IRS PUBLISHES ELECTRONIC AND MAGNETIC MEDIA SPECS FOR 1994 RETURNS.
Rev. Proc. 94-43; 1994-2 C.B. 571
- Institutional AuthorsInternal Revenue Service
- Code Sections
- Subject Areas/Tax Topics
- Index Termsfiling, electronic
- Jurisdictions
- LanguageEnglish
- Tax Analysts Electronic Citation94 TNT 129-11
Superseded by Rev. Proc. 95-29
Rev. Proc. 94-43
NOTE: Use this revenue procedure to prepare tax year 1994 information returns for submission to Internal Revenue Service (IRS) using any of the following:
-- Magnetic Tape
-- Tape Cartridge
-- 5 1/4-inch Diskette
-- 3 1/2-inch Diskette
-- 8-inch Diskette
-- Electronic Filing
-- (Bisynchronous)
-- (Asynchronous)
Please read this publication carefully. Persons or businesses required to file information returns may be subject to penalties for failure to file or failure to include 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 1994)
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
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. 5 1/4-INCH AND 3 1/2-INCH DISKETTE SPECIFICATIONS
SECTION 5. PAYER/TRANSMITTER "A" RECORD--GENERAL FIELD
DESCRIPTIONS
SECTION 6. PAYER/TRANSMITTER "A" RECORD--RECORD LAYOUT
SECTION 7. PAYEE "B" RECORD--GENERAL FIELD DESCRIPTIONS AND
RECORD LAYOUTS
SECTION 8. END OF PAYER "C" RECORD--RECORD LAYOUT
SECTION 9. STATE TOTALS "K" RECORD--RECORD LAYOUT
SECTION 10. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
PART C. BISYNCHRONOUS (MAINFRAME) ELECTRONIC FILING SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. ELECTRONIC FILING APPROVAL PROCEDURE
SECTION 3. TEST FILES
SECTION 4. ELECTRONIC SUBMISSIONS
SECTION 5. TRANSMITTAL REQUIREMENTS
SECTION 6. IBM 3780 BISYNCHRONOUS COMMUNICATION SPECIFICATIONS
SECTION 7. BISYNCHRONOUS ELECTRONIC FILING RECORD
SPECIFICATIONS
PART D. ASYNCHRONOUS (IRP-BBS) ELECTRONIC FILING SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. ELECTRONIC FILING APPROVAL PROCEDURE
SECTION 3. TEST FILES
SECTION 4. ELECTRONIC SUBMISSIONS
SECTION 5. TRANSMITTAL REQUIREMENTS
SECTION 6. INFORMATION REPORTING PROGRAM BULLETIN BOARD SYSTEM
(IRP-BBS) SPECIFICATIONS
SECTION 7. IRP-BBS FIRST LOGON PROCEDURES
PART E. SINGLE DENSITY (8-INCH) DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. DISKETTE HEADER LABEL
SECTION 3. PAYER/TRANSMITTER "A" RECORD--GENERAL INFORMATION
SECTION 4. PAYER/TRANSMITTER "A" RECORD--RECORD LAYOUT
SECTION 5. PAYEE "B" RECORD--GENERAL INFORMATION FOR ALL FORMS
SECTION 6. PAYEE "B" RECORD--FIELD DESCRIPTIONS FOR SECTORS 1
THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1
THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID,
1099-S, AND W-2G
SECTION 7. PAYEE "B" RECORD--RECORD LAYOUTS FOR SECTORS 1
THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1
THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID,
1099-S, AND W-2G
SECTION 8. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-A
SECTION 9. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-B
SECTION 10. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-C
SECTION 11. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-OID
SECTION 12. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-S
SECTION 13. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM W-2G
SECTION 14. END OF PAYER "C" RECORD--RECORD LAYOUT
SECTION 15. STATE TOTALS "K" RECORD--RECORD LAYOUT
SECTION 16. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
PART F. DOUBLE DENSITY (8-INCH) DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. DISKETTE HEADER LABEL
SECTION 3. PAYER/TRANSMITTER "A" RECORD--GENERAL INFORMATION
SECTION 4. PAYER/TRANSMITTER "A" RECORD--RECORD LAYOUT
SECTION 5. PAYEE "B" RECORD--GENERAL INFORMATION FOR ALL FORMS
SECTION 6. PAYEE "B" RECORD--FIELD DESCRIPTIONS FOR SECTORS 1
AND 2 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF
FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND
W-2G
SECTION 7. PAYEE "B" RECORD--RECORD LAYOUTS FOR SECTORS 1 AND 2
OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF
FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S, AND
W-2G
SECTION 8. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-A
SECTION 9. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-B
SECTION 10. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-C
SECTION 11. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-OID
SECTION 12. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-S
SECTION 13. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM W-2G
SECTION 14. END OF PAYER "C" RECORD--RECORD LAYOUT
SECTION 15. STATE TOTALS "K" RECORD--RECORD LAYOUT
SECTION 16. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
PART G. MISCELLANEOUS INFORMATION
SECTION 1. RECORD FORMAT USED TO REQUEST AN EXTENSION OF TIME,
MAGNETICALLY OR ELECTRONICALLY
PART A. GENERAL
SECTION 1. PURPOSE
.01 The purpose of this revenue procedure is to provide the specifications for filing Forms 1098, 1099, 5498, and W-2G electronically or on magnetic media which includes 1/2-inch magnetic tape; IBM 3480/3490 AS400, compatible tape cartridges; or 5 1/4-, 3 1/2-, and 8-inch diskettes, with IRS. This revenue procedure must be used for the preparation of Tax Year 1994 information returns and information returns for years prior to 1994 that are required to be filed. This revenue procedure must be used to prepare current and prior information returns filed between January 1, 1995, and December 31, 1995. Specifications for filing the following forms are contained in this revenue procedure.
(a) Form 1098, Mortgage Interest Statement.
(b) Form 1099-A, Acquisition or Abandonment of Secured Property.
(c) Form 1099-B, Proceeds From Broker and Barter Exchange Transactions.
(d) Form 1099-C, Cancellation of Debt.
(e) Form 1099-DIV, Dividends and Distributions.
(f) Form 1099-G, Certain Government Payments.
(g) Form 1099-INT, Interest Income.
(h) Form 1099-MISC, Miscellaneous Income.
(i) Form 1099-OID, Original Issue Discount.
(j) Form 1099-PATR, Taxable Distributions Received From Cooperatives.
(k) Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.
(l) Form 1099-S, Proceeds From Real Estate Transactions.
(m) Form 5498, Individual Retirement Arrangement Information.
(n) Form W-2G, Certain Gambling Winnings.
.02 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, P. O. Box 1359, Martinsburg, WV 25401 ATTN: IRB, Information Support Section.
.03 It is unlawful to intentionally transmit a computer virus to the Internal Revenue Service. Violators may be subject to a fine and/or imprisonment.
.04 Specifications for filing Forms W-2 on magnetic media are available from the Social Security Administration (SSA) only. Filers can call 1-800-SSA-1213 to obtain the phone number of the SSA Magnetic Media Coordinator for their area.
.05 The Internal Revenue Service, Martinsburg Computing Center (IRS/MCC) has the responsibility for processing Forms 1098, 1099, 5498, and W-2G filed magnetically or electronically. 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) and extension of time requests (Form 8809) for filing Forms W-2.
.06 In most cases, 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.
.07 This revenue procedure also provides the requirements and specifications
for magnetic media or electronic filing under the Combined Federal/State Filing Program.
.08 The following revenue procedures and publications provide more detailed filing procedures for certain other information returns.
(a) 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" provides specific instructions on completing and submitting information returns to IRS. These instructions are included near the end of this publication. They may also be obtained by contacting your local IRS office or by calling 1-800-TAX-FORM (1-800- 829-3676).
(b) Rev. Proc. 84-33, 1984-1 C.B. 502, regarding the optional method for agents to report and deposit backup withholding.
(c) Publication 1179, Specifications for Paper Document Reporting and Paper Substitutes for Forms 1096, 1098, 1099 Series, 5498, and W-2G (Rev. Proc. 94-35, 1994-19 I.R.B. 12.).
(d) Publication 1239, Specifications for Filing Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, on Magnetic Tape and 5 1/4- or 3 1/2-inch Diskettes.
(e) Publication 1187, Specifications for Filing Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding, Electronically or on Magnetic Tape, and 5 1/4-, or 3 1/2-Inch Magnetic Diskettes.
(f) Publication 1245, Specifications for Filing Form W-4, Employee's Withholding Allowance Certificate, on Magnetic Tape, and 5 1/4- or 3 1/2-Inch Magnetic Diskette.
.09 This revenue procedure supersedes Rev. Proc. 93-31 published as Publication 1220, (Rev. 7-93), Specifications for Filing Forms 1098, 1099, 5498 and W-2G Magnetically or Electronically.
.10 Refer to Part A, Sec. 17, for definitions of terms used in this publication.
SEC. 2. NATURE OF CHANGES--CURRENT YEAR (TAX YEAR 1994)
.01 PROGRAMMING CHANGES
a. Payer/Transmitter "A" Record:
(1) All forms, field positions 2-3 (pos. 3-4 for 8-inch diskette) "Payment Year" must be incremented by one (from 93 to 94) unless reporting prior year data.
(2) Form 1099-C for cancellation of debt, has been added to field position 22 (pos. 23 for 8-inch diskette) Type of Return field. The Type of Return Code will be "5".
(3) Form 1099-C, for Payment Amount Codes, field positions 23-31 (pos. 24-32 for 8-inch diskette) Amount Code 2 has been added for amount of debt canceled, Amount Code 3 has been added for interest included in Amount Code 2 and Amount Code 4 has been added for penalties, fines, or administrative costs included in Amount Code 2.
(4) Form 1099-G, for Payment Amount Codes, field position 23-31 (pos. 24-32 for 8-inch diskette) Amount Code 5, discharge of indebtedness, has been deleted. This information will be reported under the new 1099-C Form.
b. Payee "B" Record changes:
(1) All forms, field positions 2-3 (pos. 3-4 for 8-inch diskette) "Payment Year" must be incremented by one (from 93 to 94) unless reporting prior year data.
(2) Form 1099-C, field position 371-376, "Date Canceled" has been added to be used for the date the debt was canceled. (See Parts E and F for the appropriate diskette field positions.)
(3) Form 1099-C, field position 377 has been added for a "1" (one) indicator to be used for the amount of debt canceled if the debt was discharged in bankruptcy. (See Parts E and F for the appropriate diskette field positions.)
(4) Form 1099-C, positions 378-416, "Debt Description", was added for a description of the origin of the debt. (See Parts E and F for the appropriate diskette field positions.)
c. End of Payer "C" Record--No changes.
d. State Totals "K" Record--No changes.
e. End of Transmission "F" Record--No changes.
f. Record format for extension of time, magnetically or electronically (See Part G, Sec. 1):
(1) The record byte size has been changed from a 226-byte record to a 200-byte record.
(2) The Document Indicator Code has been added to the record format in field position 175 to replace the individual form types that had been in field positions 221 through 225.
(3) The Transmitter Contact, Transmitter Phone Number and Transmitter Extension fields have been deleted from the record format.
(4) The Foreign Entity Indicator has been moved from field position 226 to field position 176,
(5) Field positions 199 and 200 of each record have been reserved for use as carriage return/line feed (cr/lf) characters, if applicable.
.02 EDITORIAL CHANGES--"GENERAL"
There have been numerous editorial changes. IRS recommends that transmitters read this publication in its entirety to ensure proper reporting.
a. Information was added to Part A, Sec. 8.04, and Part A, Sec. 16.02 to advise payers that a hardcopy file print is not acceptable as a test for approval for the Combined Federal/State Filing Program.
b. Information was added to Part A, Sec. 8.06, Sec. 9.01, Part C, Sec. 5.01 and 5.05, Part D, Sec. 5.01 and Sec. 5.05 to advise filers who transmit data electronically that a signed Form 4804 must be sent the same day as the electronic transmission.
c. Information was added to Part A, Sec. 9.15 to advise financial entities that copies of Form 1099-C, Cancellation of Debt, or the ability to reconstruct the data required on the form, must be retained for at least 4 years from the date of the return.
d. Information was added to Part A, Sec. 11.04 and Part G, Sec. 1.03 to advise filers that, for Tax Year 1995 (returns due to be filed in 1996), transmitters requesting extensions of time to file for more than 50 payers will be required to file the extension request magnetically or electronically.
e. Information was added to advise filers that a request for second extension of time to file will only be approved in cases of extreme hardship or catastrophic event. See Part A, Sec. 11.06.
f. The dollar criteria for the state of New Jersey has been changed from 1000 to 100 for all 1099 forms. See Table 2, Dollar Criteria For State Reporting, Part A, Sec. 16. Please note that filers are advised to contact the appropriate state tax agencies for complete information on state filing requirements.
g. The Penalty Section has been deleted from Part A. This information can be found on pages 2 and 3 of the 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" at the back of this publication.
h. A new tax form, Form 1099-C has been added for Tax Year 1994 for the reporting of Cancellation of Debt.
i. For Form 1099-G, in the Payer/Transmitter "A" Record, Payment Amount Code 5 for discharge of indebtedness has been deleted. The information previously reported in this field will be reported using the new Form 1099-C.
j. In the Payer/Transmitter "A" Record, the Foreign Corporation Indicator Field has been changed to Foreign Entity Indicator Field. The purpose of the field has not been changed.
k. In the Payer/Transmitter "A" Record, Form 1099-MISC, the title of Payment Amount Code 3 has been changed from "Prizes, awards, etc." to "Other Income".
l. Information has been added to the note in the Amount Codes for Form 1099-PATR to advise filers reporting Pass-Through Alternative Minimum Tax Adjustments, to enter the total alternative minimum tax (AMT) patronage dividend adjustment for the patron and/or the total AMT per-unit retain allocation adjustment in the Special Data Entries Field of the Payee "B" Record.
m. In the Payer/Transmitter "A Record", for Form 1099-R, the title of Amount Code 9 has been changed from "State or local income tax withheld" to "State tax withheld". Corresponding Note 5 has been expanded to advise filers that local income tax may be reported in the Special Data Entries Field in the Payee "B Record".
n. Instructions were added to Part C, Section 6.01 to advise payers that records may be blocked up to 4096 bytes with INTER RECORD SEPARATORS.
o. In the Payee "B Record", information was added to the note under Taxpayer Identification Number stating that the letter IRS/MCC has requested the payers send with their media will not prevent backup withholding notices (B Notices) or penalties for missing or incorrect TIN's.
p. A statement was added to Part E, Sec. 1.04 and Part F, Sec. 1.04 advising filers that diskettes will be returned if extraneous data follows the end of file "F" Record.
q. The Federal Dollar Criteria Table has been deleted from Part G. This information can be found on pages 31 and 32 of the 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" at the back of this publication.
r. Instructions were added to Part G, Sec. 1.02 to advise filers submitting an electronic request for an extension of time to file to send a signed Form 8809 the same day as the transmission submission.
s. Filers submitting a magnetically or electronically filed request for an extension of time to file are encouraged to read Part G, Sec. 1 in its entirety for additions or changes in guidelines and format.
t. Instructions were added to Part G, Sec. 1.02 to advise filers requesting an extension of time to file, magnetically or electronically, not to submit a list of payer names and TINs with the Form 8809 accompanying the submission.
u. Instructions were added to Part G. Sec. 1.08 to advise transmitters not to submit tax year 1994 extension of time to file requests magnetically or electronically before January 1, 1995.
v. Instructions were added to Part G, Sec. 1.09 to advise filers to attach an external label to each piece of media submitted. Form 5064 or transmitter generated substitute may be used.
w. Information was added to Part G, Sec. 1.10 to advise filers that if the first request for an extension of time to file was submitted magnetically or electronically and additional time to file is needed, a new file must be submitted to request the additional time.
.03 EDITORIAL CHANGES--MAGNETIC MEDIA SPECIFICATIONS:
a. Filers are advised that tape cartridges created on an IBM AS400 are compatible with IRS/MCC computers. See Part B, Sec. 3.01 and Part G, Sec. 1.13(a).
b. Filers are advised that IRS/MCC can process either 18-track or 36-track parallel tape cartridges. Please indicate on the exterior label on the cartridge whether 18-track or 36-track parallel. See Part B, Sec. 3.01(b)(3) and Part G, Sec. 1.13(b)(3).
c. The wording of the specifications for the use of the Document Specific Codes, positions 4-5 (pos. 5-6 for 8-inch diskettes) of the Payee "B" Record, for the Form 1099-R has been changed for greater clarity. The actual reporting instructions have not changed.
d. A Valid Distribution Codes for Form 1099-R Table has been added to the Payee "B" Record to give filers guidelines for the general acceptable combinations and field positions of alpha/numeric distribution codes.
e. The following specification changes have been made to the record format used to request an extension of time, magnetically or electronically:
(1) Data submitted on tape cartridges, may be compressed using EDRC (Memorex) or IDRC (IBM) compression. See Part G, Sec. 1.13(b)(5).
(2) The fixed block size for tape and tape cartridge has changed from 4250 to 4000 bytes. See Part G, Sec. 1.12(d) and 1.13(c).
(3) Information has been added to advise diskette filers about the use of the filename of IRSEOT. See Part G, Sec. 1.14(e).
(4) Diskette filers are advised that delimiter character commas (,) must not be used. See Part G, Sec. 1.14(f).
(5) Filers are advised that only one TCC may be present in a file. See Part G, Sec. 1.15.
SEC. 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, requests for IRS magnetic media and electronic filing information, undue hardship waivers, and requests for extensions of time to file returns or to furnish the statements to recipients are to be sent to the following addresses:
If by Postal Service:
IRS-Martinsburg Computing Center
P.O. Box 1359
Martinsburg, WV 25401-1359
or
If by truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
Route 9 and Needy Road
Martinsburg, WV 25401
.02 Inquiries may be made between 8:30 a.m. and 4:30 p.m. Eastern time. The telephone number is (304) 263-8700. The telephone number for electronic filing using the Information Reporting Program Bulletin Board System (IRP-BBS) is (304) 263-2749; the telephone number for bisynchronous electronic filing is (304) 267-0807 for 4800 bps, and (304) 267-9572 for 9600 bps. (These are not toll-free telephone numbers.)
.03 The 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" have been included in the Publication 1220 for transmitter convenience. The Form 1096 is used only to transmit Copy A of 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.
.04 The telephone number for the Telecommunication Device for the Deaf (TDD) is (304) 267-3367. (Not a toll-free telephone number.)
.05 The telephone number for the IRS/MCC fax machine is (304) 264-5196. (Not toll-free.)
.06 Requests for paper Forms 1099 and W-2 and publications not related to magnetic media/electronic filing should be requested by calling the "Forms Only Number" listed in your local telephone directory or by calling the IRS toll-free number 1-800-TAX-FORM (1-800-829-3676).
.07 Questions pertaining to magnetic media filing of Forms W-2 must be directed to SSA. Filers can call 1-800-SSA-1213 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. Penalty notices contain 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.
.09 A taxpayer or authorized representative may request a copy of a tax return or a Form W-2 filed with a return by submitting Form 4506, Request for Copy of Tax Form to IRS. This form may be obtained from a local IRS office or 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-2, W-2G, W-3, and Questionable W-4). The IRS/MCC Call Site also handles 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 with any questions on how to report information returns.
The Call Site, which was phased in over a two year period, is now accepting 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 open throughout the year to handle payers', transmitters' and employers' questions. 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.
SEC. 4. FILING REQUIREMENTS
.01 Under section 6011(e)(2)(A) of the Internal Revenue Code, any person, including corporations, partnerships, individuals, estates, and trusts, 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 also to each type of corrected return. Even though payers may not be required to file magnetically/electronically, IRS encourages them to do so.
.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), or Employer Identification Number (EIN). 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 instead. Payers who submit their information returns electronically are considered to have satisfied the magnetic media filing requirements.
.04 The following requirements apply separately to both originals and corrections filed magnetically/electronically:
1098 250 or more of any of these forms require
1099-A magnetic media or electronic filing with IRS.
1099-B These are stand alone documents and are not to be
1099-C aggregated for purposes of determining the 250
1099-DIV threshold. For example, if you must file 100 Forms
1099-G 1099-B and 300 Forms 1099-INT, Forms 1099-B need
1099-INT not be filed magnetically or electronically since
1099-MISC they do not meet the threshold of 250. However,
1099-OID Forms 1099-INT must be filed magnetically or
1099-PATR electronically since they meet the threshold of
1099-R 250.
1099-S
5498
W-2G
.05 The above requirements do not apply if the payer establishes undue hardship (see Part A, Sec. 5).
SEC. 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 may be subject to a failure to file penalty of $50 per return.
.02 If payers are required to file original or corrected returns on magnetic media, but such filing would create an undue 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 If a payer submits an original return on magnetic media, corrections may be submitted on paper if the corrected returns are less than 250. 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. However, new brokers and new barter exchanges may request an undue hardship waiver by the end of the second month following the month in which they became a broker or barter exchange.
.10 File Form 8508 for Forms W-2 with IRS/MCC, not SSA.
.11 Waivers are evaluated on a case-by-case basis and are approved or denied based on regulation criteria set forth 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. A copy of the approved wavier should not be sent to the service center where the paper returns are filed.
.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 Contributions-- If a payer is required to file a Form 5498 magnetically/electronically, the payer may request an automatic waiver from filing Desert Storm Form 5498 magnetically/electronically.
SEC. 6. VENDOR LIST
.01 IRS/MCC prepares a list of vendors who support magnetic media or electronic filing. This list 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 provided as a courtesy and in no way implies IRS/MCC approval or endorsement.
.02 A payer may contact IRS/MCC via telephone or letter (See Part A, Sec. 3) to acquire the vendor list. This information is also available from the Information Reporting Program Bulletin Board System (refer to Part D). Vendor names will not be provided over the telephone.
.03 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 be submitted by August 15 and must include:
(a) Company name
(b) Address (include city, state, and ZIP code)
(c) Telephone number (include area code)
(d) Contact person
(e) Type of service provided (e.g., service bureau and/or software)
(f) Type(s) of media offered (e.g., magnetic tape or tape cartridge; 5 1/4-, 3 1/2-, and/or 8-inch diskettes; electronic filing)
.04 The vendor list is updated annually. Therefore, any changes to information already on the vendor list must also be received by IRS/MCC no later than August 15 to be included on the most current vendor list.
SEC. 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 is to be filed, do not submit a new Form 4419. A separate Form 4419 is required for filing Form 1042-S or Form 8027. If filers wish to report both electronically and magnetically, only one Form 4419 needs to be submitted.
.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. This form may be photocopied. Additional forms may be obtained by calling 1-800-TAX-FORM (1-800-829-3676).
.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 Payer "A" 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.
A magnetic media reporting package containing the current revenue procedure, forms, labels, and instructions will be sent to the attention of the contact person indicated on Form 4419. This package will be sent annually.
If any of the information on the Form 4419 changes, please notify IRS/MCC in writing so that the IRS/MCC database can be updated. The transmitter should include the TCC in all correspondence.
.04 Form 4419 can be submitted at any time during the year; however, it should be submitted to IRS/MCC at least 30 days before the due date of the return(s). For documents to be filed electronically using IBM 3780 bisynchronous protocols, Form 4419 must be submitted at least 45 days prior to the due date of the returns (see Part C, Sec. 2). 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.
.05 IRS/MCC encourages transmitters who file for multiple payers to submit one application and to use the assigned TCC for all payers. Include a list of all payers and TINs with the Form 4419. Transmitters are encouraged to provide an updated list to IRS/MCC.
.06 If a payer's files are prepared by a service bureau, they 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 "A" Record. Payers should contact their service bureaus for further information.
.07 Once a transmitter is approved to file magnetically or electronically, it is not necessary to reapply each year unless:
(a) Magnetic or electronic filing is discontinued for a year; the payer's TCC may have been reassigned by IRS/MCC.
(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 their own files. The payer must request a TCC by filing Form 4419.
.08 Submit one Form 4419 regardless of how many types of media or methods used to file the return. A payer may have more than one TCC, but must code only one TCC per medium. Notify IRS/MCC of any TCCs that will not be used so these numbers may be reassigned.
.09 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.
.10 Approval to file does not imply endorsement by IRS/MCC of the computer software or of the quality of tax preparation services provided.
SEC. 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 should consist of a sample of each type of record:
(a) Payer "A" record (must not be fictitious data)
(b) Multiple Payee "B" Records (at least 11 "B" Records per each "A" Record)
(c) End of Payer "C" Record
(d) State Totals "K" Record, if participating in the Combined Federal/State Filing Program
(e) End of Transmission "F" Record
It is not necessary to send a voluminous file; filers may choose to submit a single file or multiple files for their test.
.03 Use the Test Indicator in the "A" Record to show that 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 that their software reflects any programming changes.
If unable to submit a magnetic or electronic test file, a hardcopy printout that shows a sample of each record type (A, B, C and F) may be submitted. The hardcopy print test is not acceptable for Combined Federal/State Filing approval.
.05 Tests should be sent to IRS/MCC during these periods:
Magnetic Media 11/01--12/31
Electronic 11/01--12/31
Hardcopy 11/01--12/31
The test file must be received at MCC by December 31 in order to be processed.
Filers may begin submitting test tapes and diskettes after October 1; however, the data will not be processed until on or after November 1.
.06 For tests filed electronically, the transmitter must send the signed Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically, the same day the transmission is made. For tests filed on magnetic tape, tape cartridge, 5 1/4", 3 1/2" or 8" diskette, the transmitter must include the signed Form 4804 in the same package with the corresponding magnetic media. Mark the "TEST" check box in block 1 on the form. Also, check "TEST" on the external media label, Form 5064.
If submitting a hardcopy printout, mark the printout as "TEST" and include name, telephone number, and address of a person who can be contacted to discuss its acceptability.
.07 IRS/MCC will send a letter of acknowledgement to indicate the test results. Unacceptable magnetic media files, along with documentation identifying the errors, will be returned. Resubmission of test files must be received by IRS/MCC no later than December 31.
.08 Successfully processed media will not be returned to filers.
SEC. 9. FILING OF INFORMATION RETURNS MAGNETICALLY/ELECTRONICALLY AND RETENTION REQUIREMENTS
.01 Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically, Form 4802 (Continuation) or computer-generated substitute, must accompany all magnetic media shipments. For electronic transmissions, the Form 4804 and Form 4802, if applicable, must be sent the same day as the electronic submission. Form 4802, Transmittal of Information Returns Reported Magnetically/Electronically (Continuation), is a continuation of Form 4804 and should only be used if the filer is reporting more than four types of returns and/or more than four payers. Form 4802 is not a stand-alone form; it can only accompany Form 4804.
.02 IRS/MCC encourages 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 but an original signature is required.
.03 A transmitter may report for any combination of payers and/or documents in a submission. 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 on one tape or diskette as long as each filing entity or type of return is separated by an "A" Record. Only one "F" record may be used at the end of a transmission. Multiple tapes or diskettes can be sent in one package. Filers should 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 should 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 reported. 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. 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)."
