SERVICE PROVIDES GUIDELINES FOR FILING 1990 INFORMATION RETURNS ON MAGNETIC DISKETTES.
Rev. Proc. 90-43; 1990-2 C.B. 420
- Institutional AuthorsInternal Revenue Service
- Code Sections
- Subject Areas/Tax Topics
- Index Termsmagnetic tape reportinginformation returns
- Jurisdictions
- LanguageEnglish
- Tax Analysts Electronic Citation90 TNT 162-23
Obsoleted by Rev. Proc. 91-33
Rev. Proc. 90-43
TABLE OF CONTENTS
PART A. -- GENERAL
SECTION 1. PURPOSE
SECTION 2. NATURE OF CHANGES -- CURRENT YEAR (TAX YEAR 1990)
SECTION 3. 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 MAGNETIC MEDIA REPORTS AND RETENTION
REQUIREMENTS
SECTION 10. FILING DATES
SECTION 11. EXTENSIONS OF TIME TO FILE
SECTION 12. PROCESSING OF MAGNETIC MEDIA RETURNS
SECTION 13. HOW TO FILE 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. -- SINGLE DENSITY DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. DISKETTE HEADER LABEL
SECTION 3. PAYER/TRANSMITTER "A" RECORD
SECTION 4. PAYER/TRANSMITTER "A" 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-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-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-OID
SECTION 11. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM 1099-S
SECTION 12. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 4 OF FORM W-2G
SECTION 13. END OF PAYER "C" RECORD
SECTION 14. STATE TOTALS "K" RECORD
SECTION 15. END OF TRANSMISSION "F" RECORD
PART C. -- DOUBLE DENSITY DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
SECTION 2. PAYER/TRANSMITTER "A" RECORD
SECTION 3. PAYER/TRANSMITTER "A" RECORD -- RECORD LAYOUT
SECTION 4. PAYEE "B" RECORD -- GENERAL INFORMATION FOR ALL FORMS
SECTION 5. 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-OID, 1099-S, AND W-2G
SECTION 6. 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-OID, 1099-S, AND W-2G
SECTION 7. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-A
SECTION 8. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-B
SECTION 9. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-OID
SECTION 10. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM 1099-S
SECTION 11. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD
LAYOUT FOR SECTOR 2 OF FORM W-2G
SECTION 12. END OF PAYER "C" RECORD
SECTION 13. STATE TOTALS "K" RECORD
SECTION 14. END OF TRANSMISSION "F" RECORD
PART D. -- MISCELLANEOUS INFORMATION
SECTION 1. MAGNETIC MEDIA RELATED FORMS AND PUBLICATIONS
AVAILABLE AT THE IRS MARTINSBURG COMPUTING CENTER
SECTION 2. FEDERAL DOLLAR CRITERIA
NOTE: THIS REVENUE PROCEDURE MAY ONLY BE USED TO PREPARE 8 INCH MAGNETIC DISKETTE FILED SUBMISSIONS FOR TAX YEAR 1990 INFORMATION RETURNS TO INTERNAL REVENUE SERVICE (IRS). UPDATED COPIES ARE PUBLISHED EACH YEAR. PLEASE READ THIS PUBLICATION CAREFULLY. PERSONS REQUIRED TO FILE MAY BE SUBJECT TO A FAILURE TO FILE PENALTY IF THEY DO NOT FOLLOW THE INSTRUCTIONS IN THIS REVENUE PROCEDURE OR FOR FAILURE TO INCLUDE CORRECT INFORMATION. THE REVENUE RECONCILIATION ACT OF 1989 HAS CHANGED THE PENALTY PROVISIONS AND SOME OF THE MAGNETIC MEDIA FILING REQUIREMENTS FOR INFORMATION RETURN REPORTING. FOR FURTHER INFORMATION, PLEASE READ THE CHAPTERS CONCERNING "NATURE OF CHANGES," AND "FILING REQUIREMENTS."
PART A. -- GENERAL
SECTION 1. PURPOSE
.01 The purpose of this revenue procedure is to provide the requirements and conditions for filing Forms 1098, 1099, 5498, and W-2G on 8 inch magnetic diskette to Internal Revenue Service (IRS). Publication 1220, "Specifications for Filing Forms 1098, 1099 Series, 5498, and W-2G Electronically or on Magnetic Tape, Tape Cartridge, 5 1/4 and 3 1/2 Inch Diskettes," contains instructions for filing information returns both electronically, and on certain types of magnetic media, and is not to be used for formatting 8 inch diskettes. THIS REVENUE PROCEDURE IS TO BE USED FOR THE PREPARATION OF 8 INCH DISKETTES FOR 1990 INFORMATION RETURNS ONLY. THIS PROCEDURE IS UPDATED YEARLY TO REFLECT NECESSARY CHANGES. PLEASE READ THIS PUBLICATION CAREFULLY. IF THERE ARE ANY QUESTIONS CONCERNING YOUR FILING, YOU MAY CONTACT THE INTERNAL REVENUE SERVICE (IRS) MARTINSBURG COMPUTING CENTER (MCC) FOR CLARIFICATION. (See Part A, Sec. 3 for address and telephone number.) Specifications for filing the following forms are contained in this procedure:
(a) Form 1098, Mortgage Interest Statement.
(b) Form 1099-A, Information Return for Acquisition or Abandonment of Secured Property.
(c) Form 1099-B, Statement for Recipients of Proceeds From Broker and Barter Exchange Transactions.
(d) Form 1099-DIV, Statement for Recipients of Dividends and Distributions.
(e) Form 1099-G, Statement for Recipients of Certain Government Payments.
(f) Form 1099-INT, Statement for Recipients of Interest Income.
(g) Form 1099-MISC, Statement for Recipients of Miscellaneous Income.
(h) Form 1099-OID, Statement for Recipients of Original Issue Discount.
(i) Form 1099-PATR, Statement for Recipients (Patrons) of Taxable Distributions Received From Cooperatives.
(j) Form 1099-R, Statement for Recipients of Total Distributions From Profit-Sharing, Retirement Plans, Individual Retirement Arrangements, Insurance Contracts, Etc.
(k) Form 1099-S, Statement for Recipients of Proceeds from Real Estate Transactions.
(l) Form 5498, Individual Retirement Arrangement Information.
(m) Form W-2G, Statement for Recipients of Certain Gambling Winnings.
.02 Specifications for filing Forms 1042S and 8027 are contained in separate IRS publications. Specifications for filing Forms W-2 and W-2P on magnetic media are available from the Social Security Administration (SSA) ONLY.
.03 In most cases, the box numbers on the paper forms correspond with the amount codes used to file on magnetic media; however, if discrepancies occur, the instructions in this revenue procedure govern.
.04 The IRS/MCC has the responsibility for processing information returns filed on magnetic media. These information returns include Forms 1098, 1099 series, 5498, and W-2G.
IRS/MCC does NOT process Forms W-2 and W-2P; these forms are to be sent to SSA whether you file paper OR magnetic media returns.
IRS/MCC does, however, process magnetic media waiver requests and extension of time requests for Forms W-2/W-2P.
Therefore, contact IRS/MCC with questions concerning Forms W-2 and W-2P ONLY IF THE QUESTIONS PERTAIN TO AN EXTENSION OF TIME TO FILE ON PAPER OR MAGNETIC MEDIA OR MAGNETIC MEDIA WAIVER REQUEST. Questions pertaining to magnetic media filing of forms W-2 or W-2P MUST be directed to SSA. TAX LAW QUESTIONS PERTAINING TO FORMS W-2 OR W-2P SHOULD BE DIRECTED TO IRS TAXPAYER SERVICE at 1-800-424-1040 (1-800-829-1040 after September 30, 1990), or to your local IRS office.
If you contact IRS/MCC with questions concerning Forms W-2/W-2P, and the questions are not pertaining to extensions of time or waivers for Forms W-2/W-2P, we will direct you to either SSA or IRS Taxpayer Service.
.05 Personnel at the IRS/MCC are equipped to answer any questions you may have concerning the magnetic media filing of information returns. Tax law related questions should be directed to IRS Taxpayer Service at 1-800-424-1040 (1-800-829-1040 after September 30, 1990).
.06 This revenue procedure also provides the requirements and specifications for filing 8 inch magnetic diskettes under the Combined Federal/State Filing Program. (Refer to Part A, Sec. 16.)
.07 The following revenue procedures and publications provide more detailed filing procedures for certain information returns:
(a) 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G," provides specific instructions on completing and submitting information returns to IRS. IRS/MCC includes this publication in the magnetic media reporting packages that are mailed to the transmitters who participate in the Magnetic Media Reporting Program (MMRP). These instructions are also available from IRS offices and can be obtained by contacting your local office or by calling 1-800-424-FORM (1-800-829-FORM after September 30, 1990).
(b) Rev. Proc. 84-33, 1984-1 C.B. 502, or other current revenue procedure, 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, 5498 and W-2G.
(d) Publication 1239, Requirements and Conditions for Submitting Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, on Magnetic Tape.
(e) Publication 1187, Requirements and Conditions for Filing Form 1042S, Foreign Persons U.S. Source Income Subject to Withholding, on Magnetic Tape.
(f) Publication 1245, Magnetic Tape Reporting for Forms W-4.
(g) Publication 1220, Specifications for Filing Forms 1098, 1099 Series, 5498, and W-2G Electronically or on Magnetic Tape, Tape Cartridge, 5 1/4 and 3 1/2 inch diskettes.
.08 This procedure supersedes the following:
Rev. Proc. 89-44 published in Publication 1255 (Rev. 7-89) [1989-2 C.B. 532], Requirements and Conditions for Filing Forms 1098, 1099, 5498 and W-2G series on 8 Inch Magnetic Diskette.
.09 Refer to Part A, Sec. 17 for definitions of terms used in this publication.
SEC. 2. NATURE OF CHANGES -- CURRENT YEAR (TAX YEAR 1990)
.01 PROGRAMMING CHANGES -- PART B -- "Magnetic Media Specifications"
Payer/Transmitter "A" Record:
Field Positions 3-4 -- "Payment Year" -- must be incremented by one year (from 89 to 90).
Payee "B" Record:
(a) Field Positions 3-4 -- "Payment Year" -- must be incremented by one year (from 89 to 90).
(b) Field Positions 5-6 -- "Document Specific Code"
The following categories for Form 1099-R Distribution Codes will now be:
(1) "Early (premature) distribution, no known exception" -- Code 1
(2) "Early (premature) distribution, exception applies (as defined in section 72(q), (t), or (v))" -- Code 2
(3) "Section 1035 exchange" -- Code 6
(4) "Normal distribution" -- Code 7
(5) Excess contributions plus earnings/excess deferrals (and/or earnings) taxable in 1990 -- Code 8
(6) Excess contributions plus earnings/excess deferrals taxable in 1989 -- Code P
(7) Excess contributions plus earnings/excess deferrals taxable in 1988 -- Code D
NOTE: IT WILL NO LONGER BE VALID TO CODE BLANKS IN BOTH POSITIONS 5 AND 6 OF SECTOR 1 OF THE PAYEE "B" RECORD FOR FORM 1099-R. YOU MUST PROVIDE AT LEAST ONE DISTRIBUTION CODE FOR THIS FORM. ALSO, A NUMERIC CODE MUST BE ENTERED IN ALL CASES EXCEPT WHEN CODE P OR D IS USED. HOWEVER, WHEN USING CODE P OR D FOR AN IRA DISTRIBUTION UNDER SECTION 408(d)(4), YOU MAY ALSO ENTER CODE 1, IF IT APPLIES. IF MORE THAN ONE NUMERIC CODE IS APPLICABLE TO A DISTRIBUTION, YOU WILL NOW NEED TO REPORT TWO SEPARATE PAYEE "B" RECORDS.
(c) Field Positions 25-44 -- "Payer's Account Number for Payee" -- In the past, if you had fewer than 20 characters, you were to left-justify the field. Now, you may EITHER left- or right-justify this field, and fill the remaining positions with blanks.
(d) Field Position 45 -- "IRA/SEP Indicator" -- Starting this year, if you Code a "1", "2", "3", "4", "5", or "7" in either Position 5-6 of the Payee "B" Record (Document Specific Code) for Form 1099-R; AND if you are reporting a distribution for an IRA or SEP, you will code a "1" in Position 45. If you are not reporting an IRA or SEP distribution, code a blank in this field.
End of Payer "C" Record -- No changes.
State Totals "K" Record -- No changes.
End of Transmission "F" Record -- No changes.
.02 EDITORIAL CHANGES -- PART A, "GENERAL"
There have been numerous editorial changes due in part to the impact of the Revenue Reconciliation Act of 1989. IRS recommends that you read this publication in its entirety to ensure that you report properly. The changes are as follows:
(a) The Revenue Reconciliation Act of 1989 changed some of the magnetic media reporting requirements and penalty provisions. See Notice 90-15, printed in 1990-1 C.B. 326, for further information.
(b) Starting this year, IRS/MCC will be accepting information returns, both originals and corrections, by way of electronic filing as well as magnetic media. See Publication 1220, "Specifications For Filing Forms 1098, 1099 Series, 5498, and W-2G Electronically or on Magnetic Tape, Tape Cartridge, 5 1/4 and 3 1/2 Inch Diskettes" for information on electronic filing of information returns.
(c) The title of Publication 1255 has changed to "Requirements and Conditions for Filing Forms 1098, 1099 Series, 5498, and W-2G on 8 Inch Magnetic Diskettes."
(d) Added the IRS toll-free telephone number for those filers with tax law questions in Part A, Sec. 1.05, and Part A, Sec. 3.04(c).
(e) The title for the publication containing the 1099 instructions has changed in 1990 from "Instructions for Forms 1099, 1098, 5498, 1096, and W-2G" to "Instructions for Forms 1099, 1098, 5498, and W-2G." Therefore, the references in this publication have been changed accordingly.
(f) Part A, Sec. 4, "Filing Requirements," has been changed to reflect the impact of the Revenue Reconciliation Act of 1989, including:
(1) All Forms 1098, 1099 series, 5498, and W-2G are to be filed on magnetic media with IRS if you have 250 or more of any of them SEPARATELY. None of the forms will be aggregated.
(2) The "look-back" rule has been rescinded which stated that you are required to file on magnetic media this year if you had the requirement to file in the previous year. You are only required to file this year if you exceed the filing threshold (250) for Tax Year 1990.
(g) Part A, Sec. 6, "Vendor List," has been added to provide information concerning the vendor list that IRS/MCC maintains for those payers who wish to file on magnetic media but are having difficulty finding software companies or service bureaus in their area. This section will provide information on how to order the list if you are a filer, and how to be added to the list if you are a vendor.
(h) In the past, filers were required to apply for different Transmitter Control Codes (TCC) for different types of media. This is no longer necessary. (See Part A, Sec. 7, Form 4419, "Application for Filing Information Returns Magnetically/Electronically.") If you have more than one TCC already assigned to you, you may use any that you wish. Notify IRS/MCC to remove those TCC's not used.
(i) A note was added to Part A, Sec. 7, encouraging filers to submit application Form 4419 at least 30 days before the due date of the returns to allow IRS/MCC time to process the application. However, IRS/MCC will still accept applications up to the filing due date.
(j) A note was added to Part A, Sec. 7, concerning filers who file on magnetic media with IRS/MCC, but still submit Form 1096, Annual Summary and Transmittal of U.S. Information Returns, to the IRS Service Center that processes paper information returns. If you file your information returns on magnetic media with IRS/MCC, use transmittal Form 4804 to submit your data, and NOT Form 1096.
(k) Beginning this year, IRS/MCC will NOT return media to the filers, whether it is test, original, or correction data, after successfully processing the media. (See Part A, Sec. 12, "Processing of Magnetic Media Returns.") Your files will only be returned if a replacement file is necessary.
(l) A note was added to Part A, Sec. 13, "How to File Corrected Returns," concerning filers who submit late filed information returns as correction documents instead of originals (coding a "G" code in the Payee "B" Record).
(m) In the past, if you were correcting a bad payee address, you were instructed to correct the address using two transactions. This has been changed in the chart in Part A, Sec. 13. It now takes only one transaction to correct a bad payee address, UNLESS you are also correcting a bad payee name or TIN with the same correction. It will then still require two transactions to correct the bad address.
(n) Part A, Sec. 13 has information concerning the impact of the Revenue Reconciliation Act of 1989 upon the submission of corrected returns. It also refers you to the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" for specific information concerning the due date for filing information returns, and any penalties that may apply to returns considered to be filed late or incorrectly.
(o) Part A, Sec. 14, "Taxpayer Identification Number (TIN)," has been rewritten to remove tax law information and to add information concerning the creation of Name Controls.
(p) The section on contacting IRS/MCC has been moved for easy reference to Part A, Sec. 3, "How to Contact the IRS Martinsburg Computing Center." Information was added to this chapter to instruct filers when it is appropriate to contact IRS/MCC, and if it is not appropriate, where the information can be obtained.
(q) In Part A, Sec. 19, "Major Problems Encountered," five problems were added (numbers 11, 12, 13, 14, and 15).
(r) Added the IRS/MCC Telecommunication Devices for the Deaf (TDD) telephone number in Part A, Sec. 3.03.
(s) Part D, Miscellaneous Information, has been added concerning what magnetic media-related forms and publications are available from IRS/MCC, and to provide a table listing the federal dollar criteria for reporting information returns.
.03 EDITORIAL CHANGES -- PART B, "SINGLE DENSITY DISKETTE SPECIFICATIONS"
The following editorial changes were made to Part B, Sec. 1-15:
(a) Part B, Sec. 3, Sector 1, "Payer/Transmitter "A" Record," the following changes were made to the "AMOUNT INDICATOR FIELDS."
(1) For Forms 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-OID, and 1099-PATR, the term for "Federal Income Tax Withheld," has been further defined as "Backup Withholding."
(2) For Form 1099-R, a Note 2 has been added referring you to the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" for the definition of Federal Income Tax Withheld, and how it is applied to Form 1099-R reporting.
(3) For Forms 1099-B, Amount Code 7 changed to "Unrealized profit or (loss) on open contracts 12/31/89," and Amount Code 8 to "Unrealized profit or (loss) on open contracts -- 12/31/90."
(4) For Form 1099-DIV, the note has been changed to state that Amount Code 1 MUST equal the sum of Amount Codes 2, 3, 4, and 5.
(5) For Form 1099-INT, Amount Code 5, title changed to "Foreign tax paid."
(6) For Form 1099-MISC, Amount Code 3, title changed to "Prizes, awards, etc."
(7) For Form 1099-OID, Amount Code 1, title changed to "Original issue discount for 1990."
(8) For Form 5498, Amount Code 1, title changed to "Regular IRA contributions made in 1990 and 1991 for 1990." In the Note for Form 5498, any references to calendar years have been incremented by one year.
(b) Positions 45-49, Transmitter Control Code (TCC) -- added a sentence instructing filers to NOT enter more than one TCC per file.
(c) Position 50 -- Foreign Corporation Indicator -- added a note that some filers are automatically coding a "1" in this position to indicate a foreign corporation, whether it is or not. Since IRS processes foreign payer information differently from domestic payer information, this has caused processing problems. The payer may be subject to a penalty for providing incorrect information to IRS.
(d) Part B, Sec. 6, Sector 1, "Payee "B" Record," for Form 1099-R, the field title "Document Specific Code" was changed to "Distribution Code." Also, some category titles changed under Description and Remarks to:
(1) Early (premature) distribution, (no known exception) -- Code 1
(2) Early (premature) distribution, exception applies (as defined in section 72(q), (t), or (v)) -- Code 2
(3) Section 1035 Exchange -- Code 6
(4) Normal distribution -- Code 7
(5) Excess contributions plus earning/excess deferrals (and/or earnings) taxable in 1990 -- Code 8
(6) Excess contributions plus earnings/excess deferrals taxable in 1989 -- Code P
(7) Excess contributions plus earnings/excess deferrals taxable in 1988 -- Code D
(e) Part B, Sec. 6, Sector 1, "Payee "B" Record for Form 1099-R, added a sentence under "Description and Remarks" that you MUST enter at least one numeric code from the table that provides the categories for distribution in positions 5-6 of the Document Specific Code, Payee "B" Record, except when Code P or D is used. Also, if more than one numeric code applies, two separate Payee "B" Records are required.
(f) Positions 25-44 -- "Payer's Account Number for Payee," the instruction to left-justify and fill remaining positions with blanks has changed to EITHER left-or right-justify, and fill remaining positions with blanks.
(g) Positions 46-47 -- "Percentage of Total Distribution," a note was added to clarify that the field is only two positions in length since the figure MUST be 99% or less, and includes instructions on how to round off fractions. If the percentage is 100, leave this field blank.
(h) Form 1099-S, Part B, Sec. 11, Sector 4, Field Positions 32-70, "Description", and Part C, Sec. 10, Sector 2, Field Positions 140-178, "Description," added a statement that if you enter the address of the property being reported, include the state and ZIP code where the property is located.
(i) Part B, Sec. 13 and Part C, Sec. 12, End of Payer "C" Record, instructions were added that submitting files with a missing or incorrect End of Payer "C" Record will result in your media being returned for correction.
