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IRS Revises Specifications For Filing Tip Reporting Form Electronically.

NOV. 20, 2000

Rev. Proc. 2000-49; 2000-2 C.B. 491

DATED NOV. 20, 2000
DOCUMENT ATTRIBUTES
Citations: Rev. Proc. 2000-49; 2000-2 C.B. 491

Rev. Proc. 2000-49

Reprinted from IR Bulletin 2000-47 dated November 20, 2000 (and containing copies of Forms 4419, 4802, 4804, 8508, and 8809 for taxpayers' use)

     NOTE: Use this revenue procedure to prepare Forms 8027,

 

           Employer's Annual Information Return of Tip Income and

 

           Allocated Tips, for submission to Internal Revenue Service

 

           (IRS) using any of the following:

 

 

           o Magnetic Tape

 

           o Tape Cartridges

 

           o 8mm, 4mm and Quarter Inch-Cartridges (QIC)

 

           o 3-1/2-inch Diskette

 

           o Electronic Filing

 

 

Please read this publication carefully. Persons required to file may be subject to penalties if they do not follow the instructions in this revenue procedure.

     Beginning in calendar year 2003 for Tax Year 2002, 9 track

 

     magnetic tape will no longer be an acceptable method for

 

     submitting Forms 8027 to IRS/MCC. See Part A, Sec. 03 and Part

 

     B, Sec. 2. In addition, IRS/MCC will no longer return problem

 

     media in need of replacement. See Part A, Sec. 2 .06 for details.

 

 

                          Table of Contents

 

 

Part A. General

 

 

Section 1. Purpose

 

Section 2. Nature of Changes

 

Section 3. Where to File and How to Contact the IRS, Martinsburg

 

            Computing Center

 

Section 4. Filing Requirements

 

Section 5. Form 8508, Request for Waiver From Filing Information

 

            Returns on Magnetic Media

 

Section 6. Form 4419, Application for Filing Information Returns

 

            Magnetically/Electronically

 

Section 7. Test Files

 

Section 8. Filing Forms 8027 Magnetically/Electronically

 

Section 9. Due Dates

 

Section 10. Extensions of Time

 

Section 11. Processing of Information Returns

 

            Magnetically/Electronically

 

Section 12. Penalties

 

Section 13. Corrected Returns, Substitute Forms, and Computer-

 

            Generated Forms

 

Section 14. Effect on Paper Returns

 

Section 15. Definition of Terms

 

 

PART B. MAGNETIC MEDIA SPECIFICATIONS

 

 

Section 1. General

 

Section 2. Tape Specifications

 

Section 3. Tape Cartridge Specifications

 

Section 4. 8mm, 4mm, and Quarter-Inch Cartridge Specifications

 

Section 5. 3 1/2-Inch Diskette Specifications

 

Section 6. Record Format and Layout

 

 

PART C. ELECTRONIC FILING SPECIFICATIONS

 

 

Section 1. Background

 

Section 2. Advantages of Filing Electronically

 

Section 3. General

 

Section 4. Electronic Filing Approval Procedure

 

Section 5. Test Files

 

Section 6. Electronic Submissions

 

Section 7. Transmittal Requirements

 

Section 8. Electronic Filing Specifications

 

Section 9. Dial-up Network/Browser Specifications (Web Interface)

 

Section 10. Communication Software Specifications (Text Interface)

 

Section 11. Modem Configuration

 

Section 12. Common Problems Associated with Electronic Filing

 

 

PART D. MISCELLANEOUS INFORMATION

 

 

Section 1. Addresses for Martinsburg Computing Center

 

Section 2. Telephone Numbers for Contacting IRS/MCC

 

 

PART A. GENERAL

SECTION 1. PURPOSE

.01 Form 8027 is used by large food or beverage establishments when the employer is required to make annual reports to the IRS on receipts from food or beverage operations and tips reported by employees.

     Note: All employees receiving $20.00 or more a month in tips

 

           must report 100% of their tips to their employer

 

 

.02 The Internal Revenue Service Martinsburg Computing Center (IRS/MCC) has the responsibility of processing Forms 8027 submitted magnetically/electronically. The purpose of this revenue procedure is to provide the specifications for filing Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, magnetically or electronically. This revenue procedure is updated when legislative changes occur or reporting procedures are modified. Major changes have been emphasized by italics.

.03 This revenue procedure supersedes the following: Rev. Proc. 99-46 published as Publication 1239 (Rev. 03-2000), Specifications for Filing Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, Magnetically or Electronically. This revenue procedure is effective for Forms 8027 due the last day of February 2001 and any returns filed thereafter.