Note: Failure to sign the affidavit on Form 4804 may delay processing or could result in the files being returned unprocessed.
.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 An external label, Form 5064, must be affixed to each tape and diskette. If diskettes are used, and the operating system is not MS/DOS compatible, the operating system and hardware information must be provided. Failure to provide this information may result in the diskette being returned to the filer. For instructions on how to complete Form 5064, refer to Notice 210, Preparation Instructions for Media Label, Form 5064. Notice 210 may be obtained by calling the IRS toll-free number 1-800-TAX-FORM (1-800-829-3676).
.11 On the outside of the shipping container, include a Form 4801 or a substitute for the form, which reads "DELIVER UNOPENED TO TAPE LIBRARY--MAGNETIC MEDIA REPORTING--BOX _____ of _____." 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) Form 5064, Media Label affixed to the magnetic media;
(d) and Form 4801, outside label.
Note: See Parts C and D for electronic submission requirements.
.13 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.
.14 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.
.15 In general, 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 of the return. Whenever backup withholding is imposed, a 4-year retention is required.
SEC. 10. DUE DATES
.01 The dates for filing paper returns with IRS also apply to magnetic media or electronic filing. Filing of information returns is on a calendar year basis, except for Form 5498 which is used to report amounts contributed during, or after (but not later than April 15) of the calendar year.
.02 Information returns filed magnetically/electronically for Forms 1098, 1099, and W-2G must be submitted to IRS/MCC postmarked no later than February 28.
.03 The due date for furnishing statements to recipients is January 31. Form 5498 statements are due to the participants by January 31 for the fair market value of the account and by May 31 for contributions made to IRAs for the prior calendar year.
.04 Form 5498 filed magnetically/electronically must be submitted to IRS/MCC postmarked no later than May 31. Form 5498 is filed for contributions to be applied to 1994 that are made January 1, 1994, through April 17, 1995, and/or to report the fair market value of the IRA/SEP.
.05 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 day that is not a Saturday, Sunday, or legal holiday.
.06 Use this revenue procedure to prepare information returns filed magnetically or electronically beginning January 1, 1995, and received by IRS/MCC no later than December 31, 1995.
SEC. 11. EXTENSIONS OF TIME
.01 A transmitter may request an extension of time to file by submitting Form 8809, Request for Extension of Time To File Information Returns, to IRS/MCC. This form may be used to request an extension of time to file information returns submitted on paper, magnetically or electronically.
.02 A transmitter may request an extension of time to file for multiple payers by submitting Form 8809 and attaching a list of the payer names and their TINs (EIN or SSN). The listing must be attached to ensure that the extension is recorded for all payers. Form 8809 may be computer-generated or photocopied. Be sure that all the pertinent information is included.
.03 Transmitters requesting an extension of time to file for 10 or more payers are encouraged to file the request on tape, tape cartridge, 5 1/4- or 3 1/2-inch diskette, or electronically through IRP-BBS. The record format is in Part G, Sec. 3, of this revenue procedure. Transmitters who submit requests for multiple payers will receive one approval letter with an attached list of payers covered under that approval.
.04 For tax year 1995 (returns due to be filed in 1996), transmitters requesting an extension of time to filed for more than 50 payers will be required to file the extension request magnetically or electronically. (See Part G for the format.)
.05 Filers may request an extension of time to file for 30 days as soon as they are aware that an extension is necessary but no 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.
.06 If an additional extension of time is needed, a letter requesting an additional 30 days along with a copy of the first approval letter received from the IRS may be submitted before the end of the initial extension with a postmark reflecting the date mailed. A second 30-day extension will be approved only in cases of extreme hardship or catastrophic event.
.07 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, but 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 postmarked on or before February 28. Complete more than one Form 8809 to avoid this problem.
.08 Request an extension for only one tax year.
.09 The extension request must be signed by the payer or a person who is duly authorized to sign a return, statement or other document.
.10 Failure to properly complete and sign the Form 8809 may cause delays in processing the request or result in a denial. Please read and follow the instructions on the back of the Form 8809 carefully.
.11 Form 8809 may be obtained by calling 1-800-TAX-FORM (1-800-829-3676).
.12 Request an extension of time to furnish the statements to recipients by submitting a letter to IRS/MCC or to the payer's local District Director containing the following information:
(a) Payer Name
(b) TIN
(c) Address
(d) Type of Return
(e) Reason for Delay
(f) Signature of Payer or Person Duly Authorized
Requests for an extension of time to furnish the statements to recipients are not automatically approved; however, if approved, generally an extension will allow a maximum of 15 days to furnish the statements to the recipients. The request must be postmarked by the date on which the statements are due to be furnished to the recipients.
SEC. 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 file will be returned for replacement. If media is returned, it is because a replacement is needed. Open all packages immediately.
.03 Files must be corrected and returned to IRS/MCC within 45 days from the date of the letter included with the files to avoid a failure-to-file penalty. When possible, IRS/MCC may only return the portion of the file that needs replacement.
.04 A sample "B" record 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:
A correction is an information return submitted by the transmitter to correct an information return that was successfully processed by IRS/MCC, but contained erroneous information.
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.
.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 tracing capabilities or one that will provide proof of delivery.
.07 IRS/MCC will work with filers as much as possible to assist with processing problems. If the filer is contacted by IRS/MCC, please respond promptly. IRS/MCC may have information that the filer needs to correct their file.
.08 IRS/MCC contact 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 (B-Notices) or penalties for missing or incorrect TINs.
.09 Do not use special shipping containers for transmitting data to IRS/MCC. Shipping containers will not be returned.
SEC. 13. CORRECTED RETURNS
.01 The 250 information returns magnetic media filing requirement applies separately to both original and corrected returns.
Example: If a payer has 100 Forms 1099-A to be corrected, they can be filed on paper since they fall under the 250 threshold. However, if the payer has 300 Forms 1099-B to be corrected, they must be filed magnetically/electronically since they meet the 250 threshold. If for some reason a payer cannot file the 300 corrections on magnetic media, to avoid penalties, a request for a waiver must be submitted before filing on paper. No waiver is required for corrections that fall under the required threshold.
.02 Corrections should be filed as soon as possible, but no later than August 1 of the year the return is due, in order to avoid the maximum $50 penalty. However, if payers discover errors after August 1, they may still be required to file corrections so that 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. If the entire file is in error, contact IRS/MCC immediately. 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.
NOTE: IRS/MCC strongly encourages filers to read this entire section before attempting to make any corrections.
.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 Form 5064 by marking the correction box provided.
Note: If filers discover that certain information returns were omitted on their original file, they should not submit these documents as corrections. They should submit them 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 Box 2 of the Form 4804 and on Form 5064.
.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 2-3 or positions 3-4 for 8-inch diskette filing. If filing electronically, a separate transmission must be made for each tax year.
.07 In general, filers should submit corrections for returns to be filed within the last three calendar years (four years if the payment is a reportable payment subject to backup withholding under section 3406 of the Code).
.08 All paper returns, whether original or corrected, must be filed with the appropriate service center.
.09 Form 4804 and Form 4802, 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.
.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 How To File the Corrected
Original Return Return
---------------------------------------------------------------------
TWO SEPARATE TRANSACTIONS ARE TRANSACTION 1: Identify incorrect
REQUIRED TO MAKE THE returns
FOLLOWING CORRECTIONS PROPERLY.
FOLLOW DIRECTIONS FOR BOTH
TRANSACTIONS 1 AND 2.
(See Note 1)
1. Original return was filed with A. Prepare a new Form 4804/4802
one or more of the following that includes information
errors: related to this file.
(a) No Payee TIN (SSN or EIN) B. Mark "Correction" in Block 1
(b) Incorrect Payee TIN of Form 4804.
(c) Incorrect Payee Name C. Prepare a new file. Make a
(d) Wrong type of return separate "A" Record for each
indicator type of return being
reported. The information in
the "A" Record will be
exactly the same as it
was in the original
submission.
D. The Payee "B" Record must
contain exactly the same
information as submitted
previously exceptinsert
a "G" in field position 7
(position 8 for 8-inch
diskettes) of the "B" Record,
and for all
payment amounts, enter "0"
(zero).
E. Corrected returns submitted to
IRS/MCC using a "G" coded "B"
Record may be on the same tape
or diskette as those returns
submitted without the "G"
code; however, separate "A"
Records are required.
F. Prepare a "C" Record.
TRANSACTION 2: Report the
correct information
A. Prepare a new file with the
correct information in
all records.
B. Make a separate "A" Record for
each type of return and each
payer being reported.
C. The "B" record must show the
correct information as well as
a "C" in field position 7
(position 8 for 8-inch
diskettes).
D. Corrected returns submitted to
IRS/MCC using a "C" coded "B"
Record may be on the same tape
or diskette as those returns
submitted without the "C"
code; however, separate "A"
Records are required.
E. Prepare a "C" Record.
F. Check the "Correction Box" on
the Form 5064.
NOTE 1: Payers who can show that they have reasonable cause (defined in the regulations under sections 6721-6724 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 $15 or $30 (See 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" for information on the tiered penalty). Corrections filed after August 1 will not reduce the penalty but will allow IRS to update the payee's records. The regulations for IRC sections 6721-6724 are available in Publication 1586, Reasonable Cause Regulations and Requirements as They Apply to Missing and Incorrect TINs. The publication may be obtained by calling 1-800-TAX-FORM (1-800-829-3676).
Error Made on the How To File the Corrected
Original Return Return
---------------------------------------------------------------------
ONE TRANSACTION IS REQUIRED TO
MAKE THE FOLLOWING CORRECTIONS
PROPERLY. (See Note 2)
2. Original return was filed with A. Prepare a new Form 4804/4802
one or more of the following that includes information
errors: relating to this new file.
(a) Incorrect Payment Amount B. Mark "Correction" in Block 1
Codes in the "A" Record. of Form 4804.
(b) Incorrect Payment amounts C. Prepare a new file. Make
in the "B" Record. separate "A" Records for
(c) Incorrect Code in the each type of return
Document Specific/ being reported. Information in
Distribution Code Field in the "A" Record may be the same
the "B" Record. as it was in the original
(d) Incorrect Payee submission.
Address D. The "B" Record must show the
(e) Direct Sales Indicator correct information as well as
a "G" in field position 7
(position 8 for 8-inch
diskettes).
E. Corrected returns submitted to
IRS/MCC using a "G" coded "B"
Record may be on the same tape
or diskette as those returns
submitted without the "G"
code; however, separate "A"
Records are required.
F. Prepare a "C" Record.
G. Check the "Correction Box" on
the Form 5064.
NOTE 2: If a filer is correcting the name and/or TIN in addition to any errors listed in item 2 of the chart, then two transactions will be required.
If a filer is reporting "G" coded, "C" coded, and/or "Non-coded" (original) returns on the same media, they must be reported under separate "A" records.
SEC. 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 social security and employer identification numbers 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. For other entities, the payee TIN is the payee's Employer Identification Number. 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.
.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
For this type of In the Taxpayer In the First Payee
account-- Identification Number Name Line of the Payee
field of the Payee "B" Record, enter the
"B" Record, enter the name of--
SSN of--
---------------------------------------------------------------------
1. Individual The individual The individual
2. Joint account The actual owner of the The individual whose
(Two or more indivi- account or, if combined SSN is entered
duals, including funds the first indivi-
husband and wife) dual on the account.
3. Custodian account The minor The minor
of a minor (Uniform
Gift, or Transfers,
to Minors Act)
4. The usual revoca- The grantor-trustee The grantor-trustee
ble savings trust
account (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. A sole proprie- The owner The owner, not the
torship (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
For this type of In the Taxpayer In the First Payee
account-- Identification Number Name Line of the Payee
field of the Payee "B" Record, enter the
"B" Record, enter the name of--
EIN of--
---------------------------------------------------------------------
1. A valid trust, Legal entity 1 The legal trust,
estate, or pension estate, or pension
trust trust
For this type of In the Taxpayer In the First Payee
account-- Identification Number Name Line of the Payee
field of the Payee "B" Record, enter the
"B" Record, enter the name of--
EIN of--
2. Corporate The corporation The corporation
3. Association, The organization The organization
club, religious,
charitable, educa-
tional or other tax-
exempt organization
4. Partnership The partnership The partnership
account 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 The public entity The public entity
Department of Agri-
culture 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 The business The owner, not the
Proprietorship (EIN or SSN) business name (the
filer may enter the
business name on the
second name line).
_____________________________________________________________________
1 Do not furnish the identification number of the personal representative or trustee unless the name of the representative or trustee is used in the account title.
SEC. 15. EFFECT ON PAPER RETURNS
.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 in addition to magnetic media and electronic filing. 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 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G." Refer to these 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, "Specifications for Paper Document Reporting and Paper Substitutes for Forms 1096, 1098, 1099 Series, 5498, and W-2G."
SEC. 16. COMBINED FEDERAL/STATE FILING PROGRAM
.01 The Combined Federal/State Filing 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. Forms 1098, 1099-A, 1099-B, 1099-C, 1099-S, and W-2G cannot be filed under this program.
.02 To request approval to participate, a magnetic media or electronic test file coded for this program must be submitted to IRS/MCC November 1 through December 31. Hardcopy print tests are not acceptable for Combined Federal/State Filing approval.
.03 Attach a letter to the Form 4804 submitted with the test file to indicate a desire to participate in this 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. If the test file is not acceptable, IRS/MCC will return the media with a letter indicating the problems. The replacement test file must be returned to IRS/MCC post-marked on or before December 31.
.06 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.
.07 Only code the records for participating states and for those payers who have submitted Form 6847.
.08 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.
.09 All corrections properly coded for the Combined Federal/State Filing Program will be forwarded to the participating states.
.10 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.
.11 To simplify filing, some of the participating states have provided their information return reporting requirements (see Table 2). It is the payer's responsibility to contact the participating states to verify the criteria provided in this table.
.12 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 total "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 is 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
----------------------------------------
Alabama 01
Arizona 04
Arkansas 05
California 06
Delaware 10
District of Columbia 11
Georgia 13
Hawaii 15
Idaho 16
Indiana 18
Iowa 19
Kansas 20
Maine 23
Massachusetts 25
Minnesota 27
Mississippi 28
Missouri 29
Montana 30
New Jersey 34
New Mexico 35
North Carolina 37
North Dakota 38
Oregon 41
South Carolina 45
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 10 10 10 600 10 10 600 /a/
Iowa 100 1000 1000 1000 1000 1000 1000 NR
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 100 100 100 100 100 100 100 NR
North
Carolina 100 100 100 600 100 100 100 /a/
Tennessee 25 NR 25 NR NR NR NR NR
Wisconsin NR NR NR 600 NR NR 600 NR
_____________________________________________________________________
Note: This list is for information purposes only. For complete information on state filing requirements, contact the appropriate state tax agencies. Filing requirements for any state in TABLE 1 not shown in TABLE 2 are the same as the federal requirement.
NR -- No filing requirement.
/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 their state agency.
SEC. 17. DEFINITION OF TERMS
Element Description
Asynchronous This type of data transmission is most often used
Protocols 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.
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.
Bisynchronous For purposes of this publication, these are
Protocols electronic transmissions made using IBM 3780
protocols. These transmissions must be in EBCDIC
character code and use the Bell 208B (4800bps) or
AT&T 2296A (9600bps) modems. Standard IBM 3780
space compression is acceptable.
Correction A correction is an information return submitted by
the payer to correct an information return that
was successfully processed by IRS/MCC, but
contained erroneous information.
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 A nine-digit number assigned by IRS for federal
Identification tax reporting purposes.
Number (EIN)
Electronic Filing Submission of information returns using switched
telecommunications network circuits. These
transmissions use modems, dial-up phone lines, and
asynchronous or bisynchronous protocols. See Part
C and D of this publication for specific
information on electronic filing.
File For purposes of this revenue procedure, a file
consists of all records submitted by a payer or
transmitter, either magnetically or
electronically.
Filer May be payer and/or transmitter.
Golden Parachute A payment made by a corporation to a certain
Payment 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.
Inconsequential An error or omission of data that does not prevent
Error or hinder the IRS/MCC from processing the return,
from correlating the information required to be
shown on the information return with information
shown on the payee's tax return, or from otherwise
putting the return to its intended use. For
example, if the payee address is 4821 Grant
Boulevard and the word "boulevard" is misspelled,
a correction does not have to be made.
Incorrect A TIN may be incorrect for several Number reasons:
Taxpayer
Identification (a) The payee gave a wrong number
Number (e.g., the payee is listed as the
(Incorrect TIN) only owner of an account but provided someone
else's TIN).
(b) A processing error (e.g., the
number was typed incorrectly).
(c) The payee's status changed (e.g.,
the payee name change was not conveyed to the
IRS or SSA so that they could enter the change
in their records).
Information The vehicle for submitting required information
Return 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 Form 1098, 1099-A, 1099-B, 1099-C, 1099-DIV,
1099-G, 1099-INT, 1099-MISC, 1099-OID, 1099-PATR,
1099-R, 1099-S, 5498 or W-2G.
Element Description
Magnetic Media For this revenue procedure, the term "magnetic
media" refers to 1/2-inch magnetic tape; IBM
3480/3490 or AS400 compatible tape cartridge; or 5
1/4-, 3 1/2- or 8-inch diskette.
Missing Taxpayer The payee TIN on an information return is
Identification "missing" if:
Number
(Missing TIN) (a) there is no entry in the TIN field,
(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.
7 Payee "B" Record, Document Specific/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 includes a borrower (Form
1099-A), a debtor (Form 1099-C), participant (Form
5498) and a gambling winner (Form W-2G). For Form
1098, the payee is the individual paying the
interest. For Form 1099-S, the payee is the seller
or other transferor.
Payer Includes the 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 or SEP, 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 media files.
Replacement A replacement is an information return file that
IRS/MCC has returned to the transmitter due to
errors encountered during processing.
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 A nine-digit number assigned by SSA to an
Number (SSN) individual for wage and tax reporting purposes.
Special Character Any character that is not a numeral, an alpha, or
a blank.
SSA Social Security Administration.
Statement to For purposes of this revenue procedure, the copy
Recipient of Form 1099, 1098, 5498, or W-2G that is required
to be sent by the payer to the recipient to
provide information to be reported on the
recipient's tax return. When reporting Form 1098,
the payer is the receiver of the mortgage interest
and the recipient is the person making the
interest payment. When reporting Form 1099-S, the
payer is the entity reporting the transaction and
the recipient is the seller or other transferor.
Taxpayer May be either an Employer Identification Number
Identification (EIN) or Social Security Number (SSN).
Number (TIN)
Transfer Agent The transfer agent, or paying agent, is the entity
(Paying Agent) who has been contracted or authorized by the payer
to perform the services of paying and reporting
backup withholding (Form 945). The payer may be
required to submit to IRS/MCC a Form 2678,
Employer Appointment of Agent Under section 3504
of the Internal Revenue Code, which notifies
IRS/MCC of the transfer agent relationship.
Transmitter Person or organization submitting file(s)
magnetically/electronically. May be payer or agent
of payer.
Transmitter A five character alpha/numeric number assigned by
Control Code IRS/MCC to the transmitter prior to actual filing
(TCC) magnetically or electronically. This number is
inserted in the "A" Record of the files and must
be present before the file can be processed. An
application Form 4419 must be filed with IRS/MCC
to receive this number.
SEC. 18. STATE ABBREVIATIONS
.01 The following state abbreviations are to be used when developing the state code portion of address fields. This table provides state abbreviations only, and does not represent those states participating in the Combined Federal/State Filing Program.
State Code
--------------------------------------------
Alabama AL
Alaska AK
American Samoa AS
Arizona AZ
Arkansas AR
California CA
Colorado CO
Connecticut CT
Delaware DE
District of Columbia DC
Federated States of Micronesia FM
Florida FL
Georgia GA
Guam GU
Hawaii HI
Idaho ID
Illinois IL
Indiana IN
Iowa IA
Kansas KS
Kentucky KY
Louisiana LA
Maine ME
Marshall Islands MH
Maryland MD
Massachusetts MA
Michigan MI
Minnesota MN
Mississippi MS
Missouri MO
Montana MT
Nebraska NE
Nevada NV
New Hampshire NH
New Jersey NJ
New Mexico NM
New York NY
North Carolina NC
North Dakota ND
Northern Mariana Islands MP
Ohio OH
Oklahoma OK
Oregon OR
Palau PW
Pennsylvania PA
Puerto Rico PR
Rhode Island RI
South Carolina SC
South Dakota SD
Tennessee TN
Texas TX
Utah UT
Vermont VT
Virginia VA
Virgin Islands VI
Washington WA
West Virginia WV
Wisconsin WI
Wyoming WY
.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, Guam, Northern Mariana Islands, Puerto Rico, the Virgin Islands and others.
.03 For foreign country addresses, filers may use a 40 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 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.
SEC. 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 pre-programmed software packages. If a filer purchased a software package for a previous tax year, it may no longer be valid for reporting current tax year information returns. Following are some of the most frequently encountered problems with magnetic/electronic files submitted to IRS/MCC.
1. 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.
2. 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 Code Fields of the "A" Record, then the "B" Record must show payment amounts in only Fields 2, 4, and 7, right-justified and unused positions must be zero (0) filled.
EXAMPLE: "A" RECORD 247bbbbbb--(b = blank)
(Pos. 23-31)
(Pos. 24-32 for 8-inch diskettes)
"B" RECORD 0000867599--(Payment Amount 2)
(Pos. 61-70)
(Pos. 62-71 for 8-inch diskettes)
0000709097--(Payment Amount 4)
(Pos. 81-90)
(Pos. 82-91 for 8-inch diskettes)
0000044985--(Payment Amount 7)
(Pos. 111-120)
(Pos. 112-121 for 8-inch diskettes)
3. 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.
4. Incorrect TIN in Payer "A" Record.
The Payer's TIN reported in positions 7-15 (positions 8-16 for 8-inch diskettes) of the "A" Record must be correct in order for IRS/MCC to process the media. The TIN provided in the "A" Record should correspond with the name provided in the first payer name line.
5. Bad Format.
IRS/MCC receives data in prior year format as well as 5 1/4- and 3 1/2-inch diskettes formatted using 8-inch diskette specifications and vice versa. Be sure to use the proper section of the current revenue procedure for formatting data.
6. Incorrect tax year in the Payer "A" and Payee "B" records.
The tax year in both the payee and payer record should reflect the year of the information that is being reported. Filers need to check their files to ensure that this information is correct.
7. Form W-2 information submitted on same media as Form 1099 information.
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 returned to the filer. The local SSA office should be contacted for information concerning filing Forms W-2 on magnetic media.
8. Excessive withholding credits.
Generally, for most information returns, other than Forms 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.
9. 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 erroneous notices. 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 (B Notices) or penalties for missing or incorrect TINs.
10. 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 1099-R in the Payee B Record layout.
11. Incorrect Record Totals Listed on Form 4804
The Combined Total Payee Records listed on the Form 4804 (Box 9) are used in the verification process of information returns. The figure in this box 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.
12. Invalid Use of IRA/SEP Indicator
The IRA/SEP Indicator for Forms 1099-R should be used only for the reporting of a distribution from an IRA/SEP. The total amount distributed from an IRA or SEP should be reported in Payment Amount Field 2 (IRA/SEP Distribution).
PART B. MAGNETIC MEDIA SPECIFICATIONS
SEC. 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 file.
.02 A provision is made in the "B" Records for Special Data Entries. These entries are optional. If the field is not utilized, enter blanks to maintain a fixed record length of 420 positions. The field is intended to serve one or both of these purposes:
(a) Contain information required by state or local governments. Filers who wish to use this option for satisfying state or local reporting requirements should contact the state or local department of revenue for filing instructions. (Also refer to Part A, Sec. 16.)
(b) Contain information for the filer's own personal use and used at the discretion of the filer to include information related to each individual return. IRS/MCC will not use the information supplied in this field. The length of this field will vary depending on the type of return.
.03 Transmitters should be consistent in the use of recording codes and density on files. If a filer's media does not meet these specifications, they are encouraged to submit a test prior to submitting the actual file. Contact IRS/MCC for further information.
.04 Use "K" Records only if the payer is an approved Combined Federal/State filer.
SEC. 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 CPI.
(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 CPI.
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 25,200 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 420.
(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) Used to signify 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. 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.
SEC. 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 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 25,200 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 420.
(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) Used to signify 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 Form 5064 Label whether the cartridge is 36 track or 18 track.
SEC. 4. 5 1/4-INCH AND 3 1/2-INCH DISKETTE SPECIFICATIONS
.01 To be compatible, a diskette file must meet the following specifications:
(a) 5 1/4- or 3 1/2-inches in diameter.
(b) Data must be recorded in standard ASCII code. For 5 1/4-inch diskettes, data may be recorded using EBCDIC if the diskette is created on an IBM System 36.
(c) Records must be a fixed length of 420 bytes per record.
(d) Delimiter character commas (,) must not be used.
(e) Positions 419 and 420 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, the first diskette will be named IRSTAX.001, the second diskette will be IRSTAX.002, etc.
(g) A diskette file may consist of multiple diskettes as long as the file naming conventions are followed.
(h) 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
720 kb 48tpi ds/dd 512
360 kb 48tpi ds/dd 512
320 kb 48tpi ds/dd 512
180 kb 48tpi ss/dd 512
160 kb 48tpi ss/dd 512
.02 IRS/MCC encourages transmitters to use blank or currently formatted diskettes when preparing files. If extraneous data follows the end of file "F" record, the file must be returned for replacement.
.03 IRS/MCC prefers that 5 1/4- and 3 1/2-inch diskettes be created using MS/DOS; however, diskettes created using other operating systems may be acceptable. IRS/MCC has equipment that can convert diskettes created under virtually any operating system to the appropriate MS/DOS format. IRS/MCC strongly recommends that transmitters submit a test file for 5 1/4- and 3 1/2-inch diskettes, especially if their data was not created using MS/DOS.
.04 Transmitters are encouraged to use high density diskettes. Low density diskettes are acceptable but must be formatted in low density.
SEC. 5. PAYER/TRANSMITTER "A" RECORD--GENERAL FIELD DESCRIPTIONS
.01 The Payer/Transmitter "A" Record identifies the payer and transmitter of the magnetic media file and 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 first 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 420 positions.
.06 An "A" Record may be blocked with "B" Records, however, the initial record on a file must be an "A" Record. IRS/MCC will accept an "A" Record after a "C" Record.
.07 Do not begin any record at the end of a block or diskette and continue the same record into the next block.
.08 All alpha characters entered in the "A" Record must be upper-case.
.09 When filing Form 1098, Mortgage Interest 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.
RECORD NAME: PAYER/TRANSMITTER "A" RECORD
Note: For all fields marked Required, a transmitter must provide the information described under Description and Remarks. For 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. All records are now a fixed length of 420 positions.
