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IRS RELEASES ELECTRONIC AND MAGNETIC MEDIA FILING REQUIREMENTS.

AUG. 2, 1999

Rev. Proc. 99-29; 1999-2 C.B. 138

DATED AUG. 2, 1999
DOCUMENT ATTRIBUTES
  • Institutional Authors
    Internal Revenue Service
  • Cross-Reference

    Rev. Proc. 98-35, 1998-21 IRB 6

  • Code Sections
  • Subject Areas/Tax Topics
  • Index Terms
    filing, electronic
  • Jurisdictions
  • Language
    English
  • Tax Analysts Document Number
    Doc 1999-25772 (84 original pages)
  • Tax Analysts Electronic Citation
    1999 TNT 154-6
Citations: Rev. Proc. 99-29; 1999-2 C.B. 138

Superseded by Rev.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.)

 

FOOTNOTE TO TABLE

 

 

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.
DOCUMENT ATTRIBUTES
  • Institutional Authors
    Internal Revenue Service
  • Cross-Reference

    Rev. Proc. 98-35, 1998-21 IRB 6

  • Code Sections
  • Subject Areas/Tax Topics
  • Index Terms
    filing, electronic
  • Jurisdictions
  • Language
    English
  • Tax Analysts Document Number
    Doc 1999-25772 (84 original pages)
  • Tax Analysts Electronic Citation
    1999 TNT 154-6
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