Knowledge of | of |
Blank | Indicator | Abandonment | Property |
____________________________________________________________________
544-546 547 548-555 556-594 595-662
________________________________________
Special | | Blank or
Data | Blank | CR/LF
Entries | |
_______________________________________
663-722 723-748 749-750
(4) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-B
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notificationby IRS twice
(Optional) within three calendar years
that the payee provided an
incorrect name and/or TIN
combination; enter a blank.
545-546 Blank 2 Enter blanks.
547 Gross 1 Enter the appropriate
Proceeds indicator from the following
Indicator table, to identify amount
reported in Amount Code 2;
otherwise, enter blanks.
Indicator Usage
1 Gross proceeds
2 Gross proceeds
less commissions
and option
premiums
548-555 Date of Sale 8 For broker transactions,
enter the trade date of the
transaction. For barter
exchanges, enter the date
when cash, property, a
credit, or scrip is actually
or constructively received
in the format YYYYMMDD (e.
g., 1999 1022). Enter blanks
if this is an aggregate
transaction. Do not enter
hyphens or slashes.
* For dates with one-digit months (i. e., January-September) or
days (i.e., 1-9), enter a zero before the month or day. January 2,
1999, would be 19990102. Do not enter blanks, alphas or special
characters.
556-568 CUSIP Number 13 For broker transactions
only, enter the CUSIP
(Committee on Uniform
Security Identification
Procedures) number of the
item reported for Amount
Code 2 (stocks, bonds,
etc.). Enter blanks if this
is an aggregate transaction.
Enter "0" (zeros) if the
number is not available.
Right justify information
and fill unused positions
with blanks.
569-607 Description 39 If fewer than 39 characters
are required, left justify
information and fill unused
positions with blanks. For
broker transactions, enter a
brief description of the
disposition item (e. g., 100
shares of XYZ Corp.). For
regulated futures and
forward contracts, enter
"RFC" or other appropriate
description (see Note ).
For bartering transactions,
show the services or
property provided.
608-662 Blank 55 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Witheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
field.
747-748 Blank 2 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-B
____________________________________________________________________
Second | | Gross | Date of | CUSIP |
TIN Notice | Blank | Proceeds | Sale | Number | Description
(Optional) | | Indicator | | |
____________________________________________________________________
544 545-546 547 548-555 556-568 569-607
____________________________________________________________________
| | State | Local | |
| Special | Income | Income | Blank | Blank
Blank | Data | Tax | Tax | | or
| Entries | Withheld | Withheld| | CR/LF
____________________________________________________________________
608-662 663-722 723-734 735-746 747-748 749-750
(5) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-C
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Bankruptcy 1 Enter "1" (one) to indicate
Indicator the debt was discharged in
bankruptcy, if known.
Otherwise, enter a blank.
548-555 Date Canceled 8 Enter the date the debt was
canceled in the format of
YYYYMMDD (i.e., 19991022).
Do not enter hyphens or
slashes.
* For dates with one-digit months (i.e., January-September) or
days (i.e., 1-9), enter a zero before the month or day. January 2,
1999, would be 19990102. Do not enter blanks, alphas or special
characters.
556-594 Debt 39 Enter a description of the
Description origin of the debt, such as
student loan, mortgage, or
credit card expenditure.
If a combined Form 1099-C
and 1099-A is being filed,
also enter a description of
the property.
595-662 Blank 68 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-748 Blank 26 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-C
____________________________________________________________________
| | | | | Special
| Bankruptcy | Date | Debt | | Data
Blank | Indicator | Canceled | Description| Blank | Entries
____________________________________________________________________
544-546 547 548-555 556-594 595-662 663-722
__________________________
| Blank
Blank | or CR/LF
__________________________
723-748 749-750
(6) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-DIV
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notification by IRS twice
(Optional) within three calendar years
that the payee provided an
incorrect name and/or TIN
combination; otherwise,
enter a blank.
545-546 Blank 2 Enter blanks.
547-586 Foreign Country 40 Enter the name of the
or U.S. foreign country or U. S.
Possession possession to which the
withheld foreign tax (Amount
Code 9) applies. Otherwise,
enter blanks.
587-662 Blank 76 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-DIV
____________________________________________________________________
Second | | Foreign | | Special
TIN | Blank | Country | Blank | Data
Notice | | or U.S. | | Entries
(Optional) | | Possession | |
____________________________________________________________________
544 545-546 547-586 587-662 663-722
____________________________________________________________________
State | Local | Combined |
Income | Income | Federal/ | Blank
Tax | Tax | State | or CR/LF
Withheld | Withheld | Code |
____________________________________________________________________
723-734 735-746 747-748 749-750
(7) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-G
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Trade or 1 Enter "1" (one) to indicate
Business the state or local income
Indicator tax refund, credit, or
offset (Amount Code 2) is
attributable to income tax
that applies exclusively to
income from a a trade or
business.
Indicator Usage
1 Income tax refund
applies
exclusively to a
trade or business.
Blank Income tax refund
is a general tax
refund.
548-551 Tax Year 4 Enter the tax year for which
of Refund the refund, credit, or
offset (Amount Code 2) was
issued. The tax year must
reflect the year for which
the payment was made, not
the tax year of the Form
1099-G. The tax year must
be in the four position
format of YYYY (i. e.,
1998). The valid range
of years for the refund is
1989 through 1998.
552-662 Blank 111 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. You may
enter your routing and
transit number (RTN) here.
If this field is not
utilized, enter blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withhold for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-G
____________________________________________________________________
| | | | | State
| Trade or | Tax Year | | Special | Income
Blank | Business | of | Blank | Data | Tax
| Indicator | Refund | | Entries | Withheld
____________________________________________________________________
544-546 547 548-551 552-662 663-722 723-734
_______________________________________________________________
Local | Combined |
Income | Federal/ | Blank
Tax | State | or CR/LF
Withheld | Code |
_______________________________________________________________
735-746 747-748 749-750
(8) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-INT
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notification by IRS twice
(Optional) within three calendar years
that the payee provided an
incorrect name and/or TIN
combination; otherwise,
enter a blank.
545-546 Blank 2 Enter blanks.
547-586 Foreign Country 40 Enter the name of the
or U.S. foreign country or U.S.
Possession possession to which the
withheld foreign tax (Amount
Code 6) applies. Otherwise,
enter blanks.
587-662 Blank 76 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. You may
enter your routing and
transit number (RTN) here.
If this field is not
utilized, enter blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-INT
____________________________________________________________________
Second | | Foreign | | Special | State
TIN | | Country | | Data | Income
Notice | Blank | or U.S. | Blank | Entries | Tax
(Optional) | | | | | Withheld
____________________________________________________________________
544 545-546 547-586 587-662 663-722 723-734
____________________________________________________________________
Local | Combined |
Income | Federal/ | Blank
Tax | State | or CR/LF
Withheld | Code |
____________________________________________________________________
735-746 747-748 749-750
(9) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-LTC
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Type of 1 Enter the appropriate
Payment indicator from the following
Indicator table; otherwise, enter
blanks.
Indicator Usage
1 Per diem
2 Reimbursed amount
548-556 Social 9 Required. Enter the Social
Security. Security Number of the
Number of insured
Insured
557-596 Name of 40 Required. Enter the name of
Insured the insured.
597-636 Address 40 Required. Enter the address
of Insured of the insured. Street
address should include
number, street, apartment or
suite number (or P.O. Box
if not delivered to street
address). Left justify
information and fill unused
positions with blanks. This
field must not contain any
data other than payee's
address.
For U.S. addresses, the payee city, state, and ZIP Code must be reported as a 40, 2, and 9 position field, respectively. Filers must adhere to the correct format for the insured's city, state, and ZIP Code.
For foreign addresses, filers may use the insured's city, state, and ZIP Code as a continuous 51 position field. Enter information in the following order: city, province or state, postal code, and the name of the country. When reporting a foreign address, the Foreign Country Indicator in position 247 must contain a "1" (one).