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record Type 1 Required. Enter "A"
2-3 Payment Year 2 Required. Enter "94" (unless
reporting prior year data).
4-6 Reel Sequence 3 The reel sequence number is incremented
Number by 1 for each tape or diskette on the
file starting with 001. The transmitter
may enter blanks or zeros in this field.
IRS/MCC bypasses this information.
Indicate the proper sequence on the
external label Form 5064.
7-15 Payer's TIN 9 Required. Must be the valid nine-
digit Taxpayer Identification Number
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 49 of the "A" Record, should be
set to "1" (one).
16-19 Payer Name 4 Not a required field. The Payer
Control Name can be obtained only from Control
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
instructions for paper filing only, and
the mail label on the package contains a
four (4) character name control.
The MMR Package contains instructions
for filing magnetically or
electronically. The mail label 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.
20 Last Filing 1 Enter a "1" (one) if this is the last
Indicator 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.
21 Combined 1 Required for the Combined
Federal/State Federal/State Filing Program. Enter "1"
Filer (one) if participating in the Combined
Federal/State Filing Program, otherwise,
enter blank. Refer to Part A, Sec. 16,
for further information. Forms 1098,
1099-A, 1099-B, 1099-C, 1099-S, and
W-2G cannot be filed under this program.
22 Type of 1 Required. Enter the appropriate
Return code from the table below:
Type of Return
Code
1098 3
1099-A 4
1099-B B
1099-C 5
1099-DIV 1
1099-G F
1099-INT 6
1099-MISC A
1099-OID D
1099-PATR 7
1099-R 9
1099-S S
5498 L
W-2G W
23-31 Amount Codes 9 Required. Enter the appropriate
(See Note) amount code for the type of return being
reported. Generally, for each amount
code entered in this field, a
corresponding payment amount should
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.
Example: If position 22 of the Payer/Transmitter "A"
Record is "7" (for 1099-PATR) and positions 23-31 are
"247bbbbbb" (b = blanks), this indicates the payer is
reporting three payment amounts in all of the following
"B" Records.
The first payment amount field in the "B" Record will
be all "0" (zeros);
the second will represent nonpatronage distributions;
the third will be all "0" (zeros);
the fourth will represent federal income tax withheld;
the fifth and sixth will be all "0" (zeros);
the seventh will represent energy investment credit;
and
the eighth and ninth will be all "0" (zeros).
Enter the amount codes in ascending sequence
(i.e., 247bbbbbb, b = blanks), left justify, filling
unused positions with blanks. For further clarification of
the amount codes, contact IRS/MCC.
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 1994 "Instructions for Forms 1099, 1098,
5498, and W-2G".
Amount Codes Form For Reporting Mortgage Interest Received
1098--Mortgage Interest from Payers/Borrowers (Payer of Record)
Statement on Form 1098:
Amount
Code Amount Type
1 Mortgage interest received from
payers/borrowers
2 Points paid directly by
payers/borrowers on purchase of
principal residence
3 Refund of overpaid interest
Amount Codes Form For Reporting the Acquisition or
1099-A--Acquisition Abandonment of Secured Property on
or Abandonment of Form 1099-A:
Secured Property
Amount
Code Amount Type
2 Balance of principal
outstanding
3 Gross foreclosure proceeds
4 Appraisal value
Amount Codes Form 1099-B-- For Reporting Payments on Form 1099-B:
Proceeds From Broker and
Barter Exchange Amount
Transactions Code Amount Type
2 Stocks, bonds, etc.
Transactions (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 on
Regulated Futures Contracts in
1994. (See Note 2)
7 Unrealized profit or loss on
open contracts--12/31/93. (See
Note 2)
8 Unrealized profit or loss on
open contracts--12/31/94. (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 represent a loss when the reporting is for Forward
Contracts. 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 Contracts.
Amount Codes Form For Reporting Cancellation of Debt
1099-C--Cancellation of on Form 1099-C:
Debt Form 1099-C:
Amount
Code Amount Type
2 Amount of debt canceled (see
Note)
3 Interest included in Amount
Code 2
4 Penalties, fines, or
administrative costs included
in Amount Code 2
Note: A debt is any amount owed to the debtor including
principal, interest, penalties, administrative costs, and fines, to
the extent they are indebtedness under section 61(a)(12). The amount
of debt discharged or canceled may be all or only part of the total
amount owed. See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information.
Amount Codes Form For Reporting Payments on Form
1099-DIV--Dividends and 1099-DIV:
Distributions
Amount
Code Amount Type
1 Gross dividends and other
distributions on stock (see
Note)
2 Ordinary dividends (see Note)
3 Capital gain distributions (see
Note)
4 Nontaxable distributions (if
determinable) (see Note)
5 Investment expenses (see Note)
6 Federal income tax withheld
(backup withholding)
7 Foreign tax paid
8 Cash liquidation distributions
9 Noncash liquidation
distributions (show fair market
value)
Note: Amount Code 1 must be present (unless the payer is
using Amount Codes 8 or 9 only) and must equal the sum of amounts
reported for Amount Codes 2, 3, 4 and 5. If an amount is present for
Amount Code 1, there must be an amount present for Amount Codes 2-5
as applicable.
Amount Codes Form 1099-G-- For Reporting Payments on Form
Certain Government 1099-G:
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)
6 Taxable grants
7 Agriculture payments
Note: Payments previously reported under Amount Code 5 for
discharge of indebtedness are now reportable on Form 1099-C.
Amount Codes Form For Reporting Payments on Form
1099-INT--Interest Income 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 Foreign tax paid
Amount Codes Form For Reporting Payments on Form
1099-MISC--Miscellaneous 1099-MISC:
Income
Amount
Code Amount Type
1 Rents (see Note 1)
2 Royalties (see Note 2)
3 Other income (see Note 3)
4 Federal income tax withheld
(backup withholding)
5 Fishing boat proceeds
6 Medical and health care
payments
7 Nonemployee compensation or
crop insurance proceeds (see
Note 4)
8 Substitute payments in lieu of
dividends or interest
9 Excess golden parachute
payments
Note 1: If reporting the Direct Sales Indicator only, use
Type of Return Code A for 1099-MISC in position 22, and Amount Code 1
in position 23 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 "pay-as-cut"
contract; these should be reported on Form 1099-S.
Note 3: Amount Code 3 previously was for "Prizes, awards,
etc.". The title was changed to read "Other income".
Note 4: Amount Code 7 is normally used to report nonemployee
compensation. However, Amount code 7 may also be used to report crop
insurance proceeds. See positions 4-5 of the "B" Record for
instructions. If nonemployee compensation and crop insurance proceeds
are being paid to the same payee, a separate "B" Record for each
transaction is required.
Amount Codes For Form Reporting Payments on Form
1099-OID--Original Issue 1099-OID:
Discount
Amount
Code Amount Type
1 Original issue discount for
1994
2 Other periodic interest
3 Early withdrawal penalty
4 Federal income tax withheld
(backup withholding)
Amount Codes Form For Reporting Payments on Form
1099-PATR--Taxable 1099-PATR:
Distributions Received
From 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
6 Investment credit (see Note)
7 Energy investment credit (see
Note)
8 Jobs credit (see Note)
Note: The amounts shown for Amount Codes 6, 7, and 8 must be
reported to the payee; they need not be reported to IRS/MCC.
If reporting Pass-Through Alternative Minimum Tax
Adjustments, the total alternative minimum tax (AMT) patronage
dividend adjustment for the patron and/or the total AMT per-unit
retain allocation adjustment should be entered in the Special Data
Entries Field of the Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-R:
1099-R--Distributions
From Pensions, Annuities,
Retirement or Profit-
Sharing Plans, IRAs,
Insurance Contracts, etc.
(See Note 1)
Amount
Code Amount Type
1 Gross distribution (see Note 2)
2 Taxable amount (see Note 3) or
IRA/SEP Distribution
3 Capital gain (included in
Amount Code 2)
4 Federal income tax withheld
(see Note 4)
5 Employee contributions or
insurance premiums
6 Net unrealized appreciation in
employer's securities
8 Other
9 State income tax withheld (see
Note 5)
Note 1: Additional information may be required in the "B"
Record. Refer to positions 44 thru 48 of the "B" Record.
Note 2: If the payment shown for Amount Code 1 is a total
distribution, enter a "1" (one) in position 47 of the "B" Record. An
amount must be shown in Amount Field 1.
Note 3: 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 aftertax contributions, enter the value of the
stock in Amount Code 1, enter "0" (zero) in Amount Code 2, and enter
the employee's contributions in Amount Code 5.
If the taxable amount cannot be determined, enter a "1" (one) in
position 48 of the "B" Record. If reporting an IRA/SEP distribution,
generally include the amount of the distribution in the Taxable
Amount (Payment Amount Field 2, positions 61-70) and enter a "1"
(one) in the IRA/SEP Indicator Field (position 44). A "1" (one) may
be entered in the Taxable Amount Not Determined Indicator Field
(position 48) of the Payee "B" Record, but the amount of the
distribution must still be reported in Payment Amount Field 2. See
the explanation for Box 2a of Form 1099-R in the 1994 "Instructions
for Forms 1099, 1098, 5498, and W-2G" for more information on
reporting the taxable amount.
Note 4: See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information concerning the federal income tax
withheld for Form 1099-R.
Note 5: State income tax withheld was added for the convenience
of the payer but need not be reported to IRS. Local income tax may be
reported in the Special Data Entries Field in the Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-S:
1099-S--Proceeds From
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. For more information, see Announcement 90-129,
1990-48 I.R.B. 10.
Amount Codes Form For Reporting Payments on Form 5498:
5498--Individual
Retirement Arrangement
Information (See Note)
Amount
Code Amount Type
1 Regular IRA contributions made
in 1994 and 1995 for 1994
2 Rollover IRA contributions
3 Life insurance cost included in
Amount Code 1
4 Fair market value of the
account
Note: For information regarding Inherited IRAs, refer to
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 Shield/Storm
participant for other than 1994, enter "DS", 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 further information concerning Inherited IRAs or Desert
Shield/Storm participant reporting, refer to the 1994 "Instructions
for Forms 1099, 1098, 5498, and W-2G", and Notice 91-17, 1991-1 C.B.
319.
Amount Codes Form For Reporting Payments on Form W-2G:
W-2G--Certain Gambling
Winnings Amount
Code Amount Type
1 Gross winnings
2 Federal income tax withheld
3 State income tax withheld (see
Note)
7 Winnings from identical wagers
Note: State income tax withheld was added for the convenience
of the payer but need not be reported to IRS/MCC.
32 Test 1 Required. Enter "T" if this is a test
Indicator file, otherwise enter a blank.
33 Service 1 Enter "1" (one) if a service bureau was
Bureau used to develop and/or transmit files,
Indicator otherwise, enter blank. See Part A, Sec.
17 for the definition of service bureau.
34-41 Blank 8 Enter blanks
42-43 Magnetic 2 Required for magnetic tape/tape
Tape Filer 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.
44-48 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 on this program.
Do not enter more than one TCC per file.
49 Foreign 1 Enter a "1" (one) if the payer is a
Entity foreign entity and income is paid by the
Indicator corporation to a U.S. resident. If the
payer is not a foreign entity, enter a
blank. (See Note)
Note: If payers erroneously report entities as foreign, they
may be subject to a penalty for providing incorrect information to
IRS. Therefore, payers must be sure to code only those records as
foreign entities that should be coded.
50-89 First Payer 40 Required. Enter the name of the payer
Name Line whose TIN appears in positions 7-15 of
the "A" Record. Any extraneous
information must be deleted. Left
justify and fill 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,
the "A" Record will reflect the name and TIN of the recipient of the
interest/the filer of Form 1098 (the payer). The "B" Record will
reflect the individual paying the interest (the 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 Form
1099-S) and the "B" Record will reflect the seller/transferor.
90-129 Second Payer 40 If the Transfer Agent Indicator
Name Line (position 130) contains a "1" (one),
this field must contain the name of the
transfer 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 and fill unused positions with
blanks.
130 Transfer 1 Required. Identifies the entity in the
Agent Second Payer Name Line Field (See Part
Indicator A, Sec. 17 for a definition of transfer
agent.)
Code Meaning
1 The entity in the Second Payer
Name Line Field is the transfer
agent.
0 (zero) The entity shown is not the
transfer agent (i.e., the
Second Payer Name Line Field
contains either a continuation
of the First Payer Name Line
Field or blanks).
131-170 Payer 40 Required. If the Transfer Agent
Shipping Indicator in position 130 is a "1"
Address (one), enter the shipping address of the
transfer 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 and fill with blanks.
171-210 Payer City, 40 Required. If the Transfer Agent
State, and Indicator in position 130 is a "1"
ZIP Code (one), enter the city, town, or post
office, state abbreviation and ZIP Code
of the transfer agent. Otherwise, enter
the city, town, or post office, state
and ZIP Code of the payer. Left justify
and fill with blanks.
211-290 Transmitter 80 Required if the payer and transmitter
Name are not the same. Enter the name of the
transmitter in the manner in which it is
used in normal business. The name of the
transmitter must be reported in the same
manner throughout the entire file. Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
291-330 Transmitter 40 Required if the payer and transmitter
Mailing are not the same. Enter the mailing
Address address of the transmitter. Street
address should include number, street,
apartment or suite number (or P. O. Box
if mail is not delivered to street
address). Left justify and fill with
blanks. If the payer and transmitter are
the same, this field may be blank.
331-370 Transmitter 40 Required if the payer and transmitter
City, State are not the same. Enter the city, town,
and ZIP Code or post office, state and ZIP Code of
the transmitter. Left justify and fill
with blanks. If the payer and
transmitter are the same, this field may
be blank.
371-418 Blank 48 Enter blanks.
419-420 Blank 2 Enter blanks or carriage return/line
feed (cr/lf).
SEC. 6. PAYER/TRANSMITTER "A" RECORD -- RECORD LAYOUT [omitted]
/*/ When reporting Form 1098, Mortgage Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest (the payer). For Form 1099-S, the "A" Record will reflect the person responsible for reporting the transaction.
SEC. 7. 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 420 positions. The record layout for positions 1 through 321 is the same for all "B" Records. Positions 322 through 420 vary for Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G to accommodate variations within these forms.
In the "A" Record, the amount codes that appear in tape or diskette positions 23 through 31 will be left-justified and filled with blanks. In the "B" Record, the filer will allow for all nine Payment Amount Fields. For those fields not used, enter "0's" (zeros). For example, if a payer is reporting on Form 1099-PATR, they will enter a "7" in tape position 22 of the "A" Record, Type of Return. If they are reporting payments for Amount Codes 2, 4, and 7, then media positions 23 through 31 of the "A" Record will be "247bbbbbb" (b = blanks). In the "B" Record:
Positions 51 through 60 for Payment Amount 1 will be zeros.
Positions 61-70 will reflect the actual payment amount to be reported for "nonpatronage distributions".
Positions 71-80 for Payment Amount 3 will be zeros.
Positions 81-90 will reflect the actual payment amount to be reported for "federal income tax withheld".
Positions 91-110 for Payment Amounts 5 and 6 will be zeros.
Positions 111-120 will reflect the actual payment amount to be reported for "energy investment credit".
Positions 121-140 for Payment Amounts 8 and 9 will be zeros.
.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.
.03 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 generating the name control:
(a) 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.
(b) In the case of multiple payees, only the surname of the payee whose TIN (SSN or EIN) 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.
.04 See Part A, Sec. 14 for further information concerning Taxpayer Identification Numbers (TINs).
.05 A field 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. If this field is coded, it will not affect the processing of the "B" Records.
.06 Those payers participating in the Combined Federal/State Filing Program must adhere to all of the specifications in Part A, Sec. 16 in order to participate in this program. Forms 1098, 1099-A, 1099-B, 1099-C, 1099-S, and W-2G cannot be filed under the Combined Federal/State Filing Program.
.07 All alpha characters entered in the "B" Record should be uppercase.
.08 Do not use decimal points (.) to indicate dollars and cents. Ten dollars must appear as 0000001000 in the payment amount field.
.09 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.
.10 When reporting Form 1098, Mortgage Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest, the filer of the Form 1098 (the payer). The "B" Record will reflect the individual paying the interest (borrower/payer of record) and the amount paid. For Forms 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.
RECORD NAME: PAYEE "B" RECORD
Note: 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 position(s) and for the indicated length. All records are a fixed length of 420 positions.
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record Type 1 Required. Enter "B".
2-3 Payment Year 2 Required. Enter "94" (unless reporting
prior year data).
4-5 Document 2 Required for Forms 1099-G, 1099-MISC,
Specific/ 1099-R and W-2G. For all other forms,
Distribution or if not used, enter blanks.
Code
Tax Year of For Form 1099-G, use only for reporting
Refund (Form the tax year for which the refund,
1099-G only) credit or offset (Amount Code 2) was
issued. Enter in position 4; position 5
must be blank. If the refund, credit, or
offset is not attributable to income tax
from a trade or business, enter the
numeric year from the table below for
which the refund, credit or offset was
issued (e.g., for 1993, enter 3).
If the refund, credit or offset is
exclusively attributable to income from
a trade or business, and is not of
general application, enter the alpha
equivalent of the year from the table
below (e.g., for 1993,
enter C).
Year for which
Year for Which Trade/Business
General Refund Was Issued
Refund was Issued (Alpha Equivalent)
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
Crop Insurance For Form 1099-MISC, Enter "1" (one) in
Proceeds (Form position 4 if the payments reported
1099-MISC only) for Amount Code 7 are crop insurance
proceeds. Position 5 will be blank.
Distribution For Form 1099-R, enter the appropriate
Code (Form distribution code(s). More than one
1099-R only) code may apply for Form 1099-R. If
(For a detailed only one code explanation is required,
explanation of it must be entered in position 4 and
the distribution position 5 must be blank. Enter at.
codes, see the least one (1) distribution code. A blank
1994 "Instruc- code in position 4 is not acceptable.
tions for Forms
1099, 1098,
5498, and W-2G".)
Enter the applicable code from the table
that follows. Position 4 must contain a
numeric code in all cases except when
using P, D, E, F, G, or H. Distribution
Code A, B, or C, when applicable, must
be entered in position 5 with the
applicable numeric code in position 4.
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 if applicable.
Only two numeric combinations are
acceptable, codes 8 and 1, and codes 8
and 2, on one return. These two
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, report two separate "B"
Records.
Distribution Codes E, F, and H cannot be
used in conjunction with other codes.
Distribution Code G may be used in
conjunction with Distribution Code 4, if
applicable. Refer to Announcement
93-20, 1993-6 I.R.B. 65
Category Code
Early (premature) distribution, 1 /*/
no known exception
Early (premature) distribution, 2 /*/
exception applies (as defined in
section 72(q), (t), or (v) of
the Internal Revenue Code) other
than disability or death
Disability 3 /*/
Death (includes payments to a 4 /*/
beneficiary)
Prohibited transaction 5 /*/
Section 1035 exchange 6
Normal distribution 7 /*/
Excess contributions plus 8 /*/
earnings/excess deferrals
(and/or earnings) taxable in
1994
PS 58 costs 9
Excess contributions plus P /*/
earnings/excess deferrals
taxable in 1993
Eligible for 5 or 10 year A
averaging
Eligible for death benefit B
exclusion
Eligible for both A and B C
Excess contributions plus D /*/
earnings/excess deferrals
taxable in 1992
Excess annual additions under E
section 415
Charitable gift annuity F
Direct rollover to IRA G
Direct rollover to qualified H
plan or tax-sheltered annuity
/*/ If reporting an IRA or SEP distribution, code a "1" (one) in
position 44 of the "B" Record.
Type of Wager For Form W-2G, enter the applicable code
(Form W-2G in position 4. Position 5 will be blank.
only)
Category Code
Horse race track (or off-track 1
betting of a horse track
nature)
Dog race track (or off-track 2
betting of a dog track nature)
Jai-alai 3
State conducted lottery 4
Keno 5
Casino-Type Bingo. Do not use6
this code for any other type of
bingo winnings (e.g., church or
fire dept.)
Slot machines 7
Any other type of gambling 8
winnings. (This includes church
bingo, fire dept. bingo, or
unlabeled winnings.)
6 2nd TIN 1 For Forms 1099-B, 1099-DIV, 1099-INT,
Notice 1099-MISC, 1099-OID, and 1099-PATR only.
Enter "2" to indicate notification by
IRS/MCC twice within three calendar
years that the payee provided an
incorrect name and/or TIN combination,
otherwise, enter a blank.
7 Corrected 1 Indicate a corrected return.
Return
Indicator 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.
8-11 Name Control 4 If determinable, enter the first four
(4) characters of the surname of the
person whose TIN is being reported in
positions 15-23 of the "B" Record,
otherwise, enter blanks. This is usually
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 (4) 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 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 prefixes are
considered part of the surname, e.g.,
for Van Elm, the name control would be
VANE.
Note: Although extraneous words, titles, and special characters
are allowed (i.e., Mr., Mrs., Dr., apostrophe, or dash),
this information may be dropped during subsequent IRS/MCC processing.
The following examples may be helpful to filers in developing the
Name Control:
NAME NAME CONTROL
Individuals: Jane Browg BROWN
John A. Lee LEE /*/
James P. En, Sr. EN /*/
John O'Neill ONEI
Mary Van Buren VANB
Juan De Jesus 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'Allesandro 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 ASPE
Bess Willow
Harold Fir,
Bruce Elm, and
Joyce Spruce et al Ptr FIR /*/
Estate: Frank White Estate WHIT
Sheila Blue Estate 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 (4) 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.
12 Direct Sales 1 Form 1099 MISC only. Enter a "1" (one)
Indicator to indicate sales of $5,000 or 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 direct sales only, use Type of Return
A in position 22, and Amount Code 1 in position 23 of the Payer "A"
record. All payment amount fields in the Payee "B" record will
contain zeros.
13 Blank 1 Enter blank
14 Type of TIN 1 This field is used to identify the
Taxpayer Identification Number (TIN) in
positions 15-23 as either an Employer
Identification Number (EIN), or a Social
Security Number (SSN). /*/ Enter the
appropriate code from the following
table:
/*/ While not a "Required" field, this information is important
for the correct processing of the payee's TIN.
Type of TIN TIN Type of Account
1 EIN A business,
organization, sole
proprietor or other
entity
2 SSN An individual
Blank N/A If the type of TIN is
not determinable, enter a
blank.
15-23 Taxpayer 9 Required. Enter the nine digit Taxpayer
Identifi- Identification Number of the payee (SSN
cation or EIN). If an identification number has
Number been applied for but not received, enter
blanks. Do not enter hyphens or alpha
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 erroneous notices. 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 (B Notices) or penalties for missing or
incorrect TINs.
24-43 Payer's 20 Enter any number assigned by the payer
Account to the payee (e.g., checking or
Number For savings account number). Filers are
Payee encourage 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.
44 IRA/SEP 1 Form 1099-R only. Enter "1" (one) if
Indicator reporting a distribution from an IRA or
(See Note) SEP; otherwise, enter a blank.
Note: Report the total amount distributed from an IRA or SEP in
Payment Amount Field 2 (Taxable Amount), as well as Payment Amount
Field 1 (Gross Distribution) of the "B" Record. Filers may indicate
the taxable amount was not determined by using the Taxable Amount Not
Determined Indicator (position 48) of the "B" Record. However, still
report the amount distributed in Payment Amount Field 2. Refer to the
1994 "Instructions for Forms 1099, 1098, 5498 and W-2G" for
exceptions.
45-46 Percentage of 2 Form 1099-R only. Use this field when
Total reporting a total distribution to more
Distribution than one person, such as when a
participant dies 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 or more will
be 11 percent). Enter the percentage
received by the person whose TIN is
included in positions 15-23 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 IRA or SEP distributions
or for direct rollovers.
47 Total 1 Form 1099-R only. Enter a "1" (one) only
Distribution if the payment shown for Amount Code 1
Indicator is a total 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.
48 Taxable 1 Form 1099-R only. Enter a "1" (one) only
Amount Not if the taxable amount of the payment
Determined entered for Payment Amount Field 1
Indicator (Gross Distribution) of the "B" Record
cannot be computed, otherwise, enter
blank. If Taxable Amount Not Determined
Indicator is used, enter "0's" (zeros)
in Payment Amount Field 2 of the Payee
"B" Record unless the IRA/SEP Indicator
is present. (See Note) Please make every
effort to compute the taxable amount.
Note: If reporting an IRA/SEP Distribution for Form 1099-R, the
Taxable Amount Not Determined Indicator may be used; but, it is not
required. If the IRA/SEP Indicator is present, the amount of the
distribution should be reported in Payment Amount Field 2. Refer to
the 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" for more
information.
Filers are instructed to 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.
49-50 Blank 2 Enter blanks
Payment Required. Filers should allow for all
Amount payment amounts. For those not used,
Fields enter zeros. For example: If position
(Must be 22, Type of Return, of the "A" Record is
numeric) "7" (for 1099-PATR) and positions
23-31, Amount Codes, are "247bbbbbb" (b
= blank), this indicates that three
actual payment amounts are being
reported in the following "B" Records.
Payment Amount 1 will be all 0's
(zeros), Payment Amount 2 will represent
nonpatronage distributions, 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's (zeros), Payment
Amount 7 will represent energy
investment credit, and Payment Amounts 8
and 9 will be all 0's (zeros). Each
payment field must contain 10 numeric
characters (see Note). Each payment
amount must be entered in 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 overpunch 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 overpunch is not used, the
number is assumed to be positive.
Negative overpunch 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: If a payer is reporting a money amount in excess of
9999999999 (dollars and cents), it must be reported as follows:
(1) The first Payee "B" Record MUST contain 9999999999. (2) The
second Payee "B" Record will contain the remaining money amount.
DO NOT SPLIT THIS FIGURE IN HALF.
51-60 Payment 10 The amount reported in this field
Amount 1 /*/ represents payments for Amount Code 1 in
the "A" Record.
61-70 Payment 10 The amount reported in this field
Amount 2 /*/ represents payments for Amount Code 2 in
the "A" Record.
71-80 Payment 10 The amount reported in this field
Amount 3 /*/ represents payments for Amount Code 3 in
the "A" Record.
81-90 Payment 10 The amount reported in this field
Amount 4 /*/ represents payments for Amount Code 4 in
the "A" Record.
91-100 Payment 10 The amount reported in this field
Amount 5/*/ represents payments for Amount Code 5 in
the "A" Record.
101-110 Payment 10 The amount reported in this field
Amount 6/*/ represents payments for Amount Code 6 in
the "A" Record.
111-120 Payment 10 The amount reported in this field
Amount 7/*/ represents payments for Amount Code 7 in
the "A" Record.
121-130 Payment 10 The amount reported in this field
Amount 8/*/ represents payments for Amount Code 8 in
the "A" Record.
131-140 Payment 10 The amount reported in this field
Amount 9/*/ represents payments for Amount Code 9 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.