SEC. 3. HOW TO CONTACT THE IRS MARTINSBURG COMPUTING CENTER
.01 Magnetic media processing for all service centers is centralized at the IRS/MCC. Your magnetic media files containing information returns covered by this revenue procedure, and all requests for IRS magnetic media-related publications, information, undue hardship waivers, requests for extensions of time to file, or magnetic media related forms are to be directed to the following addresses:
If by Postal Service:
IRS-Martinsburg Computing Center
Post Office Box 1359
Martinsburg, WV 25401-1359
or
If by Truck or Air Freight:
IRS-Martinsburg Computing Center
Magnetic Media Reporting Section
Route 9 & Needy Road
Martinsburg, WV 25401
.02 Hours of operation are 8:30 A.M. until 6 P.M. Eastern time. The telephone number is (304) 263-8700 (not a toll-free number). NOTE: IRS/MCC has installed Telecommunication Devices for the Deaf (TDD). The number is 304-267-3367.
.03 Requests for 1099 paper returns, publications or forms not related to magnetic media processing, or paper Forms W-2/W-2P, MUST be requested by calling the "Forms Only Number" listed in the local telephone directory, or by calling the IRS toll-free number 1-800-424-FORM (1-800-829-FORM after September 30, 1990).
.04 Do NOT contact IRS/MCC if:
(a) You have a question concerning filing Forms W-2/W-2P, either on paper or magnetic media, with SSA. You MUST contact your local SSA office for this information.
(b) You want to order paper forms for information return filing, including paper Forms W-2/W-2P. IRS/MCC does NOT stock any paper forms for information return or wage reporting. Call the IRS toll-free number for forms (1-800-424-FORM, 1-800-829-FORM after September 30, 1990), or call your local IRS office to order paper forms.
(c) You have a question concerning the completion of the information return or Form W-2/W-2P. (For example, "How do I report a premature distribution on Form 1099-R?"). Call the IRS toll-free number (1-800-424-1040, 1-800-829-1040 after September 30, 1990) for such information.
(d) You have received a penalty notice and you need additional information, or you are requesting an abatement of the penalty. Most penalty notices contain an IRS representative's name and phone number to contact with questions. This person will be most familiar with your particular case. The letter may instruct you to respond in writing within a certain timeframe. IRS/MCC does NOT issue penalty notices, therefore, it does NOT have the authority to abate penalties. You MUST contact the service center that issued the penalty notice if you have questions, or if you are requesting abatement of the proposed penalty.
SEC. 4. FILING REQUIREMENTS
.01 Section 6011(e)(2)(A) of the Internal Revenue Code as amended by the Revenue Reconciliation Act of 1989 (Public Law No. 101-239 (1989) 103 Stat. 2106, Section 7713), requires any person, including corporations, partnerships, individuals, estates, and trusts, who files 250 or more information returns to file such returns on magnetic media. This requirement applies separately for each type of form. The filer also has the option of filing such returns electronically in lieu of magnetic media.
Thus, for example, if a person is required to file 200 returns on Form 1099-INT and 350 returns on Form 1099-DIV for a calendar year, the person is not required to file Forms 1099-INT on magnetic media, but is required to file forms 1099-DIV on magnetic media.
.02 All filing requirements 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 has several branches or locations and each uses the same EIN, aggregate the total volume of returns to be filed and apply the filing requirements to each type of return accordingly.
.03 The following filing requirements apply separately to both originals and corrections filed on magnetic media:
1098 250 OR MORE OF ANY of these forms require magnetic
1099-A media or electronic filing with IRS. These are stand
1099-B alone documents and are not to be aggregated for
1099-DIV purposes of determining the 250 threshold. For
1099-G example, if 100 Forms 1099-B are to be filed, they need
1099-INT not be filed magnetically or electronically since they
1099-MISC do not meet the threshold of 250. However, if you have
1099-OID 300 Forms 1099-R, they must be filed magnetically or
1099-PATR electronically since they meet the threshold of 250.
1099-R
1099-S
5498
W-2G
W-2/W-2P 250 or more of either form must be filed on magnetic
media with SSA.
.04 The above requirements shall not apply if you establish undue hardship (see Part A, Sec. 5).
.05 Filers who are required to submit their information returns on magnetic media may choose to submit their documents by electronic filing instead (See Publication 1220 for information concerning the electronic filing of information returns). Filers who submit their information returns electronically will have satisfied the magnetic media filing requirements.
.06 In the past, if you were required to file on magnetic media for a particular tax year, you were automatically required to file on magnetic media for the following tax year, regardless of the volume of returns. The Revenue Reconciliation Act of 1989 eliminated this "look-back" rule. Therefore, if you were required to file on magnetic media for Tax Year 1989, and the volume of documents you will be submitting for Tax Year 1990 is less than 250, you are not required to file on magnetic media for Tax Year 1990.
SEC. 5. FORM 8508, REQUEST FOR WAIVER FROM FILING INFORMATION RETURNS ON MAGNETIC MEDIA
.01 If you are required to file on magnetic media but fail to do so, and do not have an approved waiver on record, you may be subject to a failure to file penalty.
.02 Any person required to file original or corrected returns on magnetic media may request a waiver from these filing requirements if such filing would create an undue hardship by submitting Form 8508, Request for Waiver from Filing Information Returns on Magnetic Media, with IRS/MCC.
.03 If a waiver for original documents is approved, a waiver for corrections to these documents will be automatically approved. However, if you submit your original returns on magnetic media but not your corrections, then a waiver must be requested for the corrections only if they exceed the filing threshold of 249 returns.
.04 Generally, only the payer may sign the Form 8508; however, the transmitter may sign if the transmitter has a power-of-attorney from the respective payers, and a copy of the power-of-attorney is attached to the Form 8508.
.05 A separate Form 8508 must be submitted for each payer. Do not submit a list of payers. Specify the type of returns for which the waiver is being requested on the Form 8508 (i.e., 1099-DIV, 1099-A, etc.).
.06 The waiver, if approved, will provide exemption from magnetic media filing for one tax year only. Filers 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.
.07 Copies of Form 8508 are included in this publication, or may be obtained from other IRS offices. Form 8508 may be computer-generated as long as it contains all the information requested on the original form, or it may be photocopied.
.08 All requests for magnetic media-related undue hardship exemptions must be submitted to the IRS/MCC at least 90 days before the due date of the return except as stated in Sec. 5.08. IF A REQUEST IS NOT POSTMARKED AT LEAST 90 DAYS BEFORE THE DUE DATE OF THE RETURNS, IT WILL NOT BE CONSIDERED. Therefore, for Forms 1098, 1099 series, and W-2G, the waiver request must be submitted to IRS/MCC with a postmark date of November 30. For Forms 5498, the waiver request must be submitted to IRS/MCC with a postmark date of March 2. Any waiver requests received with postmarks after the deadline(s) will be automatically denied.
.09 All magnetic media-related undue hardship requests for Forms W-2/W-2P are to be filed with the IRS/MCC, NOT SSA, and must be postmarked at least 90 days before the due date of the return. Since Forms W-2/W-2P are due to SSA by February 28, the due date for the waiver request is November 30.
.10 Waivers are granted on a case-by-case basis and are approved at the discretion of the IRS/MCC. You must allow a minimum of 30 days for IRS/MCC to respond to a waiver request.
.11 If your waiver request is approved, keep it for your records. DO NOT send a copy of the approved waiver to the IRS with your paper returns.
.12 AN APPROVED WAIVER FROM FILING INFORMATION RETURNS ON MAGNETIC MEDIA DOES NOT PROVIDE EXEMPTION FROM ALL FILING; YOU MUST STILL TIMELY FILE YOUR INFORMATION RETURNS ON ACCEPTABLE PAPER FORMS WITH THE APPROPRIATE SERVICE CENTER.
SEC. 6. VENDOR LIST
.01 IRS/MCC will provide you with a list of vendors who support magnetic media filing upon request. This list contains the names of service bureaus that will produce your files for you on the prescribed types of magnetic media, or via electronic filing. It also contains the names of vendors who can provide software packages for payers who wish to produce magnetic media or electronic files on their own computer systems or personal computers. This list is for filer information only, and in no way implies IRS approval or endorsement of these products or services.
.02 IRS/MCC will provide the vendor list to those filers who contact IRS/MCC at the address and phone number shown in Part A, Sec. 3. IRS/MCC WILL NOT PROVIDE ANY COMPANY NAMES OVER THE TELEPHONE.
.03 If you are a vendor who offers a software package, has the ability to produce magnetic media for your customers, or has the capability to electronically file information returns, and you would like to be included on the list, you MUST submit a written request. The written request must include:
(a) The company name
(b) Address (include the city, state, and ZIP code)
(c) Telephone number (include area code)
(d) Contact person
(e) Type of service provided (for example, service bureau and/or software)
(f) Type(s) of magnetic media offered (for example, 1/2 inch magnetic tape; tape cartridge; 8 inch, 5 1/4 inch, and/or 3 1/2 inch diskettes; electronic filing).
.04 You may submit your request to be added to the vendor list at any time. Send the written request to IRS/MCC at the address provided in Part A, Sec. 3. IRS/MCC WILL NOT ACCEPT ANY COMPANY NAMES OVER THE TELEPHONE. The list will be updated once a year, in March, to include new vendors.
SEC. 7. FORM 4419, APPLICATION FOR FILING INFORMATION RETURNS MAGNETICALLY/ELECTRONICALLY
.01 For purposes of this revenue procedure, the PAYER may be the person making payments; a recipient of mortgage interest payments; a broker; a barter exchange; a person reporting a real estate transaction; 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 TRANSMITTER is the organization submitting the magnetic media file. The payer and transmitter may be the same organization.
Payers or their transmitters are required to complete Form 4419, Application for Filing Information Returns Magnetically/Electronically, to ensure equipment compatibility. A single Form 4419 should be filed no matter how many types of returns the payer or transmitter will be submitting on magnetic media or by electronic filing. For example, if you plan to file Forms 1099-INT and Forms 1099-DIV on magnetic media, submit one Form 4419. If you later wish to file another type of return on magnetic media in the Form 1099, 1098, 5498 or W-2G series, it is not necessary to submit a new Form 4419.
Copies of Form 4419, for your use, are included in this publication. Please read the instructions on the back of the form very carefully. This form may be photocopied. Requests for additional forms or other information related to magnetic media processing should be addressed to the IRS/MCC. (See Part A, Sec. 3 for the address.)
.02 Form 4419 can be submitted at any time during the year. However, Form 4419 should be submitted to IRS/MCC at least 30 days before the due date of the return(s) you wish to file on magnetic media. This will allow IRS/MCC the minimum amount of time necessary to process your application and send a response back to you. Otherwise, you may not receive your five character alpha/numeric Transmitter Control Code (TCC) in time to code in your Payer/Transmitter "A" Record (see Part B, Sec. 3 for further information). In the event that your computer equipment or software is not compatible with the IRS equipment, a waiver may be granted so that you may file your returns on paper documents for that tax year. If you have more than one TCC, you must use more than one tape or diskette; i.e., you cannot use two TCCs on the same medium. They must be reported separately.
IRS encourages transmitters who file for multiple payers, to submit one application and to use one Transmitter Control Code for all payers. Include a list of all payers and their TINS with the Form 4419. If you file for additional payers in later years, notify IRS in writing providing the additional names and TINS. Do not submit a new application for these additional payers.
Returns submitted on 8 inch diskette may not be filed with IRS until the application has been approved and a TCC assigned. This TCC will be entered in the Transmitter Control Code field of the "A" Record. Magnetic media submitted without a TCC will be held for processing until an application is approved.
.03 Upon approval, a magnetic media reporting package containing the appropriate revenue procedure and necessary transmittals, forms, labels, and instructions will be sent to the attention of the contact person indicated on Form 4419. Thereafter, IRS/MCC will send the transmitter a package containing the updated revenue procedure and forms each year. This package will continue to be sent to the contact person indicated on the Form 4419 unless IRS/MCC has received changes or updates.
.04 If you have your files prepared by a service bureau, you may not need to submit an application to obtain a TCC. Some service bureaus will produce your file using their TCC and send it to IRS/MCC for you.
Other service bureaus will prepare your magnetic media files, then send them to you to submit to IRS/MCC. These service bureaus may require you to submit an application to IRS/MCC to be assigned your own TCC to be coded in the Payer/Transmitter "A" Record. (See Part B, Sec. 3.) Contact your service bureau for further information.
.05 Once approved to file magnetically or electronically, you do not need to reapply each year unless:
(a) You discontinue filing magnetically or electronically for a year. Your TCC may have been reassigned by IRS/MCC.
(b) Your magnetic media files were transmitted in the past by a service agency. However, you now have computer equipment compatible with that of IRS and wish to prepare your own files. You must request your own TCC by filing an application Form 4419.
If any of these conditions apply to you, contact IRS/MCC for clarification.
.06 Also notify IRS/MCC if you had hardware or software changes that would affect the characteristics of the magnetic media submission. Be sure to refer to your current TCC in all correspondence with IRS/MCC.
.07 If you file on several different types of magnetic media (e.g., tape, 8 inch diskette, and 5 1/4 inch floppy disk), you need only submit one Form 4419. In the past, IRS/MCC required filers submitting different types of media to obtain different TCCs. This is no longer necessary. You may use the same TCC on all of your media. For example, if you submit a magnetic tape, an 8 inch diskette, and a 5 1/4 inch floppy disk, you may use the same TCC for all 3 types of media. If you already have different TCCs assigned to you, you may choose any of the TCCs to be coded into the Payer/Transmitter "A" Record. It doesn't matter which one you use; however, remember to code only one TCC per medium. Please contact IRS/MCC and indicate which TCC(s) you will not be using so that we can remove them from our files. (See Part A, Sec. 3 for the address and telephone number).
.08 If you are an approved filer on magnetic media and the name, EIN, or address of your organization or contact person changes, please notify IRS/MCC in writing so that your file may be updated to reflect the current information.
.09 In accordance with section 1.6041-7(b) of the Income Tax Regulations, 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 on magnetic media does not imply endorsement by the IRS of the computer software or quality of tax preparation services provided.
.11 The magnetic media file must be transmitted with Form 4804 (see Part A, Sec. 9), which will provide IRS with the necessary information. Filing the same information returns either magnetically or electronically, as well as on paper forms, will result in duplicate filing and may result in erroneous penalty notices being sent to the payees.
SEC. 8. TEST FILES
.01 IRS does not require magnetic media filers to submit test files, except for those filers who wish to participate in the Combined Federal/State Filing Program (see Part A, Sec. 16 for further information concerning combined federal/state filing).
However, IRS encourages first-time magnetic media filers, and filers of floppy disks or diskettes, to send a test for review prior to the filing season.
IRS will determine whether or not your file is formatted correctly, and will check the content of the records to ensure that it meets the specifications of the current revenue procedure.
For those filers who have submitted magnetic media files in previous tax years, sending a test file provides them the opportunity to ensure that their software reflects the annual programming changes.
.02 If you are a new filer, you must submit a Form 4419 before you send in a "TEST" file. If approved, you will be assigned a five character Alpha/Numeric Transmitter Control Code (TCC). This TCC must be entered in the TCC field of your Payer/Transmitter "A" Record (see Part B, Sec. 3).
.03 All tape and diskette "TEST" files must be submitted between October 1 and December 15 of each year. Do not submit tape or diskette "TEST" files after December 15. Only a hardcopy printout of the tape or diskette that shows a sample of each type of record used (A, B, C and F) may be submitted after December 15 and it must be postmarked before January 15. Clearly mark the hardcopy print as "TEST" data and include identifying information such as name, telephone number, and address of a person who can be contacted to discuss its acceptability. If your "TEST" file is acceptable, we will send you an approval letter.
.04 The information in the "A" Record must be "ACTUAL" information -- NOT FICTITIOUS.
.05 Form 4804, Transmittal of Information Returns Reported on Magnetic Media, must accompany your magnetic media test file. Indicate that the file contains test data by marking the "TEST" checkbox in block 1 on Form 4804. Also, write "TEST" on the external media label, Form 5064. The "TEST" data must be programmed according to the current revenue procedure.
.06 Submit a "TEST" file between October 1 and December 15 for the first year you wish to participate in the Combined Federal/State Filing Program. A hardcopy print is NOT an acceptable "TEST" file for this program.
.07 Approved payers or transmitters should send the "TEST" file to the IRS/MCC (see Part A, Sec. 3 for the address).
.08 IRS/MCC will send an acknowledgement in writing to indicate whether your "TEST" file was good or bad. If it was formatted incorrectly, we will indicate what the problems are and your file will be returned to you for replacement and resubmission. The "TEST" must be resubmitted by the deadline of December 15, 1990. After IRS/MCC successfully processes your test file, the diskette will not be returned.
SEC. 9. FILING OF MAGNETIC MEDIA REPORTS AND RETENTION REQUIREMENTS
.01 Form 4804, Transmittal of Information Returns Reported on Magnetic Media, must accompany all magnetic media submissions. This includes original, correction, replacement, and test data.
.02 In many cases, you can program your computer to generate a substitute Form 4804/4802 that contains the pertinent information. IRS encourages you to computer-generate your transmittal forms, as long as you include the necessary information contained on the most current revision of the form. You may also photocopy this form. If you file for multiple payers and have the authority to sign the affidavit on Form 4804, you should also submit Form 4802, "Transmittal for Multiple Magnetic Media Reporting."
.03 The transmitter may code any combination of payers and/or documents on their media. For example, if you are reporting Forms 1099-INT for Bank A, Forms 1099-DIV for Bank B, and Forms 1098 for Bank C, you need not create 3 separate diskettes. All 3 banks and all types of documents can be coded on one diskette. If you do create multiple diskettes, they can all be sent in one package; you need not send a separate package containing each diskette. Be sure to include Form 4804, 4802, or computer-generated substitute with your magnetic media shipment. DO NOT MAIL THE MAGNETIC MEDIA AND THE TRANSMITTAL DOCUMENTS SEPARATELY. Magnetic media files covered by this revenue procedure are to be sent to the IRS/MCC. (See Part A, Sec. 3 for the address.)
.04 IRS/MCC only processes returns filed magnetically or electronically, so paper information returns for information not being filed magnetically or electronically must be submitted to the appropriate service center using Form 1096, Annual Summary and Transmittal of U.S. Information Returns. DO NOT send information returns filed on paper forms to IRS/MCC.
.05 DO NOT REPORT DUPLICATE INFORMATION; I.E., IF YOU SUBMIT PART OF YOUR RETURNS ON PAPER AND PART ON MAGNETIC MEDIA, BE SURE THE SAME INFORMATION IS NOT INCLUDED IN BOTH SUBMISSIONS.
.06 Form 4804 contains an affidavit that must be signed by the payer; however, the transmitter, service bureau, paying agent, or disbursing agent (all hereafter referred to as agent), may sign the affidavit on behalf of the person required to file/payer 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)".
.07 Although a duly authorized agent may sign the affidavit, the payer is responsible for the accuracy of the Form 4804 and the returns filed, and the payer will be liable for penalties for failure to comply with filing requirements.
.08 If returns from different branches or locations for one payer are submitted on the same file, consolidate each type of information return under one Payer/Transmitter "A" Record. For example, all Forms 1099-INT for the same payer on a single file must be sorted together under one Payer/Transmitter "A" Record followed by the appropriate "B" Records and one "C" Record.
.09 Before shipping magnetic media files, include the following:
(a) A signed Form 4804 (or computer-generated substitute).
(b) A Form 4802 if you transmit for multiple payers and have the authority to sign the affidavit on Form 4804.
(c) The magnetic media with an external identifying label (Form 5064) as described in Part B, Sec. 1.02. Be sure to include the proper sequence on this label.
(d) 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).
(e) If you were granted an extension, include a copy of the approval letter with the magnetic media shipment. (See Part A, Sec. 11 for information on how to apply for an extension of time to file.)
.10 IRS will not pay for or accept "Cash-on-Delivery" or "Charge to IRS" shipments of reportable tax information that an individual or organization is legally required to submit.
.11 Files may be returned to you due to coding or format errors. These files are to be corrected and returned to IRS within 45 days from the date of notice or the payer may be subject to a penalty. A copy of page 2 of the letter sent by IRS must be returned with the replacement file.
.12 Payers are required to retain a copy of the information returns filed with IRS or to have the ability to reconstruct the data for at least three years from the reporting due date.
SEC. 10. FILING DATES
.01 The dates prescribed for filing paper returns with IRS also apply to magnetic media filing. Magnetic media filing with IRS for Forms 1098, 1099, and W-2G must be on a calendar year basis. Form 5498 is used to report amounts contributed during or after the calendar year but not later than April 15.
.02 Information returns filed on magnetic media for Forms 1098, all types of Forms 1099, and Forms W-2G must be submitted to IRS/MCC postmarked no later than February 28. The due date for furnishing the required copy or statement to the payee is January 31.
.03 Information returns filed on magnetic media for Form 5498 must be submitted to IRS/MCC postmarked no later than May 31. Trustees or issuers of IRAs or SEPs must provide participants with a statement of the value of the participant's account by January 31, in any written format. Statements are due to the participants by May 31 for contributions made to IRAs for the prior calendar year. Form 5498 is filed for contributions to be applied to 1990 that are made between January 1, 1990, and April 15, 1991.
.04 If any due date falls on a Saturday, Sunday, or legal holiday, the due date is extended to the next day that is not a Saturday, Sunday, or legal holiday.
SEC. 11. EXTENSIONS OF TIME TO FILE
.01 A payer may request an extension of time to file information returns 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 for information returns filed on paper; magnetic media; and/or electronically.