SECTION 2. NATURE OF CHANGES

Numerous editorial changes have been made to the revenue procedure. Please read the publication carefully and in its entirety before attempting to prepare your magnetic/electronic file for submission. Major changes have been emphasized by using italics. The changes are as follows:

.01 Part A, Sec. 3, the street address for mailing magnetic returns and correspondence has changed to 240 Murall Dr.

.02 Part A, Sec. 7, Test Files was added to the publication.

.03 PART B, SEC. 2, TAPE SPECIFICATIONS, BEGINNING IN CALENDAR YEAR 2003 FOR TAX YEAR 2002, IRS/MCC WILL NO LONGER ACCEPT 9 TRACK TAPE FOR FILING FORMS 8027.

.04 Electronic filing specifications are in Part C. Numerous changes have been made to these instructions. Please read this part carefully.

.05 Part D is new and contains miscellaneous information on contacting IRS/MCC in a centralized location within the publication.

.06 BEGINNING IN CALENDAR YEAR 2002 FOR TAX YEAR 2001, IRS/MCC WILL NO LONGER RETURN PROBLEM MEDIA IN NEED OF REPLACEMENT. Filers will continue to receive a tracking form, listing and letter detailing the reason(s) their media could not be processed. Filers will be expected to send in replacement media within the prescribed time frame. This makes it imperative that filers maintain backup copies and/or recreate capabilities for their information return files.

SECTION 3. WHERE TO FILE AND HOW TO CONTACT THE IRS, MARTINSBURG COMPUTING CENTER

.01 All Forms 8027 filed magnetically are processed at IRS/MCC and are to be sent to the following address:

     IRS-Martinsburg Computing Center

 

     Information Reporting Program

 

     240 Murall Drive

 

     Kearneysville, WV 25430

 

 

.02 Requests for paper forms and publications should be requested by calling the "Forms Only Number" listed in your local telephone directory or by calling the IRS toll-free number 1-800- TAX-FORM (1-800-829-3676).

.03 Questions pertaining to magnetic media filing of Forms W2 must be directed to the Social Security Administration (SSA). Filers can call 1-800-SSA-6270 to obtain the phone number of the SSA Employer Services Liaison Officers for their area.

.04 A taxpayer or authorized representative may request a copy of a tax return or a Form W-2 filed with a return by submitting Form 4506, Request for Copy or Transcript of Tax Form, to IRS. This form may be obtained by calling 1-800-TAX-FORM (1-800-829-3676).

.05 The Information Reporting Program (IRP) Call Site, located at the Martinsburg Computing Center, provides service to the payer/employer community (financial institutions, employers, and other transmitters of information returns). The IRP Call Site answers questions concerning tax law and magnetic/electronic filing of Forms 8027 and other information returns (Forms 1096, 1098, 1099, 5498, W-2G, W-3, 1042-S), questionable Forms W-4, inquiries dealing with backup withholding due to missing and incorrect taxpayer identification numbers and questions concerning paper filing of Forms W-2. Recipients of information returns (payees) should continue to contact 1-800-829-1040 or other numbers specified in the tax return instructions with any questions on how to report tax returns.

The Call Site accepts calls from all areas of the country. The number to call is 304-263-8700 or Telecommunications Device for the Deaf (TDD) 304-267-3367. These are toll calls. Hours of operation for the Call Site are Monday through Friday, 8:30 a.m. to 4:30 p.m. Eastern Time. The Call Site is in operation throughout the year to handle the questions of payers, transmitters, and employers. Due to the high demand for assistance at the end of January and February, it is advisable to call as soon as possible to avoid these peak filing seasons.

.06 The telephone numbers for magnetic media inquiries or electronic submissions are:

     304-263-8700 -- Call Site

 

     304-262-2400 -- Electronic Filing

 

     304-267-3367 -- TDD (Telecommunication Device for the Deaf)

 

     304-264-5602 -- Fax Machine

 

 

     (These are not toll-free telephone numbers.)

 

 

     TO OBTAIN FORMS & PUBLICATIONS, CALL:

 

 

     1-800-TAX-FORM(1-800-829-3676)

 

 

     TO OBTAIN FORMS & PUBLICATIONS VIA THE INTERNET:

 

 

     www.irs.gov

 

 

SECTION 4. FILING REQUIREMENTS

.01 Section 6011(e)(2)(A) of the Internal Revenue Code requires that any person, including corporations, partnerships, individuals, estates, and trusts, required to file 250 or more information returns must file such returns on magnetic media.

.02 The filing requirements apply separately to both original and corrected returns.

.03 Filing electronically through the FIRE system with IRS/MCC fulfills the magnetic media filing requirement.