141-160 Blank 20 Enter blanks
161 Foreign 1 If the address of the payee is in a
Country foreign country, enter a "1" (one) in
Indicator 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.
162-201 First Payee 40 Required. Enter the name of the payee
Name Line (preferably surname first) whose
Taxpayer Identification Number (TIN) was
provided in positions 15-23 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.
Note: When reporting Form 1098, Mortgage Interest Statement,
the "A" Record will reflect the name of the recipient of the interest
(the payer). The "B" Record will reflect the individual paying the
interest (the borrower/payer of record) and the amount paid.
For Forms 1099-S, the "B" Record will reflect the
seller/transferor information. 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 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G". The beneficiary's TIN should be reported in
positions 15-23 of the "B" Record.
202-241 Second Payee 40 If there are multiple payees (e.g.,
Name Line partners, joint owners, or spouses), use
this field for those names not
associated with the TIN provided in
position 15-23 of the "B" Record or if
not enough space was provided in the
First Payee Name Line continue the name
in this field. Do not enter address
information. It is important that filers
provide as much payee information to
IRS/MCC as possible to identify the
payee assigned the TIN. Left justify and
fill unused positions with blanks. Fill
with blanks if no entries are present
for this field.
242-281 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P.O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 161 must contain a "1" (one).
282-310 Payee City 29 Required. Enter the city, town or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
311-312 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.
313-321 Payee ZIP 9 Required. Enter the valid nine digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field, located in
position 161 of the "B" Record.
STANDARD PAYEE "B" RECORD FORMAT FOR ALL TYPES OF RETURNS UP TO POSITION 321 [omitted]
The following sections define the field positions for the different types of returns in the Payee "B" Record (positions 322-420):
(1) Forms 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, and 5498
(2) Form 1099-A
(3) Form 1099-B
(4) Form 1099-C
(5) Form 1099-OID
(6) Form 1099-S
(7) Form W-2G
(1) FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R and 5498
322-349 Blank 28 Enter blanks
350-416 Special Data 67 This portion of the "B" Record may be
Entries 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.
417-418 Combined 2 If this payee record is to be forwarded
Federal/State to a 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
or for forms not valid for state
reporting, enter blanks.
419-420 Blank 2 Enter blanks, or carriage return/line
feed (cr/lf) characters.
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, and 5498 [omitted]
(2) PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-A
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-349 Blank 28 Enter blanks
350-370 Special Data 21 This portion of the "B" Record may be
Entries 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.
371-376 Date of 6 Form 1099-A only. Payers should enter
Lender's the acquisition date of the secured
Acquisition or property or the date they first had
Knowledge of reason to know the property was
Abandonment abandoned, in the format MMDDYY(i.e.,
102294). Do not enter hyphens or
slashes.
377 Liability 1 Form 1099-A only. Enter the appropriate
Indicator indicator from the table below:
Indicator Usage
1 Borrower is personally liable
for repayment of the debt.
Blank Borrower is not liable for
repayment of the debt.
378-416 Description 39 Form 1099-A only. Enter a brief
of Property description of 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-1992
Buick Regal or office equipment). Enter
"CCC" for crops forfeited on Commodity
Credit Corporation loans. If fewer than
39 positions are required, left justify
and fill unused positions with blanks.
417-418 Blank 2 Enter blanks
419-420 Blank 2 Enter blanks, or carriage return/line
feed (cr/lf) characters.
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-A [omitted]
(3) PAYEE "B" RECORD--RECORD LAYOUT POSITION 322-420 FORM 1099-B
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-349 Blank 28 Enter blanks
350-359 Special Data 10 This portion of the "B" Record may be
Entries 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.
360 Gross 1 Form 1099-B only. Enter the appropriate
Proceeds indicator from the following table,
Indicator otherwise, enter blanks.
Indicator Usage
1 Gross proceeds
2 Gross proceeds less
commissions and option
premiums
361-366 Date of Sale 6 Form 1099-B only. 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
MMDDYY (e.g., 102194). Enter blanks if
this is an aggregate transaction. Do not
enter hyphens or slashes.
367-379 CUSIP Number 13 Form 1099-B only. 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 and fill unused positions with
blanks.
380-418 Description 39 Form 1099-B only. Enter a brief
description of the item or services for
which the proceeds or bartering is being
reported. If fewer than 39 characters
are required, left justify 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 descriptions
and any amount subject to backup
withholding. For bartering transactions,
show the services or property provided.
Note: The amount withheld in these situations is to be included
in Amount Code 4.
419-420 Blank 2 Enter blanks, or carriage return/line
feed (cr/lf) characters.
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-B [omitted]
(4) PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-C
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-349 Blank 28 Enter blanks
350-370 Special Data 21 This portion of the "B" Record may be
Entries 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.
371-376 Date Canceled 6 Form 1099-C only. Payers should enter
the date when the debt was canceled in
the format of MMDDYY (i.e., 102294).
Do not enter hyphens or slashes.
377 Bankruptcy 1 Form 1099-C only. Enter "1" (one) to
Indicator indicate the debt was discharged in
bankruptcy.
Indicator Usage
1 Debt was discharged in
bankruptcy.
Blank Debt was not discharged in
bankruptcy.
378-416 Debt 39 Form 1099-C only. Enter a description of
Description the origin of debt, such as student
loan, mortgage, or credit card
expenditure.
417-418 Blank 2 Enter blanks
419-420 2 Enter blanks, or carriage return/line
feed (cr/lf).
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-C [omitted]
(5) PAYEE "B" RECORD--RECORD LAYOUT POSITION 322-420 FORM 1099-OID
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-349 Blank 28 Enter blanks
350-377 Special Data 28 This portion of the "B" Record may be
Entries 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 used, enter blanks.
378-416 Description 39 Required 1099-OID only. 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 of maturity (e.g.,NYSE XYZ
12 1/2 95). Show the name of the issuer
if other than the payer. If fewer than 39
characters are required, left justify and
fill unused positions with blanks.
417-418 Combined 2 If a payee record is to be forwarded to
Federal/ a state agency as part of the Combined
State Federal/State Filing Program, enter the
Code valid state code from Part A, Sec. 16,
Table 1. For those payers or states not
participating in this program and for
forms not valid for state reporting,
enter blanks.
419-420 Blank 2 Enter blanks or carriage return/line feed
(cr/lf) characters.
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-OID [omitted]
(6) PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-S
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-349 Blank 28 Enter blanks
350-372 Special 23 This portion of the "B" Record may be
Data used to record information for state
Entries 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.
373-378 Date of 6 Required Form 1099-S only. Enter the
Closing closing date in the format MMDDYY(e.g.,
102294). Do not enter hyphens or
slashes.
379-417 Address or 39 Required Form 1099-S only. Enter the
Legal address 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 and fill unused
positions with blanks.
418 Property or 1 Required Form 1099-S only. Enter "1"
Services To (one) if the transferor received or will
Be Received 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. Also enter a "1"
(one) if the transferor receives
property (other than cash) or services
to satisfy a debt having a stated
principal amount, otherwise, enter
a blank.
419-420 Blank 2 Enter blanks or carriage return/line feed
(cr/lf) characters.
PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM 1099-S [omitted]
When reporting Form 1099-S, the "B" Record will reflect the seller/transferor information.
(7) PAYEE "B" RECORD--RECORD LAYOUT POSITIONS 322-420 FORM W-2G
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
322-352 Blank 31 Enter blanks
353-358 Date Won 6 Required Form W-2G only. Enter the date
of the winning event in the format MMDDYY
(e.g., 102294). 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).
359-373 Transaction 15 Required Form W-2G only. 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. All
others, enter blanks.
374-378 Race 5 Form W-2G only. If applicable, enter the
the race (or game) relating to the
winning ticket. Otherwise, enter blanks.
379-383 Cashier 5 Form W-2G only. If applicable, enter the
the initials of the cashier making the
winning payment; otherwise, enter blanks.
384-388 Window 5 Form W-2G only. If applicable, enter the
window number or location of the person
paying the winnings; otherwise, enter
blanks.
389-403 First ID 15 Form W-2G only. If applicable, enter the
first identification number of the person
receiving the winnings; otherwise, enter
blanks.
404-418 Second ID 15 Form W-2G only. If applicable, enter the
second identification number of the
person receiving the winnings; otherwise,
enter blanks.
419-420 Blank 2 Enter blanks, or carriage return/line
feed (cr/lf) characters.
PAYEE "B" RECORD-RECORD LAYOUT POSITIONS 322-420 FORM W-2G [omitted]
SEC. 8. END OF PAYER "C" RECORD--RECORD LAYOUT
.01 The End of Payer "C" Record is a fixed record length of 420 positions. The control total fields are each 15 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 will appear in Control Totals 1, 3 and 6 of the "C" Record. In this example, positions 26-40, 56-85, and 101-145 would be zero filled. Positions 146-420 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 1 Required. Enter "C"
Type
2-7 Number of 6 Required. Enter the total number of "B"
Payees Records covered by the preceding "A"
Record. Right justify and zero fill.
8-10 Blank 3 Enter blanks
Required. Accumulate totals of any payment amount fields
in the "B" Record into the appropriate control total fields of the
"C" Record. Control totals must be right-justified and unused
control total fields zero-filled. All control total fields are 15
positions in length.
11-25 Control 15
Total 1
26-40 Control 15
Total 2
41-55 Control 15
Total 3
56-70 Control 15
Total 4
71-85 Control 15
Total 5
86-100 Control 15
Total 6
101-115 Control 15
Total 7
116-130 Control 15
Total 8
131-145 Control 15
Total 9
146-420 Blank 275 Enter blanks. Filers may enter carriage
return/line feed (cr/lf) characters in
positions 419-420.
END OF PAYER "C" RECORD--RECORD LAYOUT [omitted]
SEC. 9. STATE TOTALS "K" RECORD--RECORD LAYOUT
.01 The state totals "K" record is a fixed record length of 420 positions. The control total fields are each 15 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 will 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.
RECORD NAME: STATE TOTALS "K" RECORD
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record Type 1 Required. Enter "K"
2-7 Number of 6 Required. Enter the total number of "B"
Records being coded for this state. Right
Payees justify and zero fill.
8-10 Blank 3 Enter blanks
Required. Accumulate totals 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.
Control totals must be right-justified, and unused control total
fields zero-filled. All control total fields are 15 positions in
length.
11-25 Control 15
Total 1
26-40 Control 15
Total 2
41-55 Control 15
Total 3
56-70 Control 15
Total 4
71-85 Control 15
Total 5
86-100 Control 15
Total 6
101-115 Control 15
Total 7
116-130 Control 15
Total 8
131-145 Control 15
Total 9
146-416 Blank 271 Reserved for IRS use. Enter blanks.
417-418 Combined 2 Required. Enter the code assigned to the
Federal/ state which is to receive the
State information. (Refer to Part A, Sec. 16
Code Table 1.)
419-420 Blank 2 Enter blanks or carriage return/line feed
(cr/lf) characters.
STATE TOTALS "K" RECORD--RECORD LAYOUT [omitted]
SEC. 10. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
.01 The end of transmission "F" record is a fixed record length of 420 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"
2-5 Number of 4 Enter the total number of Payer "A"
"A" Records Records in the entire file (right
justify and zero fill) or enter all
zeros.
6-30 Zero 25 Enter zeros
31-420 Blank 390 Enter blanks. Filers may enter carriage
return/line feed (cr/lf) characters in
positions 419-420.
END OF TRANSMISSION "F" RECORD--RECORD LAYOUT [omitted]
PART C. BISYNCHRONOUS (MAINFRAME) ELECTRONIC FILING SPECIFICATIONS
SEC. 1. GENERAL
.01 Bisynchronous electronic filing of Forms 1098, 1099, 5498, and W-2G information returns is offered as an alternative to magnetic media (tape, tape cartridge, or diskette) or paper filing, but is not a requirement. This method uses IBM 3780 communications protocols and is used primarily by mainframe filers. Electronic filing 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.
.02 The electronic filing of information returns is not affiliated with the Form 1040 electronic filing program. These two programs are totally independent, and separate approval to participate in each of them must be obtained. 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 Taxpayer Service toll-free number (1-800-829-1040) for assistance.
.03 Filers participating in the electronic filing program for information returns will submit their returns to IRS/MCC by way of modems, and not through magnetic media or paper filing.
.04 If a request for extension is approved, transmitters who file electronically will be granted an extension of 30 days 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 "A," "B," "C," "K," and "F" Records are the same for electronically filed records as they are for 5 1/4- and 3 1/2-inch diskettes, tapes and tape cartridges. For electronically filed documents, each transmission is considered a separate file; therefore, each transmission must have an End of Transmission (EOT) "F" Record.
SEC. 2. ELECTRONIC FILING APPROVAL PROCEDURE
.01 Filers must obtain, or already have, a Transmitter Control Code (TCC) assigned to them prior to submitting their files electronically. Refer to Part A, Sec. 7 for information on how to obtain a TCC.
.02 Filers using bisynchronous protocols must obtain an IRS/MCC-assigned password prior to submitting test or actual data files. To obtain a password, the following steps must be taken:
(a) Bisynchronous filers who already have a TCC must submit either Form 4419 or a letter to indicate that they wish to file information returns electronically. Another TCC will not be assigned. If a letter is submitted, it must contain the following:
1) Name and address of transmitter.
2) Transmitter Control Code.
3) Name and phone number of a contact person within the filer's organization to whom a password will be assigned.
(b) Within 30 days of receiving the application or letter, IRS/MCC will send Form 6086, Time Sharing Operation (TSO) Password Assignment, to the filer which will contain the password to be used for electronic submissions.
(c) Upon receipt of Form 6086, the user (person who will actually transmit the data) will separate the acknowledgement from the password. Both the user and the user's manager must sign the acknowledgement and mail to:
Chief, Security and Disclosure Branch
IRS, Martinsburg Computing Center
P.O. Box 1208
Martinsburg, WV 25401
(d) The users or filers should retain a copy of the signed acknowledgement for their records. It is the filer's responsibility to ensure that the password is not compromised. Access to IRS/MCC computers will not be allowed without a valid password. After a password is received and the acknowledgement returned, the filer may submit a data file.
(e) For security reasons, all bisynchronous passwords will expire periodically, and a new password will automatically be assigned. If filers have any questions relating to the security procedures, and/or they need to report their password has been compromised, they must contact IRS/MCC as soon as possible at:
IRS/MCC
Information Returns Branch
P. O. Box 1359
Martinsburg, WV 25401
or by calling 1-(304)-263-8700.
.03 It is the user's responsibility to remember the password and not allow the password to be compromised.
SEC. 3. TEST FILES
.01 Filers are not required to submit a test file. The purpose of test files is to resolve any data or communication problems prior to the filing season. If a filer wishes to submit an electronic test file for Tax Year 1994, it must be submitted to IRS/MCC November 1, 1994, through December 31, 1994.
.02 If a filer encounters problems while transmitting electronic test files, IRS/MCC should be contacted for assistance.
.03 A password must be obtained before submitting an electronic test file.
.04 Bisynchronous electronic test files will be processed and filers will be notified as to the acceptability of their data within 10 workdays of the date the data is received by IRS/MCC.
SEC. 4. 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 Lengthy transmissions are not encouraged since the transmission may be interrupted by line noise problems.
SEC. 5. TRANSMITTAL REQUIREMENTS
.01 All data submitted electronically is verified by transmittal Form 4804. The transmitter must send the signed Form 4804 the same day the transmission is made. 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 publications order number 1-800-TAX-FORM (1-800-829-3676) or it may be computer-generated. If a filer chooses to computer-generated 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 filer whose TCC is used in the "A" Record is responsible for submitting the transmittal Form 4804.
.04 Forms 4804 may be mailed to the following addresses:
If by Postal Service:
IRS-Martinsburg Computing Center
ATTN: Electronic Filing Coordinator
P.O. Box 1359
Martinsburg, WV 25401-1359
If by truck or air freight:
IRS-Martinsburg Computing Center
ATTN: Electronic Filing Coordinator
Route 9 and Needy Road
Martinsburg, WV 25401
.05 Form 4804 submitted for electronically filed information returns may be faxed to IRS/MCC at the following number: (304) 264-5196. Faxed transmittals will allow IRS/MCC to begin processing the file immediately; however, a filer must still send the actual signed Form 4804 the same day as the electronic transmission.
SEC. 6. IBM 3780 BISYNCHRONOUS COMMUNICATION SPECIFICATIONS
.01 Transmissions using IBM 3780 bisynchronous protocols must be in EBCDIC character code. Modems must be compatible with either Bell 208B for 4800 bps transmissions, or AT&T 2296A for 9600 bps transmissions. Both modems are dial-up type modems using the Public Switched Telephone Network. IBM 3780 data compression is acceptable for any bisynchronous transmission. Records may be blocked up to 4096 bytes with INTER RECORD SEPARATORS.
.02 IRS/MCC will accept information returns filed electronically over switched telecommunications network circuits. For 4800 bps, the circuit will be (304) 267-0807. For 9600 bps, the circuit will be (304) 267-9572. Both circuits are equipped for bisynchronous transmission using the IBM 3780 protocol.
.03 The 4800 bps line terminates at a Bell 208B modem. The Bell 208B modem uses phase-shift keying and eight-phase modulation to transmit binary serial data signals over the telephone line in half-duplex mode. The following options have been selected:
- Transmit Level set to -4 dBm
- Compromise Equalizer in (4-dB Slope)
- DSR off in Analog Loop Mode
- Automatic Answer
- Transmitter Internally Timed
- RS-CS Interval of 50 ms
.04 The 9600 bps line terminates at an AT&T Dataphone II 2296A modem. The AT&T 2296A modem is a full-duplex, CCITT V.32 compatible unit which operates at 9600 bps or 4800 bps (fallback). The following options have been selected:
- Receiver Responds to Remote Loopback
- Loss-of-Carrier Disconnect
- Received-Space Disconnect
- Send-Space Disconnect
- Automatic Answer
- Answer on Ring 1
- DTR Interlock
- Retrain Enable
- Internal Timing
- CTS Controlled by RTS
- 0 - 1 ms RTS to CTS Delay
- CTS Dependent on Carrier
- RR Indicates Carrier
- 9600 Trellis Coding
- 4800 bps Fallback
- 4 dB Compromise Equalization
SEC. 7. BISYNCHRONOUS ELECTRONIC FILING RECORD SPECIFICATIONS
.01 For bisynchronous filing there are two additional identifier records which must be used to transmit data. These records are 420 positions in length and are the first ($$REQUEST) and second ($$ADD) records sent in an electronic transmission. The purpose of these records is to provide the password and identity of the transmitter. The $$REQUEST, $$ADD and the data file should be transmitted as one file. In some cases, filers have attempted to send the $$REQUEST and $$ADD as separate files. Doing this will result in a failed transmission.
.02 With the exception of these additional records, the file format for electronic filing is the same as for magnetic media filing. The format of each of these records is as follows:
RECORD NAME: $$REQUEST
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1-20 $$REQUEST 20 Enter the following characters:
Identifier $$REQUEST ID=MSGFILE
Record
21-420 Blank 400 Blank
ELECTRONIC FILING IDENTIFIER $$REQUEST RECORD--RECORD LAYOUT [ommitted]
.03 Upon making contact with IRS/MCC and furnishing a valid password in the $$ADD identifier record, a data transmission session will commence. The transmission will continue until an End of Transmission (EOT) "F" record is received. At the end of each transmission, the following message should be received electronically by the filer: "DATA RECEIVED AT MCC" and the line will be disconnected. If this message is not received, there was a problem with the submission, and the filer should contact IRS/MCC immediately.
.04 Upon receiving a data file and transmittal Form 4804, IRS/MCC will release the data for further processing. If the media cannot be processed, the filer will be notified by either letter or telephone that the data must be retransmitted. This file name, if necessary, will be provided by IRS/MCC and is to be placed in positions 45-51 of the $$ADD record when the file is retransmitted.
RECORD NAME: $$ADD
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1-9 $$ADD 9 Enter the following characters: $$ADD
Identifier ID=
Record
10-17 Password 8 Enter the password assigned by IRS/MCC.
For information concerning the
password, see Part C, Sec. 2.
18 Blank 1 Enter a blank.
19-26 BATCHID 8 Enter the following characters: BATCHID=
27 Quote 1 Enter a single quote (').
28-43 Transmitter 16 Enter the transmitter's name. This name
Name should remain consistent in all
transmissions. If the transmitter's name
exceeds 16 positions, truncate the name.
44 Type of File 1 Enter the Type of File Indicator from
Indicator the list below:
O = Original filing
T = Test File
C = Correction file
R = Replacement file
45-51 Replacement 7 Use this field only if this is a
File Name replacement file. Enter the replacement
file name which IRS/MCC has assigned to
this file. This file name will be
provided to the filer in the letter
notifying them that a replacement file
is necessary. If contact is made by
telephone, the replacement file name
will be given to the filer by IRS/MCC
at that time. For other than
replacement files, this field will
contain blanks.
52 Quote 1 Enter a single quote (').
53-420 Blanks 368 Enter blanks.
ELECTRONIC FILING IDENTIFIER $$ADD RECORD--RECORD LAYOUT [omitted]
PART D. ASYNCHRONOUS (IRP-BBS) ELECTRONIC FILING SPECIFICATIONS
SEC. 1. GENERAL
.01 Asynchronous 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. Electronic filing using the Information Reporting Program Bulletin Board System (IRP-BBS) will fulfill the magnetic media requirements for those filers who are required to file magnetically. It may also be used by those 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 Taxpayer Service toll-free number (1-800-829-1040) for assistance.
.03 Filers participating in the electronic filing program for information returns will submit their returns to IRS/MCC by way of modems and not through magnetic media or paper filing.
.04 If a request for extension is approved, transmitters who file electronically will be granted an extension of 30 days 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 "A," "B," "C," "K," and "F" Records are the same for electronically filed records as they are for 5 1/4- and 3 1/2-inch diskettes, tapes, and tape cartridges. For electronically filed documents, each transmission is considered a separate file. Do not use the 8-inch diskette format for electronic filing.
SEC. 2. ELECTRONIC FILING APPROVAL PROCEDURE
.01 Filers must obtain, or already have, a Transmitter Control Code (TCC) assigned to them prior to submitting their files electronically. (Filers who currently have a TCC for magnetic 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, filers using IRP-BBS assign their own passwords and do not need special approval.
.03 With all passwords, it is the user's responsibility to remember the password and not allow the password to be compromised. However, if filers do forget their password, call (304) 263-8700 for assistance. Note: Passwords on the IRP-BBS are case sensitive.
SEC. 3. TEST FILES
.01 Filers are not required to submit a test file; however, the submission of a test file is encouraged for first time electronic filers in order to resolve any data or communication problems prior to the filing season. If filers wish to submit an electronic test file for Tax Year 1994, it must be submitted to IRS/MCC November 1, 1994, through December 31, 1994.
.02 If problems are encountered while transmitting the electronic test file, contact IRS/MCC for assistance.
.03 Filers can verify the status of their transmitted test data by dialing the IRP-BBS. This information will be available within two 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.
SEC. 4. 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 Filers may submit as many documents as they choose electronically. Filers are allowed 240 minutes a day; however, more time may be requested if needed. It may be advantageous to break down large files (files in excess of several hours of transmission time) into several smaller files. For example, if large files contain several types of returns or payers, transmit each return or payer as a separate file. As a result, if only one of the files is incorrect, a replacement would be needed for only the incorrect file.
.03 Do not transmit data using IRP-BBS January 1 through January 8. This will allow time for the IRP-BBS to be updated to reflect current year changes.
.04 Data compression is encouraged when submitting information returns by way of the IRP-BBS. MCC has the ability to decompress files created using several popular software compression programs such as ARC, COMPRESS, LHARC, and PKZIP. Software data compression can be done alone or in conjunction with V.42bis hardware compression. Transmission time can be reduced by as much as 80 percent when data compression is used; therefore, it is highly recommended.
The time required to transmit information returns electronically will vary depending on the modem speed and the type of data compression used, if any. However, transmissions to IRP-BBS will be significantly faster than electronic filing to the mainframe. The time required to transmit a file can be reduced by more than 80% by using software compression and hardware compression.
The following are actual transmission rates achieved in test uploads at MCC using compressed files (PKZIP) and the xmodem protocol:
Transmission
Speed in bps 500 Records 2500 Records 10000 Records
---------------------------------------------------------------------
2400 2 min 55 sec 10 min 25 sec 55 min 10 sec
9600 1 min 05 sec 4 min 35 sec 21 min 20 sec
19200 41 sec 2 min 51 sec 13 min 23 sec
The actual transmission rates will vary depending on the protocol that is used (normally XMODEM-1K and ZMODEM are faster).
.05 Files submitted to IRP-BBS must have a unique filename; therefore, the IRP-BBS will build the filename that must be used. The name will consist of the filer's TCC, submission type (T = Test, P = Production, C = Correction, and R = Replacement) and a sequence number. Filers may call the file anything they choose on their end. The sequence number will be incremented every time they send, or attempt to send, a file. Record the upload date, time, and filename. This information will be needed by MCC in order to identify the file if assistance is required and to complete Form 4804.
SEC. 5. TRANSMITTAL REQUIREMENTS
.01 All data submitted electronically is verified against information provided on the Form 4804. The transmitter must send the signed Form 4804 the same day the electronic transmission is made. 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) downloaded from the IRP-BBS, or it may be computer generated. A copy of the form is also available in the back of this publication. 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 filer whose TCC is used in the "A" Record is responsible for submitting the transmittal Form 4804.
.04 Forms 4804 may be mailed to the following addresses:
If by Postal Service:
IRS-Martinsburg Computing Center
ATTN: Electronic Filing Coordinator
P.O. Box 1359
Martinsburg, WV 25401-1359
If by truck or air freight:
IRS-Martinsburg Computing Center
ATTN: Electronic Filing Coordinator
Route 9 and Needy Road
Martinsburg, WV 25401
.05 Form 4804 submitted for electronically-filed information returns may be faxed to IRS/MCC at the following number: (304) 264-5196. Faxed transmittals will allow IRS/MCC to begin processing the file immediately; however, filers must still send the actual signed Form 4804 the same day as the electronic transmission.
Note: If a filer is required to submit a large volume of Forms 4804/4802, please mail in lieu of faxing.
SEC. 6. INFORMATION REPORTING PROGRAM BULLETIN BOARD SYSTEM (IRP-BBS) SPECIFICATIONS
.01 The IRP-BBS is an electronic bulletin board system available to filers of information returns. In addition to filing information returns electronically, the IRP-BBS provides other capabilities. Some of the advantages of IRP-BBS are as follows:
(1) Notification within two workdays as to the acceptability of the data transmitted.
(2) Immediate access to the latest changes and updates that affect the Information Reporting Program at IRS/MCC (program, legislative, etc.).
(3) Access to publications such as the Publication 1220 as soon as they are available.
(4) Capability to communicate with IRS/MCC personnel.
(5) Ability to retrieve information and files applicable to the IRP-BBS.