.02 A transmitter may request an extension of time to file for multiple payers by attaching a list of their names, addresses, and TINs to Form 8809. Form 8809 may be computer-generated or photocopied; however, be sure that all the pertinent information is included. If you are requesting extensions of time for more than 50 payers, we strongly encourage you to submit the list of payers, addresses, and EINs on tape or diskette. Contact IRS/MCC for the format. (See Part A, Sec. 3 for the address.) Transmitters who submit the extension of time requests on magnetic media will receive one approval letter from IRS/MCC with an attached listing of the payers with approved extensions.
.03 Request an extension of time in increments of 30 days, AS SOON AS YOU ARE AWARE that an extension is necessary but no later than the due date of the return. The request must be sent to IRS/MCC. (See Part A, Sec. 3 for the address.) You must allow a minimum of 30 days for IRS/MCC to respond to an extension request.
.04 Form 8809 must be postmarked no later than the due date of the return(s) for which you are requesting an extension of time. If you are requesting an extension of time to file several types of forms, you may use one Form 8809, but you must submit Form 8809 to IRS/MCC postmarked no later than the earliest due date. For example, if you are requesting an extension of time to file both Forms 1099-INT and Forms 5498, you must submit Form 8809 postmarked on or before February 28. You may submit more than one Form 8809 to avoid this problem.
.05 IRS will process your Form 8809 and respond in writing. If the extension request is granted, a copy of the approval letter only MUST be included with the transmittal Form 1096, Form 4804 (or computer generated substitute) when the file is submitted. INCLUDE ONLY THE APPROVAL LETTER SENT FROM IRS. DO NOT SEND A COPY OF FORM 8809 WITH EITHER YOUR PAPER DOCUMENTS TO THE SERVICE CENTER, OR YOUR MAGNETIC MEDIA FILE TO IRS/MCC. Also, if you originally requested a 30-day extension and then find you need an additional 30 days, a copy of the first approved extension must accompany your second request. IRS/MCC will not grant more than two extensions of time for a maximum of 60 days.
.06 You can request an extension for only one tax year on Form 8809.
.07 The extension request must be signed by the payer or a duly authorized representative.
.08 Failure to properly complete and sign the Form 8809 may cause delays in processing the request or result in a denial of your request. Please read the instructions on the back of the Form 8809 very carefully.
.09 Copies of the Form 8809 may be obtained from IRS/MCC (see Part A, Sec. 3 for the address) or from other IRS offices. Form 8809 may also be computer-generated as long as it contains all the information requested on the original form, and it may be photocopied.
SEC. 12. PROCESSING OF MAGNETIC MEDIA RETURNS
.01 All data received at IRS/MCC for processing will be given the same protection as individual returns (Forms 1040). IRS/MCC will process your magnetic media files and check that the records were formatted according to the most current revenue procedure. Please be sure that your record format and coding comply with this revenue procedure, which is to be used for the preparation of Tax Year 1990 information returns only.
.02 Revenue procedures are revised annually to reflect legislative and form changes to the information returns.
.03 If your data is formatted incorrectly, or if the file contains information that will cause invalid conditions in the IRS processing (for example, you code all 9's or all zeros in the field for the TIN), we will return your file for replacement.
.04 To distinguish between a correction and a replacement:
A correction is media submitted by the payer to correct records that were successfully processed by IRS, but contained erroneous information.
A replacement is media that IRS has returned to the payer or transmitter due to format errors encountered during processing. After necessary changes have been made, the media must be returned to IRS/MCC to be re-input.
.05 Beginning with Tax Year 1990, (processed in Calendar Year 1991), IRS/MCC will no longer return your files after processing. Therefore, if IRS/MCC returns your file to you, it is because a replacement is needed. Open all packages immediately. Files returned due to format or coding errors must be corrected and returned to IRS/MCC within 45 days from the date of the notice to avoid a failure to file penalty. IRS/MCC will work with magnetic media filers as much as possible to assist with processing problems. If IRS/MCC calls your office, please respond promptly since we may have information that you need to correct your file.
.06 Do not use special shipping containers for transmitting data to IRS/MCC. Because of the high volume of data received and shipping costs involved, they will not be returned.
.07 When submitting your file to IRS/MCC, please keep in mind that:
(a) You may include any of the types of returns covered by this revenue procedure on one diskette. You do not have to separate the different types of forms on different media. For example, one diskette could contain Forms 1098, 1099-INT, 1099-DIV, and 5498 for different payers. You need only identify the different types of returns and payers with different Payer/Transmitter "A" Records which are coded on the magnetic media. (See Part B, Sec. 3 for details.)
(b) You may submit multiple types of media in your shipment. However, submit a separate Form 4804 for each type of media.
(c) Enclose your transmittal Form 4804 with your shipment. Do not send it in a separate mailing. If your shipment is packed in several packages, use label Form 4801 to indicate the number of packages, and put the transmittal in the first package.
(d) IRS/MCC will NOT be returning your magnetic media to you after successfully processing it. Therefore, if you want proof that IRS/MCC received your shipment, you may choose to send your submission using a service with tracing capabilities, or that will provide proof of delivery (for example, U.S. Postal Service Certified Mail, Federal Express or UPS.)
SEC. 13. HOW TO FILE CORRECTED RETURNS
.01 The filing requirement thresholds listed in Part A, Sec. 4 apply separately to both original and corrected returns.
EXAMPLE: If you have 100 Forms 1099-A to be corrected, they can be filed on paper since they fall under the 250 threshold. However, if you have 300 Forms 1099-A to be corrected, they must be filed on magnetic media since they meet the 250 threshold. If for some reason you cannot file these corrections on magnetic media, you must request a waiver (see Part A, Sec. 5) before filing them on paper or you may be subject to a penalty. No waiver is required for corrections that fall under the required threshold.
.02 Corrections for the current year should be aggregated and filed no later than August 1 of each year. However, if you discover errors after August 1, you are still required to file corrections so that you will not be subject to a penalty for intentional disregard of the filing requirements. Failure to correct information returns submitted with erroneous information may result in penalties being assessed for failure to provide correct information.
.03 See the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" for information concerning the due date for filing information returns, and any penalties that may apply to returns considered to be filed late or incorrectly. A copy of these instructions is included in your MMR (Magnetic Media Reporting) package each year. This will also contain specific information concerning the impact of the Revenue Reconciliation Act of 1989 on the penalty provisions for ANY documents, including corrections, which are filed after the original filing due date for the information return.
.04 ALL FIELDS MUST BE COMPLETED WITH THE CORRECT INFORMATION, NOT JUST THE DATA FIELDS NEEDING CORRECTION. If your entire file is in error, contact IRS/MCC immediately. If you file corrected returns on paper forms, submit Copy A to the appropriate service center. Furnish corrected statements to recipients as soon as possible.
.05 There are numerous types of errors. More than one transaction may be required to properly correct the initial error. A "G" in magnetic media position 8 of the "B" Record is used to indicate a corrected return. You are strongly encouraged to read this ENTIRE section before attempting to make ANY correction.
.06 Corrected returns submitted to IRS on magnetic media, using a "G" coded Payee "B" Record, may be included on the same medium as those corrections without the "G" code; however, separate "A" Records are required. Corrected returns are to be identified as corrections on the transmittal document by marking the appropriate checkbox and also on the EXTERNAL label of the file.
NOTE: If you discover that your original file omitted certain information returns that should have been included, do not submit those documents as "corrections," and do not code the Payee "B" Record with the correction "G" code. They will be considered as late filed original documents and may be subject to the penalty.
.07 The instructions that follow will provide information on how to file corrected returns on magnetic media for the current tax year. However, if you discover errors in previous years' files, please send us a letter with the following information:
(a) Name and address of payer
(b) Type of error (Please explain clearly.)
(c) Tax year
(d) EIN
(e) TCC
(f) Number of Payees
This information will be forwarded to the appropriate office and may prevent erroneous notices from being generated against payee accounts. You are also required to furnish corrected statements to the payees.
.08 If you are not required to file your corrections on magnetic media and you file them on paper forms, do not submit the paper returns to IRS/MCC. All paper returns, whether original or corrected, must be filed with the appropriate service center. Corrected returns filed on magnetic media must be filed with IRS/MCC. (Refer to Part A, Sec. 3 for the address.) CORRECTED DISKETTES WILL NOT BE RETURNED AFTER PROCESSING.
.09 Corrected statements to payees should be clearly identified as "CORRECTED" and should be provided to them as soon as possible.
.10 A transmittal Form 4804 (or computer-generated substitute) is used to transmit magnetic media. A Form 4802, "Transmittal for Multiple Magnetic Media Reporting," is a continuation sheet for a Form 4804. Use Form 4802 if you file for multiple payers, or submit multiple types of information returns, AND are an authorized agent for the payers. (See Part A, Sec. 9.05.)
.11 On magnetic media files, the Payee "B" Record provides a 20-position field to enter a Payer's Account Number for the Payee. This same account number may be provided on paper forms. 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 (SSN OR EIN). 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. THIS NUMBER IS ALSO PROVIDED WITH YOUR INVALID/NOTIN NOTIFICATION BY THE IRS AND MAY HELP YOU DETERMINE THE BRANCH OR SUBSIDIARY REPORTING THE TRANSACTION.
.12 REVIEW THE CHART THAT FOLLOWS. The types of errors made normally fall under one of the two categories listed. Next to each type of error made, you will find a list of instructions on how to properly file the corrected return for that type of error. READ AND FOLLOW CAREFULLY ALL OF THE INSTRUCTIONS LISTED FOR THE TYPES OF ERRORS MADE ON THE INITIAL RETURN. IN SOME CASES TWO TRANSACTIONS ARE REQUIRED TO PROPERLY FILE CORRECTIONS. IF THE ORIGINAL RETURN WAS FILED AS AN AGGREGATE, YOU MUST CONSIDER THIS IN FILING CORRECTED RETURNS.
Guidelines for Filing Corrected Returns On Magnetic Media
(PLEASE READ SEC. 13.01 THROUGH 13.11 BEFORE
MAKING ANY CORRECTIONS)
Error Made on the Original How To File the Corrected Return on
Return Filed on Magnetic Media Magnetic Media
--------------------------------------------------------------------
1. Original return was filed TRANSACTION 1: Identify incorrect
with one or more of the returns:
following errors:
(a) No Payee TIN (SSN or EIN) A. Forms 4804 and 4802 (or
(b) Incorrect Payee TIN computer-generated substitute):
(c) Incorrect Payee Name 1. Prepare a new transmittal
(e) Wrong type of return Form 4804 (and 4802 if you
indicator file for multiple payers), or
TWO SEPARATE TRANSACTIONS a computer-generated
ARE REQUIRED TO MAKE THE substitute, that includes
CORRECTION PROPERLY. READ information related to this
AND FOLLOW ALL new file.
INSTRUCTIONS FOR BOTH 2. Mark the Correction box in
TRANSACTIONS 1 AND 2. Block 1 of the new Form 4804.
If you submit a computer
-generated substitute for
Form 4804, indicate "MAGNETIC
MEDIA CORRECTION" at the top.
3. Provide ALL requested
information correctly.
4. If you are a Combined
Federal/State filer, it is
your responsibility to
transmit corrected returns
to the state -- IRS will not.
Do not include "K" Records in
your corrected returns.
B. 8 Inch Diskette: (Forms 1098,
1099, 5498 or W-2G)
1. Prepare a new file.
2. Use a separate
Payer/Transmitter "A" Record
for each type of return being
reported. The information in
the "A" Record will be the
same as it was in the
original submission.
3. The Payee "B" Record must
contain exactly the same
information as submitted
previously EXCEPT insert a
"G" in diskette position 8 of
Sector 1 of the "B" Record
AND for ALL payment amounts
used, enter "0" (zero).
4. Corrected returns submitted
to IRS using a "G" coded "B"
Record may be on the same
diskette as those returns
submitted without the "G"
code; however, separate "A"
Records are required.
5. Mark the EXTERNAL label of
the diskette "MAGNETIC MEDIA
CORRECTION."
6. Submit the magnetic diskette
and the transmittal
document(s) to IRS/MCC.
(Refer to Part A, Sec. 3 for
the address.)
TRANSACTION 2: Report the correct
information:
8 Inch Diskette: (Forms 1098,
1099, 5498 or W-2G)
1. Provide information on the Form
4804 or 4802 as stated in
Transaction 1A.
2. Prepare a new file with the
correct information in all
records.
3. Use a separate Payer/Transmitter
"A" Record for each type of
return being reported.
4. Do not "G" code the Payee "B"
Record as a corrected return for
this type of correction.
5. Submit the new returns as though
they were originals. Provide all
of the correct information
including the TIN (SSN or EIN).
6. Mark the EXTERNAL label of the
diskette "MAGNETIC MEDIA
CORRECTION."
7. Submit the magnetic diskette and
the transmittal document(s) to
IRS/MCC. (Refer to Part A, Sec.
3 for the address.)
2. Original return was filed A. Forms 4804 and 4802 (or
with one or more of the computer-generated
following errors: substitute)
(a) Incorrect Payment Amount 1. Prepare a new Form 4804 (and
indicator in the Payer 4802 if you file for multiple
"A" Record. payers), or a computer-
(b) Incorrect Payment generated substitute, that
amounts in the Payee "B" includes information related
Record. to this new file.
(c) Incorrect Code in the 2. Mark the Correction box in
Document Specific Code Block 1 of new Form 4804. If
Field in the Payee "B" you submit a computer-
Record. generated substitute for Form
(d) Incorrect payee address 4804, indicate "Magnetic
(See NOTE) Media Correction" at the top.
NOTE: If the only error to 3. Provide ALL requested
be corrected is an information correctly.
incorrect payee address, 4. If you are a Combined
only one transaction is Federal/State filer it is
required. However, if your responsibility to
you are correcting the transmit corrected returns
name and/or TIN along to the state -- IRS will not.
with an incorrect Do not include "K" Records
address, then two in your corrected returns.
transactions will be B. 8 Inch Diskette: (Forms 1098,
required (See previous 1099, 5498 or W-2G)
information on 1. Prepare a new file.
correcting an incorrect 2. Use a separate
payee name/TIN). Payer/Transmitter "A" Record
REQUIRES ONLY ONE TRANSACTION. for each type of return being
reported. The information in
the "A" Record will be the
same as it was in the
original submission EXCEPT,
the correct Amount Indicators
will be used.
3. The Payee "B" Record must
contain exactly the same
information as submitted
previously EXCEPT insert a
"G" in diskette position 8,
Sector 1, of the "B" Record
AND report the correct
information as it should have
been reported on the original
return.
4. Corrected returns submitted
using a "G" coded "B" Record
may be on the same diskette
as those returns submitted
without the "G" code;
however, separate "A" Records
are required.
5. Mark the EXTERNAL label of
the diskette "MAGNETIC MEDIA
CORRECTION."
6. Submit the magnetic diskette
and the transmittal
document(s) to IRS/MCC.
(Refer to Part A, Sec. 3.)
SEC. 14. TAXPAYER IDENTIFICATION NUMBERS (TIN)
.01 Section 6109 of the Internal Revenue Code, and the regulations thereunder, require a person whose Taxpayer Identification Number (TIN) must be shown on an information return to furnish his or her TIN to the person required to file the information return. The number must be furnished to the payer whether or not the payee is required to file a tax return or is covered by social security.
.02 The payee's TIN is used to associate and verify amounts reported to IRS with corresponding amounts on tax returns. Therefore, it is particularly important that CORRECT social security and employer identification numbers for payees be provided on magnetic media or paper forms submitted to IRS. DO NOT ENTER HYPHENS, ALPHA CHARACTERS, ALL 9S OR ALL ZEROS. IRS validates the SSN by using the Name Control of the surname (last name) of the individual who has been assigned this number. For this reason, provide the surname in the First Payee Name Line and/or the Name Control in positions 9-12 of the Payee "B" Record (see Part B, Sec. 6). Failure to provide this information may make it impossible for IRS to validate the SSN.
.03 The TIN to be furnished to IRS depends primarily upon the manner in which the account is maintained or set up on the payer's record. 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 Payee "B" Record. For individuals, including sole proprietors, the payee TIN is the payee's social security number. For other entities, the payee TIN is the payee's employer identification number.
.04 Failure to provide the correct name with the payee TIN, or failure to provide a valid TIN, could result in an Invalid/No TIN notice (sometimes referred to as "B" notice) being generated for that TIN.
.05 The following charts will help you determine the TIN to be furnished to IRS for those persons for whom you are reporting information (payees).
CHART 1. Guidelines for Social Security Numbers
In the Taxpayer
Identification Number In the First Payee Name
field of the Payee Line of the Payee "B"
For this type of "B" Record, enter the Record, enter the name
account -- SSN of -- of --
--------------------------------------------------------------------
1. Individual The individual The individual
2. Joint account The actual owner of The individual whose
(Two or more the account. (If SSN is entered
individuals, more than one owner,
including husband the first individual
and wife) on the account)
3. Custodian account The minor The minor
of a minor (Uniform
Gift or Transfers
to Minors Act)
4. The usual The grantor-trustee The grantor-trustee
revocable savings
trust account
(grantor is also
trustee)
5. A so-called The actual owner The actual owner
trust account that
is not a legal or
valid trust under
state law
6. A sole The owner The owner, not the
proprietorship business name
CHART 2. Guidelines for Employer Identification Numbers
In the Taxpayer
Identification Number In the First Payee Name
field of the Payee Line of the Payee "B"
For this type of "B" Record, enter the Record, enter the name
account -- SSN of -- of --
--------------------------------------------------------------------
1. A valid trust, Legal entity 1 The legal trust,
estate, or pension estate, or pension
trust trust
2. Corporate The corporation The corporation
3. Association, The organization The organization
club, religious,
charitable,
educational or
other tax-exempt
organization
4. Partnership The partnership The partnership
account held in
then name of
the business
5. A broker or The broker or The broker or
registered nominee/middleman nominee/middleman
nominee/middleman
6. Account with the The public entity The public entity
Department of
Agriculture in the
name of a public
entity, (such as
a state or local
government, school
district or
prison), that
receives
agriculture
program payments
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 media reporting of the information returns listed in Part A, Sec. 4 applies only to the information submitted to IRS (Copy A).
.02 Payers are responsible for providing statements to the payees as outlined in the 1990 "Instructions for Forms 1099, 1098, 5498 and W-2G."
.03 Refer to 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" for instructions and changes to reporting information returns on paper.
.04 Send all information returns filed on paper to the appropriate service center, not to IRS/MCC.
.05 If you file your information returns on magnetic media, DO NOT file the same returns on paper, since that will result in duplicate filing. Filing on magnetic media or by electronic filing takes the place of submitting the documents on paper. In some cases, you may want to file your original documents on magnetic media, but submit your corrections on paper documents. This is allowable as long as your corrections do not exceed the filing threshold; if the volume of corrections does exceed the threshold, you MUST have an approved waiver to submit your corrections on paper.
SEC. 16. COMBINED FEDERAL/STATE FILING PROGRAM
.01 The Combined Federal/State Program was established to simplify information returns filing for the taxpayer by providing the tax information to participating states free-of-charge. IRS/MCC will forward this information to participating states for approved filers so that separate reporting to those states is not necessary. FORMS 1098, 1099-A, 1099-B, 1099-S, AND W-2G CANNOT BE FILED UNDER THIS PROGRAM.
.02 To request approval to participate, a "TEST" file coded for this program, MUST be submitted by the transmitter to IRS/MCC between October 1 and December 15 using the revenue procedure that will be used to submit the actual data files.
.03 Attach a letter to the Form 4804 submitted with the "TEST" file which indicates that you wish to participate in this program.
.04 The "TEST" file is only required for the first year. Once you are approved, you need not resubmit tests each year except when notified by IRS. (See Part A, Sec. 8 for general guidelines on submission of "TEST" files.) Each record, both in the "TEST" file and the "ACTUAL" data file, must conform exactly to the revenue procedure for that tax year. Records must be coded using each state's dollar criteria from TABLE 2 of this section for each type of return.
.05 If your "TEST" file is acceptable, we will send you 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. Be sure to write your TCC on Form 6847. If your "TEST" file is not acceptable, we will return your media with a letter indicating what the problems were, and your replacement "TEST" file must be returned to IRS/MCC postmarked on or before December 15.
.06 A separate Form 6847 is required for each payer; therefore, this form may be photocopied so that you may provide copies to all of the payers for whom you submit magnetic media or electronic files. A transmitter may not combine payers on one Form 6847 even though 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. 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 If you file for multiple payers, code the records only for participating states and for those payers who have properly submitted Form 6847. Do not submit records coded for the Combined Federal/State Program WITHOUT PRIOR APPROVAL from IRS.
.08 If you had applied to participate in this program in the past but did not meet the requirements, you must resubmit a test and the Form 6847 with the proper signatures as specified.
.09 Some participating states require separate notification that you are filing in this manner. Since IRS acts as a forwarding agent only, IT IS YOUR RESPONSIBILITY TO CONTACT THE APPROPRIATE STATES FOR FURTHER INFORMATION.
.10 Approval to participate in the Combined Federal/State Program will be revoked if files submitted do not totally conform to the specifications in this revenue procedure.
.11 IT IS THE FILER'S RESPONSIBILITY TO TRANSMIT CORRECTED RETURNS TO THE STATES.
.12 Participating states and corresponding valid state codes are listed in TABLE 1 of this section. If the state that you wish information released to does not participate in the program, do not code your records for that state. It is the filer's responsibility to file information returns with those states not participating in the Combined Federal/State program.