.04 The above requirements do not apply if you establish undue hardship (see Part A, Sec. 5).

SECTION 5. FORM 8508, REQUEST FOR WAIVER FROM FILING INFORMATION RETURNS ON MAGNETIC MEDIA

.01 If an employer is required to file on magnetic media but fails to do so (or fails to file electronically, in lieu of magnetic media filing) and does not have an approved waiver on record, the employer will be subject to a penalty of $50 per return in excess of 250.

.02 If employers are required to file original or corrected returns on magnetic media, but such filing would create a hardship, they may request a waiver from these filing requirements by submitting Form 8508, Request for Waiver From Filing Information Returns on Magnetic Media, to IRS/MCC.

.03 Even though an employer may submit as many as 250 corrections on paper, IRS encourages magnetically or electronically submitted corrections. Once the 250 threshold has been met, filers are required to submit any additional returns magnetically or electronically. However, if a waiver for an original filing is approved, any corrections for the same type of returns will be covered under this waiver.

.04 Generally, only the employer may sign the Form 8508. A transmitter may sign if given power of attorney; however, a letter signed by the employer stating this fact must be attached to the Form 8508.

.05 A transmitter must submit a separate Form 8508 for each employer. Do not submit a list of employers.

.06 All information requested on the Form 8508 must be provided to IRS for the request to be processed.

.07 The waiver, if approved, will provide exemption from magnetic media filing for the current tax year only. Employers may not apply for a waiver for more than one tax year at a time; application must be made each year a waiver is necessary.

.08 Form 8508 may be photocopied or computer-generated as long as it contains all the information requested on the original form.

.09 Filers are encouraged to submit Form 8508 to IRS/MCC at least 45 days before the due date of the returns.

.10 File Form 8508 for Forms W-2 with IRS/MCC, not SSA.

.11 Waivers are evaluated on a case-by-case basis and are approved or denied based on criteria set forth under section 6011(e) of the Internal Revenue Code. The transmitter must allow a minimum of 30 days for IRS/MCC to respond to a waiver request.

.12 If a waiver request is approved, the transmitter should keep the approval letter on file.

.13 An approved waiver from filing Forms 8027 on magnetic media does not provide exemption from all filing. The employer must timely file Form 8027 on acceptable paper forms with the Andover Service Center. The transmitter should also send a copy of the approved waiver to the Andover Service Center where the paper returns are filed.

SECTION 6. FORM 4419, APPLICATION FOR FILING INFORMATION RETURNS MAGNETICALLY/ELECTRONICALLY

.01 For the purposes of this revenue procedure, the EMPLOYER is the organization supplying the information and the TRANSMITTER is the organization preparing the magnetic/electronic file and/or sending the file to IRS/MCC. The employer and the transmitter may be the same entity. Employers or their transmitters are required to complete Form 4419, Application for Filing Information Returns Magnetically/Electronically.

.02 Form 4419 can be submitted at any time during the year; however, it should be submitted to IRS/MCC at least 30 days before the due date of the return(s). IRS will act on an application and notify the applicant, in writing, of authorization to file. A five- character alpha/numeric Transmitter Control Code (TCC) will be assigned and included in an acknowledgment letter within 15 to 45 days of receipt of the application. Magnetic/electronic returns may not be filed with IRS until the application has been approved and a TCC assigned. Include your TCC in any correspondence with IRS/MCC.

.03 If you file information returns other than Form 8027 on magnetic media, you must obtain a separate TCC for those types of returns. The TCC assigned for Forms 8027 is to be used for the processing of these forms only.

.04 Upon approval, a magnetic media reporting package containing the current revenue procedure, forms, and instructions will be sent to the attention of the contact person indicated on Form 4419. Annually, thereafter, IRS/MCC will send the transmitter a package containing the current revenue procedure and forms. This package will continue to be sent to the contact person indicated on the Form 4419 unless IRS/MCC has been notified in writing of any changes or updates. After you have received approval to file magnetically/ electronically, you do not need to reapply each year; however, notify IRS in writing if:

     (a) You change your name or the name of your organization, so

 

         that your files may be updated to reflect the proper name;

 

 

     (b) You discontinue filing on magnetic media for two years (your

 

         TCC may have been reassigned).

 

 

.05 Filers who plan to submit for multiple employers, IRS encourages transmitters to submit one application and to use one TCC for all employers.

.06 Only employers or transmitters using equipment compatible with IRS equipment will have their application approved.

.07 If your magnetic media files have been prepared for you in the past by a transmitter, and you now have computer equipment compatible with that of IRS and wish to prepare your own files, you must request your own five-character alpha/numeric TCC by filing an application, Form 4419, as described in Sec. 6.02.