.02 The IRP-BBS is available for public use and accessible using various personal computer communications equipment; however, electronic submission of information returns is limited to holders of valid TCCs. A TCC is not needed to access those portions of the IRP-BBS that contain forms and publications or to leave questions or messages for IRS/MCC personnel.
.03 Filers using IRP-BBS can determine the acceptability of files submitted by checking the file status area of the bulletin board. These reports are not immediately available but will be available within two workdays of successful processing of the file.
.04 Contact the IRP-BBS by dialing (304) 263-2749. The communication software settings for IRP-BBS are:
-- No parity
-- Eight data bits
-- One stop bit
-- Full duplex
The communication software should be set up to use the fastest speed allowed by the filer's modem.
.05 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.
.06 IRP-BBS software provides a menu-driven environment allowing access to different parts of IRP-BBS. Whenever possible, IRS/MCC personnel will provide assistance in resolving any communication problems with IRP-BBS.
.07 IRP-BBS can be accessed at speeds from 300 to 14,400 bps. The speed is automatically negotiated for connection at the speed of the calling modem. The communication standards supported include Bell 212A, V.22bis, V.32, and V.32bis. Point-to-point error control is supported using the V.42 CCITT standard or MNP 2-4. Data compression is supported using V.42bis CCITT standard or MNP5.
SEC. 7. IRP-BBS FIRST LOGON PROCEDURES
.01 The following information will be requested to set up the filer's user
profile when logging onto the IRP-BBS for the first time.
(A) # Chars per line on screen (10-132)? (Most computers have 80 character screen display)
(B) Enter the letter, that corresponds to the filer's terminal, from the following:
IBM PC IBM w/ANSI Atari
ADM-3 H19/Z19/H89 Televid 925
TRS-80 Vidtex VT-52
VT-100 if none of the above
Most PCs, clones, etc., will select the IBM PC emulation. Machines with color, CGA, EGA, or VGA should select IBM w/ANSI.
(C) Upper/lower case, line feed needed, 0 (zero) nulls after each, do you wish to modify this? (Most users answer no)
(D) Do you wish to have a pause after each display page (Y/N)? (Most users answer yes)
(E) How many lines per display page (10-80)? (Most computers have a 24 line screen display)
COMMON USER PROBLEMS
PROBLEM PROBABLE CAUSE SOLUTION
File does not Not starting communication Start upload/download
upload/download when prompted by 'Awaiting on filers end
Start Signal'
All files not Compressing several files Compress only one file
processed into one filename for every filename
Replacement Original data incorrect Replacement must be
needed submitted within 45
days of original
transmission
Cannot determine Not dialing back thru Within 24 to 48 hours
file status IRP-BBS to check status after sending a file,
of the file check under (f)ile
status for
notification of
acceptability
Transfer aborts Transfer protocol Ensure protocols match
before it starts mismatched on both the sending
and receiving ends
Loss of carrier Incorrect modem settings Reference your modem
during session on user's end manual about
increasing the value
of the S10 register
Unreadable ANSI.SYS driver not Consult your DOS
screens after loaded in the user's PC manual about
selecting "IBM installing ANSI.SYS
w/ANSI"
IRS ENCOUNTERED PROBLEMS
PROBLEM PROBABLE CAUSE SOLUTION
IRS cannot User did not mail the Form Mail completed Form
complete final 4804 4804 the same day
processing of as the electronic
data transmission
IRS cannot User did not indicate Must enter the
determine which which file is being filename that is
file is being replaced being replaced under
replaced the replacement option
IRS cannot User incorrectly indicated When prompted, enter
determine the T, P, C, or R for the type the correct type of
type of file of file file for data being
being sent sent
Incorrect file User did not dial back Within two workdays
not replaced thru IRP-BBS to check the check under (f)ile
within 45 days status of file status for
notification of
acceptability
Duplicate data Transmitter sends Only submit
corrections for entire corrections for
file incorrect records
PART E. SINGLE DENSITY DISKETTE SPECIFICATIONS
SEC. 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 a single density diskette file and must be strictly adhered to unless deviations have been specifically granted by IRS.
.02 IRS is considering eliminating 8-inch diskettes as an acceptable type of media in the future.
.03 To be compatible, a single density diskette file must meet the following specifications in total:
(a) 8-inches in diameter.
(b) Recorded in EBCDIC.
(c) Contain 77 tracks of which:
(1) Track 0 is the index track (the operating system reserves track 0 for the directory information and writes the file name and location in the directory; data cannot be written in track 0).
(2) Tracks 1 through 73 are data tracks.
(3) Track 74 is unused.
(4) Tracks 75 and 76 are alternate data tracks.
(d) Each Track must contain 26 sectors.
(e) Each Sector must contain 128 bytes.
(f) Data must be recorded on only one side of the diskette.
(g) IRS can process single sided, single density, soft sectored diskettes as well as double sided, double density, soft sectored diskettes. Part E provides specifications for double density diskettes which have sectors of 256 bytes.
(h) An IBM 5360 compatible diskette would meet the above specifications.
(i) Hard sectored diskettes are not compatible.
(j) A diskette should be clearly marked as to type of data (single sided/single density), and the entire file should consist of all single sided/single density diskettes.
.04 Exchange files are created through the Transfer command and Copyfile files are created through the Copy command. In order to do this, initialize the diskettes using the FORMAT parameter in the INIT procedure. IRS/MCC encourages filers to use blank or currently formatted diskettes when preparing files. If extraneous data follows the end of file "F" Record, the file must be returned for replacement.
.05 Form 5064, Media Label, must be affixed to each diskette submitted for processing.
SEC. 2. DISKETTE HEADER LABEL
The following header label format applies to both single and double density diskettes.
The header label on the diskette must be located in track 0, sector 8 and must be formatted as shown in the following layout. IRS/MCC does not require this information. If the file will consist of multiple diskettes, the Multi-Volume indicator (pos. 45) in the diskette header label must contain a "C."
Record Layout [omitted]
(a) Header 1--Positions 1 through 4; enter HDR1.
(b) Unused--Any field marked blank is unused and should contain only blanks.
(c) Data Set (File) Name--Positions 6 through 13; use this field to identify the data set. The Data Set Name must begin with an alphabetic character. This name should be the same for every diskette in a file.
(d) Sector Length--Positions 23 through 27; enter the sector length 128 in positions 25-27 and fill positions 23 and 24 with zeros.
(e) Beginning of Data--Positions 29 through 33; enter the five-digit address designated for the first record of this data set, xx0yy (xx = track number, yy = sector number). For example, if the first record is in track 01, sector 02, enter 01002.
(f) End of Data--Positions 35 through 39; enter the five-digit address of the last position of the diskette reserved for this data set. For example, to reserve the entire diskette for a data set, enter 73026.
(g) Bypass Data Set--Position 41; this field not accessed by IRS; any character is acceptable.
(h) Data Set Accessibility--Position 42; this field not accessed by IRS; any character is acceptable.
(i) Write Protect--Position 43; this field defines the protected status of the associated data set. P = read only; blank = read/write. With P in this position, a filer can only select the Update (U) mode.
(j) Position 44 is blank for Single Sided/Single Density diskettes.
(k) Multi-Volume--Position 45; this field indicates whether a complete data set is on a diskette. Blank = data set complete; C = data set continued on another diskette; L = last diskette of a multi-diskette data set.
(l) Sequence Number--For Copyfile files only. Sequentially ascending numbers must be entered in every diskette header label.
(m) Expiration Date--Positions 67 through 72; may be used to contain the date that the data set expires, YYM-MDD (YY = year, MM = month, DD = day). This field is not accessed by IRS; any characters are acceptable.
(n) Verify Mark--Position 73; this field is used to indicate the data set was verified. If verified enter V, if not enter a blank.
(o) Next Available Data Position--Positions 75-79. Enter the address of the next available position after End of Data (f). In positions 75 and 76 enter the track number, in position 77 enter a "0" (zero), and in positions 77-78 enter the sector number.
SEC. 3. PAYER/TRANSMITTER "A" RECORD--GENERAL INFORMATION
.01 The Payer/Transmitter "A" Record identifies the payer and transmitter of the diskette and 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 After the header label on the diskette, the first record in the file must be an "A" Record. When a single density diskette is used, each "A" Record will consist of at least 2 sectors of 128 positions each. If a payer is transmitting for someone other than themselves, 4 sectors are required in order to identify both the payer and transmitter.
.05 A transmitter may include "B" Records for more than one payer on a diskette. However, each group of "B" Records must be preceded by an "A" Record and followed by an End of Payer "C" Record. A diskette may contain different types of returns, but the returns must not be intermingled. A separate "A" Record is required for each payer and each type of return being reported.
.06 An "A" Record may be blocked with "B" Records; however, the initial record on a file must be an "A" Record. IRS will accept an "A" Record after a "C" Record.
.07 All alpha characters entered in the "A" Record must be uppercase.
.08 When filing Form 1098, Mortgage Interest 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.
RECORD NAME: PAYER/TRANSMITTER "A" RECORD
Note: For all fields marked Required, a transmitter must provide the information described under Description and Remarks. For fields not marked Required, a transmitter must allow for the field but may be instructed to enter blanks or zeros in the indicated diskette position(s) and for the indicated length.
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter "1" (one) to sequence
Sequence the sectors making up an "A" Record.
2 Record Type 1 Required. Enter "A"
3-4 Payment Year 2 Required. Enter "94" (unless
reporting prior-year data).
5-7 Diskette 3 The diskette sequence number is
Sequence incremented by 1 for each diskette on
Number the file starting with 001. The
transmitter may enter blanks or zeros in
this field. IRS/MCC bypasses this
information. Indicate the proper
sequence on the external label Form
5064.
8-16 Payer's TIN 9 Required. Must be the valid
nine-digit Taxpayer Identification
Number 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 not
required to have a TIN, this field may
be blank; however, the Foreign Entity
Indicator, position 50, Sector 1, of the
"A" Record should be set to "1" (one).
17-20 Payer Name 4 The Payer Name Control can be obtained
Control only from the mail label on the Package
1099 that is mailed to most payers each
December. To distinguish between the
Package 1099 and the Magnetic Media
Reporting (MMR) Package, the Package
1099 contains instructions for paper
filing only and the mail label on the
package contains a four (4) character
name control. The MMR Package
contains instructions for filing
magnetically or electronically. The mail
label 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.
21 Last Filing 1 Enter a "1" (one) if this is the last
Indicator year the payer will file, otherwise,
enter blank. Use this indicator if, due
to a merger, bankruptcy, etc., the payer
will not be filing information returns
under this payer name and TIN in the
future either magnetically,
electronically or on paper.
22 Combined 1 Required for the Combined Federal/State
Federal/State filing program. Enter "1" (one) if
Payer participating in the Combined
Federal/State Filing Program; otherwise,
enter blank. Refer to Part A, Sec. 16,
for further information. Forms 1098,
1099-A, 1099-B, 1099-C, 1099-S, and
W-2G cannot be filed under this program.
23 Type of 1 Required. Enter appropriate code
Return from the table below:
Type of Return Code
1098 3
1099-A 4
1099-B B
1099-C 5
1099-DIV 1
1099-G F
1099-INT 6
1099-MISC A
1099-OID D
1099-PATR 7
1099-R 9
1099-S S
5498 L
W-2G W
24-32 Amount Codes 9 Required. Enter the appropriate
(See Note) amount code for the type of return being
reported. Generally, for each amount
code entered in this field, a
corresponding payment amount should
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.
Example: If Sector 1, position 23 of the "A" Record is "7"
(for 1099-PATR) and positions 24-32 are "247bbbbbb" (b = blanks),
this indicates the payer is reporting three payment amounts in all of
the following "B" Records.
The first payment amount field in the "B" Record will be
all "0" (zeros);
the second will represent nonpatronage distributions;
the third will be all "0" (zeros);
the fourth will represent federal income tax withheld;
the fifth and sixth will be all "0" (zeros);
the seventh will represent energy investment credit; and,
the eight and ninth will be all "0" (zeros).
Enter the Amount Codes in ascending sequence (i.e., 247bbbbbb,
b = blanks) left justify, filing unused positions with blanks. For
further clarification of the Amount Codes, contact IRS/MCC.
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 1994 "Instructions for Forms 1099, 1098,
5498, and W-2G".
Amount Codes Form 1098 For Reporting Mortgage Interest Received
--Mortgage Interest from Payers/Borrowers (Payer of Record)
Statement on Form 1098:
Amount
Code Amount Type
1 Mortgage interest received from
payers/borrowers
2 Points paid directly by
payers/borrowers on purchase of
principal residences
3 Refund of overpaid interest
Amount Codes Form For Reporting the Acquisition or
1099-A--Acquisition or Abandonment of Secured Properly on Form
Abandonment of Secured 1099-A:
Property
Amount
Code Amount Type
2 Balance of principal
outstanding
3 Gross foreclosure proceeds
4 Appraisal value
Amount Codes Form For Reporting Payments on Form 1099-B:
1099-B--Proceeds from
Broker and Barter Amount
Exchange 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 1994
on Regulated Futures Contract.
(See Note 2.)
7 Unrealized profit or loss on
open contracts--12/31/93. (See
Note 2.)
8 Unrealized profit or loss on
open contracts--12/31/94. (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 represent a loss when the reporting is for forward
contracts. 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 for the
reporting of Regulated Futures Contracts.
Amount Codes Form For Reporting Cancellation of Debt
1099-C--Cancellation of on Form 1099-C:
Debt
Amount
Code Amount Type
2 Amount of debt canceled (see
Note)
3 Interest included in Amount
Code 2
4 Penalties, fines or
administrative costs included
in Amount Code 2
Note: A debt is any amount owed to the debtor including
principal, interest, penalties, administrative costs, and fines, to
the extent they are indebtedness under section 61(a)(12). The amount
of debt discharged or canceled may be all or only part of the total
amount owed. See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information.
Amount Codes Form 1099-DIV For Reporting Payments on Form
--Dividends and 1099-DIV:
Distributions
Amount
Code Amount Type
1 Gross dividends and other
distributions on stock (see
Note)
2 Ordinary dividends (see Note)
3 Capital gain distributions (see
Note)
4 Nontaxable distributions (if
determinable) (see Note)
5 Investment expenses (see Note)
6 Federal income tax withheld
(backup withholding)
7 Foreign tax paid
8 Cash liquidation distributions
9 Noncash liquidation
distributions (show fair market
value)
Note: Amount Code 1 must be present (unless the payer is
using Amount Codes 8 or 9 only) and must equal the sum of amounts
reported for Amount Codes 2, 3, 4 and 5. If an amount is present for
Amount Code 1, there must be an amount present for Amount Codes 2-5
as applicable.
Amount Codes Form For Reporting Payments on Form
1099-G--Certain 1099-G:
Government 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)
6 Taxable grants
7 Agriculture payments
NOTE: Payments previously reported under Amount Code 5 for
discharge of indebtedness are now reportable on Form 1099-C.
Amount Codes Form For Reporting Payments on Form
1099-INT--Interest Income 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 Foreign tax paid
Amount Codes Form For Reporting Payments on Form
1099-MISC--Miscellaneous 1099-MISC:
Income
Amount
Code Amount Type
1 Rents (see Note 1)
2 Royalties (see Note 2)
3 Other income (see Note 3)
4 Federal income tax withheld
(backup withholding)
5 Fishing boat proceeds
6 Medical and health care
payments
7 Nonemployed compensation or
crop insurance proceeds (see
Note 4)
8 Substitute payments in lieu of
dividends or interest
9 Excess golden parachute
payments
Note 1: If reporting the Direct Sales Indicator only, use
Type of Return Code A for 1099-MISC in position 23 and Amount Code 1
in position 24 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 "pay-as-cut"
contract; these should be reported on Form 1099-S.
Note 3: Amount Code 3 previously was entitled "Prizes, awards,
etc.". The title was changed to read "Other income".
Note 4: Amount Code 7 is normally used to report nonemployed
compensation. However, Amount Code 7 may also be used to report crop
insurance proceeds. See positions 5-6, Sector 1, of the "B" Record
for instructions. If nonemployed compensation and crop insurance
proceeds are being paid to the same payee, a separate "B" Record for
each transaction is required.
Amount Codes Form For Reporting Payments on Form
1099-OID--Original Issue 1099-OID:
Discount
Amount
Code Amount Type
1 Original issue discount for
1994
2 Other periodic interest
3 Early withdrawal penalty
4 Federal income tax withheld
(backup withholding)
Amount Codes Form For Reporting Payments on Form
1099-PATR--Taxable 1099-PATR:
Distributions Received
From 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
6 Investment credit (see Note)
7 Energy investment credit (see
Note)
8 Jobs credit (see Note)
Note: The amounts shown for Amount Codes 6, 7, and 8 must be
reported to the payee; they need not be reported to IRS.
If reporting Pass-Through Alternative Minimum Tax
Adjustments, the total alternative minimum tax (AMT) patronage
dividend adjustment for the patron and/or the total AMT per-unit
retain allocation adjustment should be entered in the Special Data
Entries Field of the Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-R:
1099-R--Distributions
From Pensions, Annuities,
Retirement or
Profit-Sharing Plans, IRAs,
Insurance Contracts, etc.
(See Note 1) Amount
Code Amount Type
1 Gross distribution (see Note 2)
2 Taxable amount (see Note 3) or
IRA/SEP distributions
3 Capital gain (included in
Amount Code 2).
4 Federal income tax withheld
(see Note 4)
5 Employee contributions or
insurance premiums
6 Net unrealized appreciation in
employer's securities
8 Other
9 State income tax withheld (see
Note 5)
Note 1: Additional information may be required in the "B"
Record. Refer to positions 45 through 49, Sector 1, of the "B"
Record.
Note 2: If the payment shown for Amount Code 1 is a total
distribution, enter a "1" (one) in position 48, Sector 1, of the "B"
Record. An amount must be shown in Amount Field 1.
Note 3: 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 aftertax contributions, enter the value of the
stock in Amount Code 1, enter "0" (zero) in Amount Code 2, and enter
the employee's contributions in Amount Code 5.
If the taxable amount cannot be determined, enter a "1" (one) in
position 49 of the "B" Record. If reporting an IRA/SEP distribution,
generally include the amount of the distribution in the Taxable
Amount (Payment Amount Field 2, position 62-71) and enter a "1" (one)
in the IRA/SEP Indicator Field, (position 45). A "1" (one) may be
entered in the Taxable Amount Not Determined Indicator Field
(position 49) Sector 1 of the "B" Record, but the amount of the
distribution must still be reported in Payment Amount Field 2. See
the explanation for Box 2a of Form 1099-R in the 1994 "Instructions
for Forms 1099, 1098, 5498, and W-2G" for more information on
reporting the taxable amount.
Note 4: See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information concerning federal income tax
withheld for Form 1099-R.
Note 5: State income tax withheld has been added for the
convenience of the payer but need not be reported to IRS. Local
income tax may be reported in the Special Data Entries Field in the
Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-S:
1099-S--Proceeds from
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. For more information, see Ann. 90-129, 1990-48
I.R.B. 10.
Amount Codes Form For Reporting Payments on Form 5498:
5498--Individual
Retirement Arrangement
Information (See Note) Amount
Code Amount Type
1 Regular IRA contributions (See
Note) made in 1994 and 1995 for
1994
2 Rollover IRA contributions
3 Life insurance cost included in
Amount Code 1
4 Fair market value of the
account
Note: For information regarding Inherited IRAs, refer to
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 Shield/Storm
participant for other than 1994, enter "DS", 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 further information concerning Inherited IRAs or Desert
Shield/Storm participant reporting, refer to the 1994 "Instructions
for Forms 1099, 1098, 5498, and W-2G", and Notice 91-17, 1991-1 C.B.
319.
Amount Codes Form For Reporting Payments on Form W-2G:
W-2G--Certain Gambling
Winnings
Amount
Code Amount Type
1 Gross winnings
2 Federal income tax withheld
3 State income tax withheld (see
Note)
7 Winnings from identical wagers
Note: State income tax withheld was added for the convenience
of the payer but need not be reported to IRS/MCC.
33 Test 1 Required. Enter "T" if this is a test
Indicator file, otherwise, enter a blank.
34 Service 1 Enter "1" (one) if the payer used a
Bureau service bureau to develop and/or
Indicator transmit files, otherwise, enter blank.
See Part A, Sec. 17 for the definition
of a service bureau.
35-44 Blank 10 Enter blanks
45-49 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 on this program.
Do not enter more than one TCC per file.
50 Foreign 1 Enter a "1" (one) if the payer is a
Entity foreign entity and income is paid by the
Indicator entity to a U.S. resident. If the payer
is not a foreign entity, enter a blank.
(See Note)
Note: If a payer erroneously reports entities as foreign, they
may be subject to a penalty for providing incorrect information to
IRS. Therefore, payers must be sure to code only those records as
foreign corporations that should be coded.
51-90 First Payer 40 Required. Enter the name of the payer
Name Line whose TIN appears in Sector 1, position
8-16 of the "A" Record. Any extraneous
information must be deleted. Left
justify and fill 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,
the "A" Record will reflect the name and TIN of the recipient of the
interest/the filer of Form 1098 (the payer). The "B" Record will
reflect the individual paying the interest (the 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 Form
1099-S) and the "B" Record will reflect the seller/transferor.
91-128 Blank 38 Enter blanks
SECTOR 2
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payer record.
2 Record Type 1 Required. Enter "A"
3-42 Second Payer 40 If the Transfer Agent Indicator (Sector
Name Line 2, position 43) contains a number "1"
(one), this field must contain the name
of the transfer 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 and fill unused positions with
blanks.
43 Transfer 1 Required. Identifies the entity in the
Agent Second Payer Name Line Field. (See Part
Indicator A, Sec. 17 for a definition of transfer
agent.)
Code Meaning
1 The entity in the Second Payer
Name Line Field is the
transfer agent.
0 (zero) The entity shown is not
the transfer agent (i.e., the
Second Payer Name Line Field
contains either a continuation
of the First Payer Name Line
Field or blanks).
44-83 Payer 40 Required. If the Transfer Agent
Shipping Indicator in Sector 2, position 43 is a
Address "1" (one), enter the shipping address of
the transfer agent. Otherwise, enter the
actual shipping address of the payer.
Street address should include number,
street, apartment or suite number (or P.
O. Box if mail is not delivered to
street address). Left justify and fill
with blanks.
84-123 Payer City, 40 Required. If the Transfer Agent
State, and Indicator in Sector 2, position 43 is a
ZIP Code "1" (one), enter the city, town, or post
office, state abbreviation and ZIP Code
of the transfer agent, otherwise, enter
the actual city, town, or post office,
state abbreviation and ZIP Code of the
payer. Left justify and fill with
blanks.
124-128 Blank 5 Enter blanks
SECTOR 3 Sectors 3 and 4 are only required if the payer and
transmitter are not the same.
1 Record 1 Required. Enter a "3" to sequence the
Sequence sectors making up a payer record.
2 Record Type 1 Required. Enter "A"
3-82 Transmitter 80 Required if the payer and transmitter
Name are not the same. Enter the name of the
transmitter in the manner in which it is
used in normal business. The name of the
transmitter must be reported in the same
manner throughout the entire file. Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
83-122 Transmitter 40 Required if payer and transmitter are
Mailing not the same. Enter the mailing address
Address of transmitter. Street address should
include number, street, apartment or
suite number (or P.O. Box if mail is not
delivered to street address). Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
123-128 Blank 6 Enter blanks
SECTOR 4 Sectors 3 and 4 are only required if the payer and
transmitter are not the same.
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payer record.
2 Record Type 1 Required. Enter "A"
3-42 Transmitter 40 Required if the payer and transmitter
City, State are not the same. Enter the city, town,
and ZIP Code or post office, state abbreviation and
Zip Code of the transmitter. Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
43-128 Blank 86 Enter blanks
SEC. 4. PAYER/TRANSMITTER "A" RECORD LAYOUT [omitted]
SEC. 5. PAYEE "B" RECORD--GENERAL INFORMATION FOR ALL FORMS
.01 The "B" Record contains the payment information from individual returns. This section contains the general information concerning the Payee "B" Record for all information returns filed on single sided/single density soft-sectored diskettes. For a detailed description of the record refer to the following:
(a) Sec. 6, PAYEE "B" RECORD--FIELD DESCRIPTIONS FOR SECTORS 1 THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1 THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G.
(b) Sec. 7, PAYEE "B" RECORD LAYOUTS FOR SECTORS 1 THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1 THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G.
(c) Sec. 8, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-A.
(d) Sec. 9, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-B.
(e) Sec. 10, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-C.
(f) Sec. 11, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-OID.
(g) Sec. 12, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-S.
(h) Sec. 13, PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM W-2G.
All "B" Records must consist of at least 3 sectors of 128 positions each. If a payer is not a Combined Federal/State payer or utilizing the Special Data Entries Field, Sector 4 can be eliminated for Forms 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, and 5498.
The "B" Record will always consist of 4 Sectors for Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S, and W-2G.
In the "A" Record, the Amount Codes that appear in diskette positions 24 through 32 of Sector 1 will be left-justified and blank filled. In the "B" Record, allow for all nine Payment Amount Fields. For those fields not used, enter zeros. For example, if a payer is reporting on Form 1099-PATR, enter a "7" in diskette position 23 of Sector 1 of the "A" Record, Type of Return Field. If a payer is reporting payments for Amount Codes 2, 4, and 7, then diskette positions 24 through 32 of Sector 1 of the "A" Record will be "247bbbbbb" (b = blanks). In the "B" Record:
Positions 52 through 61 of Sector 1 for Payment Amount 1 will be zeros.
Positions 62-71 of Sector 1 will reflect the actual payment amount to be reported for "nonpatronage distributions".
Positions 72-81 of Sector 1 for Payment Amount 3 will be zeros.
Positions 82-91 of Sector 1 will reflect the actual payment amount to be reported for "federal income tax withheld".
Positions 92-111 of Sector 1 for Payment Amounts 5 and 6 will be zeros.
Positions 112-121 of Sector 1 will reflect the actual payment amount to be reported for "energy investment credit".
Positions 3-22 of Sector 2 for Payment Amounts 8 and 9 will be zeros.
.02 The record layout for Sectors 1, 2 and 3 is the same for all "B" Records. Sector 4, however, will be different for Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G. Refer to Part E, Sec. 8, 9, 10, 11 or 12, respectively for the layout of Sector 4 of these records.
.03 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 filers.
.04 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 generating the Name Control:
(a) The surname of the payee whose SSN 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.
(b) In the case of multiple payees, only the surname of the payee whose TIN (SSN or EIN) 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.
.05 See Part A, Sec. 14 for further information concerning Taxpayer Identification Numbers (TINs).
.06 A field 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 payer. 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 Entries Field. If this field is coded, it will not affect the processing of the "B" Records.
.07 Those payers participating in the Combined Federal/State Filing Program must adhere to all specifications in Part A, Sec. 16, in order to participate in this program. Forms 1098, 1099-A, 1099-B, 1099-C, 1099-S and W-2G cannot be filed under the Combined Federal/State Filing Program.