.13 The appropriate state code MUST be entered for those documents which meet the state's filing requirements (see TABLE 1). DO NOT USE STATE ABBREVIATIONS. It is the filer's responsibility to determine the state code to be used and to obtain the filing requirements from the appropriate state(s).
.14 To simplify filing, several of the participating states have provided lists of their information return reporting requirements (see TABLE 2). It is your responsibility to contact the participating states to verify the criteria provided in this table.
.15 If you have met ALL of the above conditions:
(a) You must submit all records coded exactly as required by this revenue procedure.
(b) The "C" Record must be followed by a "K" Record for each state. The "K" Record indicates the number of payees being reported to each particular state.
(c) Payment amount totals and the valid participating state code must be included in the State Totals "K" Record. Refer to Part B, Sec. 8, for a description of the "K" Record.
(d) The last "K" Record is followed by an "A" Record or 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
New York 36
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 /g/
District of
Columbia /b/ 600 600 600 600 600 600 600 NR
Hawaii 10 /g/ 10 /c/ 600 10 10 600 /g/
Idaho 10 10 10 600 10 10 600 /g/
Iowa 100 1000 1000 1000 1000 1000 1000 NR
Minnesota 10 10 10 600 10 10 600 /g/
Mississippi 600 600 600 600 600 600 600 NR
Missouri NR NR NR 1200 /d/ NR NR NR NR
Montana 10 10 10 600 10 10 600 /g/
New Jersey 1000 1000 1000 1000 1000 1000 1000 NR
New York NR 600 600 600 /e/ NR 600 600 NR
North Carolina 100 100 100 600 100 100 100 /g/
Tennessee 25 NR 25 NR NR NR NR NR
Wisconsin NR NR NR 600 NR 600 600 NR
NOTE: This cumulative list is for information purposes only and
represents dollar criteria. For complete information on state filing
requirements, including any changes which may apply, 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.
Footnotes:
/a/ These requirements apply to individuals and business
entities.
/b/ Amounts are for aggregates of several types of income from
the same payer.
/c/ State regulation changing filing requirement from $600 to
$10 is pending.
/d/ The state would prefer those returns filed with respect to
non-Missouri residents to be sent directly to the state agency.
/e/ Aggregate of several types of income.
/f/ Same as Federal requirement for this type of return.
/g/ All amounts are to be reported.
SEC. 17. DEFINITIONS OF TERMS
Element Description
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.
CUSIP Number A number developed by the Committee on
Uniform Security Identification Procedure to
serve as a common denominator in
communications among users for security
transactions and security information.
EIN A nine-digit number (Employer Identification
Number) that has been assigned by IRS to the
taxpayer.
Electronic Filing Submission of information returns using
switched telecommunications network circuits.
These transmissions use modems, dial-up phone
lines, and bi-synchronous protocols. See
Publication 1220 for specific information on
electronic filing.
File For purposes of this procedure, a file
consists of all records submitted by a Payer
or Transmitter, either magnetically or
electronically.
Foreign Corporation Any corporation organized or created other
than in or under the laws of the United
States or any of its states or territories.
Magnetic Media For purposes of this procedure, the term
"magnetic media" refers to 1/2 inch magnetic
tape; IBM 3480 compatible tape cartridge; or
8 inch, 5 1/4, or 3 1/2 inch diskette.
Magnetic media may be produced on mainframe
computer systems; mini- or micro-computer
systems; or personal computers.
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. 6 Payee "B" Record, Document Specific
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), 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 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.
Special Character Any character that is not a numeral, an
alpha, or a blank.
SSA Social Security Administration.
SSN Social Security Number.
Taxpayer May be either an EIN or SSN.
Identification
Number (TIN)
Transfer Agent The transfer agent or paying agent is the
(Paying Agent) entity who has been contracted or authorized
by the payer to perform the services of
paying and reporting backup withholding (Form
941). The payer may be required to submit to
IRS a Form 2678, Employer Appointment of
Agent Under Section 3504 of the Internal
Revenue Code, which notifies IRS of the
transfer agent relationship.
Transmitter Person or organization submitting magnetic
media file(s). May be Payer or agent of
Payer.
Transmitter Control A five character alpha/numeric number
Code (TCC) assigned by IRS to the transmitter prior to
actual filing on magnetic media. This number
is inserted in the "A" Record of your files
and must be present before the file can be
processed. An application Form 4419 must be
filed with IRS to receive this number. (See
Part A, Sec. 7.)
SEC. 18. STATE ABBREVIATIONS
.01 You MUST use the following state abbreviations 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. For a list of states that participate in the Combined Federal/State Program, refer to Part A, Sec. 16, Table 1.)
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
Florida FL
Georgia GA
Guam GU
Hawaii HI
Idaho ID
Illinois IL
Indiana IN
Iowa IA
Kansas KS
Kentucky KY
Louisiana LA
Maine ME
Mariana Islands CM
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
Ohio OH
Oklahoma OK
Oregon OR
Pennsylvania PA
Puerto Rico PR
Rhode Island RI
South Carolina SC
South Dakota SD
Tennessee TN
Texas TX
Utah UT
Vermont VT
Virgin Islands VI
Virginia VA
Washington WA
West Virginia WV
Wisconsin WI
Wyoming WY
.02 You must use the 29-2-9 City, State, and ZIP Code format for U.S. addresses which include American Somoa, Guam, Mariana Islands, Puerto Rico, and the Virgin Islands.
.03 For Foreign Country addresses you may use a 40-position free format in lieu of the 29-2-9 City, State, and ZIP Code format; however, this is only allowable if a "1" appears in the Foreign Country Indicator field of the "B" Record. You may choose to spell out the name of the foreign country or use abbreviations.
.04 When reporting APO/FPO addresses in Payee documents, the following format should be used:
EXAMPLE: Payee Name PVT Willard J. Doe
Mailing Address Company F, PSC Box 100 )
167 Infantry REGT ) See NOTE
Payee City APO New York
Payee State
Payee ZIP Code 098010100
NOTE: Mailing address must be reported as one 40-position field.
SEC. 19. MAJOR PROBLEMS ENCOUNTERED
After preparing your files, we encourage you to verify the format and content of each type of record to ensure the accuracy of your data submission. This may eliminate the need for IRS/MCC to return your file for replacement, and reduce the likelihood of a penalty assessment for incorrect submissions. We strongly urge you to print your data before shipping to make sure you have good data in your records according to the format found in this revenue procedure. This is especially true for those filers who have either had their files prepared by a third party service bureau, or who have purchased pre-programmed software packages. If you purchased your software package for a previous tax year, it will no longer be valid for reporting your tax year 1990 information returns, since there were programming changes.
Following are some of the most frequently encountered problems with magnetic media files submitted to IRS/MCC which result in files being returned to the filer:
1. The Payment Amount Fields in the Payee "B" Record do not correspond to the amount indicators in the Payer "A" Record.
If Amount Indicators 2, 4 and 7 appear in Sector 1, positions 24, 25 and 26 of the Payer "A" Record, then the Payee "B" Record must show payment amounts in Fields 2 (Sector 1, position 62-71), 4 (Sector 1, position 82-91) and 7 (Sector 1, position 112-121), right-justified and unused positions zero filled.
EXAMPLE: "A" RECORD 247bbbbbbb -- (b = blank)
----------
(Sector 1, pos. 24-32)
"B" RECORD 0000867599 -- (Payment Amount 2)
----------
(Sector 1, pos. 62-71)
0000709097 -- (Payment Amount 4)
----------
(Sector 1, pos. 82-91)
0000044985 -- (Payment Amount 7)
----------
(Sector 1, pos. 112-121)
2. Blanks or invalid characters appear in Payment Amount Fields in the Payee "B" Record.
Money amounts must be right-justified and zero (0) filled. DO NOT USE BLANKS. Each payment amount must be entered in U.S. dollars and cents; however, do not use dollar signs, decimal points, or commas, as these characters are understood. For example, if you are reporting a money amount of $100.00, your payment amount field would be coded "0000010000."
DO NOT ENTER NEGATIVE AMOUNTS EXCEPT for Amount Indicators 2, 6, 7, 8 or 9 of the Form 1099-B. A negative overpunch in the units position may be used instead of a minus sign in the leftmost position to indicate negative amounts. If a minus sign or negative overpunch is not used, the amount is assumed to be positive.
3. Data is in prior year's format.
Revenue procedures are updated each year and you must use the current revenue procedure to format your records. DO NOT USE 1989 REVENUE PROCEDURES FOR 1990 FILING.
4. Discrepancy between IRS totals and totals in Payer "C" Records.
The Payer "C" Record is a summary record for a type of return for a given payer as reported in the Payee "B" Records. IRS computers automatically compute the total number of payees and total payment amounts in the Payee "B" records and these totals are compared against the totals in the Payer "C" Records. These totals are also manually checked against the totals provided on Forms 4804/4802. Payers should verify the accuracy of the records because imbalances necessitate return of files for correction.
5. Incorrect/Invalid EIN in Payer "A" Record.
The Payer's federal EIN reported in Sector 1, positions 8-16 of the Payer "A" Record must be correct in order for IRS to process the media. Be sure the EIN reported on the Form 4804 and Form 4802 matches the EIN reported in the "A" Record. Do not enter blanks, hyphens, alphas, all 9s or all 0s. This field may be left blank for foreign corporations not required to have an EIN if the foreign indicator code is present in the "A" Record. Also, please double check for transposed numbers because an incorrect EIN will cause records to go unpostable; i.e., the records will not post to the Master File.
6. Bad Format.
We receive magnetic tape formatted using 8-inch diskette specifications and vice versa.
BE SURE TO USE THE PROPER REVENUE PROCEDURE FOR FORMATTING YOUR DATA. Use Publication 1220 for formatting magnetic tape, tape cartridge, 5 1/4 and 3 1/2 inch diskettes, and for electronic filing. Use Publication 1255 for formatting 8-inch diskettes only.
7. Reporting Payments on Form 1099-R, Payer "A" Record.
There is no provision for reporting the Distribution Code (entered in Box 7 on the paper Form 1099-R) in the Payer "A" Record. This information is reported in the Document Specific Code of the Payee "B" Record. Therefore, the Amount Indicators in the Payer "A" Record should be reported as follows if you are reporting all 8 Amount Codes: 12345689b. Amounts are entered in ascending sequence, left-justified, and unused positions blank filled. The Amount Indicators may change from year to year. Please be sure your Payer "A" Record only contains the Amount Indicators specified in the revenue procedure.
8. Block size exceeds 25,200 positions.
Be sure your records do not span blocks. Even though the size was changed from 10,000 to 25,200 positions, filers are still exceeding the block size.
9. Bad or incomplete address in the Payer "A" Record.
The Payer's address in Part B, Sector 2, positions 44-83 and Part C, Sector 1, positions 132-171 of the Payer "A" Record should be left-justified and blank filled, and must agree with the address provided on Forms 4804/4802. Payer's City, State and ZIP must appear in Part B, Sector 2, positions 84-123 and Part C, Sector 1, positions 172-211 and must be left-justified and blank filled.
10. Record length is invalid.
Beginning in Tax Year 1987, the record length was changed from 360 to 420 positions. Some filers are still using old programs that create records of 360 positions, which are now unacceptable.
RECORDS MUST BE A FIXED 420 POSITIONS.
11. The City/State/ZIP Code in the Payee "B" Record is in wrong format.
The Payee City (Part B, Sector 3, positions 43-71 and Part C, Sector 2, positions 43-71), State (Part B, Sector 3, positions 72-73 and Part C, Sector 2, positions 72-73), and ZIP Code (Part B, Sector 3, positions 74-82 and Part C, Sector 2, positions 74-82 and Part C, Sector 2, positions 74-82) in the Payee "B" Record MUST be coded in the correct positions. If your program cannot code this information in the correct fields, you MUST request a deviation in writing from IRS/MCC. Files submitted with the City/State/ZIP Code information coded incorrectly, and for which a deviation has not been approved by IRS/MCC, will be returned for replacement.
12. Invalid type of return indicator.
You must indicate the type of return submitted by inserting the appropriate code in Position 23 of the Payer/Transmitter "A" Record. For example, if the type of return being reported is Form 1099-INT, a code "6" must be inserted in Position 23.
13. Form W-2/W-2P information submitted on same media as Form 1099 information.
Form W-2/W-2P information is processed by the Social Security Administration (SSA). The Social Security Administration has its own magnetic media reporting program for wage information; therefore, the media containing Forms W-2/W-2P is submitted to SSA. Any media received at IRS/MCC which contains Form W-2/W-2P information will be returned to the filer. Contact your local SSA office for information concerning filing Forms W-2/W-2P on magnetic media.
14. Excessive withholding credits.
For most information returns other than Form 1099-R, withholding credits should not exceed 20 percent of the income reported. Validate the total reported in the withholding field against the total income reported.
15. Incorrect format for Taxpayer Identification Numbers (TIN) in the Payee "B" Record.
A check of your Payee "B" Records should be made to ensure the TIN's are formatted correctly. There should be nine digits, no alpha characters, no hyphens or commas. Incorrect formatting of TIN's may result in a penalty.
PART B. SINGLE DENSITY DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
.01 The specifications contained in this part of the revenue procedure define the required format and contents of the records to be included in a single density diskette file and must be strictly adhered to unless deviations have been specifically granted by IRS.
.02 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 C 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 which type of data (single sided/single density or double sided/double density) is on each diskette, and preferably, the entire file should consist of either all single sided/single density or all double sided/double density diskettes.
.03 Payers who can substantially conform to these specifications, but require some minor deviations, MUST contact IRS/MCC. Diskettes deviating from the specifications in this revenue procedure must not be submitted without prior approval from IRS. If you file under the Combined Federal/State Filing Program, your files must conform totally to this revenue procedure.
.04 Form 5064, Media Label, must be affixed to each diskette submitted for processing. The following information is needed:
(a) The transmitter's name.
(b) The five character alpha/numeric Transmitter Control Code (TCC).
(c) The tax year of the data (e.g., 1990).
(d) Operating system/software and hardware.
(e) Document types (e.g., 1098, 5498, INT, DIV, MISC, etc.).
(f) The total number of "B" Records on the diskette.
(g) An in-house volume serial number assigned by the transmitter to the diskette, if applicable. (This is optional for those organizations which assign their own numbers to their media.) If you do not assign media numbers, leave this blank.
(h) The sequence of each diskette (e.g., 001 of 008; 002 of 008, etc.) However, if your file is complete on one diskette (ends with an "F" Record) the sequence will be 001 of 001. The information on the external label, Form 5064, will assist IRS in processing the file, or in locating a file if the transmitter requests its return due to errors.
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 your system automatically creates a header label, this is not necessary. If the file will consist of multiple diskettes, the Multi-Volume indicator in the diskette header label must contain a "C".
[Editor's note: Pictorial record layouts depicting specifications discussed above have been omitted. These illustrations are not suitable for electronic reproduction.]
SEC. 3. PAYER/TRANSMITTER "A" RECORD
.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 appearing on a diskette will depend on the number of payers and the different types of returns being reported. The payment amounts for one payer for one type of return must 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 you are filing Form 1099-DIV to report Amount Codes 1, 2, and 3, all three amount codes must be reported under one "A" Record, not three separate "A" Records. For Payee "B" Records that do not contain payment amounts for all three amount codes, enter zeros for those which have no amount to be reported.
.04 After the header label on the diskette, the first record appearing 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; however, if you are transmitting for someone other than yourself, 4 sectors are required.
.05 A transmitter may include Payee "B" Records for more than one payer on a diskette; however, each GROUP of Payee "B" Records must be preceded by an "A" Record.
.06 A single diskette may also 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. 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 should be uppercase.
.08 WHEN REPORTING FORM 1098, MORTGAGE INTEREST STATEMENT, THE "A" RECORD WILL REFLECT THE NAME OF THE RECIPIENT OF THE INTEREST (THE FILER). THE "B" RECORD WILL REFLECT THE INDIVIDUAL PAYING THE INTEREST (BORROWER/PAYER OF RECORD) AND THE AMOUNT PAID.
NOTE: For all fields marked REQUIRED, you must provide the information described under Description and Remarks. For fields not marked REQUIRED, you 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: PAYER/TRANSMITTER "A" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "1". It is
Sequence used to sequence the sectors
making up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-4 Payment Year 2 REQUIRED. Enter "90".
5-7 Diskette 3 Sequence number assigned by
Sequence the transmitter to each
Number diskette starting with 001.
(You may choose to enter
blanks or zeros in this field.
IRS bypasses this
information.) You must
indicate the proper sequence
on the external label Form
5064.
8-16 Payer's 9 REQUIRED. Must be the valid 9-
Federal EIN digit number assigned to the
payer by IRS. DO NOT ENTER
BLANKS, HYPHENS, ALPHA
CHARACTERS, ALL 9's OR ALL
ZEROS. (Also see Part A, Sec.
14.) For foreign corporations
not required to have an EIN,
this field may be left blank.
Foreign corporations should
have the Foreign Corporation
Indicator set to "1". (See
Part A, Sec. 17 for the
definition of a Foreign
Corporation.)
17-20 Payer Name 4 The Payer Name Control can be
Control obtained from the mail label
on the Package 1099 which is
mailed to most payers on
record each December. To
distinguish between the
Package 1099 and 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 on
magnetic media only, and 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 you have not
received a Package 1099 or you
do not know your Payer Name
Control, this field should be
blank filled.
21 Blank 1 Enter blank.
22 Combined 1 FORMS 1098, 1099-A, 1099-B,
Federal/ 1099-S AND W2-G CANNOT BE
State Filer FILED ON THIS PROGRAM.
Enter the appropriate code
from the following table:
Code Meaning
1 Participating in
the Combined
Federal/State
Filing Program
blank Not participating
Prior approval is required. A
Consent Form 6847 must be
submitted to IRS before tax
information will be released
to the states. (Refer to Part
A, Sec. 16, Table 2, for money
criteria.) Not all states
participate in this program.
If the Payer/Transmitter is
not participating in the
Combined Federal/State Filing
Program, enter blank. (Refer
to Part A, Sec. 16 for the
requirements that must be met
prior to actual participation
in this program.) Filers
participating in this program
must incorporate state totals
into corresponding "K" Records
as described in Part A, Sec.
16.
23 Type of 1 REQUIRED. Enter appropriate
Return code from table below:
Type of Return Code
1098 3
1099-A 4
1099-B B
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 9 REQUIRED. In most cases, the
Indicators box numbers on paper
information returns and the
amount codes on magnetic media
correspond. However, if
discrepancies do occur, the
instructions in this revenue
procedure govern. For a
detailed explanation of the
information to be reported in
each Amount Code, refer to the
1990 "Instructions for Forms
1099, 1098, 5498, and W-2G",
included in your magnetic
media reporting package.
The amount indicators entered
for a given type of return
indicate type(s) of payment(s)
which were made. For each
Amount Code entered in this
field, a corresponding Payment
Amount will appear in the
Payee "B" Record.
EXAMPLE: If Sector 1, position
23 of the Payer/Transmitter
"A" Record is "7" (for 1099-
PATR) and positions 24-32 are
"247bbbbbb", (b = blanks),
this indicates that you will
be reporting 3 actual Payment
Amounts in all of the
following Payee "B" Records.
The first Payment Amount field
in the Payee "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 Indicators in
ASCENDING SEQUENCE (i.e.,
247bbbbbb, b = blanks)
left-justify, filling unused
positions with blanks. For
further clarification of the
Amount Indicator codes,
contact IRS/MCC. (See Part A,
Sec. 3)
Amount For Reporting Interest
Indicators Received from
Form Payer(s)/Borrower(s) (Payer of
1098 -- Mortgage Record) on Form 1098:
Interest Amount
Statement Code Amount Type
1 Mortgage interest
received from
payer(s)/
borrower(s)
Amount For Reporting the Acquisition
Indicators or Abandonment of Secured
Form 1099-A -- Property on Form 1099-A:
Acquisition or Amount
Abandonment of Code Amount Type
Secured Property 2 Balance of
principal
outstanding
3 Gross foreclosure
proceeds
4 Appraisal value
Amount For Reporting Payments on Form
Indicators 1099-B:
Form 1099-B -- Amount
Proceeds from Code Amount Type
Broker and Barter
Exchange 2 Stocks, bonds,
Transactions etc. (For Forward
Contracts see Note
below.)
3 Bartering (Do not
report negative
amounts.)
4 Federal income tax
withheld (Backup
Withholding)
6 Profit (or loss)
realized in 1990
7 Unrealized profit
(or loss) on open
contracts --
12/31/89
8 Unrealized profit
(or loss) on open
contracts --
12/31/90
9 Aggregate profit
(or loss)
NOTE: 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 Payee "B" Record -- General Field Descriptions, Payment Amount Fields, for instructions on reporting negative amounts. Do not report negative amounts for Amount Codes 3 and 4.
Amount For Reporting Payments on Form
Indicators 1099-DIV:
Form 1099-DIV -- Amount
Dividends and Code Amount Type
Distributions
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 equal the sum of amounts reported in Amount
Codes 2, 3, 4 and 5.