637-676 City of 40 Required. Enter the city,
Insured town, or post office. Left
justify information and fill
the unused positions with
blanks. Enter APO or FPO, if
applicable. Do not enter
state and Zip Code
information in this field.
677-678 State of 2 Required. Enter the valid
Insured U.S. Postal Service state
abbreviations for states or
the appropriate postal
identifier (AA, AE, or AP)
described in Part A, Sec.
18.
679-687 ZIP Code 9 Required. Enter the valid
of Insured nine digit ZIP Code assigned
by the U. S. Postal Service.
If only the first five
digits are known, left
justify information and fill
the unused positions with
blanks. For foreign
countries, alpha characters
are acceptable as long as
the filer has entered a "1"
(one) in the Foreign Country
Indicator, located in
position 247 of the "B"
Record.
688 Status of 1 Enter the appropriate code
Illness from the table below to
Indicator indicate the status of the
(Optional) illness of the insured;
otherwise, enter blank:
Indicator Usage
1 Chronically ill
2 Terminally ill
689-696 Date 8 Enter the latest date of a
Certified doctor's certification of
(Optional) the status of the insured's
illness. The format of the
date is YYYYMMDD (e. g.,
19991022 ).
* For dates with one-digit months (i. e., January-September) or
days (i.e., 1-9), enter a zero before the month or day. January 2,
1999, would be 19990102. Do not enter blanks, alphas or special
characters.
697-722 Blank 26 Enter blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled.
747-748 Blank 2 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-LTC
____________________________________________________________________
| Type of | | | Address| | |ZIP Code
| Payment |SSN of | Name of| of |City of| State | of
Blank|Indicator|Insured| Insured| Insured|Insured| Insured|Insured
____________________________________________________________________
544-546 547 548-556 557-596 597-636 637-676 677-678 679-687
____________________________________________________________________
Status of | | | State | Local | |
Illness | Date | | Income | Income | | Blank
Indicator | Certified | Blank | Tax | Tax | Blank| or CR/LF
(Optional)| (Optional)| | Withheld| Withheld | |
____________________________________________________________________
688 689-696 697-722 723-734 735-746 747-748 749-750
(10) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-MISC
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notification by IRS twice
(Optional) within three calendar years
that the payee provided an
incorrect name and/or TIN
combination; otherwise,
enter a blank.
545-546 Blank 2 Enter blanks.
547 Direct Sales 1 Enter a "1" (one) to
Indicator indicate sales of $5,000 or
(See Note.) more of consumer products to
a person on a buy-sell,
deposit-commission, or any
other commission basis for
resale anywhere other than
in a permanent retail
establishment. Otherwise,
enter a blank.
* NOTE: If reporting a direct sales indicator only, use Type of
Return "A" in Field Position 27, and Amount Code 1 in Field Position
28 of the Payer "A" Record. All payment amount fields in the Payee
"B" Record will contain zeros.
548-662 Blank 115 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-
MISC
____________________________________________________________________
Second | | | | | State | Local
TIN | | Direct | | Special | Income | Income
Notice | Blank | Sales | Blank| Data | Tax | Tax
(Optional)| | Indicator| | Entries | Withheld| Withheld
____________________________________________________________________
544 545-546 547 548-662 663-722 723-734 735-746
_____________________________________
Combined |
Federal/ | Blank
State | or CR/LF
Code |
_____________________________________
747-748 749-750
(11) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-MSA
Field
Position Field Title Length Description and Remarks
544 Blank 1 Enter blank.
545 Distribution 1 Required. Enter the
Code applicable code to indicate
the type of payment:
Code Category
1 Normal distribution
2 Excess contributions
3 Disability
4 Death distribution
other than code 6
(This includes
distributions to a
spouse, nonspouse, or
estate beneficiary in
the year of death and
to an estate after the
year of death.)
5 Prohibited transaction
6 Death distribution
after year of death to
a nonspouse
beneficiary (Do not
use for distribution
to an estate.)
546 Blank 1 Enter a blank.
547 Medicare+ Choice 1 Enter "1" (one) if
Indicator distributions are from a
Medicare+ Choice MSA.
Otherwise, enter a blank.
548-662 Blank 115 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Blank 2 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-MSA
____________________________________________________________________
| | | Medicare+ | |
| Distribution | | Choice MSA | | Special Data
Blank | Code | Blank | Indicator | Blank | Entries
____________________________________________________________________
544 545 546 547 548-662 663-722
___________________________________________________________
State | Local Income | |
Income Tax | Tax | Blank | Blank or
Withheld | Withheld | | CR/LF
___________________________________________________________
723-734 735-746 747-748 749-750
(12) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-OID
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notification by IRS twice
(Optional) within three calendar years
hat the payee provided an
incorrect name and/or TIN
combination; otherwise,
enter a blank.
545-546 Blank 2 Enter blanks.
547-585 Description 39 Required. Enter the CUSIP
number, if any. If there is
no CUSIP number, enter the
abbreviation for the stock
exchange and issuer, the
coupon rate, and year (must
be 4 digit year) of maturity
(e. g., NYSE XYZ 12 1/2
1999). Show the name of the
issuer if other than the
payer. If fewer than 39
characters are required,
left justify information and
fill unused positions with
blanks.
586-662 Blank 77 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1 For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-OID
____________________________________________________________________
Second | | | | | State
TIN | | | | Special | Income
Notice | Blank | Description |Blank | Data | Tax
(Optional) | | | | Entries| Withheld
____________________________________________________________________
544 545-546 547-585 586-662 663-722 723-734
_________________________________________________
Local | Combined |
Income | Federal/ | Blank
Tax | State | or CR/FL
Withheld | Code |
_________________________________________________
735-746 747-748 749-750
(13) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-PATR
Field
Position Field Title Length Description and Remarks
544 Second TIN 1 Enter "2" to indicate
Notice notification by IRS twice
(Optional) within three calendar years
that the payee provided an
incorrect name and/or TIN
combination; otherwise,
enter a blank.
545-662 Blank 118 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Combined 2 If this payee record is to
Federal/ be forwarded to a state
State agency as part of the
Code Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for 1099-PATR
____________________________________________________________________
Second | | | State | Local |Combined |
TIN | | Special| Income |Income |Federal/ | Blank
Notice | Blank | Data | Tax | Tax | State |or CR/LF
(Optional) | | Entries| Withheld|Withheld | Code |
____________________________________________________________________
544 545-662 663-722 723-734 735-746 747-748 749-750
(14) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-R
Field
Position Field Title Length Description and Remarks
544 Blank 1 Enter blank.
545-546 Distribution 2 Required. Enter at least
Code one distribution code from
(For a detailed the table below. More than
explanation of the one code may apply. If only
distribution codes one code is required, it
see the "1999 must be entered in position
Instructions for 545 and position 546 must be
Forms 1099, 1098, blank. A blank in position
5498, and W-2G.") 545 is not acceptable.
Position 545 must contain a
numeric code in all cases
except when using Code D, E,
F, G, H, J, L, M, P, or S.
Distribution Code A, when
applicable, must be entered
in position 546 with the
applicable numeric code in
position 545. When using
Code P for an IRA
distribution under section
408(d)(4) of the Internal
Revenue Code, the filer may
also enter Code 1 or 2, if
applicable. Only three
numeric combinations are
acceptable, Codes 8 and 1, 8
and 2, and codes 8 and 4, on
one return. These three
combinations can be used
only if both codes apply to
the distribution being
reported. If more than one
numeric code is applicable
to different parts of a
distribution, except the
three combinations mentioned
above, report two separate
"B" Records. Distribution
Codes E, F, and H cannot be
used with any other codes.
Distribution Code G may be
used with Distribution Code
4 only, if applicable.