.08 All alpha characters entered in the "B" Record should be uppercase.
.09 Do not use decimal points (.) to indicate dollars and cents. Ten dollars must appear as 0000001000 in the payment amount field.
.10 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.
.11 When reporting Form 1098, Mortgage Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest/the filer of the Form 1098 (the payer). The "B" Record will reflect the individual paying the interest (borrower/payer of record) and the amount paid. For Forms 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.
SEC. 6. PAYEE "B" RECORD--FIELD DESCRIPTIONS FOR SECTORS 1 THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1 THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G
For Forms 1099-A, 1099-B, 1099-C, 1099-DIV 1099-S, and W-2G, see Part D, Sec. 8, 9, 10, 11 and 12, respectively for the field descriptions and record layouts for Sector 4 of these records.
Note: 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 position(s) and for the indicated length.
RECORD NAME: PAYEE "B" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payee Record.
2 Record Type 1 Required. Enter "B"
3-4 Payment Year 2 Required. Enter "94" (unless reporting
for a prior year)
5-6 Document 2 Required for Forms 1099-G, 1099-MISC,
Specific/ 1099-R and W-2G. For all other forms or
Distribution if not used, enter blanks.
Code
Tax Year of For Form 1099-G, use only for reporting
Refund (Form the tax year for which the refund, credit
1099-G only) or offset (Amount Code 2) was issued.
Enter in position 5; position 6 must be
blank.
If the refund, credit or offset is not
attributable to income tax from a trade
or business, enter the numeric year from
the table below for which the refund,
credit or offset was issued (e.g., for
1993, enter 3).
If the refund, credit, or offset is not
attributable to income from a trade or
business, and is not of general
application, enter the alpha equivalent
of the year from the table below (e.g.,
for 1993, enter C).
Year for Which
Year for Which Trade/Business
General Refund Was issued
Refund was Issued (Alpha Equivalent)
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
Crop For Form 1099-MISC, enter a "1" (one) in
Insurance position 5 if the payment reported for
Proceeds Amount Code only 7 is crop insurance
(Form 1099-MISC proceeds. Position 6 will be blank.
only)
Distribution For Form 1099-R, enter the appropriate
Code (Form distribution code(s). More than one code
1099-R only) may apply for Form 1099-R. If only one
(For a detailed code is required, it must be entered in
explanation position 5 and position 6 must be blank
of the Enter at least one (1) distribution code.
distribution A blank in position 5 is not
codes, see the acceptable.
1994
"Instructions
for Forms 1099
1098, 5498
and W-2G.")
Enter the applicable code from the table
that follows. Position 5 must contain a
numeric code in all cases except when
using P, D, E, F, G, or H. Distribution
Code A, B, or C, when applicable, must
be entered in position 6 with the
applicable numeric code in position 5.
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 if applicable.
Only two numeric combinations are
acceptable, codes 8 and 1, and codes 8
and 2, on one return. These two
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, report two separate "B"
Records.
Distribution Codes E, F, and H cannot be
used in conjunction with other codes.
Distribution Code G may be used in
conjunction with Distribution Code 4, if
applicable. Refer to Announcement 93-20,
1993-6 I.R.B. 65.
Category Code
Early (premature) distribution,
no known exception 1 /*/
Early (premature) distribution,
exception applies (as defined in
section 72(q), (t), or (v) of the
Internal Revenue Code) other than
disability or death 2 /*/
Disability 3 /*/
Death (includes payments to a
beneficiary) 4 /*/
Prohibited transaction 5 /*/
Section 1035 exchange 6
Normal distribution 7 /*/
Excess contributions plus
earnings/excess deferrals (and/or
earnings) taxable in 1994 8 /*/
PS 58 costs 9
Excess contributions plus
earnings/excess deferrals taxable
in 1993 P /*/
Eligible for 5 or 10 year
averaging A
Eligible for death benefit
exclusion B
Category Code
Eligible for both A and B C
Excess contributions plus
earnings/excess deferrals
taxable in 1992 D /*/
Excess annual additions under
section 415 E
Charitable gift annuity F
Direct rollover to IRA G
Direct rollover to qualified
plan or tax-sheltered annuity H
/*/ If reporting an IRA or SEP distribution, code a "1" (one) in
position 44 of the "B" Record.
Type of For Form W-2G, enter the applicable
Wager code in position 5. Position 6 will be
(Form W-2G blank.
only) Category Code
Horse race track (or off-track
betting of a horse track nature) 1
Dog race track (or off-track
betting of a dog track nature) 2
Jai-alai 3
State-conducted lottery 4
Keno 5
Casino-type bingo. Do not use this
code for any other type of bingo
winnings (e.g., church or fire
dept.). 6
Slot machines 7
Any other type of gambling
winnings. (This includes church
bingo, fire dept. bingo, or
unlabeled winnings.) 8
7 2nd TIN 1 For Forms 1099-B, 1099-DIV, 1099-INT,
Notice 1099-MISC, 1099-OID, and 1099-PATR
only.
Enter "2" to indicate notification by
IRS twice within 3 calendar years that
the payee provided an incorrect name
and/or TIN combination, otherwise, enter
a blank.
8 Corrected 1 Indicate a corrected return.
Return
Indicator 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.
9-12 Name Control 4 If determinable, enter the first four
(4) characters of the surname of the
person whose TIN is being reported in
positions 16-24 of the "B" Record,
otherwise, enter blanks. This is usually
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 (4) 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 ampersand (&)
are the only acceptable special
characters. Surname prefixes are
considered part of the surname, e.g.,
for Van Elm, the name control would be
VANE.
Note: Although extraneous words, titles, and special characters
are allowed (e.g., Mr., Mrs., Dr., apostrophe, or dash),
this information may be dropped during subsequent IRS/MCC processing.
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 Buren VANB
Juan De Jesus 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'Allesandro DALL
Corporations: The First National
Bank FIRS
The Hideaway THEH
A & B Cafe A&BC
11TH Street Inc. 11TH
Sole Proprietor: Mark Hemlock DBA HEML
c/o 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
Sheila Blue Estate 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 (4) 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.
13 Direct Sales 1 Form 1099-MISC only. Enter a "1" (one)
Indicator to indicate sales of $5,000 or 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 Direct Sales only, use Type of Return
A in position 23 and, Amount Code 1 in position 24 of the Payer "A"
Record. All payment amount fields in the Payee "B" Record will
contain zeros.
14 Blank 1 Enter blank
15 Type of TIN 1 This field is used to identify the
Taxpayer Identification Number (TIN) in
positions 16-24 as either an Employer
Identification Number (EIN) or a Social
Security Number (SSN). /*/ Enter the
appropriate code from the following
table:
Type of
TIN TIN Type of Account
1 EIN A business,
organization, or
other entity
2 SSN An individual
blank N/A If the type of TIN
is not determinable,
enter a blank.
/*/ While this is not a "Required" field, this information is
important for the correct processing of the payee's TIN.
16-24 Taxpayer 9 Required. Enter the nine-digit Taxpayer
Identifi- Identification Number of the payee (SSN
cation or EIN). If an identification number has
Number been applied for but not received, enter
blanks. Do not enter hyphens or alpha
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 erroneous notices. 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 (B Notices) or penalties for missing or
incorrect TIN.
25-44 Payer's 20 Enter any number assigned by the payer
Account to the payee (e.g., checking or savings
Number for account number). Filers are encouraged
Payee to use this field. This number helps to
distinguish individual payee records and
should be unique for each account. 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 from the IRS 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.
45 IRA/SEP 1 Form 1099-R only. Enter "1" (one) if
Indicator reporting a distribution from an IRA or
(See Note) SEP; otherwise, enter a blank.
Note: Generally, report the total amount distributed from an
IRA or SEP in Payment Amount Field 2 (Taxable Amount), as well as
Payment Amount Field 1 (Gross Distribution) of the "B" Record. A
payer may indicate the taxable amount was not determined by using the
Taxable Amount Not Determined Indicator (position 49) of the "B"
Record. However, still report the amount distributed in Payment
Amount Field 2.
46-47 Percentage 2 Form 1099-R only. Use this field when
of Total reporting a total distribution to more
Distribution than one person, such as when a
participant dies 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 or more will
be 11 percent). Enter the percentage
received by the person whose TIN is
included in positions 16-24 of the "B"
Record. This field must be right-
justified, and unused positions
must be zero filled. If not applicable,
enter blanks. A payer need not enter
this information for IRA or SEP
distributions or for direct rollovers.
48 Total 1 Form 1099-R only. Enter a "1" (one) only
Distribution if the payment shown for Amount Code 1
Indicator is a total 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.
49 Taxable 1 Form 1099-R only. Enter a "1" (one) only
Amount Not if the taxable amount of the payment
Determined entered for Payment Amount Field (Gross
Indicator Distribution) of the "B" Record, cannot
be computed, otherwise, enter blank. If
the Taxable Amount Not Determined
Indicator is used, enter "0" (zeros) in
Payment Amount Field 2 of the Payee "B"
Record unless the IRA/SEP Indicator is
present. (See Note) Please make every
effort to compute the taxable amount.
Note: If reporting an IRA/SEP Distribution for Form 1099-R, the
Taxable Amount Not Determined Indicator may be used; but, it is not
required. If the IRA/SEP Indicator is present, the amount of the
distribution should be reported in Payment Amount Field 2. Refer to
the 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" for more
information.
Filers are instructed to 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.
50-51 Blank 2 Enter blanks
Payment Required. Filers must allow for all
Amount payment amounts. For those not used,
Fields filers must enter zeros. For example: If
(Must be position 23, Type of Return, of the "A"
numeric) Record is "7" (for 1099-PATR) and
positions 24-32, Amount Codes, are
"247bbbbbb", (b = blank), this indicates
three actual payment amounts are being
reported in the following "B" Records.
Payment Amount 1 will be all "0"
(zeros), Payment Amount 2 will represent
Nonpatronage Distributions, 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 energy
investment credit, and Payment Amounts 8
and 9 will be all "0" (zeros). Each
payment field must contain 10 numeric
characters (see Note). Each payment
amount must be entered in 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 sign) or "-" (minus
sign) in the left-most position of the
payment amount field. A negative
overpunch 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 overpunch
is not used, the number is assumed to be
positive. Negative overpunch 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: If a payer is reporting a money amount in excess of 9999999999 (dollars and cents), it must be reported as follows:
(1) The first "B" Record MUST contain 9999999999.
(2) The second "B" Record will contain the remaining money amount.
Do not split this figure in half.
52-61 Payment 10 The amount reported in this field
Amount 1 /*/ represents payments for Amount Code 1 in
the "A" Record.
62-71 Payment 10 The amount reported in this field
Amount 2 /*/ represents payments for Amount Code 2 in
the "A" Record.
72-81 Payment 10 The amount reported in this field
Amount 3 /*/ represents payments for Amount Code 3 in
the "A" Record.
82-91 Payment 10 The amount reported in this field
Amount 4 /*/ represents payments for Amount Code 4 in
the "A" Record.
92-101 Payment 10 The amount reported in this field
Amount 5 /*/ represents payments for Amount Code 5 in
the "A" Record.
102-111 Payment 10 The amount reported in this field
Amount 6 /*/ represents payments for Amount Code 6 in
the "A" Record.
12-121 Payment 10 The amount reported in this field
Amount 7 /*/ represents payments for Amount Code 7
in the "A" Record.
122-128 Blank 7 Enter blanks
SECTOR 2
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-12 Payment 10 The amount reported in this field
Amount 8 /*/ represents payments for Amount Code 8
in the" A" Record.
13-22 Payment 10 The amount reported in this field
Amount 9 /*/ represents payments for Amount Code 9
in the "A" Record.
/*/ If there are discrepancies between these payment amount
fields and the boxes on the paper forms, the instructions in this
revenue procedure govern.
23-42 Blank 20 Enter blanks
43 Foreign 1 If the address of the payee is in a
Country foreign country, enter a "1" (one) in
Indicator this field, otherwise, enter blank. When
using this indicator, payers 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.
44-83 First Payee 40 Required. Enter the name of the payee
Name Line (preferably surname first) whose
Taxpayer Identification Number (TIN) was
provided in Sector 1, positions 16-24 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 in the
First Payee Name Line. The use of the
business name is optional in the Second
Payee Name Line.
Note: When reporting Form 1098, Mortgage Interest Statement,
the "A" Record will reflect the name of the recipient of the interest
(the payer). The "B" Record will reflect the individual paying the
interest (the borrower/payer of record) and the amount paid. For
Forms 1099-S, the "B" Record will reflect the seller/transferor
information.
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 1994
"Instructions for Forms 1099, 1098, 5498, and W-2G". The
beneficiary's TIN should be reported in Sector 1, position
16-24 of the "B" Record.
84-123 Second Payee 40 If there are multiple payees, (e.g.,
Name Line partners, joint owners, or spouses) use
this field for those names not
associated with the TIN provided in
Sector 1, positions 16-24 of the "B"
Record or if not enough space was
provided in the First Payee Name Line,
continue the name in this field. Do not
enter address information. It is
important that payers provide as much
payee information to IRS/MCC as possible
to identify the payee assigned the TIN.
Left justify and fill unused positions
with blanks. Fill with blanks if no
entries are present for this field.
124-128 Blank 5 Enter blanks
SECTOR 3
1 Record 1 Required. Enter a "3" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 Field in Sector 2, position 43 must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service abbreviations for states or
possessions with the appropriate postal
identifier (AA, AE, or AP) described in
Part A, Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field located in
position 43 of Sector 2 of the "B"
Record.
83-128 Blank 46 Enter blanks
SECTOR 4
The following field descriptions describe the record positions for
Sector 4 of the "B" Record for Forms 1098, 1099-DIV, 1099-G,
1099-INT, 1099-MISC, 1099-PATR, 1099-R, and 5498. If a payer is not a
Combined Federal/State Payer, or if they are not utilizing the
Special Data Entries Field, Sector 4 can be eliminated for all "B"
Records except Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S, and
W-2G. See Part E, Secs. 8, 9, 10, 11, 12 and 13 for the field
descriptions for Section 4 of Forms 1099-A, 1099-B, 1099-C, 1099-OID,
1099-S and W-2G.
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-69 Special Data 67 This portion of the "B" Record may be
Entries 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.
70-71 Combined 2 If this payee record is to be forwarded
Federal/ to a state agency as part of the
State 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
or for forms not valid for state
reporting, enter blanks.
72-128 Blank 57 Enter blanks
SEC. 7. PAYEE "B" RECORD--RECORD LAYOUTS FOR SECTORS 1 THROUGH 4 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTORS 1 THROUGH 3 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S, AND W-2G. [omitted]
SEC. 8. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-A
.01 This section contains information pertaining to Sector 4 of Form 1099-A.
.02 See Part E, Sec. 6 for field descriptions of Sectors 1, 2 and 3 of the "B" Record for Form 1099-A.
.03 Form 1099-A cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD--Continued
FORM 1099-A--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-23 Special Data 21 This portion of the "B" Record may be
Entries 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.
24-29 Date of 6 Forms 1099-A only. Payers should enter
Lender's the acquisition date of the secured
Acquisition property or the date they first had
or Knowledge reason to know the property was
of abandoned in the format MMDDYY (e.g.,
Abandonment 102294). Do not enter hyphens or
slashes.
30 Liability 1 1099-A only. Enter the appropriate
Indicator indicator from the table below:
Indicator Usage
1 Borrower is personally
liable for repayment of the
debt.
Blank Borrower is not liable for
repayment of the debt.
31-69 Description 39 Form 1099-A only. Enter a brief
of Property desription of 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-1994
Buick Regal or office equipment). Enter
"CCC" for crops forfeited on Commodity
Credit Corporation loans. If fewer than
39 positions are required, left justify
and fill unused positions with blanks.
70-128 Blank 59 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-A [omitted]
SEC. 9. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-B
.01 This section contains the general payment information for Sector 4 of Form 1099-B.
.02 See Part E, Sec. 6 for field descriptions for Sectors 1, 2, and 3 of the "B" Record for Form 1099-B.
.03 Form 1099-B cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD--Continued
FORM 1099-B--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B".
3-12 Special Data 10 This portion of the "B" Record may be
Entries 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 used, enter blanks.
13 Gross 1 Form 1099-B only. Enter the appropriate
Proceeds indicator from the following table,
Indicator otherwise, enter blanks.
Indicator Usage
1 Gross proceeds
2 Gross proceeds less
commission and option
premiums.
14-19 Date of Sale 6 Form 1099-B only. For broker
transactions, enter the trade date of
the transaction. For barter exchanges,
enter the date, when cash, property, a
credit, or script is actually or
constructively received in the format
MMDDYY (e.g., 102294). Enter blanks if
this is an aggregate transaction. Do not
enter hyphens or slashes.
20-32 CUSIP Number 13 Form 1099-B only. 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. Left
justify and blank fill unused positions.
33-71 Description 39 Form 1099-B only. Enter a brief
description of the item or services for
which the proceeds or bartering is being
reported. If fewer than 39 characters
are required, left justify 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
and any amount subject to backup
withholding. For bartering transactions
show the services or property provided.
Note: The amount withheld in these situations is to be included
in Amount Code 4.
72-128 Blank 57 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-B [omitted]
SEC. 10. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-C
.01 This section contains information pertaining to Sector 4 of Form 1099-C.
.02 See Part E, Sec. 6 for field descriptions of Sectors 1, 2 and 3 of the "B" Record for Form 1099-C.
.03 Form 1099-C cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD--Continued
FORM 1099-C--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-23 Special Data 21 This portion of the "B" Record may be
Entries 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.
24-29 Date 6 Forms 1099-C only. Payers should enter
Canceled the date when the debt was canceled in
the format of MMDDYY (i.e., 102294).
Do not enter hyphens or slashes.
30 Bankruptcy 1 1099-C only. Enter "1" (one) to indicate
Indicator the debt was discharged in bankruptcy.
Indicator Usage
1 Debt was discharged in
bankruptcy.
Blank Debt was not discharged in
bankruptcy.
31-69 Debt 39 Form 1099-C only. Enter a description
Description of the origin of debt, such as student
loan, mortgage, or credit card
expenditure.
70-128 Blank 59 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-C [omitted]
SEC. 11. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-OID
.01 This section contains information pertaining to Sector 4 of Form 1099-OID.
.02 See Part E, Sec. 6 for field descriptions of Sectors 1, 2 and 3 of the Payee "B" Record for Form 1099-OID.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-OID--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-30 Special Data 28 This portion of the "B" Record may be
Entries 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.
31-69 Description 39 Required. Form 1099-OID only. 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 of maturity (e.g.,
NYSE XYZ 12 1/2 95). Show the name of
the issuer if other than the payer. If
fewer than 39 characters are required,
left justify and fill unused positions
with blanks.
70-71 Combined 2 If a payee record is to be forwarded to
Federal/State a state agency as part of the Combined
Code 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, or
for forms not valid for state reporting,
enter blanks.
72-128 Blank 57 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-OID [omitted]
SEC. 12. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-S
.01 This section contains the general payment information for Sector 4 of Form 1099-S.
.02 See Part E, Sec. 6 for field descriptions for Sectors 1, 2 and 3 of the "B" Record for Form 1099-S.
.03 Form 1099-S cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-S--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-25 Special Data 23 This portion of the "B" Record may be
Entries 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.
26-31 Date of 6 Required. Form 1099-S only. Enter the
Closing closing date in the format MMDDYY(e.g.,
102294). Do not enter hyphens or
slashes.
32-70 Address or 39 Required. Form 1099-S only. Enter the
Legal address 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 and fill unused
positions with blanks.
71 Property or 1 Required. Form 1099-S only. Enter "1"
Services (one) if the transferor received or will
Received or receive property (other than cash and
To Be consideration treated as cash in
Received computing gross proceeds) or services as
part of the consideration for the
property transferred. Also enter "1"
(one), if the transferor may receive
property (other than cash) or services
to satisfy a debt having a stated
principal amount, otherwise enter a
blank.
72-128 Blank 57 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-S [omitted]
When reporting Form 1099-S, the "B" Record will reflect the seller/transferor information.
SEC. 13. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM W-2G.
.01 This section contains the general payment information for Sector 4 of Form W-2G.
.02 See Part E, Sec. 6 for field descriptions for Sectors 1, 2 and 3 of the "B" Record for Form W-2G.
.03 Form W-2G cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM W-2G--SECTOR 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "4" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-8 Date Won 6 Form W-2G only. Enter the date of the
winning event in the format MMDDYY
(e.g., 102294). This is not the date the
money was paid, if paid after the date
of the race (or game). Do not enter
hyphens or slashes.
9-23 Transaction 15 Required. Form W-2G only. 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. All
others, enter blanks.
24-28 Race 5 Form W-2G only. If applicable, enter the
race (or game) relating to the winning
ticket. Otherwise, enter blanks.
29-33 Cashier 5 Form W-2G only. If applicable, enter the
initials of the cashier making the
winning payment; otherwise, enter
blanks.
34-38 Window 5 Form W-2G only. If applicable, the
window number or location of the person
paying the winnings; otherwise, enter
blanks.
39-53 First ID 15 Form W-2G only. If applicable, the first
identification number of the person
receiving the winnings; otherwise, enter
blanks.
54-68 Second ID 15 Form W-2G only. If applicable, enter the
second identification number of the
person receiving the winnings;
otherwise, enter blanks.
69-128 Blank 60 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 4 OF FORM W-2G [omitted]
SEC. 14. END OF PAYER "C" RECORD--RECORD LAYOUT
.01 The End of Payer "C" Record consists of 2 Sectors of 128 positions each. The Control Total Fields are each 15 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 will appear in Control Totals 1, 3 and 6 of the "C" Record. In this example, positions 27-41, 57-86, and 102-116 of Sector 1 and positions 3-32 of Sector 2 would be zero 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
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payer record.
2 Record Type 1 Required. Enter "C"
3-8 Number of 6 Required. Enter the total number of "B"
Payees Records covered by the preceding "A"
Record. Right justify and zero fill.
9-11 Blank 3 Enter blanks
Required. Accumulate totals of any payment amount fields
in the "B" Records into the appropriate control total fields of the
"C" Record. Control totals must be right-justified and unused
control total fields zero filled. All control total fields are 15
positions in length.
12-26 Control 15
Total 1
27-41 Control 15
Total 2
42-56 Control 15
Total 3
57-71 Control 15
Total 4
72-86 Control 15
Total 5
87-101 Control 15
Total 6
102-116 Control 15
Total 7
117-128 Blank 12 Enter blanks
SECTOR 2
1 Record 1 Required. Enter a "2" (two) to sequence
Sequence the sectors making up a payer record.
2 Record Type 1 Required. Enter "C"
3-17 Control 15
Total 8
18-32 Control 15
Total 9
33-128 Blank 96 Enter blanks
END OF PAYER "C" RECORD--RECORD LAYOUT [omitted]
SEC. 15. STATE TOTALS "K" RECORD--RECORD LAYOUT
.01 The State Totals "K" Record consists of 2 sectors of 128 positions each. The Control Total Fields are each 15 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. Use 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 for 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 will 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.
RECORD NAME: STATE TOTALS "K" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payer record.
2 Record Type 1 Required. Enter "K"
3-8 Number of 6 Required. Enter the total number of "B"
Payees Records being coded for this state.
Right justify and zero fill.
9-11 Blank 3 Enter blanks
Required. Accumulate totals 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.
Control totals must be right-justified and unused control total
fields zero filled. All control total fields are 15 positions in
length.
12-26 Control 15
Total 1
27-41 Control 15
Total 2
42-56 Control 15
Total 3
57-71 Control 15
Total 4
72-86 Control 15
Total 5
87-101 Control 15
Total 6
102-116 Control 15
Total 7
117-128 Blank 12 Enter blanks
SECTOR 2
1 Record 1 Required. Enter a "2." to sequence the
Sequence sectors making up a payer record.
2 Record Type 1 Required. Enter "K"
3-17 Control 15
Total 8
18-32 Control 15
Total 9
33-126 Blank 94 Enter blanks
127-128 Combined 2 Required. Enter the code assigned to the
Federal/ state which is to receive the
State Code information. (Refer to Part A, Sec. 16,
Table 1.)
END OF PAYER "K" RECORD--RECORD LAYOUT [omitted]
SEC. 16. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
.01 The End of Transmission "F" Record consists of one 128-position sector. 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
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record Type 1 Required. Enter "F"
2-5 Number of 4 Enter the total number of Payer "A"
"A" Records Records in the entire file (right
justify and zero fill) or enter all
zeros.
6-30 Zero 25 Enter zeros
31-128 Blank 98 Enter blanks
END OF TRANSMISSION "F" RECORD--RECORD LAYOUT [omitted]
PART F. DOUBLE DENSITY DISKETTE SPECIFICATIONS
SEC. 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 a double density diskette file and must be strictly adhered to unless deviations have been specifically granted by IRS.
.02 IRS is considering eliminating 8-inch diskettes as an acceptable type of media in the future.
.03 To be compatible, a double density diskette file must meet the following specifications in total:
(a) 8-inch in diameter.
(b) Recorded in EBCDIC.
(c) Contains 77 cylinders (A cylinder refers to both of the tracks available to the read/write heads at any of the 77 locations on the double sided, double density diskette).
(1) Cylinder 00 is the index cylinder. The operating system reserves cylinder 00 for the directory information and writes the file name and location in the directory; data cannot be written in cylinder 00.
(2) Cylinders 1-74 are the primary data cylinders.
(3) Cylinders 75 and 76 are reserved for alternate cylinder assignment.
(d) Each track contains 26 sectors; therefore, each cylinder contains 52 sectors.
(e) Each sector must contain 256 bytes.
(f) Data must be recorded on both sides of the diskette.
(g) IRS can process single sided, single density, soft sectored diskettes as well as double sided, double density, soft sectored diskettes. Part E provides specifications for single density diskettes which have sectors of 128 bytes.
(h) An IBM 5360 compatible diskette would meet the above specifications. If using other processors, data should be recorded in the Basic Data Exchange (EBCDIC) format.
(i) Hard sectored diskettes are not compatible.
(j) A diskette should be clearly marked as to which type of data (double sided/double density) is on each diskette, and the entire file should consist of all double sided/double density diskettes.
.04 Exchange files are created through the Transfer command and Copyfile files are created through the Copy command. In order to do this, initialize the diskettes using the FORMAT parameter in the INIT procedure. IRS/MCC encourages filers to use blank or currently formatted diskettes when preparing files. If extraneous data follows the end of the "F" Record, the file must be returned for replacement.
.05 Form 5064, Media Label, must be affixed to each diskette submitted for processing.
SEC. 2. DISKETTE HEADER LABEL
The following header label format applies to both single and double density diskettes.
The header label on the diskette must be located in Track 0, Sector 8 and must be formatted as shown in the following layout. If a filer's system automatically creates a header label, this is not necessary. If the file will consist of multiple diskettes, the Multi-Volume Indicator (position 45) in the diskette header label must contain a "C".