Amount For Reporting Payments on Form
Indicators 1099-G:
Form 1099-G -- Amount
Certain Government Code Amount Type
Payments
1 Unemployment
compensation
2 State or local
income tax refunds
4 Federal income tax
withheld (Backup
Withholding)
5 Discharge of
indebtedness
6 Taxable grants
7 Agriculture
payments
Amount For Reporting Payments on Form
Indicators 1099-INT:
Form 1099-INT -- Amount
Interest Income Code Amount Type
1 Earnings from
savings and loan
associations,
credit unions,
bank deposits,
bearer
certificates
of deposit, etc.
2 Early withdrawal
penalty
3 U.S. Savings
Bonds, etc.
4 Federal Income Tax
withheld (Backup
Withholding)
5 Foreign tax paid
Amount For Reporting Payments on Form
Indicators 1099-MISC:
Form 1099-MISC -- Amount
Miscellaneous Code Amount Type
Income
1 Rents
2 Royalties
3 Prizes, awards,
etc.
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
1)
8 Substitute
payments in lieu
of dividends or
interest
9 Direct sales
"indicator" (See
Note 2)
NOTE 1: Amount Code "7" is normally used to report Nonemployee
Compensation. However, Amount Code "7" may also be used to report
Crop Insurance proceeds. If both Nonemployee Compensation and Crop
Insurance Proceeds are being paid to the same payee, two separate
Payee "B" Records are required. See Part B, Sec. 6, Document Specific
Code, for instructions on how to indicate Crop Insurance Proceeds.
NOTE 2: Use Amount Code "9" to report the occurrence of 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. Refer
to the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G," for
specific instructions. Amount Code "9" actually reflects an indicator
of direct sales of $5,000 or more and is not an actual payment
amount. The corresponding payment amount field in the payee "B"
Record MUST be 0000000100 to reflect direct sales of $5,000 or more.
This does not mean that a payment of $1.00 was made or is being
reported.
Amount For Reporting Payments on Form
Indicators 1099-OID:
Form 1099-OID -- Amount
Original Issue Code Amount Type
Discount
1 Original issue
discount for 1990
2 Other periodic
interest
3 Early withdrawal
penalty
4 Federal income tax
withheld (Backup
Withholding)
Amount For Reporting Payments on Form
Indicators 1099-PATR:
Form 1099-PATR -- Amount
Taxable Code Amount Type
Distributions
Received From 1 Patronage
Cooperatives 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)
9 Low-income housing
credit (See Note)
NOTE: The amounts shown for Amount Indicators 6, 7, 8 and 9 must be
reported to the payee; however, they need not be reported to IRS.
Amount For Reporting Payments on Form
Indicators 1099-R:
Form 1099-R -- Amount
Total Code Amount Type
Distributions
from Profit- 1 Gross distribution
Sharing, 2 Taxable amount
Retirement Plans, (See NOTE 1)
Individual 3 Amount in Amount
Retirement Code 2 eligible
Arrangements, for capital gain
Insurance election
Contracts, Etc. 4 Federal income tax
withheld (See NOTE
2)
5 Employee
contributions or
insurance premiums
6 Net unrealized
appreciation in
employer's
securities
8 Other
9 State income tax
withheld (See NOTE
3)
NOTE 1: 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 contribution, enter the value of the stock in
Amount Code 1, enter (0) zero in Amount Code 2, and enter the
employee's contribution in Amount Code 5.
NOTE 2: See the 1990 "Instructions for Forms 1099, 1098, 5498, and
W-2G" for further information concerning the definition of Federal
Income Tax Withheld for Form 1099-R.
NOTE 3: State income tax withheld has been added for the convenience
of the payer but need not be reported to IRS.
Amount For Reporting Payments on Form
Indicators 1099-S:
Form 1099-S -- Amount
Proceeds Code Amount Type
from Real Estate
Transactions 2 Gross Proceeds
Amount For Reporting Payments on Form
Indicators 5498:
Form 5498 -- Amount
Individual Code Amount Type
Retirement
Arrangement 1 Regular IRA
Information contributions made
(See Note) in 1990 and
1991 for 1990
2 Rollover IRA
contributions
3 Life insurance
cost included in
Amount Code 1
4 Fair market value
of the account
NOTE: Form 5498 is filed for each person for whom you maintained an individual retirement arrangement (IRA) (including an Individual Retirement Arrangement maintained as part of a simplified employee pension (SEP)) during 1990. Amount Code 4 represents the value of the account. Trustees and issuers of IRAs and SEPs must report the value of accounts in existence during the year, even if no contributions were made during the year. However, if a total distribution was made from an IRA during the year and no contributions were made for that year, you need not file Form 5498 to reflect that the fair market value on December 31 was zero. Do not report employer SEP contributions on Form 5498; however, you must report the value of a SEP account. For an IRA, use all applicable Amount Codes. If no IRA contributions were made for 1990, you will only use Amount Code 4. Only IRA contributions to be applied to 1990 that are made between January 1, 1990, and April 15, 1991, are to be reported in Amount Code 1. For further information concerning IRA reporting, see Rev. Proc. 89-52, printed in IR Bulletin 1989-37 on September 11, 1989.
Amount For Reporting Payments on Form
Indicators W-2G:
Form W-2G -- Amount
Certain Gambling Code Amount Type
Winnings
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 has been added for the convenience of the payer but need not be reported to IRS.
33-44 Blank 12 Enter blanks.
45-49 Transmitter 5 REQUIRED. Enter the five
Control Code character alpha/numeric
(TCC) Transmitter Control Code
assigned by IRS. You must have
a TCC to file data on this
program. DO NOT ENTER MORE
THAN ONE TCC PER FILE.
50 Foreign 1 Enter a "1" if the payer is a
Corporation foreign corporation and income
Indicator is paid by the corporation to
a U.S. resident from sources
outside of the United States.
(See Part A, Sec. 17 for the
definition of a Foreign
Corporation.) If the payer is
not a Foreign Corporation,
enter a blank. (See NOTE.)
NOTE: Some filers are submitting their files with a "1" coded in Position 50 in all of the records contained on the file, whether the payer is a foreign corporation or not. Records that are coded as foreign corporations are processed differently than those that are coded with a blank in Position 50. If your program automatically codes a "1" in Position 50, all of the records on your file will be processed as foreign corporations. If you erroneously report corporations as foreign, you may be subject to a penalty for providing incorrect information to IRS. Therefore, be sure to code only those records as foreign corporations that should be coded as such.
51-90 First 40 REQUIRED. Must be present or
Payer Name files will be returned for
correction. Enter the name of
the payer whose Federal EIN
appears in Sector 1, position
8-16, in the manner in which
it is used on other tax
returns. Any extraneous
information must be deleted
from the name line. Left-
justify and fill with blanks.
(Do not enter the Transfer
Agent's name in this field.
The Transfer Agent's name
should appear in the Second
Payer Name field.)
NOTE: WHEN REPORTING FORM 1098, MORTGAGE INTEREST STATEMENT, THE "A" RECORD WILL REFLECT THE NAME AND EIN OF THE RECIPIENT OF THE INTEREST (THE FILER). 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 "B" Record will reflect the Seller.
91-128 Blank 38 Enter blanks.
SECTOR 2
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "2". Used
Sequence to sequence the sectors
making up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-42 Second 40 The contents of this field are
Payer Name dependent upon the TRANSFER
AGENT INDICATOR in Sector 2,
position 43 of this record.
If the Transfer Agent
Indicator contains a "1", this
field must contain the name of
the Transfer Agent. If the
Transfer Agent Indicator
contains a "0" (zero), this
field must contain either a
continuation of the First
Payer Name field or blanks.
Left-justify and fill unused
positions with blanks. IF NO
ENTRIES ARE PRESENT FOR THIS
FIELD, FILL WITH BLANKS. (See
Part A, Sec. 17 for a
definition of Transfer Agent.)
43 Transfer 1 REQUIRED. Identifies the
Agent entity in the Second Payer
Indicator Name field. (See Part A, Sec.
17 for a definition of
Transfer Agent.)
Code Meaning
1 The entity in the
Second Payer Name
field is the
Transfer Agent,
(as defined in
Part A, Sec. 17.)
0 (zero) The entity shown
is not the
Transfer Agent
(i.e., the Second
Payer Name field
contains either a
continuation of
the First Payer
Name field or
blanks).
44-83 Payer 40 REQUIRED. If the TRANSFER
Shipping AGENT INDICATOR in Sector 2,
Address position 43 is a "1," enter
the shipping address of the
Transfer Agent. Otherwise,
enter the shipping address of
the payer. Left-justify and
fill with blanks.
84-123 Payer City, 40 REQUIRED. If the TRANSFER
State and AGENT INDICATOR in Sector 2,
ZIP Code position 43 of this Record is
a "1", enter the City, State
and ZIP Code of the Transfer
Agent. Otherwise, enter the
City, State 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. Must be a "3". Used
Sequence to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-82 Transmitter 80 REQUIRED. (Only if payer and
Name transmitter 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, enter blanks in this
field.
83-122 Transmitter 40 REQUIRED. (Only if payer and
Mailing transmitter are not the same.)
Address Enter the mailing address of
transmitter. Left-justify and
fill with blanks. If the payer
and transmitter are the same,
enter blanks in this field.
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. Must be a "4". Used
Sequence to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-42 Transmitter 40 REQUIRED. (Only if the payer
City, State and transmitter are not the
and ZIP Code same). Enter the City, State
and ZIP Code of the
transmitter. Left-justify and
fill with blanks. If the payer
and transmitter are the same,
enter blanks in this field.
43-128 Blank 86 Enter blanks.
SEC. 4. PAYER/TRANSMITTER "A" RECORD -- RECORD LAYOUT
[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]
SEC. 5. PAYEE "B" RECORD -- GENERAL INFORMATION FOR ALL FORMS
.01 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 in Part B:
(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-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-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-OID.
(f) Sec. 11. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-S.
(g) Sec. 12. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 4 OF FORM W-2G.
For tax year 1990 data, all "B" Records will consist of at least 3 sectors of 128 positions each. If you are not a Combined Federal/State filer or if you are not 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-OID, 1099-S, and W-2G.
In the "A" Record, the Amount Indicator 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 you are reporting on Form 1099-PATR, enter a "7" in diskette position 23 of Sector 1 of the "A" Record, Type of Return Indicator field. If you are 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 Payee "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 will be the same for all "B" records. Sector 4, however, will be different for Forms 1099-A, 1099-B, 1099-OID, 1099-S and W-2G. Refer to Part B, Sec. 8, 9, 10, 11 or 12, respectively for the layout of Sector 4 of these records.
.03 IRS must be able to identify the surname or last name associated with the TIN (SSN or EIN) furnished on a return. The specifications below include a field in the payee records called "Name Control" in which the first four characters of the payee's surname or last name are to be entered by the payers. The surname or last name should appear first in the First Payee field of all Payee "B" Records; however, if your records have been developed using the first name first, a blank must appear between the first and last names.
.04 If payers are unable to determine the first four characters of the surname, the Name Control Field may be left blank; however, compliance with the following will facilitate IRS computer programs in generating the Name Control.
(a) The surname of the payee whose TIN (SSN or EIN) is shown in the Payee "B" Record should always appear first. If, however, you enter the first name first, you 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 Payee "B" Record must be present in the First Payee Name field. Surnames of any other payees in the record may be entered in the Second Payee Name field.
.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 filer's own 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 choice whether or not this field is used. If this field is coded, it will not affect the processing of the Payee "B" Records.
.06 For those filers participating in the Combined Federal/State Filing Program, positions 70 and 71 of Sector 4 in the Payee "B" Record must contain the appropriate state code for the state to receive the information. The file should also meet the money criteria described in Part A, Sec. 16, Table 2.
.07 Do not code for the states unless prior approval to participate has been granted by IRS. (See Part A, Sec. 16) Table 1 for a list of the valid participating state codes.) FORMS 1098, 1099-A, 1099-B, 1099-S AND W-2G CANNOT BE FILED UNDER THE COMBINED FEDERAL/STATE FILING PROGRAM. Your files must meet all of the requirements specified in Part A, Sec. 16, in order to participate in this program.
.08 All alpha characters entered in the "B" Record should be uppercase.
.09 Do not use decimal points (.) to indicate dollars and cents.
.10 IRS STRONGLY ENCOURAGES FILERS TO REVIEW THEIR DATA FOR ACCURACY BEFORE SUBMISSION TO PREVENT ISSUANCE OF ERRONEOUS NOTICES TO PERSONS FOR WHOM REPORTS ARE FILED. FILERS SHOULD BE ESPECIALLY CAREFUL THAT THEIR TAXPAYER NAMES, SOCIAL SECURITY NUMBERS (SSNs), 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 EIN OF THE RECIPIENT OF THE INTEREST (THE FILER). THE "B" RECORD WILL REFLECT THE INDIVIDUAL PAYING THE INTEREST (THE 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 "B" RECORD WILL REFLECT THE SELLER.
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-OID, 1099-S AND W-2G.
.01 For Forms 1099-A, 1099-B, 1099-OID, 1099-S, and W-2G, see Part B, 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, you must provide the information described under Description and Remarks. For those fields not marked REQUIRED, you 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. Must be a "1". It is
used to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-4 Payment Year 2 REQUIRED. Enter "90".
5-6 Document 2 REQUIRED FOR FORMS 1099-R,
Specific 1099-MISC, 1099-G, AND W-2G.
Code FOR ALL OTHER FORMS, OR IF NOT
USED, ENTER BLANKS. For Form
1099-R, enter the appropriate
code(s) for the Distribution
Code. More than one code may
apply for Form 1099-R;
however, if only one code is
required, it will be entered
in position 5. Position 6 will
be blank. NOTE: You MUST enter
at least one (1) Distribution
Code for Form 1099-R. BLANKS
in BOTH positions 5 and 6 are
NOT acceptable for Form 1099-
R. For Form 1099-MISC,
position 5 is used to indicate
Crop Insurance Proceeds.
Position 6 will be blank.
For Form 1099-G, enter the
year of income tax refund in
position 5. Position 6 will be
blank.
For Form W-2G, enter the Type
of Wager in position 5.
Position 6 will be blank.
Distribution Use only for reporting on Form
Code 1099-R to identify the
(Form 1099-R) Distribution Code. Enter the
applicable code from the table
below. A "0" (zero) is not a
valid code for Form 1099-R. A
numeric code MUST be entered
in all cases except when Code
P or D is used. However, when
using Code P for an IRA
distribution under section
408(d)(4), you may also enter
Code 1, if it applies. In
addition, if more than one
numeric code is applicable to
a distribution, report two (2)
separate Payee "B" Records. If
you are reporting a total
distribution from a plan that
includes a distribution of a
DEC, you must report two
separate "B" Records:
one to report the distribution
of DECs and the other to
report the distribution from
the other part of the plan.
Category (See Note) Code
Early (premature)
distribution, no
known exception /*/ 1 /*/
Early (premature)
distribution,
exception applies
(as defined in
section 72(q),
(t), or (v))
other than disabi-
lity 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
1990) 8
PS 58 Costs 9
Excess contributions
plus earnings/excess
deferrals taxable
in 1989 P
Qualifies for 5-year/
10-year averaging A
Qualifies for death
benefit exclusion B
Qualifies for both
A and B C
Excess Contributions
plus earnings/excess
deferrals taxable
in 1988 D
NOTE: For detailed explanations of the distribution codes, see the
1990 "Instructions for Form 1099, 1098, 5498, and W-2G" included in
your magnetic media reporting packages.
/*/ If you are reporting a distribution of an IRA or SEP for
Codes 1, 2, 3, 4, 5, or 7, you must code a "1" in position 45 Sector
1 of the Payee "B" Record.
Crop Insurance If the payment amount reported
Proceeds (Form for Amount Code 7 is crop
1099-MISC only) insurance proceeds, enter a
"1" in position 5. Position 6
will be blank.
Tax Year of Use only for reporting the tax
Refund year for which the refund was
(Form 1099-G only) issued. Enter the NUMERIC Year
for which the refund was
issued (i.e., for 1989 enter
9). However, if the payment
amount for Amount Code 2,
State or Local Income Tax
Refunds, contains a refund,
credit, or offset that is
attributable to an income tax
which applies exclusively to
income from a trade or
business and is not of general
application, then enter the
ALPHA equivalent of the year
for which the refund was
issued from the table below
(i.e., for 1989 enter I). This
code should appear in position
5. Position 6 will be blank.
Year for Which Alpha
Trade or Business Equivalent
Refund was Issued /*/
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
/*/ To be used for trade or business refunds only.
Type of Use only for reporting the
Wager (Form Type of Wager on Form W-2G.
W-2G only) This code will appear 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,
unlabeled winnings, etc.) 8
7 Blank 1 Enter blank.
8 Corrected 1 Diskette position 8 is used to
Return indicate a corrected return.
Indicator Refer to Part A, Sec. 13 for
specific instructions on how
to file corrected returns.
9-12 Name Control 4 Enter the first four (4)
characters of the surname
(last name) of the payee. The
surname of the person whose
TIN is being reported in
positions 16-24, Sector 1 of
the "B" Record should be used
to determine the Name Control.
This is especially important
in the case of trustee
accounts. IF THE NAME THAT
CORRESPONDS TO THE TIN IS NOT
INCLUDED IN THE FIRST OR
SECOND PAYEE NAME LINE, EVERY
EFFORT SHOULD BE MADE TO
DEVELOP THE CORRECT NAME
CONTROL FOR THE NAME THAT
CORRESPONDS TO THE TIN.
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, 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. IF THE NAME CONTROL
IS NOT DETERMINABLE BY THE
PAYER, LEAVE THIS FIELD BLANK.
(See Part A, Sec. 14 for
information on Name Controls.)
A dash (-) and ampersand (&)
are the only acceptable
special characters.
The following examples may be helpful to you 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
Sole Proprietor:
Jane and Mark Hemlock HEML
c/o The Sunshine Club
Partnership:
Robert Aspen and Bess Willow ASPE
Harold Fir, Bruce Elm, and FIR /*/
Joyce Spruce et al Ptr
Estate:
Frank White Estate WHIT
Sheila Blue Estate BLUE
Trusts and Fiduciaries:
Daisy Corporation Employee DAIS
Benefit Trust
Trust FBO The Cherryblossom CHER
Society
Exempt Organization:
Laborer's Union, AFL-CIO LABO
St. Bernard's Methodist STBE
Church Bldg. Fund
/*/ Name Controls of less than four (4) significant characters must be left-justified and blank filled.
13-14 Blank 2 Enter blanks.
15 Type of 1 REQUIRED. This field is used
TIN to identify the Taxpayer
Identification Number (TIN) in
positions 16-24 as either an
Employer Identification
Number, a Social Security
Number, or that the type is
undeterminable. Enter the
appropriate code from the
following table:
Type of Type of
TIN TIN Account
1 EIN A business,
organization,
or other
entity that is
not an
individual
2 SSN An individual
blank N/A If the type of
TIN is
undeter-
minable, enter
a blank.
16-24 Taxpayer 9 REQUIRED. Enter the valid 9-
Identification digit Taxpayer Identification
Number Number of the payee (SSN or
EIN, as appropriate). If an
identification number has been
applied for but not received,
enter blanks. DO NOT ENTER
HYPHENS, ALPHA CHARACTERS, ALL
9's OR ALL ZEROS.
25-44 Payer's 20 DO NOT ENTER A TAXPAYER
Account IDENTIFICATION NUMBER IN THIS
Number for FIELD. We strongly encourage
Payee the payer to use this field to
enter the payee's account
number which can be any
number assigned by the payer
to the payee (e.g., checking
or savings account number).
THIS WILL DISTINGUISH THE
INDIVIDUAL PAYEE'S ACCOUNT
WITH YOU, AND SHOULD BE UNIQUE
FOR EACH DOCUMENT SO AS TO
IDENTIFY SPECIFIC TRANSACTIONS
IF MULTIPLE RETURNS ARE FILED
FOR ONE PAYEE. This
information is particularly
helpful if corrections are
filed. This number is also
provided with your Invalid/No-
TIN notification from the IRS
and may help you determine the
branch or subsidiary reporting
the transaction. YOU ARE
STRONGLY ENCOURAGED TO
USE THIS FIELD. Do not define
data in this field in packed
decimal format. If fewer than
twenty characters are
required, you may either left-
or right-justify, filling the
remaining positions with
blanks.
45 IRA/SEP 1 THIS FIELD IS ONLY USED WHEN
Indicator REPORTING FORMS 1099-R. This
field will be coded ONLY if
you entered a code "1", "2",
"3", "4", "5", or "7" in
either Position 5 or 6,
Document Specific Code, of
Sector 1 of the Payee "B"
Record, AND you are reporting
a distribution of an IRA or
SEP. Enter the appropriate
indicator from the table
below.
Indicator Usage
1 You are reporting
an IRA or SEP
Distribution.
Blank You are NOT
reporting an IRA
or SEP
Distribution.
46-47 Percentage 2 THIS FIELD IS ONLY USED WHEN
of Total REPORTING FORMS 1099-R, and
Distribution ONLY if you are reporting a
total distribution to more
than one person. This field is
only two (2) positions in
length because when a total
distribution is made to more
than one person, the figure
MUST be 99% or less. 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% will be 10%;
10.5% or more will be 11%).
Enter the percentage received
by the person whose TIN in
included in positions 16-24 of
Sector 1 of the "B" Record.
This field must be right-
justified, and unused
positions must be zero filled.
If not applicable, enter
blanks. You need not enter a
percentage for IRA or SEP
distributors.
48-51 Blank 4 Enter blanks.