SECTION 7. TEST FILES

.01 IRS/MCC encourages new filers to submit test files for review in advance of the filing season. Employers or transmitters must be approved to file magnetically/electronically before a test file is submitted (See Part A, Sec. 6 for application procedures.)

.02 All test files must be submitted between October 1 and December 15 of the year before the returns are due. If you are filing electronically you may submit a test file through February 15 of the year the returns are due.

SECTION 8. FILING FORMS 8027 MAGNETICALLY/ELECTRONICALLY

.01 Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically, must accompany all magnetic media shipments. If you file for multiple employers and have the authority to sign the affidavit on Form 4804, you should also submit Form 4802, Transmittal of Information Returns Reported Magnetically/Electronically (Continuation). For electronic transmissions, the Form 4804 and Form 4802, if applicable, must be mailed or faxed the same day as the electronic transmission.

.02 The employer MUST sign Form 4804; however, an agent (transmitter, service bureau, paying agent, or disbursing agent) may sign Form 4804 for the employer. To do this, the agent must have the authority to sign for the employer under an agency agreement (either oral, written, or implied) that is valid under the state law and must add to his or her signature the caption "For: (name of employer)".

     NOTE: Failure to sign the Form 4804 may delay processing or

 

           could result in your file being returned to you

 

           unprocessed.

 

 

.03 Although a duly authorized agent may sign the Form 4804, the employer is responsible for the accuracy of the Form 4804 and the returns filed. The employer will be liable for penalties for failure to comply with filing requirements.

.04 Be sure to include Form 4804, 4802 or computer-generated substitutes with your magnetic media shipment. DO NOT MAIL YOUR MAGNETIC MEDIAAND THE TRANSMITTAL DOCUMENTS SEPARATELY.

.05 Indicate on Form 4804, in the block captioned "Combined Total Payee Records," the total number of establishments being reported in this shipment. This figure should match the total number of records in your magnetic/electronic file.

.06 DO NOT SUBMIT THE SAME INFORMATION ON PAPER FORMS THAT YOU SUBMIT MAGNETICALLY/ELECTRONICALLY. This does not mean that corrected documents are not to be filed. If a return has been prepared and submitted improperly, you must file a corrected return as soon as possible. Refer to Part A, Sec. 13 for requirements and instructions for filing corrected returns.

.07 If an allocation of tips is based on a good faith agreement, a copy of this agreement must accompany the submission.

.08 If, under Rev. Proc. 86-21, 1986-1 C.B. 560, the District Director granted the establishment a percentage of gross receipts of less than 8%, a copy of the determination letter must be sent with the submission. Employers with more than one establishment can receive approval from one district in each Internal Revenue Service region where the establishments are located (See sec. 31.6053-3(h)(4) of the Employment Tax Regulations).

.09 Before submitting your magnetic/electronic file, include the following:

     (a) A signed Form 4804, Transmittal of Information Returns

 

         Reported Magnetically/Electronically, along with a Form

 

         4802, Transmittal of Information Returns Reported

 

         Magnetically/Electronically(Continuation), if you submit

 

         data for multiple employers.

 

 

     (b) Your media (tape, diskette, or cartridge) with an external

 

         identifying label. Notice 210 describes the information

 

         which should be included on this self-prepared label.

 

 

     (c) On the outside of the shipping container, affix the label,

 

         IRB Special Projects. This label is included in this

 

         publication.

 

 

     Note: See Part C for electronic submission requirements.

 

 

.10 IRS/MCC will not pay or accept "Collect on Delivery" or "Charged to IRS" shipments of reportable tax information that an individual or organization is legally required to submit.

SECTION 9. FILING DATES

.01 Magnetic/electronic reporting to IRS for Form 8027 must be on a calendar year basis. The due date of either paper or magnetically reported Forms 8027 is the last day of February. However, Forms 8027 filed electronically are due March 31.

.02 If the due date falls on a Saturday, Sunday, or legal holiday, filing Form 8027 on the next day that is not a Saturday, Sunday, or legal holiday will be considered timely.

SECTION 10. EXTENSION OF TIME

.01 An extension of time to file may be requested for Forms 8027, 1099, 1098, 5498, W-2G, W-2, and 1042-S.

.02 Form 8809, Request for Extension of Time To File Information Returns, should be submitted to IRS/MCC. This form may be used to request an extension of time to file information returns submitted on paper, magnetically or electronically.