Code Category
1 *Early distribution,
no known exception
(in most cases, under
age 59 1/2 )
2 *Early distribution,
exception applies [as
defined in section 72
(q), (t), or (v)]
(other than Codes 3 or
4)
3 *Disability
4 *Death (includes
payments to an estate
or other beneficiary)
5 *Prohibited transaction
6 Section 1035 exchange
(a tax-free exchange
of life insurance,
annuity, or endowment
contracts)
7 *Normal distribution
(Do not use if Code J
or M applies.)
8 *Excess contributions
plus earnings/excess
deferrals (and/or
earnings) taxable in
1999
9 PS 58 costs (premiums
paid by a trustee or
custodian for current
insurance protection)
A May be eligible for 5-
or 10-year tax option
D *Excess contributions
plus earnings/excess
deferrals taxable in
1997
E Excess annual
additions under
section 415
F Charitable gift annuity
G Direct rollover to IRA
H *Direct rollover to
qualified plan or tax-
sheltered annuity or
the distribution is
from a conduit IRA and
is made payable to the
trustee of or is
transferred to an
employer plan
J Distribution from a
Roth IRA. (This code
may be used with Code
1, 2, 3, 4, 5, 8, or
P.)
L Loans treated as
deemed distributions
under section 72(p)
M Distribution from an
education IRA (Ed IRA)
P *Excess contributions
plus earnings/excess
deferrals taxable in
1998 (See the
explanation for Code
8.)
R Recharacterized IRA
contribution (To
another type of IRA by
a trustee-to-trustee
transfer or with the
same trustee) (See
Note. )
S *Early distribution
from a SIMPLE IRA in
first 2 years, no
known exception (Do
not use Code S if Code
3 or 4 applies.)
*If reporting an IRA, SEP, or SIMPLE distribution, use the IRA/
SEP/SIMPLE Indicator of "1" (one) in position 548 of the Payee "B"
Record.
* Note: The trustee of the first IRA must report the
recharacterization as a distribution on Form 1099-R (and the original
contribution and its character on Form 5498).
547 Taxable Amount 1 Enter "1" (one) only if the
Not Determined taxable amount of the
Indicator payment entered for Payment
Amount Field 1 (Gross
distribution) of the "B"
Record cannot be computed;
otherwise, enter blank. [If
Taxable Amount Not
Determined Indicator is
used, enter "0" (zeros) in
Payment Amount Field 2 of
the Payee "B" Record.]
Please make every effort to
compute the taxable amount.
548 IRA/SEP/ 1 Enter "1" (one) for an IRA,
SIMPLE SEP, or SIMPLE; otherwise,
Indicator enter a blank. (See Note.)
If the IRA/SEP/SIMPLE
Indicator is used, enter the
amount of the distribution
in Payment Amount Field Aof
the Payee "B" Record. It is
not necessary to mark the
indicator for a distribution
from a Roth or education IRA
or for an IRA
recharacterization.
* NOTE: For Form 1099-R, generally, report the total amount
distributed from a traditional IRA, SEP, or SIMPLE in Payment Amount
Field A (IRA/SEP/SIMPLE Distribution), as well as Payment Amount
Field 1 (Gross Distribution) of the "B" Record. Refer to the " 1999
Instructions for Forms 1099, 1098, 5498, and W-2G" for exceptions
(Box 2a instructions).
549 Total 1 Enter a "1" (one) only if
Distribution the payment shown for Amount
Indicator Code 1 is a total
(See Note) distribution that closed out
the account; otherwise,
enter a blank.
* NOTE: A total distribution is one or more distributions within
one tax year in which the entire balance of the account is
distributed. Any distribution that does not meet this definition is
not a total distribution.
550-551 Percentage 2 Use this field when
of Total reporting a total
Distribution distribution to more than
one person, such as when a
participant is deceased and
a payer distributes to two
or more beneficiaries.
Therefore, if the percentage
is 100, leave this field
blank. If the percentage is
a fraction, round off to
the nearest whole number (for
example, 10.4 percent will
be 10 percent; 10.5 percent
will be 11 percent). Enter
the percentage received by
the person whose TIN is
included in positions 12-20
of the "B" Record. This
field must be right
justified, and unused
positions must be zero-
filled. If not applicable,
enter blanks. Filers need
not enter this information
for any IRA distribution or
for direct rollovers.
552-662 Blank 111 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. The state/payer's
state number, state
distribution, name of
locality, and/or local
distribution can be entered
in this field. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
field.
747-748 Combined 2 If this payee record is to
Federal/State be forwarded to a state
Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Code
Part A, Sec. 16, Table 1.
For those payers or states
not participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-R
____________________________________________________________________
| | Taxable | |
| | Amount Not | | Total
Blank | Distribution | Determined | IRA/SEP/SIMPLE| Distribution
| Code | Indicator | Indicator | Indicator
____________________________________________________________________
544 545-546 547 548 549
____________________________________________________________________
| | | State | Local |Combined|
Percentage | | Special| Income | Income | Federal| Blank
of Total |Blank | Data | Tax | Tax | State | or CR/LF
Distribution| | Entries| Withheld| Withheld| Code |
____________________________________________________________________
550-551 552-662 663-722 723-734 735-746 747-748 749-750
(15) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-S
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Property or 1 Required. Enter "1" (one) if
Services the transferor received or
Indicator will receive property (other
than cash and consideration
treated as cash in computing
gross proceeds) or services
as part of the consideration
for the property
transferred. Otherwise,
enter a blank.
548-555 Date of 8 Required. Enter the closing
Closing date in the format YYYYMMDD
(e.g., 1999 1022). Do not
enter hyphens or slashes.
* For dates with one-digit months (i. e., January-September)
or days (i. e., 1-9), enter a zero before the month or day. January
2, 1999, would be 19990102. Do not enter blanks, alphas or special
characters.
(15) Payee "B" Record -- Record Layout Positions 544-750 for Form
1099-S
556-594 Address or 39 Required. Enter the address
Legal of the property transferred
Description (including city, state, and
ZIP Code). If the address
does not sufficiently
identify the property, also
enter a legal description,
such as section, lot, and
block. For timber royalties,
enter "TIMBER." If fewer
than 39 positions are
required, left justify
information and fill unused
positions with blanks.
595-662 Blank 68 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Blank 2 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 1099-S
____________________________________________________________________
| Property | Date of | Address | | Special
Blank | or Services | Closing | or Legal | Blank | Data
| Indicator | | Description| | Entries
____________________________________________________________________
544-546 547 548-555 556-594 595-662 663-722
____________________________________________________________________
State | Local | |
Income | Income | Blank | Blank
Tax | Tax | | or CR/LF
Withheld | Withheld | |
____________________________________________________________________
723-734 735-746 747-748 749-750
* NOTE: When reporting Form 1099-S, the "B" Record will reflect
the seller/transferor information.
(16) Payee "B" Record -- Record Layout Positions 544-750 for Form
5498
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 IRA 1 Required, if applicable.
Indicator Enter "1" (one) if only
(Individual reporting a roll-over
Retirement (Amount Code 2) or Fair
Account) Market Value (Amount Code 4)
for an IRA. Otherwise, enter
a blank.
548 SEP 1 Required, if applicable.
Indicator Enter "1" (one) if only
(Simlified reporting roll-over (Amount
Employee Pension) Code 2) or Fair Market Value
(Amount Code 4) for a SEP.
Otherwise, enter a blank.
549 SIMPLE 1 Required, if applicable.
Indicator Enter "1" (one) if only
(Savings Incentive reporting a roll-over
Match Plan for (Amount Code 2) or Fair
Employees) Market Value (Amount Code 4)
for a SIMPLE. Otherwise,
enter a blank.
550 Roth 1 Required, if applicable.
IRA Indicator Enter "1" (one) if only
reporting a roll-over
(Amount Code 2) or Fair
Market Value (Amount Code 4)
for a Roth IRA. Otherwise,
enter a blank.
551 Recharacter- 1 Required, if applicable.
ization Enter "1" (one) if reporting
Indicator any recharacterization.
Otherwise, enter a blank.