Payment REQUIRED. You must allow for
Amount Fields all payment amounts. For those
(Must be numeric) not used you will enter zeros.
For example: If position 23 of
Sector 1 of the
Payer/Transmitter "A" Record
is "7" (for 1099-PATR) and
Sector 1, positions 24-32 are
"247bbbbbb", this indicates
that you will be reporting 3
actual payment amounts in the
following Payee "B" Records.
Payment Amount 1 of Sector 1
will be all "0" (zeros);
Payment Amount 2 of Sector 1
will represent Nonpatronage
distributions;
Payment Amount 3 of Sector 1
will be all "0" (zeros);
Payment Amount 4 of Sector 1
will represent Federal income
tax withheld;
Payment Amounts 5 and 6 of
Sector 1 will be all "0"
(zeros);
Payment Amount 7 of Sector 1
will be energy investment
credit; and,
Payment Amounts 8 and 9 of
Sector 2 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 "+" or "-" (minus
sign) in the leftmost position
of the payment amount field. A
negative over-punch in the
units position may be used,
instead of a minus sign, to
indicate a negative amount. If
a plus sign, minus sign, or
negative overpunch is not
used, the number is assumed to
be positive.
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 any one payment
amount exceeds "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
amounts. DO NOT SPLIT
THIS FIGURE IN HALF.
52-61 Payment /*/ 10 The amount reported in this
Amount 1 field represents payments for
Amount Code 1 in the
Payer/Transmitter "A" Record.
62-71 Payment /*/ 10 The amount reported in this
Amount 2 field represents payments for
Amount Code 2 in the
Payer/Transmitter "A" Record.
72-81 Payment /*/ 10 The amount reported in this
Amount 3 field represents payments for
Amount Code 3 in the
Payer/Transmitter "A" Record.
82-91 Payment /*/ 10 The amount reported in this
Amount 4 field represents payments for
Amount Code 4 in the
Payer/Transmitter "A" Record.
92-101 Payment /*/ 10 The amount reported in this
Amount 5 field represents payments for
Amount Code 5 in the
Payer/Transmitter "A" Record.
102-111 Payment /*/ 10 The amount reported in this
Amount 6 field represents payments for
Amount Code 6 in the
Payer/Transmitter "A" Record.
112-121 Payment /*/ 10 The amount reported in this
Amount 7 field represents payments for
Amount Code 7 in the
Payer/Transmitter "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.
122-128 Blank 7 Enter blanks.
SECTOR 2
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "2". It is
Sequence used to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-12 Payment 10 The amount reported in this
Amount 8 field represents payments for
Amount Code 8 in the
Payer/Transmitter "A" Record.
13-22 Payment 10 The amount reported in this
Amount 9 field represents payments for
Amount Code 9 in the
Payer/Transmitter "A" Record.
23-42 Blank 20 Enter blanks.
43 Foreign 1 REQUIRED. If the payee address
Country is in a foreign country, enter
Indicator a "1" in this field. This will
allow you to use any format
for the Payee Address, City,
State and ZIP Code. Address
information must not appear in
the First or Second Payee Name
Lines.
If the address for the payee
is a U.S. address, you must
enter a blank in this field.
The free address format may
only be used for foreign
addresses. For U.S. addresses,
you must use the U.S. Postal
Service state abbreviations in
diskette positions 72 and 73
of Sector 3 of the "B" Record.
These abbreviations are
provided in Part A, Sec. 18.
44-83 First Payee 40 REQUIRED. Do not enter address
Name Line information in this field.
Enter the name of the payee
(preferably surname (last
name) first) whose Taxpayer
Identification Number appears
in Sector 1, positions 16-24
of the "B" Record. If fewer
than 40 characters are
required, 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 Taxpayer
Identification Number has been
provided may be entered in
this field. The names of the
other payees should be entered
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
FILER). 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
INFORMATION.
84-123 Second Payee 40 If the payee name requires
Name Line more space than is available
in the First Payee Name Line,
enter only the remaining
portion of the name in this
field. If there are multiple
payees (e.g., partners or
joint owners), we encourage
you to use this field for
those payees' names not
associated with the Taxpayer
Identification Number in
Sector 1, positions 16-24 of
the "B" Record. Do not enter
address information in this
field. IT IS IMPORTANT THAT
YOU PROVIDE AS MUCH PAYEE
INFORMATION TO IRS AS POSSIBLE
TO IDENTIFY THE OWNER OF THE
TAXPAYER IDENTIFICATION NUMBER
(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. Must be a "3". Used
Sequence to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format can be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (Country) and Payee
ZIP Code can be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1."
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
digit ZIP Code assigned by the
Code U.S. Postal Service. If
only the first 5 digits are
known, left-justify and fill
the unused positions with
blanks. Use this field for the
ZIP Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" in the
Foreign Country Indicator
field which is located in
Sector 2, position 43 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 PAYEE "B" RECORD FOR FORMS 1098, 1099-DIV, 1099-G,
1099-INT, 1099-MISC, 1099-PATR, 1099-R, AND 5498. IF YOU ARE NOT A
COMBINED FEDERAL/STATE FILER, OR IF YOU ARE NOT UTILIZING THE SPECIAL
DATA ENTRIES FIELD, SECTOR 4 CAN BE ELIMINATED FOR ALL "B" RECORDS
EXCEPT FORMS 1099-A, 1099-B, 1099-OID, 1099-S, AND W-2G. SEE PART B,
SEC. 8, 9, 10, 11 AND 12 FOR THE FIELD DESCRIPTIONS FOR SECTOR 4 OF
FORMS 1099-A, 1099-B, 1099-OID, 1099-S AND W-2G.
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "4". Used
Sequence to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-69 Special Data 67 This portion of the Payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
70-71 Combined 2 If a payee record is to be
Federal/State forwarded to a state agency as
Code part of the Combined
Federal/State Filing Program,
enter the valid state code
from Part A, Sec. 16, Table 1.
For those states NOT
participating in this program
or for Form 1098, 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-OID, 1099-S, AND W-2G
[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]
SEC. 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. For detailed explanations of the 1099-A fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part B. Sec. 6 for field descriptions of Sectors 1, 2 and 3 of the Payee "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 4 ONLY
SECTOR 4
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "4". Used
Sequence to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-23 Special Data 21 This portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
24-29 Date of Lender's 6 REQUIRED FOR FORMS 1099-A
Acquisition or ONLY. Enter the date of the
Knowledge of acquisition of the secured
Abandonment property or the date you first
knew or had reason to know
that the property was
abandoned in the format MMDDYY
(e.g., 102490). DO NOT ENTER
HYPHENS OR SLASHES.
30 Liability 1 REQUIRED FOR FORM 1099-A ONLY.
Indicator Enter the appropriate
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 REQUIRED FOR FORM 1099-A ONLY.
Enter a brief description of
the property. For example, 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-1988 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 SECTION 4 OF FORM 1099-A
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 9. 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. For detailed explanations of the 1099-B fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part B, Sec. 6 for field descriptions for Sectors 1, 2 and 3 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 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "4". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-12 Special Data 10 This portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
13 Gross Proceeds 1 REQUIRED FOR FORM 1099-B ONLY.
Reported to IRS Enter appropriate indicator
Indicator from the table below. If this
field is not utilized, ENTER
BLANKS.
Indicator Usage
1 Gross Proceeds
2 Gross Proceeds
less commission
and option
premiums.
14-19 Date of Sale 6 REQUIRED FOR FORM 1099-B ONLY.
For broker transactions, enter
the trade date of the
transaction in the format
MMDDYY (e.g., 102490). For
barter exchanges, enter the
date cash, property, a credit,
or scrip is actually or
constructively received. Enter
blanks if this is an aggregate
transaction. DO NOT ENTER
HYPHENS OR SLASHES.
20-32 CUSIP Number 13 REQUIRED FOR FORM 1099-B ONLY.
For broker transactions only,
enter the CUSIP (Committee on
Uniform Security
Identification Procedures)
number of the item reported
for Amount Indicator "2"
(Stocks, bonds, etc.). Enter
blanks if this is an aggregate
transaction. Enter "0" (zeros)
if the number is not available
or applicable. For CUSIP
numbers with less than 13
characters, right-justify and
fill the remaining positions
with blanks.
33-71 Description 39 REQUIRED FOR FORM 1099-B ONLY.
Enter a brief description of
the item or services for which
the proceeds are being
reported. If fewer than 39
characters are required, left-
justify and fill unused
positions with blanks. For
regulated futures contracts,
enter "RFC" and any amount
subject to backup withholding.
Enter blanks if this is an
aggregate transaction.
72-128 Blank 57 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-B
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 10. 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. For detailed explanations of the 1099-OID fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part B, 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 Sequence 1 REQUIRED. Must be a "4". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-30 Special Data 28 This portion of the payee "B"
Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
31-69 Description 39 REQUIRED FOR FORM 1099-OID
ONLY. Enter identification
number (CUSIP number) or
description of the obligation.
The description may include
the stock exchange, issuer,
coupon rate, and year of
maturity. If fewer than 39
characters are required, left-
justify and fill unused
positions with blanks.
70-71 Combined Federal/ 2 If a payee record is to be
State Code forwarded to a state agency as
part of the Combined
Federal/State Filing Program,
enter the valid state code
from Part A, Sec. 16, Table 1.
For those states NOT
participating in this program,
ENTER BLANKS.
72-128 Blank 57 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-OID
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 11. 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. For detailed explanations of the 1099-S fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G," included in your reporting package.
.02 See Part B, Sec. 6 for field descriptions for Sectors 1, 2 and 3 of the Payee "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 Sequence 1 REQUIRED. Must be a "4". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-25 Special Data 23 This portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
26-31 Date of Closing 6 REQUIRED FOR FORM 1099-S ONLY.
Enter the closing date in the
format MMDDYY (e.g., 102490).
DO NOT ENTER HYPHENS OR
SLASHES.
32-70 Description 39 REQUIRED FOR FORM 1099-S ONLY.
Enter the address of the
property transferred or a
legal description of the
property. If you are entering
an address, include the state
and ZIP code where this
property is located. If fewer
than 39 positions are
required, left-justify and
fill unused positions with
blanks.
71 Property or 1 REQUIRED FOR FORM 1099-S ONLY.
Services Received If the transferor received or
will receive property (other
than cash) or services as part
of the consideration for the
property transferred, enter
"1." Otherwise, enter "Blank."
72-128 Blank 57 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 4 OF FORM 1099-S
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 12. 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. For detailed explanations of the W-2G fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part B, Sec. 6 for field descriptions for Sectors 1, 2 and 3 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 4 ONLY
SECTOR 4
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "4". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-8 Date Won 6 REQUIRED FOR FORM W-2G ONLY.
Enter the date of the winning
event in the format MMDDYY
(e.g., 102490). 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 FOR FORM W-2G ONLY.
If applicable, the ticket
number, card number (and
color, if applicable), machine
serial number or any other
information that will help
identify the winning
transaction. Not applicable
for horse and dog racing, jai
alai, and certain other
wagering transactions,
sweepstakes, wagering pools,
and certain lotteries. If no
entry, enter blanks.
24-28 Race 5 REQUIRED FOR FORM W-2G ONLY.
If applicable, the race (or
game) applicable to the
winning ticket. If no entry,
enter blanks.
29-33 Cashier 5 REQUIRED FOR FORM W-2G ONLY.
If applicable, the initials of
the cashier making the winning
payment. If no entry, enter
blanks.
34-38 Window 5 REQUIRED FOR FORM W-2G ONLY.
The window number or location
of the person paying the
winnings. If no entry, enter
blanks.
39-53 First ID 15 REQUIRED FOR FORM W-2G ONLY.
If applicable, the first
identification number of the
person receiving the winnings.
If no entry, enter blanks.
54-68 Second ID 15 REQUIRED FOR FORM W-2G ONLY.
If applicable, the second
identification number of the
person receiving the winnings.
If no entry, enter blanks.
69-128 Blank 60 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 4 OF FORM W-2G
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 13. END OF PAYER "C" RECORD
.01 The "C" Record consists of 2 Sectors of 128 positions each. The Control Total fields are each 15 positions in length.
.02 The End of Payer "C" Record is a summary record for a type of return for a given payer.
.03 The "C" Record will contain the total number of payees and the totals of the payment amount fields filed by a given payer. The "C" Record MUST be written after the last Payee "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.
.04 In developing the "C" Record, for example, if you 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.
.05 Payers/Transmitters must verify the accuracy of the totals in the "C" Record and must enter the totals on the Forms 4804, 4802, or computer-generated substitute, which will accompany the shipment. The lines used on Forms 4804 and 4802 to record payment amounts correspond with the Amount Codes used in the "A" Record.
.06 Missing or incorrect End of Payer "C" Records will result in the diskette being returned for correction.
RECORD NAME: END OF PAYER "C" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "1". Used
to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "C".
3-8 Number of Payees 6 REQUIRED. Enter the total
number of Payee "B" Records
covered by the preceding
Payer/Transmitter "A" Record.
Right-justify and zero fill.
9-11 Blank 3 Enter blanks.
REQUIRED. If any corresponding Payment Amount fields are present in
the Payee "B" Records, accumulate into the appropriate Control Total
fields. CONTROL TOTALS MUST BE RIGHT-JUSTIFIED, AND UNUSED CONTROL
TOTAL FIELDS MUST BE ZERO FILLED. Please note that all Control Total
fields are 15 positions in length.
12-26 Control Total 1 15
27-41 Control Total 2 15
42-56 Control Total 3 15
57-71 Control Total 4 15
72-86 Control Total 5 15
87-101 Control Total 6 15
102-116 Control Total 7 15
117-128 Blank 12 Enter blanks.
SECTOR 2
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "2". Used
to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "C".
3-17 Control Total 8 15
18-32 Control Total 9 15
33-128 Blank 96 Enter blanks.
END OF PAYER "C" RECORD -- RECORD LAYOUT
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 14. STATE TOTALS "K" RECORD
.01 The "K" Record consists of 2 Sectors of 128 positions each. The Control Total fields are each 15 positions in length.
.02 The State Totals "K" Record is a summary for a given payer and type of return to 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 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 you 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: STATE TOTALS "K" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "1". Used
to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "K".
3-8 Number of Payees 6 REQUIRED. Enter the total
number of Payee "B" Records
being coded for this state.
Right-justify and zero fill.
9-11 Blank 3 Enter blanks.
REQUIRED. If any corresponding Payment Amount fields are present in
the Payee "B" Records, accumulate into the appropriate Control Total
fields. CONTROL TOTALS MUST BE RIGHT-JUSTIFIED, AND UNUSED CONTROL
TOTAL FIELDS MUST BE ZERO FILLED. Please note that all Control Total
fields are 15 positions in length.
12-26 Control Total 1 15
27-41 Control Total 2 15
42-56 Control Total 3 15
57-71 Control Total 4 15
72-86 Control Total 5 15
87-101 Control Total 6 15
102-116 Control Total 7 15
117-128 Blank 12 Enter blanks.
SECTOR 2
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "2". Used
to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "K".
3-17 Control Total 8 15
18-32 Control Total 9 15
33-126 Blank 94 Enter blanks.
127-128 Combined Federal/ 2 REQUIRED. Enter the code
State Code assigned to the state which is
to receive the information.
(Refer to Part A, Sec. 16,
Table 1.)
END OF PAYER "K" RECORD -- RECORD LAYOUT
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 15. END OF TRANSMISSION "F" RECORD
.01 The "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 "A" 4 You may enter the total number
Records of Payer/Transmitter "A"
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
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
PART C. DOUBLE DENSITY DISKETTE SPECIFICATIONS
SECTION 1. GENERAL
.01 The specifications contained in this part of the revenue procedure describe the required format and contents of the records to be included in a double density diskette file. These specifications must be adhered to unless deviations have been specifically granted by IRS.
.02 To be compatible, a double density diskette file must meet the following specifications in total:
(a) 8 inches 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 may 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 B 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 (single sided/single density or double sided/double density) is on each diskette, and preferably, the entire file should consist of either all single sided/single density or all double sided/double density diskettes.
.03 Refer to Part B, Sec. 1.03 through Sec. 2 for further information concerning diskette requirements which apply to both single and double density diskettes.
SEC. 2. PAYER/TRANSMITTER "A" RECORD
.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 appearing on a diskette will depend on the number of payers and the different types of returns being reported. The payment amounts for one payer for one type of return must 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 you are filing Form 1099-DIV to report Amount Codes 1, 2 and 3, all three amount codes must be reported under one "A" Record, not three separate "A" Records. For Payee "B" Records which 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 (See Part B, Sec. 2, for format of the header label), the first record appearing in the file MUST be an "A" Record. When a double density diskette is used, each "A" Record will consist of at least one 256 position sector; however, if you are transmitting for someone other than yourself, 2 sectors are required.
.05 A transmitter may include Payee "B" Records for more than one payer on a diskette; however, each GROUP of Payee "B" Records must be preceded by an "A" Record.
.06 A single diskette may also 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. 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 should be uppercase.
.08 WHEN REPORTING FORM 1098, MORTGAGE INTEREST STATEMENT, THE "A" RECORD WILL REFLECT THE NAME OF THE RECIPIENT OF THE INTEREST (THE FILER). 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, you must provide the
information described under Description and Remarks. For fields not
marked REQUIRED, you 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. When using double density diskettes, each
"A" Record will consist of at least one 256 position sector; however,
if you are transmitting for someone other than yourself, two sectors
are required.
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be "1". It is
used to sequence the sectors
making up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-4 Payment Year 2 REQUIRED. Enter "90".
5-7 Diskette Sequence 3 Sequence number assigned by
Number the Transmitter to each
diskette starting with 001.
You may choose to enter blanks
or zeros in this field. IRS
bypasses this information. You
must indicate the proper
sequence on the external label
Form 5064.
8-16 Payer's Federal 9 REQUIRED. Must be the valid 9
EIN -digit number assigned to the
payer by IRS. DO NOT ENTER
BLANKS, HYPHENS, ALPHA
CHARACTERS, ALL 9's OR ALL
ZEROS. (Also see Part A, Sec.
14.) For foreign corporations
not required to have an EIN,
this field may be left blank.
Foreign corporations should
have the Foreign Corporation
Indicator set to "1." (See
Part A, Sec. 17 for the
definition of a Foreign
Corporation.)
17-20 Payer Name Control 4 The Payer Name Control can be
obtained from the mail label
on the Package 1099 which is
mailed to most payers on
record each December. To
distinguish between the
Package 1099 and the Magnetic
Media Reporting (MMR) package,
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 on
magnetic media only, and 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 you have not
received a Package 1099 or you
do not know your Payer Name
Control, this field should be
blank filled.
21 Blank 1 Enter blank.
22 Combined 1 FORMS 1098, 1099-A, 1099-B,
Federal/State 1099-S, AND W-2G CANNOT BE
Filer FILED ON THIS PROGRAM. Enter
the appropriate code from the
table below:
Code Meaning
1 Participating in
the Combined
Federal/State
Filing Program
blank Not participating
Prior approval is required. A
Consent Form 6847 must be
submitted to IRS before tax
information will be released
to the states. (Refer to Part
A, Sec. 16, Table 2, for money
criteria.) Not all states
participate in this program.
If the Payer/Transmitter is
not participating in the
Combined Federal/State Filing
Program, enter blank. (Refer
to Part A, Sec. 16 for the
requirements that must be met
prior to actual participation
in this program.) Filers who
participate in this program
must incorporate state totals
into corresponding "K" Records
as described in Part C, Sec.
13.
23 Type of Return 1 REQUIRED. Enter appropriate
code from table below:
Type of Return Code
1098 3
1099-A 4
1099-B B
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 Indicators 9 REQUIRED. In most cases, the
box numbers on paper
information returns correspond
with the amount codes on
magnetic media. However, if
discrepancies do occur, the
instructions in this revenue
procedure govern. For a
detailed explanation of the
information to be reported in
each Amount Code, refer to the
1990 "Instructions for Forms
1099, 1098, 5498, and W-2G,"
included in your magnetic
media reporting package. The
amount indicators entered for
a given type of return
indicate type(s) of payment(s)
which were made. For each
Amount Code entered in this
field, a corresponding payment
amount must appear in the
Payee "B" Record.
Example: If position 23 of the
Payer/Transmitter "A" Record
is "7" (for 1099-PATR) and
positions 24-32 are
"247bbbbbb" (b = blanks), this
indicates that you will be
reporting 3 actual payment
amounts in all of the
following Payee "B" Records.
The first payment amount field
in the Payee "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 Indicators in
ASCENDING SEQUENCE (e.g.,
247bbbbbb; b = blanks), left
-justify, filling unused
positions with blanks. For
further clarification of the
Amount Indicator codes,
contact the IRS/MCC. (See Part
A, Sec. 3).
Amount Indicators For Reporting Interest
Form 1098 -- Mortgage Received from Payer(s)/
Interest Statement Borrower(s) (Payer of Record)
on Form 1098-
Amount
Code Amount Type
1 Mortgage interest
received from
payer(s)/
borrower(s)
Amount Indicators For Reporting the Acquisition
Form 1099-A -- or Abandonment of Secured
Acquisition or Property on Form 1099-A:
Abandonment of Code Amount Type
Secured Property
2 Balance of
principal
outstanding
3 Gross foreclosure
proceeds
4 Appraisal value
Amount Indicators For Reporting Payments on Form
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)
6 Profit (or loss)
realized in 1990
7 Unrealized profit
(or loss) on open
contracts --
12/31/89
8 Unrealized profit
(or loss) on open
contracts --
12/31/90
9 Aggregate profit
(or loss)
NOTE: 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 Payee "B" Record -- General Field Descriptions, Payment
Amount Fields, for instructions on reporting negative amounts. Do not
report negative amounts for Amount Codes 3 and 4.