Record Layout [omitted]
(a) Header 1--Positions 1 through 4; enter HDR1.
(b) Unused--Any field marked blank is unused and should contain only blanks.
(c) Data Set (File) Name--Positions 6 through 13; use this field to identify a filer's data set. The Data Set Name must begin with an alphabetic character. This name should be the same for every diskette in a file.
(d) Sector Length--Positions 23 through 27; enter the sector length 256 in positions 25-27 and fill positions 23 and 24 with zeros.
(e) Beginning of Data--Positions 29 through 33; enter the five-digit address designated for the first record of this data set, xx0yy (xx = track number, yy = sector number). For example, if the first record is in track 01, sector 02, enter 01002.
(f) End of Data--Positions 35 through 39; enter the five-digit address of the last position of the diskette reserved for this data set. For example, to reserve the entire diskette for a data set, enter 73026. (g) Bypass Data Set--Position 41; this field is not accessed by IRS; any character is acceptable.
(h) Data Set Accessibility--Position 42; this field is not accessed by IRS; any character is acceptable.
(i) Write Protect--Position 43; this field defines the protected status of the associated data set. P = read only; blank = read/write. With P in this position, a filer can only select the Update (U) mode.
(j) Position 44, File Type, enter an "e" if to indicate an exchange file; otherwise, enter blank.
(k) Multi-Volume--Position 45; this field indicates that a complete data set is on a diskette. Blank = data set complete; C = data set continued on another diskette; L = last diskette of a multi-diskette data set.
(l) Sequence Number--Position 46 and 47--For Copyfile files only. Sequentially ascending numbers must be entered in every diskette header label.
(m) Expiration Date--Positions 67 through 72; may be used to contain the date that the data set expires, YYMMDD (YY = year, MM = month, DD = day). This field is not accessed by IRS; any characters are acceptable.
(n) Verify Mark--Position 73; this field is used to indicate the data set was verified. If verified enter V, if not enter a blank.
(o) Next Available Data Position--Positions 75-79. Enter the address of the next available position after End of Data (f). In positions 75 and 76 enter the track number, in position 77 enter a "0" (zero), and in positions 78-79 enter the sector number.
SEC. 3. PAYER/TRANSMITTER "A" RECORD--GENERAL INFORMATION
.01 The Payer "A" Record identifies the payer and transmitter of the diskette and 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 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 After the header label on the diskette, the first record appearing must be an "A" Record. Each "A" Record will consist of at least one 256 position sector; however, if a filer is transmitting for someone other than themselves, 2 sectors are required.
.05 A transmitter may include "B" Records for more than one payer on a 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 diskette may contain different types of returns, but the returns must not be intermingled. A separate "A" Record is required for each payer and each type of return being reported.
.06 An "A" Record may be blocked with "B" Records, however, the initial record on a file must be an "A" Record. IRS/MCC will accept an "A" Record after a "C" Record.
.07 All alpha characters entered in the "A" Record should be uppercase.
.08 When filing Form 1098, Mortgage Interest 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.
RECORD NAME: PAYER/TRANSMITTER "A" RECORD
Note: For all fields marked Required, a transmitter must provide the information described under Description and Remarks. For fields not marked Required, a transmitter must allow for the field but may be instructed to enter blanks or zeros in the indicated diskette position(s) and for the indicated length.
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter "1" (one) to sequence
Sequence the sectors making up an "A" Record.
2 Record Type 1 Required. Enter "A"
3-4 Payment Year 2 Required. Enter "94" (unless reporting
prior year data).
5-7 Diskette 3 The diskette sequence number is
Sequence incremented by 1 for each diskette on
Number the file starting with 001. The
transmitter may enter blanks or zeros in
this field. IRS bypasses this
information. Indicate the proper
sequence on the external label Form
5064.
8-16 Payer's TIN 9 Required. Must be the valid nine-digit
Taxpayer Identification Number 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
not required to have a TIN, this field
may be blank. However, the Foreign
Entity Indicator, position 50, Sector 1,
of the "A" Record should be set to "1"
(one).
17-20 Payer Name 4 The Payer Name Control can be obtained
Control only from the mail label on the Package
1099 that is mailed to most payers on
record each December. To distinguish
between the Package 1099 and the
Magnetic Media Reporting (MMR) Package,
the Package 1099 contains instructions
for paper filing only, and the mail
label on the package contains a four (4)
character name control. The MMR Package
contains instructions for filing
magnetically or electronically. This
mail label 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.
21 Last Filing 1 Enter a "1" (one) if this is the last
Indicator 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.
22 Combined 1 Required for the Combined Federal/State
Federal/ Filing Program. Enter "1" (one) if
State Filer participating in the Combined
Federal/State Filing Program, otherwise,
enter blank. Refer to Part A, Sec. 16
for further information. Forms 1098,
1099-A, 1099-B, 1099-C, 1099-S, and
W-2G cannot be filed under this program.
23 Type of 1 Required. Enter appropriate code from
Return table below:
Type of Return Code
1098 3
1099-A 4
1099-B B
1099-C 5
1099-DIV 1
1099-G F
1099-INT 6
1099-MISC A
1099-OID D
1099-PATR 7
1099-R 9
1099-S S
5498 L
W-2G W
24-32 Amount Codes 9 Required. Enter the appropriate amount
(See Note) code for the type of return being
reported. Generally, for each amount
code entered in this field, a
corresponding payment amount should
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.
Example: If Sector 1, position 23 of the "A" Record is "7" (for
1099-PATR) and positions 24-32 are "247bbbbbb" (b = blanks), this
indicates the payer is reporting three payment amounts in all of the
following Payee "B" Records.
The first payment amount field in the "B" Record will be all
"0" (zeros);
the second will represent "nonpatronage distributions";
the third will be all "0" (zeros);
the fourth will represent "federal income tax withheld";
the fifth and sixth will be all "0" (zeros);
the seventh will represent "energy investment credit"; and
the eight and ninth will be all "0" (zeros).
Enter the amount codes in ascending sequence (i.e.,
247bbbbbb; b = blanks), left justify, filling unused positions with
blanks. For further clarification of the Amount Codes, contact
IRS/MCC.
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 1994 "Instructions for Forms 1099, 1098,
5498, and W-2G".
Amount Codes Form For Reporting Mortgage Interest Received
1098--Mortgage Interest from Payers/Borrowers (Payer of Record)
Statement on Form 1098:
Amount
Code Amount Type
1 Mortgage interest received from
payers/borrowers
2 Points paid directly by
payers/borrowers on purchase of
principal residence
3 Refund of overpaid interest
Amount Codes Form For Reporting the Acquisition or
1099-A--Acquisition or Abandonment of Secured Property on Form
Abandonement of Secured 1099-A:
Property Amount
Code Amount Type
2 Balance of principal
outstanding
3 Gross foreclosure proceeds
4 Appraisal value
Amount Codes Form For Reporting Payments on Form 1099-B:
1099-B--Proceeds from Amount
Broker and Barter Code Amount Type
Exchange Transactions 2 Stocks, bonds, etc. (For
forward contracts, see Note)
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 1994
on Regulated Futures Contracts.
(See Note 2)
7 Unrealized profit or loss on
open contracts 12/31/93. (See
Note 2)
8 Unrealized profit or loss on
open contracts 12/31/94. (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 represent a loss when the reporting is for forward
contracts. 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 for the
reporting of Regulated Futures Contracts.
Amount Codes Form For Reporting Cancellation of Debt on
1099-C--Cancellation of Form 1099-C:
Debt Amount
Code Amount Type
2 Amount of debt canceled (see
Note)
3 Interest included in Amount
Code 2
4 Penalties, fines or
administrative costs included
in Amount Code 2
Note: A debt is any amount owed to the debtor including
principal, interest, penalties, administrative costs, and fines, to
the extent they are indebtedness under section 61(a)(12). The amount
of debt discharged or canceled may be all or only part of the total
amount owed. See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information.
Amount Codes Form For Reporting Payments on Form
1099-DIV--Dividends and 1099-DIV:
Distributions Amount
Code Amount Type
1 Gross dividends and other
distributions on stock (see
Note)
2 Ordinary dividends (see Note)
3 Capital gain distributions (see
Note)
4 Nontaxable distributions (if
determinable) (see Note)
5 Investment expenses (see Note)
6 Federal income tax withheld
(backup withholding)
7 Foreign tax paid
8 Cash liquidation distributions
9 Noncash liquidation
distributions (show fair market
value)
Note: Amount Code 1 must be present (unless the payer is
using Amount Codes 8 or 9 only) and must equal the sum of amounts
reported in Amount Codes 2, 3, 4 and 5. If an amount is present for
Amount Code 1, there must be an amount present for Amount Codes 2-5
as applicable.
Amount Codes Form For Reporting Payments on Form 1099-G:
1099-G--Certain Amount
Government Payments Code Amount Type
1 Unemployment compensation
2 State or local income tax
refunds, credits or offsets
4 Federal income tax withheld
(backup withholding)
6 Taxable grants
7 Agriculture payments
NOTE: Payments previously reported under Amount Code 5 for
discharge of indebtedness are now reportable on Form 1099-C.
Amount Codes Form For Reporting Payments on Form
1099-INT--Interest Income 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 Foreign tax paid
Amount Codes Form For Reporting Payments on Form
1099-MISC--Miscellaneous 1099-MISC:
Income Amount
Code Amount Type
1 Rents (see Note 1)
2 Royalties (see Note 2)
3 Other income (see Note 3)
4 Federal income tax withheld
(backup withholding)
5 Fishing boat proceeds
6 Medical and health care
payments
7 Nonemployed compensation or
crop insurance proceeds (see
Note 4)
8 Substitute payments in lieu of
dividends or interest
9 Excess golden parachute
payments
Note 1: If reporting the Direct Sales Indicator only, use
Type of Return Code A for 1099-MISC in position 23, and Amount Code 1
in position 24 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 "pay-as-cut"
contract; these should be reported on Form 1099-S.
Note 3: Amount Code 3 previously was entitled "Prizes, awards,
etc.". The title was changed to read "Other Income".
Note 4: Amount Code 7 is normally used to report nonemployed
compensation. However, Amount Code 7 may also be used to report crop
insurance proceeds. See positions 5-6, Sector 1, of the "B" Record
for instructions. If nonemployed compensation and crop insurance
proceeds are being paid to the same payee, a separate "B" Record for
each transaction is required.
Amount Codes Form For Reporting Payments on Form
1099-OID--Original Issue 1099-OID:
Discount Amount
Code Amount Type
1 Original issue discount for
1994
2 Other periodic interest
3 Early withdrawal penalty
4 Federal income tax withheld
(backup withholding)
Amount Codes Form For Reporting Payments on Form
1099-PATR--Taxable 1099-PATR:
Distributions Received Amount
from Cooperatives 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
6 Investment credit (see Note)
7 Energy investment credit (see
Note)
8 Jobs credit (see Note)
Note: The amounts shown for Amount Codes 6, 7, and 8 must be
reported to the payee; they need not be reported to IRS.
If reporting Pass-Through Alternative Minimum Tax
Adjustments, the total alternative minimum tax (AMT) patronage
dividend adjustment for the patron and/or the total AMT per-unit
retain allocation adjustment should be entered in the Special Data
Entries Field of the Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-R:
1099-R--Distributions Amount
From Pensions, Annuities, Code Amount Type
Retirement or Profit- 1 Gross distribution (See Note 2)
Sharing Plans, IRAs, 2 Taxable amount (see Note 3) or
Insurance Contracts, etc. IRA/SEP distribution
(See Note 1) 3 Capital gain (included in
Amount Code 2).
4 Federal income tax withheld
(see Note 4)
5 Employee contributions or
insurance premiums
6 Net unrealized appreciation in
employer's securities
8 Other
9 State income tax withheld (see
Note 5)
Note 1: Additional information may be required in the "B"
Record. Refer to positions 45 through 49, Sector 1, of the "B"
Record.
Note 2: If the payment shown for Amount Code 1 is a total
distribution, enter a "1" (one) in position 48, Sector 1, of the "B"
Record. An amount must be shown in Amount Field 1.
Note 3: 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 Amount Code 1, enter "0" (zero) in Amount Code 2, and enter
the employee's contributions in Amount Code 5.
If the taxable amount cannot be determined enter a "1" (one) in
position 49, Sector 1 of the "B" Record. If a filer is reporting an
IRA/SEP distribution, generally include the amount of the
distribution in the Taxable Amount (Payment Amount 2, position 62-71)
and enter a "1" (one) in the IRA/SEP Indicator Field (position 45). A
"1" (one) may be entered in the Taxable Amount Not Determined
Indicator Field (position 49), Sector 1 of the "B" Record, but the
amount of the distribution must still be reported in Payment Amount
Field 2. See the explanation for Box 2a of Form 1099-R in the 1994
"Instructions for Forms 1099, 1098, 5498, and W-2G" for more
information on reporting the taxable amount.
Note 4: See the 1994 "Instructions for Forms 1099, 1098, 5498,
and W-2G" for further information concerning federal income tax
withheld for Form 1099-R.
Note 5: State income tax withheld has been added for the
convenience of the payer but need not be reported to IRS. Local
income tax may be reported in the Special Data Entries Field in the
Payee "B" Record.
Amount Codes Form For Reporting Payments on Form 1099-S:
1099-S--Proceeds From Amount
Real Estate Transactions 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 here under section 6050N. If timber royalties
are being reported, enter "TIMBER" in the Description Field of the
"B" Record. For more information, see Announcement 90-129, 1990-48
I.R.B. 10.
Amount Codes Form For Reporting Payments on Form 5498:
5498--Individual Amount
Retirement Arrangement Code Amount Type
Information (See Note) 1 Regular IRA contributions made
in 1994 and 1995 for 1994
2 Rollover IRA contributions
3 Life insurance cost included in
Amount Code 1
4 Fair market value of the
account
Note: For information regarding Inherited IRAs, refer to
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 Shield/Storm
participant for other than 1994, enter "DS", 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 further information concerning Inherited IRAs or Desert
Shield/Storm participant reporting, refer to 1994 "Instructions for
Forms 1099, 1098, 5498, and W-2G", and Notice 91-17, 1991-1 C.B. 319.
Amount Codes Form Reporting Payments on Form W-2G:
W-2G--For Certain Gambling Amount
Winnings Code Amount Type
1 Gross winnings
2 Federal income tax withheld
3 State income tax withheld
(see Note)
7 Winnings from identical
wagers
Note: State income tax withheld was added for the convenience
of the payer but need not be reported to IRS/MCC.
33 Test Indicator 1 Required. Enter "T" if this is a test
file, otherwise, enter a blank.
34 Service Bureau 1 Enter "1" (one) if a service bureau was
Indicator used to develop and/or transmit files,
otherwise, enter blank. See Part A, Sec.
17 for the definition of a service
bureau.
35-44 Blank 10 Enter blanks
45-49 Transmitter 5 Required. Enter the five character
Control Code alpha/numeric (TCC) Transmitter Control
(TCC) Control Code assigned by IRS/MCC. A TCC
must be obtained to file data on this
program. Do not enter more than one TCC
per file.
50 Foreign 1 Enter a "1" (one) if the payer is a
Entity foreign entity and income is paid by the
Indicator entity to a U.S. resident. If the payer
is not a foreign entity, enter a blank.
(See Note)
Note: If payers erroneously report entities as foreign, they
may be subject to a penalty for providing incorrect information to
IRS. Therefore, payers must be sure to code only those records as
foreign corporations that should be coded.
51-90 First Payer 40 Required. Enter the name of the payer
Name Line whose TIN appears in Sector 1, positions
8-16 of the "A" Record. Any extraneous
information must be deleted. Left
justify and fill 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,
the "A" Record will reflect the name and TIN of the recipient of the
interest/the filer of Form 1098 (the payer). The "B" Record will
reflect the individual paying the interest (the 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 form
1099-S and the "B" Record will reflect the seller/transferor.
91-130 Second Payer 40 If the Transfer Agent Indicator (Sector
Name Line 1, position 131) contains a "1" (one),
this field must contain the name of the
transfer 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 and fill unused positions with
blanks.
131 Transfer 1 Required. Identifies the entity in the
Agent Second Payer Name Line Field. (See Part
Indicator A, Sec. 17 for a definition of transfer
agent.)
Code Meaning
1 The entity in the Second Payer
Name Line Field is the transfer
agent.
0 (zero) The entity shown is not the
transfer agent (i.e., the
Second Payer Name Line Field
contains either a continuation
of the First Payer Name Line
Field or blanks).
132-171 Payer 40 Required. If the Transfer Agent
Shipping Indicator in Sector 1, position 131 is a
Address "1" (one), enter the shipping address of
the transfer agent. Otherwise, enter the
actual shipping address of the payer.
Street address should include number,
street, apartment or suite number (or
P.O. Box if mail is not delivered to
street address). Left justify and fill
with blanks.
172-211 Payer City, 40 Required. If the Transfer Agent
State, and Indicator in Sector 1, position 131 is a
ZIP Code "1," enter the city, town, or post
office, state abbreviation and ZIP Code
of the transfer agent. Otherwise, enter
the city, town, or post office, state
abbreviation and ZIP Code of the payer.
Left justify and fill with blanks.
212-256 Blank 45 Enter blanks
SECTOR 2--Need only be used if the payer and transmitter are not the
same.
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payer record.
2 Record Type 1 Required. Enter "A"
3-82 Transmitter 80 Required if payer and transmitter are
Name not the same. Enter the name of the
transmitter in the manner in which it is
used in normal business. The name of the
transmitter must be reported in the same
manner throughout the entire file. Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
83-122 Transmitter 40 Required if payer and transmitter are
Mailing not the same. Enter the mailing address
Address of the transmitter. Street address
should include number, street, apartment
or suite number (or P. O. Box if mail is
not delivered to street address). Left
justify and fill with blanks. If the
payer and transmitter are the same, this
field may be blank.
123-162 Transmitter 40 Required if the payer and transmitter
City, State are not the same. Enter the city, town,
and ZIP Code or post office, state and ZIP Code of
the transmitter. Left justify and fill
with blanks. If the payer and
transmitter are the same, this
field may be blank.
163-256 Blank 94 Enter blanks
SEC. 4. PAYER/TRANSMITTER "A" RECORD - RECORD LAYOUT [Omitted]
SEC. 5. PAYEE "B" RECORD--GENERAL INFORMATION FOR ALL FORMS
.01 The Payee "B" Record contains the payment information from individual returns. This section contains the general information concerning the Payee "B" Record for all information returns filed on double sided/double density soft-sectored diskettes. For a detailed description of the record refer to the following:
(a) Sec. 6. PAYEE "B" RECORD--FIELD DESCRIPTIONS FOR SECTORS 1 AND 2 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G. (See Part E, Sec. 8, 9, 10, 11, 12 and 13 for field descriptions for Sector 2 of Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G.)
(b) Sec. 7. PAYEE "B" RECORD LAYOUTS FOR SECTORS 1 AND 2 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G.
(c) Sec. 8. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-A.
(d) Sec. 9. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-B.
(e) Sec. 10. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-C.
(f) Sec. 11. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-OID.
(g) Sec. 12. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-S.
(h) Sec. 13. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM W-2G.
All "B" Records will consist of two sectors of 256 positions each.
In the "A" Record, the amount codes that appear in diskette positions 24 through 32 of Sector 1 will be left-justified and blank filled. In the "B" Record, allow for all nine payment amount fields and for those not used, enter zeros. For example, if a filer is reporting on Form 1099-PATR, you will enter a "7" in diskette position 23 of Sector 1 of the "A" Record, Type of Return Field. If a filer is reporting payments for Amount Codes 2, 4 and 7, then diskette positions 24 through 32 of Sector 1 of the "A" Record will be "247bbbbbb" (b = blanks). In the "B" Record:
Positions 52 through 61 of Sector 1 for Payment Amount 1 will be zeros.
Positions 62-71 of Sector 1 will reflect the actual payment amount to be reported for "nonpatronage distributions".
Positions 72-81 of Sector 1 for Payment Amount 3 will be zeros.
Positions 82-91 of Sector 1 will reflect the actual payment amount to be reported for "federal income tax withheld".
Positions 92-111 of Sector 1 for Payment Amounts 5 and 6 will be zeros.
Positions 112-121 of Sector 1 will reflect the actual payment amount to be reported for "energy investment credit".
Positions 122-141 of Sector 1 for Payment Amounts 8 and 9 will be zeros.
.02 The record layout for Sector 1 will be the same for all "B" Records. Sector 2, however, will be different for Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G. Refer to Part F, Sec. 8, 9, 10, 11, 12 and 13 respectively for the record layouts for Sector 2 of these records.
.03 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 filers.
.04 If filers are unable to provide 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 generating the Name Control:
(a) The surname of the payee whose SSN 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.
(b) In the case of multiple payees, only the surname of the payee whose TIN (SSN or EIN) 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 Field.
.05 See Part A, Sec. 14 for further information concerning Taxpayer Identification Numbers (TINs).
.06 A field 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 filer's personal use.
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 Entries Field. If this field is coded, it will not affect the processing of the "B" Record.
.07 Those payers participating in the Combined Federal/State Filing Program must adhere to specifications in Part A, Sec. 16, in order to participate in this program. Forms 1098, 1099-A, 1099-B, 1099-C, 1099-S and W-2G cannot be filed under the Combined Federal/State Filing Program.
.08 All alpha characters entered in the "B" Record should be uppercase.
.09 Do not use decimal points (.) to indicate dollars and cents. Ten dollars must appear as 0000001000.
.10 IRS strongly encourages filers to review the data for accuracy before submission to prevent issuance of erroneous notices. Transmitters should be especially careful that names, TINs, account numbers, types of income and income amounts are correct.
.11 When reporting Form 1098, Mortgage Interest Statement, the "A" Record will reflect the name and TIN of the recipient of the interest (the payer). The "B" Record will reflect the individual paying the interest (borrower/payer of record) and the amount paid. For Forms 1099-S, the "A" Record will reflect the person responsible for reporting the transaction and the "B" Record will reflect the seller/transferor.
SEC. 6. PAYEE "B" RECORD-FIELD DESCRIPTIONS FOR SECTORS 1 AND 2 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G.
For Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G, see Part F, Sec. 8, 9, 10, 11, 12 and 13 respectively for the field descriptions and record layouts for Sector 2 of these records.
Note: 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 diskette position(s) and for the indicated length.
RECORD NAME: PAYEE "B" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-4 Payment Year 2 Required. Enter "94" (unless reporting
prior-year data).
5-6 Document 2 Required for Forms 1099-G, 1099-MISC,
Specific/ 1099-R and W-2G. For all other forms
Distribution or if not used, enter blanks.
Code
Tax Year of Refund For Form 1099-G, use only for reporting
(Form 1099-G only) the tax year for which the refund,
credit or offset (Amount Code 2) was
issued. Enter in position 5; position 6
will be blank.
If the refund, credit or offset is not
attributable to income tax from a trade
or business, enter the numeric year from
the table below for which the refund,
credit or offset was issued (e.g., for
1993, enter 3). If the refund, credit or
offset is exclusively attributable to
income from a trade or business, and is
not of general application, enter the
alpha equivalent of the year from the
table below (e.g., for 1993, enter C).
Year for Which
Year for Which TRADE/BUSINESS
GENERAL Refund was Issued
Refund was Issued (Alpha Equivalent)
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
Crop Insurance For Form 1099-MISC, enter a "1" (one) in
Proceeds (Form position 5 if the payment for Amount
1099-MISC only) Code 7 is crop insurance proceeds.
Position 6 will be blank.
Distribution Code For Form 1099-R, enter the appropriate
(Form 1099-R only) distribution code(s). More than one code
(For a detailed may apply for Form 1099-R. If only one
explanation of code is required, it must be entered in
the distribution position 5 and position 6 must be blank.
codes, see the Enter at least one (1) distribution
1994 code. A blank in position 5 is not
"Instructions acceptable.
for Forms 1099, Enter the applicable code from the table
1098, 5498, and that follows. Position 5 must contain
W-2G".) a numeric code in all cases except when
using P, D, E, F, G, or H. Distribution
Code A, B, or C, when applicable, must
be entered in position 6 with the
applicable numeric code in position 5.
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 if applicable.
Only two numeric combinations are
acceptable, codes 8 and 1, and codes 8
and 2, on one return. These two
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, report two separate "B"
Records.
Distribution Codes E, F, and H cannot be
used in conjunction with other codes.
Distribution Code G may be used in
conjunction with Distribution Code 4, if
applicable. Refer to Announcement 93-20,
1993-6 I.R.B. 65.
Category Code
Early (premature) distribution,
no known exception 1 /*/
Early (premature) distribution,
exception applies (as defined
in section 72(q), (t), or (v)
of the Internal Revenue Code)
other than disability or death 2 /*/
Disability 3 /*/
Death (includes payments to a
beneficiary) 4 /*/
Prohibited transaction 5 /*/
Section 1035 exchange 6
Normal distribution 7 /*/
Excess contributions plus
earnings/excess deferrals
(and/or earnings) taxable
in 1994 8 /*/
PS 58 costs 9
Excess contributions plus
earnings/excess deferrals
taxable in 1993 P /*/
Eligible for 5 or 10 year
averaging A
Eligible for death benefit
exclusion B
Eligible for both A and B C
Excess contributions plus
earnings/excess deferrals
taxable in 1992 D /*/
Excess annual additions under
section 415 E
Charitable gift annuity F
Direct rollover to IRA G
Direct rollover to qualified
plan or tax-sheltered annuity H
/*/ If reporting an IRA or SEP distribution, code a "1" (one) in
position 44 of the "B" Record.
Type of Wager For Form W-2G, enter the applicable code
(Form W-2G only) in position 5. Position 6 will be blank.
Category Code
Horse race track (or off-track
betting of a horse track nature) 1
Dog race track (or off-track
betting of a dog track nature) 2
Jai-alai 3
State conducted lottery 4
Keno 5
Casino type bingo. Do Not use
this code for any other type of
bingo winnings (e.g., church or
fire dept.). 6
Slot machines 7
Any other type of gambling
winnings (This includes church
bingo, fire dept. bingo, or
unlabeled winnings) 8
7 2nd TIN 1 For Forms 1099-B, 1099-DIV, 1099-INT,
Notice 1099-MISC, 1099-OID, and 1099-PATR only.
Enter "2" to indicate notification by
IRS/MCC twice within three calendar
years that the payee provided an
incorrect name and/or TIN; otherwise,
enter a blank.
8 Corrected 1 Indicate a corrected return.
Return
Indicator
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.
9-12 Name Control 4 If determinable, enter the first four
(4) characters of the surname of the
person whose TIN is being reported in
positions 16-24 of the "B" Record,
otherwise, enter blanks. This is usually
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 (4) 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 prefixes are
considered part of the surname, e.g.,
for Van Elm, the name control would be
VANE.