552 Education 1 Required, if applicable.
IRA Indicator Enter "1" (one) if only
reporting a roll-over
(Amount Code 2) or Fair
Market Value (Amount Code 4)
for an Education IRA.
Otherwise, enter a blank.
553-662 Blank 110 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers contact the
state or local revenue
departments for filing
requirements. If this field
is not utilized, enter
blanks.
723-746 Blank 24 Enter blanks.
747-748 Combined 2 If this payee record is to
Federal/State be forwarded to a state
Code agency as part of the
Combined Federal/State
Filing Program, enter the
valid state code from Part
A, Sec. 16, Table 1. For
those payers or states not
participating in this
program, enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 5498
____________________________________________________________________
| | | | Roth |Recharater|Edu-
| IRA | SEP | SIMPLE | IRA |-ization |cation
Blank| Indicator| Indicator|Indicator| Indicator|Indicator |Indicator
____________________________________________________________________
544-546 547 548 549 550 551 552
___________________________________________________________
| | | Combined |
| Special | | Federal/ | Blank
Blank | Data | Blank | State | or CR/LF
| Entries | | Code |
___________________________________________________________
553-662 663-722 723-746 747-748 749-750
(17) Payee "B" Record -- Record Layout Positions 544-750 for Form
5498-MSA Information
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Medicare+ 1 Enter "1" for Medicare+
Choice Choice MSA.
Indicator
548-662 Blank 115 Enter blanks.
663-722 Special 60 This portion of the "B"
Data Record may be used to record
Entries information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements, If this
field is not utilized, enter
blanks.
723-748 Blank 26 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form 5498-MSA
____________________________________________________________________
| Medicare + | |Special Data | | Blank or
Blank | Choice MSA | Blank | Entries | Blank | CR/LF
| Indicator | | | |
____________________________________________________________________
544-546 547 548-662 663-722 723-748 749-750
(18) Payee "B" Record -- Record Layout Positions 544-750 for Form W-
2G
Field
Position Field Title Length Description and Remarks
544-546 Blank 3 Enter blanks.
547 Type of 1 Required. Enter the
Wager Code applicable type of wager
code from the table below:
Code Category
1 Horse race track (or
off-track betting of
a horse track nature)
2 Dog race track (or
off-track betting of
a dog track nature)
3 Jai-alai
4 State-conducted lottery
5 Keno
6 Bingo
7 Slot machines
8 Any other type of
gambling winnings
548-555 Date Won 8 Required. Enter the date of
the winning transaction in
the format YYYYMMDD (e. g.,
19991022 ). Do not enter
hyphens or slashes. This is
not the date the money was
paid, if paid after the date
of the race (or game).
* For dates with one-digit months (i.e., January-September) or
days (i.e., 1-9), enter a zero before the month or day. January 2,
1999, would be 19990102. Do not enter blanks, alphas or special
characters.
556-570 Transaction 15 Required. For state-
conducted lotteries, enter
the ticket or other
identifying number. For
keno, bingo, and slot
machines, enter the ticket
or card number (and color,
if applicable), machine
serial number, or any other
information that will help
identify the winning
transaction. For all others,
enter blanks.
571-575 Race 5 If applicable, enter the
race (or game) relating to
the winning ticket;
otherwise, enter blanks.
576-580 Cashier 5 If applicable, enter the
initials or number of the
cashier making the winning
payment; otherwise, enter
blanks.
581-585 Window 5 If applicable, enter the
window number or location of
the person paying the
winning payment; otherwise,
enter blanks.
586-600 First ID 15 For other than state
lotteries, enter the first
identification number of the
person receiving the winning
payment; otherwise, enter
blanks.
601-615 Second ID 15 For other than state
lotteries, enter the second
identification number of the
person receiving the
winnings; otherwise, enter
blanks.
616-662 Blank 47 Enter blanks.
663-722 Special Data 60 This portion of the "B"
Entries Record may be used to record
information for state or
local government reporting
or for the filer's own
purposes. Payers should
contact the state or local
revenue departments for
filing requirements. If this
field is not utilized, enter
blanks.
723-734 State Income 12 State income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting state tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
735-746 Local Income 12 Local income tax withheld is
Tax Withheld for the convenience of the
filers. This information
does not need to be reported
to IRS. The payment amount
must be right justified and
unused positions must be
zero-filled. If not
reporting local tax
withheld, this field may be
used as a continuation of
the Special Data Entries
Field.
747-748 Blank 2 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
Payee "B" Record -- Record Layout Positions 544-750 for Form W-2G
____________________________________________________________________
| Type of| | | | | |
Blank | Wager | Date | Trans- | Race | Cashier | Window| First ID
| Code | Won | action | | | |
____________________________________________________________________
544-546 547 548-555 556-570 571-575 576-580 581-585 586-600
____________________________________________________________________
| | Special | State | Local | | Blank
Second | Blank | Data | Income | Income | Blank | or CR/LF
ID | | Entries | Tax | Tax | |
| | | Withheld | Withheld| |
____________________________________________________________________
601-615 616-662 663-722 723-734 735-746 747-748 749-750
Section 11. End of Payer "C" Record -- General Field Descriptions and Record Layout
.01 The End of Payer "C" Record is a fixed record length of 750 positions. The control total fields are each 18 positions in length.
.02 The "C" Record consists of the total number of payees and the totals of the payment amount fields filed by a given payer and/ or a particular type of return. The "C" Record must be written after the last "B" Record for each type of return for a given payer. For each "A" Record and group of "B" Records on the file, there must be a corresponding "C" Record.
.03 In developing the "C" Record, for example, if a payer used Amount Codes 1, 3, and 6 in the "A" Record, the totals from the "B" Records would appear in Control Totals 1 (positions 16-33), 3 (positions 52-69), and 6 (positions 106-123) of the "C" Record. In this example, positions 34-51, 70-105, and 124-231 would be zero filled. Positions 232-748 would be blank filled.
.04 Payers/Transmitters should verify the accuracy of the totals since data with missing or incorrect "C" Records will be returned for replacement.
Record Name: End of Payer "C" Record
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "C."
2-9 Number of 8 Required. Enter the total
Payees number of "B" Records
covered by the preceding "A"
Record. Right justify
information and fill unused
positions with zeros.
10-15 Blank 6 Enter blanks.
16-33 Control 18 Required. Accumulate totals
Total 1 of any payment amount fields
in the "B" Record into the
appropriate control total
fields of the "C" Record.
34-51 Control 18 Control totals must be right
Total 2 justified and unused control
total fields zero-filled.
All control total fields are
18 positions in length.
52-69 Control 18
Total 3
70-87 Control 18
Total 4
88-105 Control 18
Total 5
106-123 Control 18
Total 6
124-141 Control 18
Total 7
142-159 Control 18
Total 8
160-177 Control 18
Total 9
178-195 Control 18
Total A
196-213 Control 18
Total B
214-231 Control 18
Total C
232-748 Blank 517 Enter blanks.
749-750 Blank 2 Enter blanks, or carriage
return/line feed (CR/LF)
characters.
End of Payer "C" Record -- Record Layout
____________________________________________________________________
| Number| |Control|Control|Control|Control|Control|Control
Record| of |Blank| Total | Total | Total | Total | Total | Total
Type | Payees| | 1 | 2 | 3 | 4 | 5 | 6
____________________________________________________________________
1 2-9 10-15 16-33 34-51 52-69 70-87 88-105 106-123
____________________________________________________________________
Control| Control| Control|Control| Control| Control| | Black
Total | Total | Total | Total | Total | Total | Blank| or CR/LF
7 | 8 | 9 | A | B | C | |
____________________________________________________________________
124-141 142-159 160-177 178-195 196-213 214-231 232-748 749-750
Section 12. State Totals "K" Record -- General Field Descriptions and Record Layout
.01 The State Totals "K" Record is a fixed record length of 750 positions. The control total fields are each 18 positions in length.
.02 The "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.
.03 The "K" Record will contain the total number of payees and the totals of the payment amount fields 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.