Amount Indicators For Reporting Payments on Form
Form 1099-DIV -- 1099-DIV:
Dividends and Amount
Distributions 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 equal the sum of Amounts reported in Amount
Codes 2, 3, 4 and 5.
Amount Indicators For Reporting Payments on Form
Form 1099-G -- 1099-G:
Certain Government Amount
Payments Code Amount Type
1 Unemployment
compensation
2 State or local
income tax refunds
4 Federal income tax
withheld (Backup
Withholding)
5 Discharge of
indebtedness
6 Taxable grants
7 Agriculture
payments
Amount Indicators For Reporting Payments on Form
Form 1099-INT -- 1099-INT:
Interest Income Amount
Code Amount Type
1 Earnings from
savings and loan
associations,
credit unions,
bank deposits,
bearer
certificates of
deposit, etc.
2 Early withdrawal
penalty
3 U.S. Savings
Bonds, etc.
4 Federal income tax
withheld (Backup
Withholding)
5 Foreign tax paid
Amount Indicators For Reporting Payments on Form
Form 1099-MISC -- 1099-MISC:
Miscellaneous Amount
Income Code Amount Type
1 Rents
2 Royalties
3 Prizes, awards,
etc.
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
1)
8 Substitute
payments in lieu
of dividends or
interest
9 Direct sales
"indicator" (see
Note 2)
NOTE 1: Amount Code "7" is normally used to report Nonemployee
Compensation. However, Amount Code "7" may also be used to report
Crop Insurance Proceeds. If both Nonemployee compensation and Crop
Insurance Proceeds are being paid to the same payee, two separate
Payee "B" Records are required. See Part B, Sec. 6, Document Specific
Code for instructions on how to indicate Crop Insurance Proceeds.
NOTE 2: Use Amount Code "9" to report the occurrence of 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. Refer
to the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G," for
specific instructions. Amount Code "9" actually reflects an indicator
of direct sales of $5,000 or more and not the actual payment amount.
The corresponding payment amount field in the payee "B" Record MUST
be 0000000100 to reflect direct sales of $5,000 or more. This does
not mean that a payment of $1.00 was made or is being reported.
Amount Indicators For Reporting Payments on Form
Form 1099-OID -- 1099-OID:
Original Issue Amount
Discount Code Amount Type
1 Original issue
discount for 1990
2 Other periodic
interest
3 Early withdrawal
penalty
4 Federal income tax
withheld (Backup
Withholding)
Amount Indicators For Reporting Payments on Form
Form 1099-PATR -- 1099-PATR:
Taxable Amount
Distributions Code Amount Type
Received From
Cooperatives 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)
9 Low income housing
credit (see Note)
NOTE: The amounts shown for Amount Indicators 6, 7, 8 and 9 must be
reported to the payee; however, they need not be reported to IRS.
Amount Indicators For Reporting Payments on Form
Form 1099-R -- Total 1099-R:
Distributions from Amount
Profit-Sharing, Code Amount Type
Retirement Plans,
Individual Retirement 1 Gross distribution
Arrangements, 2 Taxable amount
Insurance (see Note 1)
Contracts, Etc. 3 Amount in Amount
Code 2 eligible
for capital gain
election
4 Federal income tax
withheld (see Note
2)
5 Employee
contributions or
insurance premiums
6 Net unrealized
appreciation in
employer's
securities
8 Other
9 State income tax
withheld (see Note
3)
NOTE 1: 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 contribution, enter the value of the stock in
Amount Code 1, enter zero (0) in Amount Code 2, and enter the
employee's contribution in Amount Code 5.
NOTE 2: See the 1990 "Instructions for Forms 1099, 1098, 5498, and
W-2G" for further information concerning the definition of federal
income tax withheld for Form 1099-R.
NOTE 3: State income tax withheld has been added for the convenience
of the payer but need not be reported to IRS.
Amount Indicators For Reporting Payments on Form
Form 1099-S -- 1099-S:
Proceeds From Real Amount
Estate Transactions Code Amount Type
2 Gross Proceeds
Amount Indicators For Reporting Payments on Form
Form 5498 -- 5498:
Individual Retirement Amount
Arrangement Code Amount Type
Information (see
Note) 1 Regular IRA
contributions made
in 1990 and 1991
for 1990
2 Rollover IRA
contributions
3 Life insurance
cost included in
Amount Code 1
4 Fair market value
of the account
NOTE: Form 5498 is filed for each person for whom you maintained an Individual Retirement Arrangement (IRA) (including an Individual Retirement Arrangement maintained as part of a Simplified Employee Pension (SEP)) during 1990. Amount Code 4 represents the value of the account. Trustees and issuers of IRAs and SEPs must report the value of accounts in existence during the year, even if no contributions were made during the year. However, if a total distribution was made from an IRA during the year and no contributions were made for that year, you need not file Form 5498 to reflect that the fair market value on December 31 was zero. Do not report employer SEP contributions on Form 5498; however, you must report the value of the SEP account. For an IRA, use all applicable Amount Codes. If no IRA contributions were made for 1990, you will only use Amount Code 4. Only IRA contributions to be applied to 1990 that are made between January 1, 1990 and April 15, 1991 are to be reported in Amount Code 1. For further information concerning IRA reporting, see Rev. Proc. 89-52, printed in IR Bulletin 1989-37 on September 11, 1989.
Amount Indicators For Reporting Payments on Form
Form W-2G -- Certain W-2G:
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 has been added for the convenience of
the payer but need not be reported to IRS.
33-44 Blank 12 Enter blanks.
45-49 Transmitter 5 REQUIRED. Enter the five
Control character alpha/numeric
Code (TCC) Transmitter Control Code
assigned by IRS. You MUST have
a TCC to file data on this
program. DO NOT ENTER MORE
THAN ONE TCC PER FILE.
50 Foreign 1 Enter a "1" if the payer is a
Corporation foreign corporation and income
Indicator is paid by the corporation to
a U.S. resident from sources
outside of the United States.
(See Part A, Sec. 17 for the
definition of a Foreign
Corporation.) If the payer is
not a foreign corporation,
enter a blank. (See Note).
NOTE: Some filers are submitting their files with a "1" coded in Position 50 in all of the records contained on the file, whether the payer is a foreign corporation or not. Records that are coded as foreign corporations are processed differently than those that are coded with a blank in Position 50. If your program automatically codes a "1" in Position 50, all of the records on your file will be processed as foreign corporations. If you erroneously report corporations as foreign, you may be subject to a penalty for providing incorrect information to IRS. Therefore, be sure to code only those records as foreign corporations that should be coded as such.
51-90 First Payer Name 40 REQUIRED. Must be present or
files will be returned for
correction. Enter the name of
the payer whose Federal EIN
appears in positions 8-16 of
the "A" Record, in the manner
in which it is used on other
tax returns. Any extraneous
information must be deleted
from the name line. Left-
justify and fill with blanks.
(Do not enter the Transfer
Agent's name in this field.
The Transfer Agent's name
should appear in the Second
Payer Name field.) NOTE: WHEN
REPORTING FORM 1098, MORTGAGE
INTEREST STATEMENT, THE "A"
RECORD WILL REFLECT THE NAME
AND EIN OF THE RECIPIENT OF
THE INTEREST (THE FILER). 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
"B" RECORD WILL REFLECT THE
SELLER.
91-130 Second Payer Name 40 The contents of this field are
dependent upon the TRANSFER
AGENT INDICATOR in Sector 1,
Position 131. If the Transfer
Agent Indicator contains a
"1", this field must contain
the name of the Transfer
Agent. If the Transfer Agent
Indicator contains a "0"
(zero), this field must
contain either a continuation
of the First Payer Name field
or blanks. Left-justify and
fill unused positions with
blanks. IF NO ENTRIES ARE
PRESENT FOR THIS FIELD, FILL
WITH BLANKS. (See Part A, Sec.
17 for a definition of
Transfer Agent.)
131 Transfer Agent 1 REQUIRED. Identifies the
Indicator entity in the Second Payer
Name field. (See Part A, Sec.
17 for a definition of
Transfer Agent.)
Code Meaning
1 The entity in the
Second Payer Name
field is the
Transfer Agent.
0 (zero) The entity shown
is not the
Transfer Agent
(e.g., the Second
Payer Name field
contains either a
continuation of
the First Payer
Name field or
blanks).
132-171 Payer Shipping 40 REQUIRED. If the TRANSFER
Address AGENT INDICATOR in Sector 1,
position 131 of this record is
a "1" enter the shipping
address of the Transfer Agent.
Otherwise, enter the shipping
address of the payer. Left-
justify and fill with blanks.
172-211 Payer City, State 40 REQUIRED. If the TRANSFER
and ZIP Code AGENT INDICATOR in Sector 1,
position 131 of this Record is
a "1", enter the City, State
and ZIP Code of the Transfer
Agent. Otherwise, enter the
City, State and ZIP Code of
the payer. Left-justify and
fill with blanks.
212-256 Blank 45 Enter blanks.
SECTOR 2 -- Sector 2 need only be used if the Payer and Transmitter
are not the same.
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be "2". Used to
sequence the sectors making up
a PAYER Record.
2 Record Type 1 REQUIRED. Enter "A".
3-82 Transmitter Name 80 REQUIRED. (Only if payer and
transmitter 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, enter blanks in this
field.
83-122 Transmitter 40 REQUIRED. (Only if payer and
Mailing transmitter are not the same.)
Address Enter the mailing address of
the transmitter. Left-justify
and fill with blanks. If the
payer and transmitter are the
same, enter blanks in this
field.
123-162 Transmitter City, 40 REQUIRED. (Only if the payer
State and and transmitter are not the
ZIP Code same.) Enter the City, State
and ZIP Code of the
transmitter. Left-justify and
fill with blanks. If the payer
and transmitter are the same,
enter blanks in this field.
163-256 Blank 94 Enter blanks.
SEC. 3. PAYER/TRANSMITTER "A" RECORD -- RECORD LAYOUT
[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]
SEC. 4. PAYEE "B" RECORD -- GENERAL INFORMATION FOR ALL FORMS
.01 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 in Part C:
(a) Sec. 5. 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-OID, 1099-S AND W-2G. (See Part C, Sec. 7, 8, 9, 10 and 11 for field descriptions for Sector 2 of Forms. 1099-A, 1099-B, 1099-OID, 1099-S and W-2G.)
(b) Sec. 6. 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-OID, 1099-S AND W-2G.
(c) Sec. 7. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-A.
(d) Sec. 8. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-B.
(e) Sec. 9. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-OID.
(f) Sec. 10. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-S.
(g) Sec. 11. PAYEE "B" RECORD -- FIELD DESCRIPTIONS AND RECORD LAYOUT FOR SECTOR 2 OF FORM W-2G.
For tax year 1990 data, all "B" Records will consist of two sectors of 256 positions each. In the "A" Record, the Amount Indicator Codes that appear in diskette positions 24 through 32 of Sector 1 will be left-justified and blank filled. In the "B" Record, you will allow for all nine payment amount fields and for those not used, enter zeros. For example, if you are reporting on Form 1099-PATR, you will enter a "7" in diskette position 23 of Sector 1 of the "A" Record, Type of Return Indicator field. If you are 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 Payee "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-OID, 1099-S and W-2G. Refer to Part C, Sec. 7, 8, 9, 10 and 11 respectively for the record layouts for Sector 2 of these records.
.03 IRS must be able to identify the surname (last name) associated with the TIN (SSN or EIN) furnished on a statement. The specifications below include a field in the payee records called "Name Control" in which the first four characters of the payee's surname or last name are to be entered by the payers. The surname or last name should appear first in the First Payee Name field of all Payee "B" Records; however, if your records have been developed using the first name first, a blank must appear between the first and last names.
.04 If payers are unable to provide the first four characters of the surname, the Name Control Field may be left blank; however, compliance with the following will facilitate IRS computer programs in generating the Name Control.
(a) The surname of the payee whose TIN (SSN or EIN) is shown in the Payee "B" Record should always appear first. If, however, you enter the first name first, you 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 Payee "B" Record, must be present in the First Payee Name field. Surnames of any other payees in the record may be entered in the Second Payee Name field.
.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 filer's own personal use. IRS does not use the data provided in the Special Data Entries field; therefore, the IRS program doesn't check the content or format of the data entered in this field. It is the filer's choice whether or not this field is used. If this field is coded, it will not affect the processing of the Payee "B" Records.
.06 Those filers participating in the Combined Federal/State Filing Program must code their records appropriately for the state to receive the information. The state code appears in Sector 2, positions 180 and 181. The file should also meet the money criteria described in Part A, Sec. 16, Table 2.
.07 Do not code for the states unless prior approval to participate has been granted by IRS. See Part A, Sec. 16, Table 1 for a list of the participating states.
FORMS 1098, 1099-A, 1099-B, 1099-S AND W-2G CANNOT BE FILED UNDER THE COMBINED FEDERAL/STATE FILING PROGRAM. Your files must meet all of the requirements specified in Part A, Sec. 16 in order to participate in this program.
.08 All alpha characters entered in the "B" Record should be uppercase.
.09 Do not use decimal points (.) to indicate dollars and cents.
.10 IRS STRONGLY ENCOURAGES FILERS TO REVIEW THEIR DATA FOR ACCURACY BEFORE SUBMISSION TO PREVENT ISSUANCE OF ERRONEOUS NOTICES TO PERSONS FOR WHOM REPORTS ARE FILED. FILERS SHOULD BE ESPECIALLY CAREFUL THAT THEIR TAXPAYER NAMES, SOCIAL SECURITY NUMBERS (SSNs), 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 EIN OF THE RECIPIENT OF THE INTEREST (THE FILER). THE "B" RECORD WILL REFLECT THE INDIVIDUAL PAYING THE INTEREST (BORROWER/PAYER OF RECORD) AND THE AMOUNT PAID.
SEC. 5. 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-OID, 1099-S AND W-2G.
.01 For Forms 1099-A, 1099-B, 1099-OID, 1099-S and W-2G, see Part C, Sec. 7, 8, 9, 10 and 11 respectively for the field descriptions and record layouts for Sector 2 of these records.
RECORD NAME: PAYEE "B" RECORD
NOTE: For all fields marked REQUIRED, you must provide the
information described under Description and Remarks. For fields not
marked REQUIRED, you 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. When using double density diskettes, each
"B" Record will consist of two 256 position sectors.
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "1". It is
used to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-4 Payment Year 2 REQUIRED. Enter "90".
5-6 Document Specific 2 REQUIRED FOR FORMS 1099-R,
Code 1099-MISC, 1099-G, AND W-2G.
FOR ALL OTHER FORMS, OR IF NOT
USED, ENTER BLANKS. For Form
1099-R, enter the appropriate
code(s) for the Distribution
Code. More than one code may
apply for Form 1099-R;
however, if only one code is
required, it will be entered
in position 5. Position 6 will
be blank. NOTE: You MUST enter
at least one (1) Distribution
Code for Form 1099-R. BLANKS
in BOTH positions 5 and 6 are
NOT acceptable for Form 1099
-R. For Form 1099-MISC,
position 5 is used to indicate
Crop Insurance Proceeds.
Position 6 will be blank. For
Form 1099-G, enter the year of
income tax refund in position
5. Position 6 will be blank.
For Form W-2G enter the Type
of Wager in position 5.
Position 6 will be blank.
Distribution Code Use only for reporting on Form
(Form 1099-R) 1099-R to identify the
Distribution Code. Enter the
applicable code from the
following table. A "0" (zero)
is not a valid code for Form
1099-R. A numeric code MUST be
entered in all cases except
when Code P or D is used.
However, when using Code P for
an IRA distribution under
section 408(d)(4), you may
also enter Code 1, if it
applies. If you are reporting
a total distribution from a
plan that includes a
distribution from a DEC, you
must report two separate "B"
Records; one to report the
distribution of DECs and the
other to report the
distribution from the other
part of the plan. In addition,
if more than one numeric code
is applicable to a
distribution, report two
separate Payee "B" Records.
Category (See Note) Code
Early (premature)
distribution, no known
exception /*/ 1 /*/
Early (premature)
distribution,
exception applies (as
defined in Sec.
72(q), (t), or (v))
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
1990 8
PS58 costs 9
Excess contributions
plus earnings/excess
deferrals taxable in
1989 P
Qualifies for 5-year/
10-year averaging A
Qualifies for death
benefit exclusion B
Qualifies for both A
and B C
Excess contributions
plus earnings/excess
deferrals taxable in
1988 D
/*/ If you are reporting a distribution for an IRA or SEP for Codes
1, 2, 3, 4, 5, or 7, you MUST code a "1" in Sector
1, Position 45, of the Payee "B" Record.
NOTE: For detailed explanations of the distribution codes, see the
1990 "Instructions for Form 1099, 1098, 5498, and W-2G" included in
your magnetic media reporting packages.
Crop Insurance If the payment amount reported
Proceeds (Form for Amount Code 7 is crop
1099-MISC only) insurance proceeds, enter a
"1" in position 5. Position 6
will be blank.
Tax Year of Use only for reporting the tax
Refund (Form 1099-G year for which the refund was
only) issued. Enter the NUMERIC year
for which the refund was
issued (e.g., for 1989 enter
9). However, if the payment
amount field associated with
Amount Indicator 2, State or
Local Income Tax Refunds,
contains a refund, credit or
offset that is attributable to
an income tax which applies
exclusively to income from a
trade or business and is not
of general application, then
enter the ALPHA equivalent of
the year for which the refund
was issued from the table
below (e.g., for 1989 enter
I). This code should appear in
position 5. Position 6 will be
blank.
Year for Which
Trade or Business Alpha /*/
Refund was Issued Equivalent
1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
0 J
/*/ To be used for trade or
business refunds only.
Type of Wager Use only for reporting the
(Form W-2G only) Type of Wager on Form W-2G.
This code will appear 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, unlabeled
winnings, etc.) 8
7 Blank 1 Enter blank.
8 Corrected Return 1 Diskette position 8 is used to
Indicator indicate a corrected return.
Refer to Part A, Sec. 13 for
specific instructions on how
to file corrected returns
using magnetic media.
9-12 Name Control 4 Enter the first four (4)
characters of the surname
(last name) of the payee. The
surname of the person whose
TIN is being reported in
positions 16-24 of the "B"
Record should be used to
determine the Name Control.
This is especially important
in the case of trustee
accounts. IF THE NAME THAT
CORRESPONDS TO THE TIN IS NOT
INCLUDED IN THE FIRST OR
SECOND PAYEE NAME LINE, EVERY
EFFORT SHOULD BE MADE TO
DEVELOP THE CORRECT NAME
CONTROL FOR THE NAME THAT
CORRESPONDS TO THE TIN.
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, 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. IF THE NAME CONTROL
IS NOT DETERMINABLE BY THE
PAYER, LEAVE THIS FIELD BLANK.
A dash (-) and ampersand (&)
are the only acceptable
special characters. (See Part
A, Sec. 14 for information on
Name Controls.)
The following examples may be helpful to you 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
Sole Proprietor:
Jane and Mark Hemlock c/o The HEML
Sunshine Club
Partnership:
Robert Aspen and Bess Willow ASPE
Harold Fir, Bruce Elm, and
Joyce FIR /*/
Spruce et al Ptr
Estate:
Frank White Estate WHIT
Sheila Blue Estate BLUE
Trusts and Fiduciaries:
Daisy Corporation Employee DAIS
Benefit Trust
Trust FBO The Cherryblossom CHER
Society
Labor Organization:
Laborer's Union, AFL-CIO LABO
St. Bernard's Methodist
Church Bldg. STBE
Fund
/*/ Name Controls of less than four (4) significant characters
must be left-justified and blank filled.
13-14 Blank 2 Enter blanks.
15 Type of TIN 1 REQUIRED. This field is used
to identify the Taxpayer
Identification Number (TIN) in
positions 16-24 as either an
Employer Identification
Number, a Social Security
Number, or that the type is
undeterminable. Enter the
appropriate code from the
following table:
Type of Type of
TIN TIN Account
1 EIN A business,
organization,
or other
entity that is
not an
individual
2 SSN An individual
blank N/A If the type of
TIN is
undeter-
minable, enter
a blank.
16-24 Taxpayer 9 REQUIRED. Enter the valid 9-
Identification digit Taxpayer Identification
Number Number of the payee (SSN or
EIN, as appropriate). If an
identification number has been
applied for but not received,
enter blanks. DO NOT ENTER
HYPHENS, ALPHA CHARACTERS, ALL
9's OR ALL ZEROS.
25-44 Payer's 20 DO NOT ENTER A TAXPAYER
Account IDENTIFICATION NUMBER IN THIS
Number FIELD. We strongly encourage
for Payee the payer to use this field to
enter the payee's account
number which can be any number
assigned by the payer to the
payee (e.g., checking or
savings account number). THIS
NUMBER SHOULD BE UNIQUE AND
WILL HELP TO DISTINGUISH THE
INDIVIDUAL PAYEE'S ACCOUNT,
AND WILL HELP IDENTIFY A
SPECIFIC TRANSACTION IF
MULTIPLE RETURNS ARE FILED FOR
ONE PAYEE. This information is
helpful if corrected returns
are filed. This number is also
provided with your Invalid/No-
TIN notification from IRS and
may help you determine the
branch or subsidiary reporting
the transaction. YOU ARE
STRONGLY ENCOURAGED TO USE
THIS FIELD. Do not define data
in this field in packed
decimal format. If fewer than
twenty characters are
required, you may either left-
or right-justify, filling the
remaining positions with
blanks.