Note: Although extraneous words, titles, and special characters
are allowed (e.g., Mr., Mrs., Dr., apostrophe, or dash),
this information may be dropped during subsequent IRS/MCC processing.
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 Buren VANB
Juan De Jesus 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'Allesandro DALL
Corporations: The First National
Bank FIRS
The Hideaway THEH
A & B Cafe A&BC
11TH Street Inc. 11TH
Sole Proprietor: Mark Hemlock DBA HEML
c/o 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
Sheila Blue Estate 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 (4) 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.
13 Direct Sales 1 1099-MISC only. Enter a "1" (one) to
Indicator indicate a sale of $5,000 or 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 direct sales only, use Type of Return
A in position 23 and Amount Code 1 in position 24, of the Payer "A"
Record. All payment amount fields in the Payee "B" Records will
contain zeros.
14 Blank 1 Enter blank
15 Type of TIN 1 This field is used to identify the
Taxpayer Identification Number (TIN) in
positions 16-24 as either an Employer
Identification Number (EIN) or a Social
Security Number (SSN). /*/ Enter the
appropriate code from the following
table:
Type of TIN TIN Type of Account
1 EIN A business,
organization, or
other entity
2 SSN An individual
blank N/A If the type of TIN
is not determinable,
enter a blank.
/*/ While this is not a "Required" field, this information is
important for the correct processing of the payee's TIN.
16-24 Taxpayer 9 Required. Enter the nine-digit Taxpayer
Identifi- Identification Number of the payee (SSN
cation or EIN, as appropriate). If an
Number identification number has been applied
for but not received, enter blanks. Do
not enter hyphens or alpha characters.
All zeros, ones, twos, etc. will have
the effect of an incorrect TIN. If the
TIN is not available, enter blanks.
Note: IRS/MCC contacts payers who have submitted payee data
with missing TINS in an attempt to prevent erroneous notices. 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. The letter, however, will not prevent backup
withholding notices (B Notices) or penalties for missing or incorrect
TINS.
25-44 Payer's 20 Enter any number assigned by the payer
Account to the payee (e.g., checking or savings
Number for account number). Filers are encouraged
Payee to use this field. This number will help
to distinguish the individual payee
records and should be unique for each
document. Do not use the payee 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 from the IRS
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.
45 IRA/SEP 1 Form 1099-R only. Enter "1" (one) if
Indicator reporting a distribution from an IRA or
(See Note) SEP; otherwise, enter a blank.
Note: Report the total amount distributed from an IRA or SEP in
Payment Amount Field 2 (taxable amount), as well as Payment Amount
Field 1 (gross distribution) of the "B" Record. Filers may indicate
the taxable amount was not determined by using the Taxable Amount Not
Determined Indicator (position 49) of the "B" Record. However, still
report the amount distributed in Payment Amount Field 2. Refer to the
1994 "Instructions for Forms 1099, 1098, 5498 and W-2G" for the
exceptions.
46-47 Percentage 2 Form 1099-R only. Use this field only
of Total when reporting a total distribution to
Distribution more than one person, such as when a
participant dies and filers distribute
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
or more will be 11 percent). Enter the
percentage received by the person whose
TIN is included in positions 16-24 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 IRA or SEP distributions
or for direct rollovers.
48 Total 1 Form 1099-R only. Enter a "1" (one) only
Distribution if the payment shown for Amount Code 1
Indicator is a total distribution, otherwise,
enter 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.
49 Taxable 1 Form 1099-R only. Enter a "1" (one) only
Amount Not if the taxable amount entered in
Determined Payment Amount Field 1 (Gross
Indicator Distribution) of the "B" Record cannot
be computed, otherwise, enter a blank.
If the indicator is used, enter "0"
(zero) in Payment Amount Field 2 of the
Payee "B" Record. (See Note) Please make
every effort to compute the taxable
amount.
Note: If reporting an IRA/SEP Distribution for Form 1099-R, the
Taxable Amount Not Determined Indicator may be used; but, it is not
required. If the IRA/SEP Indicator is present, the amount of the
distribution should be reported in Payment Amount Field 2. Refer to
the 1994 "Instructions for Forms 1099, 1098, 5498, and W-2G" for more
information.
Filers are instructed to 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.
50-51 Blank 2 Enter blanks
Payment Required. Filers must allow for all
Amount payment amounts. For those not used,
Fields (Must must enter zeros. For example: If
be numeric) position 23, Type of Return, of the "A"
Record is "7" (for 1099-PATR) and
positions 24-32, Amount Codes, are
"247bbbbbb" (b = blank), this indicates
three actual payment amounts are being
reported in the following "B" Records.
Payment Amount 1 will be all "0"
(zeros), Payment Amount 2 will represent
nonpatronage distributions, 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 energy
investment credit, and Payment Amounts 8
and 9 will be all "0" (zeros). Each
payment field must contain 10 numeric
characters (see Note). Each payment
amount must be entered in U.S. dollars
and cents. The rightmost 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 sign) or "-" (minus
sign) in the left-most position of the
payment amount field. A negative
overpunch 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 overpunch
is not used, the number is assumed to be
positive.
Negative overpunch 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: If filers are reporting a money amount in excess of 9999999999 (dollars and cents), it must be reported as follows:
(1) The first "B" Record must contain 9999999999.
(2) The second "B" Record will contain the remaining money amounts.
DO NOT SPLIT THIS FIGURE IN HALF.
52-61 Payment 10 The amount reported in this field
Amount 1 /*/ represents payments for Amount Code 1 in
the "A" Record.
62-71 Payment 10 The amount reported in this field
Amount 2 /*/ represents payments for Amount Code 2 in
the "A" Record.
72-81 Payment 10 The amount reported in this field
Amount 3 /*/ represents payments for Amount Code 3 in
the "A" Record.
82-91 Payment 10 The amount reported in this field
Amount 4 /*/ represents payments for Amount Code 4 in
the "A" Record.
92-101 Payment 10 The amount reported in this field
Amount 5 /*/ represents payments for Amount Code 5 in
the "A" Record.
102-111 Payment 10 The amount reported in this field
Amount 6 /*/ represents payments for Amount Code 6 in
the "A" Record.
112-121 Payment 10 The amount reported in this field
Amount 7 /*/ represents payments for Amount Code 7 in
the "A" Record.
122-131 Payment 10 The amount reported in this field
Amount 8 /*/ represents payments for Amount Code 8 in
the "A" Record.
132-141 Payment 10 The amount reported in this field
Amount 9 /*/ represents payments for Amount Code 9 in
the "A" Record.
/*/ If there are discrepancies between these payment amount
codes and the boxes on the paper forms, the instructions in this
revenue procedure govern.
142-161 Blank 20 Enter blanks
162 Foreign 1 If the address of the payee is in a
Country foreign country, enter a "1" (one) in
Indicator this field, otherwise, enter blank. When
using this indicator, filers 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 Fields.
163-202 First Payee 40 Required. Enter the name of the payee
Name Line (preferably surname first) whose
Taxpayer Identification Number (TIN)
appears in Sector 1, positions 16-24 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 for a sole proprietor, enter
the individual's name in the First Payee
Name Line Field. The business name is
optional in the Second Payee Name Line
Field.
Note: When reporting Form 1098, Mortgage Interest Statement, the
"A" Record will reflect the name of the recipient of the interest
(the payer). The "B" Record will reflect the individual paying the
interest (the borrower/payer of record) and the amount paid. For
Forms 1099-S, the "B" Record will reflect the seller/transferor
information.
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 1994
"Instructions for Forms 1099, 1098, 5498, and W-2G". The
beneficiary's TIN should be reported in position 16-24 of the
"B" Record.
203-242 Second Payee 40 If there are multiple payees (e.g.,
Name Line partners, joint owners, or spouses) use
this field for those names not
associated with the TIN in positions 16-
24 of the "B" Record or if not enough
space was provided in the First Payee
Name Line, continue the name in this
field. Do not enter address information
in this field. It is important that
filers provide as much payee information
to IRS/MCC as possible to identify the
owner of the TIN. Left justify and fill
unused positions with blanks. Fill with
blanks if no entries are present for
this field.
243-256 Blank 14 Enter blanks
SECTOR 2--FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R AND 5498.
See Part F, Secs. 8, 9, 10, 11, 12 and 13 for field descriptions for Sector 2 of Forms 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S and W-2G.
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P.O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position fields, respectively. For
foreign addresses, filers may use the payee city, state and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for the state
or the appropriate postal identifier
(AA, AE, or AP) described in Part A,
Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field located in
position 162 of Sector 1 of the "B"
Record.
83-112 Blank 30 Enter blanks.
113-179 Special Data 67 This portion of the "B" Record may be
Entries 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.
180-181 Combined 2 If this payee record is to be forwarded
Federal/ to a state agency as part of the
State 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, or for forms not valid for
state reporting, enter blanks.
182-256 Blank 75 Enter blanks.
SEC. 7. PAYEE "B" RECORD--RECORD LAYOUTS FOR SECTORS 1 AND 2 OF FORMS 1098, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 5498 AND SECTOR 1 OF FORMS 1099-A, 1099-B, 1099-C, 1099-OID, 1099-S AND W-2G. [omitted]
SEC. 8. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-A
.01 This section contains information pertaining to Sector 2 of Form 1099-A.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the "B" Record for Form 1099-A.
.03 Form 1099-A cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-A--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B".
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2 and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for the state
or the appropriate postal identifier
(AA, AE, or AP) described in Part A,
Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 field, which is
located in position 162 of Sector 1 of
the "B" Record.
83-112 Blank 30 Enter blanks
113-133 Special Data 21 This portion of the "B" Record may be
Entries 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.
134-139 Date of 6 Required for Forms 1099-A only. Enter
Lender's the date of the acquisition of the
Acquisition secured property or the date filers
or Knowledge first knew or had reason to know that
of Abandon- the property was abandoned in the
ment format MMDDYY (e.g.,102294). Do not
enter hyphens or slashes.
140 Liability 1 Form 1099-A only. Enter the appropriate
Indicator indicator from the table below:
Indicator Usage
1 Borrower is personally
liable for repayment of
the debt.
Blank Borrower is not liable for
repayment of the debt.
141-179 Description 39 Required for Form 1099-A only. Enter a
of Property brief description of 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-1994 Buick Regal or
office equipment). Enter "CCC" for crops
forfeited on Commodity Credit
Corporation loans. If fewer than 39
positions are required, left justify and
fill unused positions with blanks.
180-256 Blank 77 Enter blanks.
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-A [omitted]
SEC. 9. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-B
.01 This section contains the general payment information for Sector 2 of Form 1099-B.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the Payee "B" Record for Form 1099-B.
.03 Form 1099-B cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-B--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B".
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1"
(one).
43-71 Payee City 29 Required. Enter the city, town or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for the state
or the appropriate postal identifier
(AA, AE, or AP) described in Part A,
Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field, located in
position 162 of Sector 1 of the "B"
Record.
83-112 Blank 30 Enter blanks
113-122 Special 10 This position of the "B" Record may be
Data Entries 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.
123 Gross 1 Form 1099-B only. Enter the appropriate
Proceeds indicator from the following table;
Reported to otherwise, enter blanks.
IRS
Indicator
Indicator Usage
1 Gross Proceeds
2 Gross Proceeds less
commission and option
premiums
124-129 Date of Sale 6 Form 1099-B only. 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
MMDDYY (e.g., 102294). Enter blanks if
this is an aggregate transaction. Do not
enter hyphens or slashes.
130-142 CUSIP Number 13 Form 1099-B only. 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 and fill the
remaining positions with blanks.
143-181 Description 39 Form 1099-B only. Enter a brief
description of the item or services for
which the proceeds or bartering is being
reported. If fewer than 39 characters
are required, left justify 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
and any amount subject to backup
withholding. For bartering transactions,
show the services or property provided.
Note: The amount withheld in these situations is to be included
in Amount Code 4.
182-256 Blank 75 Enter blanks
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM 099-B [omitted]
SEC. 10. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-C
.01 This section contains information pertaining to Sector 2 of Form 1099-C.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the "B" Record for Form 1099-C.
.03 Form 1099-C cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-C--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B".
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2 and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for the state
or the appropriate postal identifier
(AA, AE, or AP) described in Part A,
Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field, which is
located in position 162 of Sector 1 of
the "B" Record.
83-112 Blank 30 Enter blanks
113-133 Special Data 21 This portion of the "B" Record may be
Entries 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.
134-139 Date 6 Required for Forms 1099-C only. Payer
Canceled should enter the date when the debt was
canceled in the format of MMDDYY (e.g.,
102294). Do not enter hyphens or
slashes.
140 Bankruptcy 1 Form 1099-C only. Enter "1" (one) to
Indicator indicate the debt was in bankruptcy.
discharged
Indicator Usage
1 Debt was discharged in
Blank bankruptcy.
Debt was not discharged in
bankruptcy.
141-179 Debt 39 Form 1099-C only. Enter a description of
Description the origin of debt, such as student
loan, mortgage, or credit card
expenditure.
180-256 Blank 77 Enter blanks.
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-C [omitted]
SEC. 11. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-OID
.01 This section contains the general payment information for Sector 2 of Form 1099-OID.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the "B" Record for Form 1099-OID.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-OID--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for states or
the appropriate postal identifier (AA,
AE, or AP) as described in Part A, Sec.
18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify and fill the
unused positions with blanks. For
foreign countries, alpha characters are
acceptable as long as filers have
entered a "1" (one) in the Foreign
Country Indicator Field, which is
located in position 162 of Sector 1 of
the "B" Record.
83-112 Blank 30 Enter blanks.
113-140 Special 28 This position of the "B" Record may be
Data used to record information for state
Entries 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.
141-179 Description 39 Required for Form 1099-OID only. 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 of maturity (e.g.,
NYSE XYZ 12 1/2 96). Show the name of
the issuer if other than the payer. If
fewer than 39 characters are required,
left-justify and fill unused positions
with blanks.
180-181 Combined 2 If a payee record is to be forwarded to
Federal/ a state agency as part of the Combined
State Code 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, or for
forms not valid for state reporting,
enter blanks.
182-256 Blank 75 Enter blanks.
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-OID [Omitted]
SEC. 12. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-S
.01 This section contains the general payment information for Sector 2 of Form 1099-S.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the Payee "B" Record for Forms 1099-S.
.03 Form 1099-S cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM 1099-S--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state, and ZIP
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for states or
the appropriate postal identifier (AA,
AE, or AP) described in Part A, Sec. 18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field, which is
located in position 162 of Sector 1 of
the "B" Record.
83-110 Blank 28 Enter blanks.
111-133 Special Data 23 This position of the "B" Record may be
Entries 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.
134-139 Date of 6 Required for Form 1099-S only. Enter the
Closing closing date in the format MMDDYY (e.g.,
102394). Do not enter hyphens or
slashes.
140-178 Address or 39 Required for Form 1099-S only. Enter the
Legal address 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 and fill unused
positions with blanks.
179 Property or 1 Required for Form 1099-S only. Enter "1"
Services (one) if the transferor received or will
Received or receive property (other than cash
To Be and consideration treated as cash in
Received computing gross proceeds) or services as
part of the consideration for the
property transferred. Also, enter a "1"
(one), if the transferor may receive
property (other than cash) or services
to satisfy a debt having a stated
principal amount, otherwise, enter a
blank.
180-256 Blank 77 Enter blanks.
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-S [omitted]
When reporting Form 1099-S, the "B" Record will reflect the seller/transferor information.
SEC. 13. PAYEE "B" RECORD--FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM W-2G
.01 This section contains the general payment information for Sector 2 of Form W-2G.
.02 See Part F, Sec. 6 for field descriptions for Sector 1 of the Payee "B" Record for Form W-2G.
.03 Form W-2G cannot be filed under the Combined Federal/State Filing Program.
RECORD NAME: PAYEE "B" RECORD
FORM W-2G--SECTOR 2 ONLY
SECTOR 2
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "2" to sequence the
Sequence sectors making up a payee record.
2 Record Type 1 Required. Enter "B"
3-42 Payee 40 Required. Enter mailing address of
Mailing payee. Street address should include
Address number, street, apartment or suite
number (or P. O. Box if mail is not
delivered to street address). Left
justify 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 29, 2, and 9 position field, respectively. For
foreign addresses, filers may use the payee city, state and Zip
Code as a continuous 40 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 Field, Sector 1, position 162, must contain a "1" (one).
RECORD NAME: PAYEE "B" RECORD--Continued
FORM W-2G--SECTOR 2 ONLY
SECTOR 2 (Continued)
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
43-71 Payee City 29 Required. Enter the city, town, or post
office. Left justify and fill the unused
positions with blanks. Enter APO or FPO
if applicable. Do not enter state and
ZIP Code information in this field.
72-73 Payee State 2 Required. Enter the valid U.S. Postal
Service state abbreviation for states or
the appropriate postal identifier (AA,
AE, or AP) as described in Part A, Sec.
18.
74-82 Payee ZIP 9 Required. Enter the valid nine-digit ZIP
Code Code assigned by the U.S. Postal
Service. If only the first five digits
are known, left justify 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 Field, located in
position 162 of Sector 1 of the "B"
Record.
83-112 Blank 30 Enter blanks
113-118 Date Won 6 Required for Form W-2G only. Enter the
date of the winning event in the format
MMDDYY (e.g., 102294). This is not the
date the money was paid, if paid after
the date of the race (or game). Do not
enter hyphens or slashes.
119-133 Transaction 15 Required for Form W-2G only. 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. All
others, enter blanks.
134-138 Race 5 Form W-2G only. If applicable, enter the
race (or game) relating to the winning
ticket; otherwise, enter blanks.
139-143 Cashier 5 Form W-2G only. If applicable, enter
initials of the cashier making the
winning payment; otherwise, enter
blanks.
144-148 Window 5 Form W-2G only. If applicable, enter the
window number or location of the person
paying the winnings; otherwise, enter
blanks.
149-163 First ID 15 Form W-2G only. If applicable, enter the
first identification number of the
person receiving the winnings;
otherwise, enter blanks.
164-178 Second ID 15 Form W-2G only. If applicable, enter the
second identification number of the
person receiving the winnings;
otherwise, enter blanks.
179-256 Blank 78 Enter blanks.
PAYEE "B" RECORD--RECORD LAYOUT FOR SECTOR 2 OF FORM W-2G [omitted]
SEC. 14. END OF PAYER "C" RECORD--RECORD LAYOUT
.01 The End of Payer "C" Record consists of one 256-position sector. The control total fields are each 15 positions in length.
.02 The "C" Record consist 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 filers used Amount Codes 1, 3, and 6 in the "A" Record, the totals from the "B" Records will appear in Control Totals 1, 3, and 6 of the "C" Record. In this example, positions 27-41, 57-86, and 102-146 would be zero 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
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payer record.
2 Record Type 1 Required. Enter "C".
3-8 Number of 6 Required. Enter the total number Payees
Payees of "B" Records covered by the preceding
"A" Record. Right justify and zero fill.
9-11 Blank 3 Enter blanks.
Required. Accumulate totals of any payment amount fields in the
"B" Records into the appropriate control total field of the "C"
Record. Control totals must be right-justified, and unused control
total fields must be zero filled. All control total fields are 15
positions in length.
12-26 Control 15
Total 1
27-41 Control 15
Total 2
42-56 Control 15
Total 3
57-71 Control 15
Total 4
72-86 Control 15
Total 5
87-101 Control 15
Total 6
102-116 Control 15
Total 7
117-131 Control 15
Total 8
132-146 Control 15
Total 9
147-256 Blank 110 Enter blanks.
END OF PAYER "C" RECORD--RECORD LAYOUT [omitted]
SEC. 15. STATE TOTALS "K" RECORD--RECORD LAYOUT
.01 The State Totals "K" Record consists of one 256-position sector. The control total fields are each 15 positions in length.
.02 The "K" Record is a summary for a given payer and type of return to 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 filers used Amount Codes 1, 3 and 6 in the "A" Record, the totals from the "B" Records coded for this state will 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 on this program.
RECORD NAME: END OF PAYER "K" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 Required. Enter a "1" (one) to sequence
Sequence the sectors making up a payer record.
2 Record Type 1 Required. Enter "K".
3-8 Number of 6 Required. Enter the total number of "B"
Payees Records being coded for this state.
Right justify and zero fill.
9-11 Blank 3 Enter blanks.
Required. Accumulate totals of any payment amount fields in the
Payee "B" Records (for each state being reported) into the
appropriate control total fields in the "K" Record. Control totals
must be right-justified, and unused control total fields must be zero
filled. All Control Total Fields are 15 positions in length.
12-26 Control 15
Total 1
27-41 Control 15
Total 2
42-56 Control 15
Total 3
57-71 Control 15
Total 4
72-86 Control 15
Total 5
87-101 Control 15
Total 6
102-116 Control 15
Total 7
117-131 Control 15
Total 8
132-146 Control 15
Total 9
147-254 Blank 108 Enter blanks.
255-256 Combined 2 Required. Enter the code assigned to the
Federal/ state which is to receive the
State Code information. (Refer to Part A, Sec. 16,
Table 1.)
END OF PAYER "K" RECORD--RECORD LAYOUT [omitted]
SEC. 16. END OF TRANSMISSION "F" RECORD--RECORD LAYOUT
.01 The End of Transmission "F" Record consists of one 256-position sector. 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
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1 Record Type 1 Required. Enter "F".
2-5 Number of 4 Enter the total number of "A" Records in
"A" Records the entire file. Right justify and zero
fill or enter all zeros.
6-30 Zero 25 Enter zeros.
31-256 Blank 226 Enter blanks.
END OF TRANSMISSION "F" RECORD--RECORD LAYOUT [omitted]
PART G. MISCELLANEOUS INFORMATION
SEC. 1. RECORD FORMAT USED TO REQUEST AN EXTENSION OF TIME, MAGNETICALLY OR ELECTRONICALLY
.01 The following specifications contain the required 200-byte record format for extension of time to file requests submitted on magnetic media or via IRP-BBS. Also included are the instructions for the information that is to be entered in the record. There have been numerous changes in the extension request record format and guidelines. Filers are advised to read this section in its entirety to ensure proper filing.
.02 If requesting an extension of time to file for ten or more payers, IRS encourages transmitters to submit the request on magnetic media or via IRP-BBS. Acceptable types of magnetic media are tape, tape cartridge, 5 1/4- and 3 1/2-inch diskette. For extension requests filed on magnetic media, the transmitter must send the completed, signed Form 8809, Request for Extension of Time to File Information Returns, in the same package with the corresponding media. For extension requests filed electronically, the transmitter must send the Form 8809 the same day the transmission is made. Do not submit a list of payer names and TINs.
.03 For tax year 1995, transmitters requesting an extension of time to file for more than 50 payers will be required to file the extension request magnetically or electronically.
.04 See Part A, Sec. 11, for complete information on requesting an extension of time to file information returns. In order to be considered, the request must be postmarked or transmitted by the due date of the returns, otherwise, the request will be denied.
.05 The record format is also on IRP-BBS and can be downloaded. See Part D for more information on how to contact the IRP-BBS.
.06 A magnetically-filed request for an extension of time should be sent using the following addresses:
If by Postal Service:
IRS-Martinsburg Computing Center
Attn: Extension of Time Coordinator
P.O. Box 879
Kearneysville, WV 25430
or
If by truck or air freight:
IRS-Martinsburg Computing Center
Information Reporting Program
ATTN: Extension of Time Coordinator
Route 9 and Needy Road
Martinsburg, WV 25401
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.
.07 Transmitters who submit their extension of time requests magnetically or electronically will receive a letter from IRS/MCC with an attached list of the payers specifying approval and/or denial.
.08 Do not submit tax year 1994 extension of time to file requests on magnetic media or electronically before January 1, 1995.
.09 Each piece of magnetic media must have an external label. The TCC, tax year, the words "Extension of Time", and record count must be provided on the external label. Form 5064 or transmitter generated substitute may be used.
.10 If the first request for an extension of time to file was submitted magnetically or electronically and additional time to file is needed, submit a new file to request the additional extension. 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. A second 30 day extension will be approved only in cases of extreme hardship or catastrophic event.
.11 If additional information is needed on the record format, contact IRS/MCC.
.12 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) Fixed block size of 4000 bytes.
(e) Record length of 200 bytes.
(f) Labeled or unlabeled tapes may be submitted.
.13 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. In Box 7 of Form 8809, indicate 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) Fixed block size of 4000 bytes.
(d) Record length of 200 bytes.
(e) Labeled or unlabeled tape cartridges may be submitted.
.14 Diskette specifications are as follows:
(a) 5 1/4- or 3 1/2-inches in diameter.
(b) ASCII recording mode only Additional specifications may be found in Part B, Sec. 3, 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 (,) 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.
.15 Positions 6 through 174 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, other than the Transmitter Control Code (TCC). Only one TCC may be present in a file.
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
1-5 Transmitter 5 Required. Enter the five-digit
Control Code Transmitter Control Code issued by IRS.
(TCC) Only one TCC per file is acceptable.
6-14 Payer TIN 9 Required. Must be the valid nine-digit
number 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 175, should 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.
55-94 Second Payer 40 If additional space is needed, this
Name field may be used to continue name line
information (e.g., % First National
Bank), otherwise, enter blanks.
95-134 Payer 40 Required. Enter payer address. Street
Address address should include number, street,
apartment or suite number (or P.O. Box
if mail is not delivered to a street
address).
135-163 Payer City 29 Required. Enter payer city, town, or
post office.
164-165 Payer State 2 Required. Enter payer valid U.S. Postal
Service state abbreviation (refer to
Part A, Sec. 18).
166-174 Payer ZIP 9 Required. Enter payer ZIP code if using
Code a five-digit ZIP code, left justify and
blank fill.
Field
Position Field Title Length Description and Remarks
---------------------------------------------------------------------
175 Document 1 Required. Enter the document you are
Indicator requesting an extension of time for
using the following code:
Code Document
1 W-2
2 1098, 1099-A, 1099-B, 1099-C,
1099-DIV, 1099-G, 1099-INT,
1099-MISC, 1099-OID, 1099
-PATR, 1099-R, 1099-S, or W-2G
3 5498
4 1042-S
5 1042
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 1099-INT and
5498 for the same payer, submit one
record with a "2" coded in this field
and another record with a "3" coded in
this field. If you are requesting an
extension for 1099-DIV and 1099-MISC for
the same payer, submit one record with
"2" coded in this field.
176 Foreign 1 Enter character "X" if the payer is a
Entity foreign entity.
Indicator
177-198 Blank 22 Enter blanks.
199-200 Blank 2 Enter blanks. Diskette filers may code
the ASCII carriage return/line feed
(cr/lf) characters.
RECORD LAYOUT [omitted]
- Institutional AuthorsInternal Revenue Service
- Code Sections
- Subject Areas/Tax Topics
- Index Termsfiling, electronic
- Jurisdictions
- LanguageEnglish
- Tax Analysts Electronic Citation94 TNT 129-11