.04 In developing the "K" Record, for example, if a payer used Amount Codes 1, 3, and 6 in the "A" Record, the totals from the "B" Records coded for this state would appear in Control Totals 1, 3, and 6 of the "K" Record.
.05 There must be a separate "K" Record for each state being reported.
.06 Refer to Part A, Sec. 16, for the requirements and conditions that must be met to file via this program.
(1) State Totals "K" Record -- Record Layout Forms 1099-DIV, 1099-G,
1099-INT, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, and 5498
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "K."
2-9 Number of 8 Required. Enter the total
Payees number of "B" Records being
coded for this state. Right
justify information and fill
unused positions with zeros.
10-15 Blank 6 Enter blanks.
16-33 Control 18 Required. Accumulate totals
Total 1 of any payment amount fields
in the "B" Records for each
state being reported into
the appropriate control
total fields of the
appropriate "K" Record.
34-51 Control 18 Control totals must be right
Total 2 justified and unused control
total fields zero-filled.
All control total fields are
fields are 18 positions in
52-69 Control 18 length
Total 3
70-87 Control 18
Total 4
88-105 Control 18
Total 5
106-123 Control 18
Total 6
124-141 Control 18
Total 7
142-159 Control 18
Total 8
160-177 Control 18
Total 9
178-195 Control 18
Total A
196-213 Control 18
Total B
214-231 Control 18
Total C
232-706 Blank 475 Enter blanks.
707-724 State Income 18 State income tax withheld
Tax Withheld totals is for the
Total convenience of the filers.
Aggate totals of the state
income tax withheld field in
the Payee "B" Record;
otherwise, enter blanks.
725-742 Local Income 18 Local income tax withheld
Tax Withheld totals is for the
Total convenience of the filers.
Aggregate totals of the
local income tax withheld
field in the Payee "B"
Record; otherwise, enter
blanks.
743-746 Blank 4 Enter blanks.
747-748 Combined 2 Required. Enter the code
Federal/ assigned to the state which
State Code is to receive the
information. (Refer to Part
A, Sec. 16, Table 1.)
749-750 Blank 2 Enter blanks or carriage
return/line feed (CR/LF)
characters.
State Totals "K" Record -- Record Layout Forms 1099-DIV, 1099-G,
1099-INT, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, and 5498
____________________________________________________________________
|Number| |Control|Control|Control|Control|Control| Control
Record| of |Blank| Total | Total | Total | Total| Total | Total
Type |Payees| | 1 | 2 | 3 | 4 | 5 | 6
____________________________________________________________________
1 2-9 10-15 16-33 34-51 52-69 70-87 88-105 106-123
____________________________________________________________________
Control | Control | Control | Control | Control | Control
Total | Total | Total | Total | Total | Total
7 | 8 | 9 | A | B | C
____________________________________________________________________
124-141 142-159 160-177 178-195 196-213 214-231
____________________________________________________________________
| State | Local | | |
| Income | Income | | Combined |
Blank | Tax | Tax | Blank| Federal/State| Blank
| Withheld | Withheld| | Code | or CR/LF
____________________________________________________________________
232-706 707-724 725-742 743-746 747-748 749-750
Section 13. End of Transmission "F" Record -- General Field Descriptions
and Record Layout
.01 The End of Transmission "F" Record is a fixed record length of 750 positions. The "F" Record is a summary of the number of payers in the entire file.
.02 This record should be written after the last "C" Record (or last "K" Record, when applicable) of the entire file.
Record Name: End of Transmission "F" Record
Field
Position Field Title Length Description and Remarks
1 Record Type 1 Required. Enter "F."
2-9 Number of 8 Enter the total number of
"A" Records Payer "A" Records in the
entire file (right justify
and zero fill) or enter all
zeros.
10-30 Zero 21 Enter zeros.
31-748 Blank 718 Enter blanks.
749-750 Blank 2 Enter blanks or carriage
return/line feed (CR/LF)
characters.
End of Transmission "F" Record -- Record Layout
______________________________________________________________
Record | Number of | | | Blank
Type | "A" Records | Zero | Blank | or CR/LF
______________________________________________________________
1 2-9 10-30 31-748 749-750
.01 IRS/MCC is in the process of upgrading all of its hardware and software for electronic filing. Effective October 31, 1999, the Information Reporting Program-Bulletin Board System (IRP-BBS) and 3780 bisynchronous electronic filing systems will be discontinued. Starting November 1, 1999, users will be able to access the new electronic system via analog and ISDN BRI connections. Bisynchronous electronic filing will no longer be supported. The new system is designed to support the electronic filing of information returns only. The new telephone number for electronic filing is (1-304-262- 2400). Publications and forms will no longer be electronically available from MCC. Users needing the publications and forms no longer available on the IRP-BBS will need to download them from the IRS's Internet Web Site at www. irs. ustreas. gov or order them by calling 1-800-TAX-FORM (1-800-829-3676).
Section 2. Advantages of Filing Electronically
Some of the advantages of filing electronically are as follows:
(1) Notification within 1-2 workdays as to the acceptability of the data transmitted.
(2) Later due dates than magnetic media or paper for electronically filed Forms 1099, 1098, and W-2G (refer to Part A, Section 10.01).
(3) Allowing more attempts than magnetic media filing to correct bad files before imposing penalties. (Refer to Part C, Section 6.05).
(4) Better customer service due to on-line availability of transmitters files for research purposes.
(5) Additional 45 days for testing -- November 1, 1999, to January 31, 2000, instead of November 1, 1999, through December 15, 1999.
Section 3. General
.01 Electronic filing of Forms 1098, 1099, 5498, and W-2G, originals, corrections, and replacements of information returns is offered as an alternative to magnetic media (tape, tape cartridge, or diskette) or paper filing, but is not a requirement. Transmitters filing electronically will fulfill the magnetic media requirements for those payers who are required to file magnetically. It may also be used by payers who are under the filing threshold requirement, but would prefer to file their information returns this way. If the original file was sent magnetically, but was returned for replacement, the replacement may be transmitted electronically. Also, if the original file was submitted via magnetic media, any corrections may be transmitted electronically.
.02 The electronic filing of information returns is not affiliated with the Form 1040 electronic filing program. These two programs are totally independent, and filers must obtain separate approval to participate in each of them. All inquiries concerning the electronic filing of information returns should be directed to IRS/MCC. IRS/MCC personnel cannot answer questions or assist taxpayers in the filing of Form 1040 tax returns. Filers with questions of this nature will be directed to the Customer Service toll-free number (1-800-829-1040) for assistance.
.03 Files submitted to IRS/MCC electronically must be in standard ASCII code. No magnetic media or paper forms are to be submitted with the same information as the electronically submitted file.
.04 If a request for extension is approved, transmitters who file electronically will be granted an extension of time to file. Part A, Sec. 11, explains procedures for requesting extensions of time. Filers are encouraged to file their data as soon as possible.
.05 The formats of the "T", "A", "B", "C", "K", and "F" Records are the same for electronically filed records as they are for 3 1/2- inch diskettes, tapes, and tape cartridges, and must be in standard ASCII code. For electronically filed documents, each transmission is considered a separate file; therefore, each transmission must begin with a Transmitter "T" Record and end with an End of Transmission (EOT) "F" Record.
Section 4. Electronic Filing Approval Procedure
.01 Filers must obtain, or already have, a Transmitter Control Code (TCC) assigned prior to submitting their files electronically. (Filers who currently have a TCC for magnetic media filing do not have to request a second TCC for electronic filing.) Refer to Part A, Sec. 7, for information on how to obtain a TCC.
.02 Once a TCC is obtained, electronic filers assign their own passwords and do not need prior or special approval.
.03 With all passwords, it is the user's responsibility to remember the password and not allow the password to be compromised. Passwords are user assigned at first logon and are up to 8 alpha/ numerics, which are case sensitive. However, if filers do forget their password, call 304-263-8700 for assistance.