45 IRA/SEP Indicator 1 This field is only used when
reporting Forms 1099-R. This
field will be coded ONLY if
you entered a code 1, 2, 3, 4,
5, or 7 in either Position 5
or 6, Document Specific Code,
of Sector 1 of the Payee "B"
Record, AND you are reporting
a distribution from an IRA or
SEP. Enter the appropriate
indicator from the table
below:
Indicator Usage
1 You are reporting
an IRA or SEP
Distribution.
Blank You are NOT
reporting an IRA
or SEP
Distribution.
46-47 Percentage of 2 THIS FIELD IS ONLY USED WHEN
Total REPORTING FORM 1099-R, and
Distribution ONLY if you are reporting a
total distribution to more
than one person. This field is
only 2 positions in length
because when a total
distribution is made to more
than one person, the figure
MUST be 99% or less. 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% will be 10%;
10.5% or more will be 11%).
Enter the percentage received
by the person whose TIN is
included in positions 16-24,
Sector 1, of the Payee "B"
Record. This field must be
right-justified, and unused
positions must be zero filled.
If not applicable, enter
blanks. You need not enter a
percentage for IRA or SEP
distribution.
48-51 Blank 4 Enter blanks.
Payment Amount REQUIRED. You must allow for
Fields all payment amounts; for
(Must be numeric) those not used enter ZEROS.
For example, if position 23 of
Sector 1 of the "A" Record is
"7" (for 1099-PATR) and
positions 24-32 are
"247bbbbbb" (b = blank), this
indicates you are reporting 3
actual payment amounts in all
of the following Payee "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). You may NOT enter ANY
negative payments for Form
1099-MISC. Positive and
negative amounts are indicated
by placing a "+" or "-" (minus
sign) in the leftmost position
of the payment amount field. A
negative overpunch in the
units position may be used,
instead of the minus sign, to
indicate a negative amount. If
a plus sign, minus sign, or
negative overpunch is not
used, the number will be
assumed to be positive.
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 you are
reporting money amounts 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 amounts.
DO NOT SPLIT THIS FIGURE IN
HALF.
52-61 Payment /*/ 10 The amount reported in this
Amount 1 field represents payments for
Amount Code 1 in the
Payer/Transmitter "A" Record.
62-71 Payment /*/ 10 The amount reported in this
Amount 2 field represents payments for
Amount Code 2 in the
Payer/Transmitter "A" Record.
72-81 Payment /*/ 10 The amount reported in this
Amount 3 field represents payments for
Amount Code 3 in the
Payer/Transmitter "A" Record.
82-91 Payment /*/ 10 The amount reported in this
Amount 4 field represents payments for
Amount Code 4 in the
Payer/Transmitter "A" Record.
92-101 Payment /*/ 10 The amount reported in this
Amount 5 field represents payments for
Amount Code 5 in the
Payer/Transmitter "A" Record.
102-111 Payment /*/ 10 The amount reported in this
Amount 6 field represents payments for
Amount Code 6 in the
Payer/Transmitter "A" Record.
112-121 Payment /*/ 10 The amount reported in this
Amount 7 field represents payments for
Amount Code 7 in the
Payer/Transmitter "A" Record.
122-131 Payment /*/ 10 The amount reported in this
Amount 8 field represents payments for
Amount Code 8 in the
Payer/Transmitter "A" Record.
132-141 Payment /*/ 10 The amount reported in this
Amount 9 field represents payments for
Amount Code 9 in the
Payer/Transmitter "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 Country 1 REQUIRED. If the payee's
Indicator address is in a foreign
country, enter a "1" in this
field. This will allow you to
use any format for the Payee
Address, City, State and ZIP
Code. Address information must
not appear in the First or
Second Payee Name Lines.
If the address for the payee
is a U.S. address, you must
enter a blank in this field.
The free address format may
only be used for foreign
addresses. For U.S. addresses,
you must use the U.S. Postal
Service state abbreviations in
diskette positions 72 and 73
of Sector 2 of the "B" Record.
These abbreviations are
provided in Part A, Sec. 18.
163-202 First Payee Name 40 REQUIRED. Do not enter address
Line information in this field.
Enter the name of the payee
(preferably surname (last
name) first) whose Taxpayer
Identification Number appears
in positions 16-24 of Sector 1
of the "B" Record. If fewer
than 40 characters are
required, left-justify and
fill unused positions with
blanks. If more space is
required for the name, utilize
the Second Payee Name Line
field below. If there are
multiple payees, only the name
of the payee whose Taxpayer
Identification Number has been
provided may be entered in
this field. The names of the
other payees should be entered
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
FILER). 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
INFORMATION.
203-242 Second Payee 40 If the payee name requires
Name Line more space than is available
in the First Payee Name Line,
enter only the remaining
portion of the name in this
field. If there are multiple
payees (e.g., partners or
joint owners), we encourage
you to use this field for
those payees' names not
associated with the Taxpayer
Identification Number in
positions 16-24 of Sector 1 of
the "B" Record. DO not enter
address information in this
field. NOTE: It is important
that you provide as much payee
information to IRS as possible
to identify the owner of the
Taxpayer Identification
Number. 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 -- See Part C, Sec. 7, 8, 9, 10 and 11 for field descriptions
for Sector 2 of Forms 1099-A, 1099-B, 1099-OID, 1099-S and
W-2G.
--------------------------------------------------------------------
1 Record Sequence 1 REQUIRED. Must be a "2". Used
to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (Country) and Payee
ZIP Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1."
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified, and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP Code 9 REQUIRED. Enter the valid 9
digit ZIP Code assigned by the
U.S. Postal Service. If only
the first 5 digits are known,
left-justify and fill the
unused positions with blanks.
Use this field for the ZIP
Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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.
113-179 Special Data 67 This portion of the Payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
180-181 Combined 2 If a payee record is to be
Federal/ forwarded to a state agency as
State Code part of the Combined Federal/
State Filing Program, enter
the valid state code from Part
A, Sec. 16, Table 1. For those
filers or states NOT
participating in this program
or filers of Form 1098, ENTER
BLANKS.
182-256 Blank 75 Enter blanks.
SEC. 6. 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-OID, 1099-S AND W-2G.
01. See Part C, Sec. 7, 8, 9, 10 and 11 for the field descriptions and record layouts for Sector 2 of Form 1099-A, 1099-B, 1099-OID, 1099-S and W-2G.
[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]
SEC. 7. 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. For detailed explanations of the 1099-A fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part C, Sec. 5 for field descriptions for Sector 1 of the Payee "B" Record for Forms 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 Sequence 1 REQUIRED. Must be a "2". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (Country) and Payee
ZIP Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1".
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
Code digit ZIP Code assigned
by the U.S. Postal Service. If
only the first 5 digits are
known, left-justify and fill
the unused positions with
blanks. Use this field for the
ZIP Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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 payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
134-139 Date of Lender's 6 REQUIRED FOR FORM 1099-A ONLY.
Acquisition or Enter the date of the
Knowledge of acquisition the secured
Abandonment property or the date you first
knew or had reason to know
that the property was
abandoned in the format MMDDYY
(e.g., 102490). DO NOT ENTER
HYPHENS OR SLASHES.
140 Liability 1 REQUIRED FOR FORM 1099-A ONLY.
Indicator Enter the appropriate
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 brief description of
the property. For example, 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-1988 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
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 8. 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. For detailed explanations of the 1099-B fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part C, Sec. 5 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 Sequence 1 REQUIRED. Must be a "2". Used
to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (country) and Payee
ZIP Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1".
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
Code digit ZIP Code assigned by the
U.S. Postal Service. If only
the first 5 digits are known,
left-justify and fill the
unused positions with blanks.
Use this field for the ZIP
Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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.
113-122 Special Data 10 This portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
123 Gross 1 REQUIRED FOR FORM 1099-B ONLY.
Proceeds Enter appropriate indicator
Reported to IRS from the table below. If this
Indicator field is not utilized, ENTER
BLANKS.
Indicator Usage
1 Gross Proceeds
2 Gross Proceeds
less commission
and option
premiums
124-129 Date of 6 REQUIRED FOR FORM 1099-B ONLY.
Sale For broker transactions, enter
the trade date of the
transaction in the format
MMDDYY (e.g., 102490). For
barter exchanges, enter the
date cash, property, a credit,
or scrip is actually or
constructively received. Enter
blanks if this is an aggregate
transaction. DO NOT ENTER
HYPHENS OR SLASHES.
130-142 CUSIP Number 13 REQUIRED FOR FORM 1099-B ONLY.
For broker transactions only,
enter the CUSIP (Committee on
Uniform Security
Identification Procedures)
number of the item reported
for Amount Indicator "2"
(Stocks, bonds, etc.). Enter
blanks if this is an aggregate
transaction. Enter "0" (zeros)
if the number is not available
or applicable. For CUSIP
numbers with less than 13
characters, right-justify and
fill the remaining positions
with blanks.
143-181 Description 39 REQUIRED FOR FORM 1099-B ONLY.
Enter a brief description of
the item or services for which
the proceeds are being
reported. If fewer than 39
characters are required, left-
justify and fill unused
positions with blanks. For
regulated futures contracts,
enter "RFC" and any amount
subject to backup withholding.
Enter blanks if this is an
aggregate transaction.
182-256 Blank 75 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-B
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 9. 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. For detailed explanations of the 1099-OID fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part C, Sec. 5 for field descriptions for Sector 1 of the Payee "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. Must be a "2". Used
Sequence to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (country) and Payee
ZIP Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1".
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified, and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
Code digit ZIP Code assigned by the
U.S. Postal Service. If only
the first 5 digits are known,
left-justify and fill the
unused positions with blanks.
Use this field for the ZIP
Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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 Data 28 This portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for filing
requirements. If this field is
not utilized, ENTER BLANKS.
141-179 Description 39 REQUIRED. Enter identification
number (CUSIP Number) or
description of the obligation.
The description may include
the stock exchange, issuer,
coupon rate and year of
maturity. 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
Federal/ forwarded to a state agency as
State Code part of the Combined Federal/
State Filing Program, enter
the valid state code from Part
A, Sec. 16, Table 1. For those
filers or states NOT
participating in this program,
ENTER BLANKS.
182-256 Blank 75 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-OID
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 10. 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. For detailed explanations of the 1099-S fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part C, Sec. 5 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. Must be a "2". Used
Sequence to sequence the sectors
making up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee ZIP Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (Country) and Payee
ZIP Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1".
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified, and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
Code digit ZIP Code assigned by the
U.S. Postal Service. If only
the first 5 digits are known,
left-justify and fill the
unused positions with blanks.
Use this field for the ZIP
Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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 portion of the payee "B"
Entries Record may be used to record
information for state or local
government reporting or for
the filer's own purposes.
Payers should contact their
state or local revenue
departments for their filing
requirements. If this field is
not utilized, ENTER BLANKS.
134-139 Date of 6 REQUIRED FOR FORM 1099-S ONLY.
Closing Enter the closing date in the
format MMDDYY (e.g., 102490).
DO NOT ENTER HYPHENS OR
SLASHES.
140-178 Description 39 REQUIRED FOR FORM 1099-S ONLY.
Enter the address of the
property transferred or a
legal description of the
property. If you are entering
an address, include the state
and ZIP code where the
property is located. If fewer
than 39 positions are
required, left-justify and
fill unused positions with
blanks.
179 Property 1 REQUIRED FOR FORM 1099-S ONLY.
or Services If the transferor received or
Received will receive property (other
than cash) or services as part
of the consideration for the
property transferred, enter
"1." If this field is not
utilized, enter blank.
180-256 Blank 77 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 2 OF FORM 1099-S
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 11. 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. For detailed explanations of the W-2G fields see the 1990 "Instructions for Forms 1099, 1098, 5498, and W-2G" included in your reporting package.
.02 See Part C, Sec. 5 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. Must be a "2". Used
Sequence to sequence the sectors making
up a PAYEE Record.
2 Record Type 1 REQUIRED. Enter "B".
3-42 Payee Mailing 40 REQUIRED. Enter mailing
Address address of payee. Left-justify
and fill unused positions with
blanks. The address MUST be
present. This field MUST NOT
contain any data other than
the payee's mailing address.
Any format may be used in
reporting a foreign mailing
address.
For U.S. addresses, the Payee City, Payee State and Payee Zip Code
must be reported as a 29, 2 and 9 position field, respectively. For
foreign addresses, the Payee City, Payee State (country) and Payee
Zip Code may be reported as a continuous 40 position field. When
reporting a foreign address, the Foreign Country Indicator must
contain a "1".
43-71 Payee City 29 REQUIRED. Enter the city,
left-justified, and fill the
unused positions with blanks.
Do not enter state and ZIP
Code information in this
field.
72-73 Payee State 2 REQUIRED. Enter the
abbreviation for the state as
shown in Part A, Sec. 18. You
MUST use valid U.S. Postal
Service state abbreviations
for U.S. addresses.
74-82 Payee ZIP 9 REQUIRED. Enter the valid 9
Code digit ZIP Code assigned by the
U.S. Postal Service. If only
the first 5 digits are known,
left-justify and fill the
unused positions with blanks.
Use this field for the ZIP
Code only. For foreign
countries, alpha characters
are acceptable as long as you
have entered a "1" 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.
113-118 Date Won 6 REQUIRED FOR FORM W-2G ONLY.
Enter the date of the
winning event in the format
MMDDYY (e.g., 102490). 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.
If applicable, the ticket
number, card number (and
color, if applicable), machine
serial number or any other
information that will help
identify the winning
transaction. Not applicable
for horse and dog racing, jai
alai and certain other
wagering transactions,
sweepstakes, wagering pools
and certain lotteries. If no
entry, enter blanks.
134-138 Race 5 REQUIRED FOR FORM W-2G ONLY.
If applicable, the race (or
game) applicable to the
winning ticket. If no entry,
enter blanks.
139-143 Cashier 5 REQUIRED FOR FORM W-2G ONLY.
If applicable, the initials of
the cashier making the winning
payment. If no entry, enter
blanks.
144-148 Window 5 REQUIRED FOR FORM W-2G ONLY.
The window number or location
of the person paying the
winnings. If no entry, enter
blanks.
149-163 First ID 15 REQUIRED FOR FORM W-2G ONLY.
If applicable, the first
identification number of the
person receiving the winnings.
If no entry, enter blanks.
164-178 Second ID 15 REQUIRED FOR FORM W-2G ONLY.
If applicable, the second
identification number of the
person receiving the winnings.
If no entry, enter blanks.
179-256 Blank 78 Enter blanks.
PAYEE "B" RECORD -- RECORD LAYOUT FOR SECTOR 2 OF FORM W-2G
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 12. END OF PAYER "C" RECORD
.01 The "C" Record consists of one 256-position sector. The Control Total fields are each 15 positions in length.
.02 The End of Payer "C" Record is a summary record for a type of return for a given payer.
.03 The "C" Record will contain the total number of payees and the totals of the payment amount fields filed by a given payer. The "C" Record MUST be written after the last Payee "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.
.04 In developing the "C" Record, for example, if you 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.
.05 Payers/Transmitters must verify the accuracy of the totals in the "C" Record and must enter the totals on the Forms 4804, 4802 or computer generated substitute, which will accompany the shipment. The lines used on Forms 4804 and 4802 to record payment amounts correspond with the Amount Codes used in the "A" Record.
.06 Missing or incorrect End of Payer "C" Records will result in the media being returned for correction.
RECORD NAME: END OF PAYER "C" RECORD
SECTOR 1
Diskette
Position Field Title Length Description and Remarks
--------------------------------------------------------------------
1 Record 1 REQUIRED. Must be a "1". Used
Sequence to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "C".
3-8 Number of 6 REQUIRED. Enter the total
Payees number of Payee "B" Records
covered by the preceding
Payer/Transmitter "A" Record.
Right-justify and zero fill.
9-11 Blank 3 Enter blanks.
REQUIRED. If any corresponding Payment Amount fields are present
in the Payee "B" Records, accumulate into the appropriate Control
Total field. CONTROL TOTALS MUST BE RIGHT-JUSTIFIED, AND UNUSED
CONTROL FIELDS MUST BE ZERO FILLED. Please note that 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
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 13. STATE TOTALS "K" RECORD
.01 The "K" Record consists of one 256-position sector. The Control Total fields are each 15 positions in length.
.02 The State Totals "K" Record is a summary for a given payer and type of return to 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 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 you 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. Must be a "1". Used
Sequence to sequence the sectors making
up a PAYER Record.
2 Record Type 1 REQUIRED. Enter "K".
3-8 Number of 6 REQUIRED. Enter the total
Payees number of Payee "B" Records
being coded for this state.
Right-justify and zero fill.
9-11 Blank 3 Enter blanks.
REQUIRED. If any corresponding Payment Amount fields are present
in the Payee "B" Records, accumulate into the appropriate Control
Total field. CONTROL TOTALS MUST BE RIGHT-JUSTIFIED, AND UNUSED
CONTROL FIELDS MUST BE ZERO FILLED. Please note that 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
Federal/ assigned to the state which is
State Code to receive the information.
(Refer to Part A, Sec. 16,
Table 1.)
END OF PAYER "K" RECORD -- RECORD LAYOUT
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
SEC. 14. END OF TRANSMISSION "F" RECORD
.01 The "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 You may enter the total number
"A" Records of Payer/Transmitter "A"
Records in 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
[Editor's note: These record layouts are graphic representations
of the file specifications described above. They have been omitted
because they provide no additional information and are not suitable
for clear on-screen presentation.]
PART D. MISCELLANEOUS INFORMATION
SECTION 1. MAGNETIC MEDIA-RELATED FORMS AND PUBLICATIONS AVAILABLE AT THE IRS MARTINSBURG COMPUTING CENTER
.01 IRS/MCC maintains supplies of magnetic media-related forms and publications including:
-Publication 1220, Specifications for Filing Forms 1098, 1099 Series, 5498, and W-2G Electronically or on Magnetic Tape, Tape Cartridge, 5 1/4 and 3 1/2 Inch Diskettes
-Publication 1255, Requirements and Conditions for Filing Forms 1098, 1099 Series, 5498, and W-2G on 8 Inch Magnetic Diskette
-Publication 1187, Requirements and Conditions for Filing Form 1042S, Foreign Person's U.S. Source Income Subject to Withholding, on Magnetic Tape
-Publication 1239, Requirements and Conditions for Submitting Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, on Magnetic Tape
-Publication 1245, Magnetic Tape Reporting for Forms W-4
-Publication 1437, Revenue Procedure and File Specifications for Magnetic Tape Filing of Fiduciary Returns Forms 1041, and Partnership Returns Form 1065, for Tax Year 1989
-Instructions for Forms 1099, 1098, 5498, and W-2G
-Form 8508, Request for Waiver from Filing Information Returns on Magnetic Media
-Form 4419, Application for Filing Information Returns Magnetically/Electronically
-Form 8809, Request for Extension of Time to File Information Returns
-Form 4804, Transmittal of Information Returns Reported on Magnetic Media
-Form 4802, Transmittal for Multiple Magnetic Media Reporting
-Form 5064, Media Label
-Notice 210, Preparation Instructions for Media Label, Form 5064
-Form 6466, Transmittal of Magnetic Tape of Form W-4, Employee's Withholding Allowance Certificate
-Form 6467, Multiple Employer Transmittal for Magnetic Tape Reporting of Form W-4
-Form 6468, How to Prepare Form 6469, Tape Label for Form W-4
-Form 6469, Tape Label for Form W-4
.02 To order any of these forms or publications, you may contact IRS/MCC (see Part A, Sec. 3 for the address, telephone number, and hours of operation). You may also call the IRS toll- free forms and publications order number (1-800-424-FORM, 1-800-829-FORM after September 30, 1990), or contact your local IRS office.
SEC. 2. FEDERAL DOLLAR CRITERIA
.01 For your convenience, the federal requirements for reporting the information returns to IRS is provided in Table 1.
TABLE 1. FEDERAL DOLLAR REQUIREMENTS
FORM DOLLAR CRITERIA
1098 $600
1099-A ALL
1099-B ALL
1099-DIV $10 ($600 for Liquidations)
1099-G $10 -- Unemployment and Tax Refunds
$600 -- All others
1099-INT $10
$600 (In some cases)
1099-MISC $600
ALL (Fishing boat proceeds)
$10 (Royalties or Substitute Dividend and
Tax-exempt Interest Payments Reportable by
Brokers)
$5,000 -- Direct sales indicator
1099-OID $10
1099-PATR $10
1099-R ALL
1099-S ALL
5498 ALL
W-2G $600
$1200 (Bingo or Slot Machines)
$1500 (Keno)
For specific information, refer to the 1990 "Instructions for
Forms 1099, 1098, 5498, and W-2G."
- Institutional AuthorsInternal Revenue Service
- Code Sections
- Subject Areas/Tax Topics
- Index Termsmagnetic tape reportinginformation returns
- Jurisdictions
- LanguageEnglish
- Tax Analysts Electronic Citation90 TNT 162-23