* Note: Passwords are case sensitive.
Section 5. Test Files
.01 Filers are not required to submit a test file; however, the submission of a test file is encouraged for all electronic filers because of the new hardware and software. If filers wish to submit an electronic test file for Tax Year 1999 (returns to be filed in 2000), it must be submitted to IRS/MCC no earlier than November 1, 1999, and no later than January 31, 2000.
.02 If a filer encounters problems while transmitting the electronic test files, contact IRS/MCC for assistance.
.03 Filers can verify the status of their transmitted test data by dialing the electronic filing system phone number (1-304-262-2400). This information will be available within 1-2 workdays after their transmission is received by IRS/MCC.
.04 A test file is required from filers who want approval for the Combined Federal/State Filing Program. See Part A, Sec. 16, for further details.
Section 6. Electronic Submissions
.01 Electronically filed information may be submitted to IRS/MCC 24 hours a day, 7 days a week. Technical assistance will be available Monday through Friday between 8: 30 a. m. and 4: 30 p. m. Eastern Time by calling 304-263-8700.
.02 Do not transmit data electronically from December 28, 1999, through January 5, 2000. This will allow time for IRS/MCC to update their system to reflect current year changes.
.03 Data compression is encouraged when submitting information returns electronically. MCC has the ability to decompress files created using several popular software compression programs such as ARC, COMPRESS, LHARC, and PKZIP.
The time required to transmit information returns electronically will vary depending on the modem speed and the type of data compression used, if any. The time required to transmit a file can be reduced by as much as 95 percent by using software compression and hardware compression.
The following are actual transmission rates achieved in test uploads at MCC using compressed files. The actual transmission rates will vary depending on the modem speeds.
Transmission Speed
in bps 1000 Records 10,000 Records 100,000 Records
19.2K 34 Sec. 6 Min. 60 Min.
56K 20 Sec. 3 1/2 Min. 33 Min.
128K (ISDN) 8 Sec. 1 Min. 10 Min.
.04 Files submitted electronically will be assigned a unique filename by the IRS system (the users may name files anything they choose from their end). The IRS assigned filename will consist of, submission type [TEST, ORIG (original), CORR (correction), and REPL (replacement)], the filer's TCC and a four digit number sequence. The sequence number will be incremented for every file sent. For example, if it is your first original file for the calendar year and your TCC is 44444, the IRS assigned filename would be ORIG. 44444.0001. Record the filename. This information will be needed by MCC in order to identify the file, if assistance is required, and to complete Form 4804.
.05 If a file was submitted timely and is bad, the filer will have up to 60 days from the day the file was uploaded or 4 replacement attempts to transmit an acceptable file. If an acceptable file is not received after 60 days or within 4 replacement attempts, then the payer could be subject to late filing penalties. This only applies to files originally sent electronically.
.06 Filers are advised not to resubmit an entire file if records were omitted from the original transmission. This will result in duplicate filing. A new file should be sent consisting of the records that had not previously been submitted.
.07 The TCC in the Transmitter "T" Record must be the TCC used to transmit the file; otherwise, the file will be considered in error.
Section 7. Transmittal Requirements
.01 The results of the electronic transmission will be available in the File Status area of the electronic system within 1- 2 workdays; however, no further processing will occur until the signed Form 4804 is received. The Form 4804 must be postmarked by the due date of the return. No return is considered filed until a Form 4804 is received by IRS/MCC.
.02 Form 4804 can be ordered by calling the IRS toll-free forms and publication order number 1-800-TAX-FORM (1-800-829-3676), or it may be computer-generated. It may also be obtained from the IRS's Internet Web Site at www.irs.ustreas.gov. If a filer chooses to computer-generate Form 4804, all of the information contained on the original form, including the affidavit, must also be contained on the computer-generated form.
.03 The TCC used in the Transmitter "T" Record is the TCC which must appear on the transmittal Form 4804.
.04 Forms 4804 may be mailed to the following address:
If by Postal Service, air or truck freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Attn: Electronic Filing Coordinator
230 Murall Drive
Kearneysville, WV 25430
Please indicate on the envelope the following message:
CONTAINS FORM 4804 INFORMATION -- NO MAGNETIC MEDIA
Section 8. Electronic Filing Specifications
.01 The Electronic Filing System is designed exclusively for the filing of Forms 1099, 1098, 5498, and W2-G.
.02 A transmitter must have a TCC before a file can be transmitted. If you have a TCC for magnetic media filing, that TCC can also be used for electronic filing.
.03 Filers can determine the acceptability of files submitted by checking the file status area of the system. These reports will be available on the electronic system in 1-2 workdays after the transmission is received by IRS/MCC.
.04 Contact the Electronic Filing System by dialing 304-262- 2400. This number supports analog connections from 1200bps to 56Kbps or ISDN BRI 128Kbps connections. The system can be accessed via Dial- up network/web browser or a communications software package such as Hyperterminal, Procomm, PCAnywhere, etc. The Dial-up network/web browser will provide an Internet-like look without going through the Internet (point to point). If you do not have this capability, a text interface will be provided that can be accessed via typical communications software and will perform similar to the former IRP- BBS.
Section 9. Dial-up Network/Browser Specifications (Web Interface)
.01 Due to the large number of communication products available, it is impossible to provide specific information on a particular software package or hardware configuration. Filers should contact their software or hardware supplier for assistance. Your browser will need to be capable of file uploads (i. e., Internet Explorer 4.0, Netscape Navigator 2.0 or higher). The following are some general instructions (many of these settings may already be set by default in your software):
.02 Dial-up network settings:
(a) Set dial-up server type to PPP
(b) Set network protocol to TCP/IP
(c) Enable software compression
(d) Enable PPP LCP extensions
.03 Browser settings:
(a) Set to receive "cookies"
(b) Enable JavaScript or Jscript
(c) Browser must be capable of file uploads (i. e., Internet Explorer 4.0, Netscape 2.0 or higher)
(d) Enter the URL address of http://10.225.224.2
Section 10. Communication Software Specifications (Text Interface)
.01 Communications software settings should be:
- No parity
- Eight data bits
- One stop bit
- Full duplex
Section 11. Modem Configuration
.01 Hardware features
(a) Enable hardware flow control
(b) Enable modem error control
(c) Enable modem compression
Section 12. Logon Procedures
.01 The first time you log on to the electronic system, you will need to create a new account. After completing the registration information, you will be prompted for a user name and password. Passwords are assigned by the user at first logon and are up to 8 alpha/numerics which are case sensitive. Remember your exact user name and password for future reference. If you forget your user name and/or password, call IRS/MCC at 304-263-8700 for assistance.
.02 Once you are an established user, select the logon option and then you will be prompted for your logon name and password. Once you have entered this information, you will be at the Main Menu. Select one of the following options:
(a) Electronic Filing -- this option will allow you to send your files and provide us with current mailing address information in case we need to send any correspondence.
(b) File Status -- this option will display the results of your file transfer and will be posted in this area after 1-2 business days.
Section 13. Common Problems Associated with Electronic Filing
.01 Refer to Part A, Sec. 19, for common format errors associated with magnetic/electronic files.
.02 The following are the major non-format errors associated with electronic filing:
1. No Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically.
Even though you have sent your information returns electronically, you still need to mail a signed Form 4804 by the due date of the return. See Part C, Sec. 7.04, for the mailing address.
2. Transmitter does not dial back to the electronic system to determine file acceptability.
Within 1-2 business days, the results of your file transmission will be posted under the option called File Status. It is very important that you check this option because if your file is bad and we do not receive a timely replacement, you could be subject to a late filing penalty.
3. Transmitter compresses several files into one.
Only compress one file at a time. For example, if you have 10 uncompressed files to send, compress each file separately and send 10 separate compressed files.
4. Transmitter sends a file and File Status indicates that the file is good, but the transmitter wants to send a replacement or correction file to replace the original/correction/replacement file.
Once a file has been transmitted, you cannot send a replacement file unless File Status indicates the file is bad (1-2 business days after file was transmitted). If you do not want us to process the file, you must first contact us at 304-263-8700 to see if this is a possibility. However, this will count as a replacement. (See Part A. Sec. 17, for the definition of replacement.)
5. Transmitter sends an original file that is good, then sends a correction file for the entire file even though there are only a few changes.
The correction file, containing the proper coding, should only contain the records needing correction, not the entire file.
6. File is formatted as EBCDIC.
All files submitted electronically must be in standard ASCII code.
Part D. Magnetic/Electronic Specifications For Extensions of Time
Section 1. General
.01 The specifications in Part D include the required 200-byte record format for extensions of time to file requests submitted magnetically or electronically. Also included are the instructions for the information that is to be entered in the record. Filers are advised to read this section in its entirety to ensure proper filing.
.02 Only filers who have been assigned a Transmitter Control Code may request an extension of time magnetically or electronically. If you meet the threshold of more than 50 payers when requesting an extension but are below the 250 documents threshold, you must still submit a Form 4419, Application for Filing Information Returns Magnetically/Electronically. Requests for extensions of time may be made for Forms 1098, 1099, 5498, W-2G, W-2, 1042-S and 8027.
.03 For Tax Year 1999 (returns due to be filed in 2000 ), transmitters requesting an extension of time to file for more than 50 payers (not payees) are required to file the extension request magnetically or electronically. Transmitters requesting an extension of time for 10 to 50 payers (not payees) are encouraged to file the request magnetically or electronically. The request may be filed on tape, tape cartridge, 3 1/2-inch diskette, or electronically.
.04 For extension requests filed on magnetic media, the transmitter must mail the completed, signed Form 8809, Request for Extension of Time To File Information Returns, in the same package as the corresponding media or fax it to 304-264-5602. For extension requests filed electronically, the transmitter must FAX the Form 8809 the same day the transmission is made.
.05 Transmitters submitting an extension of time magnetically or electronically should not submit a list of payer names and TINs with the Form 8809 since this information is included on the magnetic or electronic file. However, Line 6 of the Form 8809 must be completed with the total number of records included on the magnetic media or electronic file.
.06 To be considered, an extension request must be postmarked or transmitted by the due date of the returns; otherwise, the request will be denied.
.07 A magnetically-filed request for an extension of time should be sent using the following address:
If by Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Attn: Extension of Time Coordinator
240 Murall Drive
Kearneysville, WV 25430
* NOTE: Due to the large volume of mail received by IRS/MCC and the time factor involved in processing the Form 8809, it is imperative that the attention line be present on all envelopes or packages containing Extension of Time (EOT) requests.
.08 Requests for extensions of time to file postmarked by the United States Postal Service on or before the due date of the returns, and delivered by United States mail to the IRS/MCC after the due date, are treated as timely under the "timely mailing as timely filing" rule. A similar rule applies to designated private delivery services (PDSs). See Part A, Sec. 10, for more information on PDSs. For requests delivered by a designated PDS, but through a non-designated service, the actual date of receipt by IRS/MCC will be used as the filing date.
.09 Transmitters who submit their extensions of time requests magnetically or electronically will receive a letter from IRS/MCC with an attached list of the payers, based on information contained in the file, specifying approval and/or denial.
.10 Do not submit tax year 1999 extensions of time to file requests on magnetic media before January 1, 2000 or electronically before January 6, 2000.
.11 Filers may request an extension of time as soon as they are aware that an extension is necessary but not later than the due date of the return. It will take a minimum of 30 days for IRS/MCC to respond to an extension request. Under certain circumstances a request for an extension of time could be denied. In such cases, the transmitter receives a denial letter. When this denial letter is received, the transmitter has 20 days to provide the additional or necessary information and resubmit the extension request to IRS/MCC.
.12 Each piece of magnetic media must have an external media label containing the following information:
(a) Transmitter name
(b) Transmitter Control Code (TCC)
(c) Tax year
(d) The words "Extension of Time"
(e) Record count
.13 A request for an extension of time to file is not automatically granted. Approval or denial is dependent on information provided on the Form 8809. If the Form 8809 is not completed properly, processing may be delayed or the request may be denied.
.14 If the first request for an extension of time to file was submitted magnetically or electronically, additional extension requests should be submitted in the same manner.
.15 If an additional extension of time is needed, a second Form 8809 and file may be submitted before the end of the initial extension period with a postmark reflecting the date mailed. Line 7 on the form should be checked to indicate that the original extension has been received and the additional extension is being requested.
.16 See Part A, Sec. 11, for complete information on requesting an extension of time to file information returns. If there are additional questions or concerns, contact IRS/MCC.
Section 2. Magnetic Tape, Tape Cartridge, 8mm, 4mm and QIC (Quarter Inch Cartridge), 3 1/2-inch Diskette and Electronic Specifications
.01 Tape specifications are as follows:
(a) 9 track.
(b) EBCDIC (Extended Binary Coded Decimal Interchange Code) or ASCII (American Standard Coded Information Interchange) recording mode.
(c) 1600 or 6250 BPI.
(d) A block must not exceed 32,600 tape positions and must be a multiple of 200.
(e) Record length of 200 bytes.
(f) Labeled or unlabeled tapes may be submitted.
.02 Tape cartridge specifications are as follows:
(a) Must be IBM 3480, 3490, or AS400 compatible.
(b) Must meet American National Standard Institute (ANSI) standards and have the following characteristics:
(1) Tape cartridges will be 1/2 -- inch tape contained in plastic cartridges which are approximately 4-inches by 5-inches by 1-inch in dimension.
(2) Magnetic tape will be chromium dioxide particle based 1/2-inch tape.
(3) Cartridges will be 18-track or 36-track parallel. Indicate on the external media label if the tape cartridge is 18- or 36-track.
(4) Mode will be full function.
(5) The data may be compressed using EDRC (Memorex) or IDRC (IBM) compression.
(6) Either EBCDIC or ASCII.
(c) A block must not exceed 32,600 tape positions and must be a multiple of 200.
(d) Record length of 200 bytes.
(e) Labeled or unlabeled tape cartridges may be submitted.
.03 8mm, 4mm, and Quarter Inch Cartridge Specifications
(a) In most instances, IRS/MCC can process 8mm tape cartridges that meet the following specifications:
(1) Must meet American National Standard Institute (ANSI) standards, and have the following characteristics:
(a) Created from an AS400 operating system only.
(b) 8mm (. 315-inch) tape cartridges will be 2 1/4-inch by 3 1/4-inch.
(c) The 8mm tape cartridges must meet the following specifications:
Tracks Density Capacity
1 20 (43245 BPI) 2.5 Gb
1 21 (45434 BPI) 5 Gb
(d) Mode will be full function.
(e) Compressed data is not acceptable.
(f) Either EBCDIC (Extended Binary Coded Decimal Interchange Code) or ASCII (American Standard Coded Information Interchange) may be used. However, IRS/MCC encourages the use of EBCDIC. This information must appear on the external media label affixed to the cartridge.
(g) A file may consist of more than one cartridge; however, no more than 250,000 documents may be transmitted per file or per cartridge. The filename, for example; IRSEOT, will contain a three digit extension. The extension will indicate the sequence of the cartridge within the file, 1 of 3, 2 of 3, or 3 of 3, and would appear in the header label IRSEOT. 001, IRSEOT. 002, and IRSEOT. 003 on each cartridge of the file.
(2) The 8mm (.315-inch) tape cartridge records defined in this revenue procedure may be blocked subject to the following:
(a) A block must not exceed 32,600 tape positions.
(b) If the use of blocked records would result in a short block, all remaining positions of the block must be filled with 9's; however, the last block of the file may be filled with 9's or truncated. Do not pad a block with blanks.
(c) All records, except the header and trailer labels, may be blocked or unblocked. A record may not contain any control fields or block descriptor fields which describe the length of the block or the logical records within a block. The number of logical records within a block (the blocking factor) must be constant in every block with the exception of the last block which may be shorter (see item (b) above). The block length must be evenly divisible by 200.
(d) Various SAVE commands have been successful, however, the SAVE OBJECT COMMAND is not acceptable.
(e) Records may not span blocks.
(3) For faster processing, IRS/MCC encourages transmitters to use header labeled cartridges. IRSEOT may be used as a suggested filename.
(4) For the purposes of this revenue procedure, the following must be used:
Tape Mark:
(a) Signifies the physical end of the recording on tape.
(b) For even parity, use BCD configuration 001111 (8421).
(c) May follow the header label and precede and/or follow the trailer label.
(5) IRS/MCC can only read one data file on a tape. A data file is a group of records which may or may not begin with a tapemark, but must end with a trailer label. Any data beyond the trailer label cannot be read by IRS programs.
(a) 4mm (. 157-inch) cassettes are now acceptable with the following specifications:
(1) 4mm cassettes will be 2 1/4-inch by 3-inch.
(2) The tracks are 1 (one).
(3) The density is 19 (61000 BPI).
(4) The typical capacity is DDS (DAT data storage) at 1.3 Gb or 2 Gb, or DDS-2 at 4 Gb.
(5) The general specifications for 8mm cartridges will also apply to the 4mm cassettes.
(b) Various Quarter Inch Cartridges (QIC) (1/4-inch) are also acceptable.
(1) QIC cartridges will be 40 by 60.
(2) QIC cartridges must meet the following specifications:
Size Tracks Density Capacity
QIC-24 8/9 5 (8000 BPI) 45Mb or 60Mb
QIC-120 15 15 (10000 BPI) 120Mb or 200Mb
QIC-150 18 16 (10000 BPI) 150Mb or 250Mb
QIC-525 26 17 (16000 BPI) 525Mb
QIC-1000 30 21 (36000 BPI) 1Gb
QIC-2Gb 42 34 (40640 BPI) 2Gb
(3) The general specifications that apply to 8mm cartridges will also apply to QIC cartridges.
.04 Diskette specifications are as follows:
(a) 3 1/2-inches in diameter.
(b) ASCII recording mode only. Additional specifications may be found in Part B, Sec. 5, of this revenue procedure.
(c) Record length of 200 bytes.
(d) Diskettes must be created using the MS-DOS operating system.
(e) Filename of IRSEOT must be used. No other filenames are acceptable. If a file will consist of more than one diskette, the filename IRSEOT will contain a three- digit extension. This extension will indicate the sequence of the diskettes within the file. For example, the first diskette will be named IRSEOT. 001, the second diskette will be name IRSEOT. 002, etc.
(f) Delimiter character commas (,) or quotes (` ') must not be used.
(g) Positions 199 and 200 of each record have been reserved for use as carriage return/line feed (cr/lf) characters, if applicable.
.05 Electronic Filing specifications (See Note.)
(a) A transmitter must have a Transmitter Control Code (TCC).
(b) Filers can determine the acceptability of files submitted by checking the file status area of the system. These reports will be available on the electronic system within 5 business days if the Form 8809 is received timely by IRS/MCC.
* Note: See Part C, Electronic Filing Specifications, for detailed information on filing with IRS/MCC electronically.
Section 3. Record Layout
.01 Positions 6 through 185 of the following record should contain information about the payer for whom the extension of time to file is being requested. Do not enter transmitter information in these fields. Only one TCC may be present in a file.
Record Layout for Extension of Time
Field
Position Field Title Length Description and Remarks
1-5 Transmitter 5 Required. Enter the five
Control Code digit Transmitter Control
Code (TCC) issued by IRS.
Only one TCC per file is
acceptable.
6-14 Payer TIN 9 Required. Must be the valid
nine-digit EIN/SSN
assigned to the payer. Do
not enter blanks, hyphens or
alpha characters. All
zeros, ones, twos, etc. will
have the effect of an
incorrect TIN. For foreign
entities that are not
required to have a TIN, this
field may be blank; however,
the Foreign Entity
Indicator, position 187,
must be set to "X."
15-54 Payer Name 40 Required. Enter the name of
the payer whose TIN appears
in positions 6-14. Left
justify information and fill
unused positions with
blanks.
55-94 Second Payer 40 If additional space is
needed this field may be
used to continue name line
information (e. g., c/o
First National Bank);
otherwise, enter blanks.
95-134 Payer Address 40 Required. Enter the payer's
address. Street address
should include number,
street, apartment or suite
number (or P. O. Box if mail
is not delivered to a street
address).
135-174 Payer City 40 Required. Enter the payer's
city, town, or post office.
175-176 Payer State 2 Required. Enter the payer's
valid U. S. Postal Service
state abbreviation. (Refer
to Part A, Sec. 18.)
177-185 Payer ZIP 9 Required. Enter the payer's
Code ZIP Code. If using a five-
digit ZIP Code, left justify
information and fill unused
positions with blanks.
186 Document 1 Required. Enter the document
Indicator for which you are requesting
(See Note) an extension of time using
the following code:
Code Document
1 W-2
2 1098, 1098-E, 1098-T,
1099-A, 1099-B, 1099-
C, 1099-DIV, 1099-G,
1099-INT, 1099-LTC,
1099-MISC, 1099-MSA,
1099-OID, 1099-PATR,
1099-R, 1099-S, or W-
2G
3 5498
4 1042-S
5 REMIC Documents
(1099-INT or 1099-
OID)
6 5498-MSA
* Note: Do not enter any other values in this field. Submit a separate record for each document. For example, if you are requesting an extension for Form 1099-INT and Form 5498 for the same payer, submit one record with "2" coded in this field and another record with "3" coded in this field. If you are requesting an extension for Form 1099-DIV and Form 1099-MISC for the same payer, submit one record with "2" coded in this field.
187 Foreign 1 Enter character "X" if the
Entity payer is a foreign entity.
Indicator
188-198 Blank 11 Enter blanks.
199-200 Blank 2 Enter blanks. Diskette
filers may code the ASCII
carriage return/line feed
(CR/LF) characters.
Extension of Time Record Layout
____________________________________________________________________
Transmitter| | | Second | | |
Control | Payer | Payer | Payer | Payer | Payer | Payer
Code | TIN | Name | Name | Address | City | State
____________________________________________________________________
1-5 6-14 15-54 55-94 95-134 135-174 175-176
_______________________________________________________
Payer | | Foreign | |
ZIP | Document | Entity | Blank | Blank
Code | Indicator| Indicator | | or CR/LF
_______________________________________________________
77-185 186 187 188-198 199-200
Part E. Miscellaneous Information
Section 1. Addresses for Martinsburg Computing Center
To submit an application to file, correspondence, and magnetic media files, use the following:
Mailing by U. S. Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
230 Murall Drive
Kearneysville, WV 25430
To submit magnetically filed and paper extension of time requests and waiver request (forms), use the following address:
Mailing by U. S. Postal Service, truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Attn: Extension of Time Coordinator
240 Murall Drive
Kearneysville, WV 25430
Section 2. Telephone Numbers for Contacting IRS/MCC
Information Reporting Program Call Site: 304-263-8700
Between 8: 30 a.m.
and 4: 30 p. m. Eastern Time
Monday through Friday
Electronic Filing 1-304-262-2400
Telecommunication Device for the Deaf (TDD): 304-267-3367
Information Returns FAX Machine: 304-264-5602
HOURS OF OPERATION --
24 HOURS A DAY
7 DAYS A WEEK
This is the end of Publication 1220 for Tax Year 1999.
- Institutional AuthorsInternal Revenue Service
- Cross-Reference
Rev. Proc. 98-35, 1998-21 IRB 6
- Code Sections
- Subject Areas/Tax Topics
- Index Termsfiling, electronic
- Jurisdictions
- LanguageEnglish
- Tax Analysts Document NumberDoc 1999-25772 (84 original pages)
- Tax Analysts Electronic Citation1999 TNT 154-6