.03 Requesting an extension of time for multiple employers may be done by submitting Form 8809 and attaching a list of the employer names and their TINs (EIN or SSN). The listing must be attached to ensure the extension is recorded for all employers. Form 8809 may be computer-generated or photocopied. Be sure that all the pertinent information is included.

.04 Requests for extensions of time for multiple employers will be responded to with one approval letter, accompanied by a list of employers covered under that approval.

.05 As soon as it is apparent that an extension of time to file is needed, Form 8809 may be submitted. When granted, the extension will be for 30 days. It will take a minimum of 30 days for IRS/MCC to respond to an extension request. Under certain circumstances, a request for an extension of time could be denied. When a denial letter is received, any additional or necessary information may be resubmitted within 20 days. When requesting an extension of time, do not hold your files waiting for a response.

.06 While very difficult to obtain, if an additional extension of time is needed, a second Form 8809 must be submitted before the end of the initial extension period. Line 7 on the form should be checked to indicate that an additional extension is being requested. A second 30-day extension will be approved only in cases of extreme hardship or catastrophic events.

.07 Form 8809 must be postmarked no later than the due date of the return for which an extension is requested. If requesting an extension of time to file several types of forms, use one Form 8809, but the Form 8809 must be postmarked no later than the earliest due date. For example, if requesting an extension of time to file both Forms 8027 and 5498, submit Form 8809 postmarked on or before the last day of February.

.08 If an extension request is approved, the approval letter should be kept on file. The approval letter or copy of the approval letter for extension of time should not be sent to IRS/MCC with the magnetic/electronic file. When submitting Form 8027 on paper only to the Andover Service Center, attach a copy of the approval letter. If an approval letter has not been received, send a copy of the timely filed Form 8809.

.09 Request an extension for only one tax year.

.10 The extension request must be signed by the employer or a person who is duly authorized to sign a return, statement or other document for the employer.

.11 Failure to properly complete and sign the Form 8809 may cause delays in processing the request or result in a denial. Carefully read and follow the instructions on the back of the Form 8809.

.12 Form 8809 may be obtained by calling 1-800-TAX-FORM (1-800- 829-3676).

     Note: AN EXTENSION OF TIME TO FILE IS NOT AN EXTENSION TO ISSUE

 

           FORM W-2 TO THE EMPLOYEE.

 

 

.13 Request an extension of time to furnish the statements to recipients of Forms W-2 by submitting a letter to IRS/MCC containing the following information:

     (a) Employer name

 

     (b) TIN

 

     (c) Address

 

     (d) Type of return (W-2)

 

     (e) Specify that the extension request is to provide W-2

 

         statements to recipients.

 

     (f) Reason for delay

 

     (g) Signature of employer or person duly authorized.

 

 

Requests for an extension of time to furnish the statements for Forms W-2 to recipients are not automatically approved; however, if approved, generally an extension will allow a maximum of 30 additional days from the due date to furnish the statements to the recipients. The request must be postmarked no later than the date on which the statements are due to the recipients.

SECTION 11. PROCESSING OF INFORMATION RETURNS MAGNETICALLY/ELECTRONICALLY

.01 All data received at the IRS/MCC for processing will be given the same protection as individual returns (Form 1040). IRS/MCC will process your magnetic/electronic files to ensure the records were formatted and coded according to this revenue procedure.

.02 If the data is formatted incorrectly, the file will be returned for replacement accompanied by a letter of explanation along with a Media Tracking Slip (Form 9267). When media is returned, it is because IRS/MCC encountered errors (not limited to format) and was unable to process the media; therefore, requiring a replacement. Open all packages immediately. Beginning in calendar year 2002 for Tax Year 2001, IRS/MCC will no longer return problem media in need of replacement.

.03 Files must be corrected and returned with the Media Tracking Slip (Form 9267) to IRS/MCC within 45 days from the date of the letter IRS/MCC included with the returned media. A penalty for failure to file correct information returns by the due date will be assessed if the file is not corrected and returned within the 45 days or if the incorrect file is returned by IRS/MCC for replacement more than two times. Apenalty for intentional disregard of filing requirements will be assessed if a replacement file is not received.

.04 Files will not be returned to you after successful processing. Therefore, if you want proof that IRS/MCC received your shipment, you may use a carrier that provides proof of delivery.

.05 To distinguish between a correction and a replacement, the following definitions are provided:

     (a) A correction is a record submitted by the

 

         employer/transmitter to correct a record that was

 

         successfully processed by IRS, but contained erroneous

 

         information.

 

 

     Note: Correction should only be made to records that have been

 

           submitted incorrectly, not the entire file.

 

 

     (b) A replacement is a file that IRS has returned because of

 

         format errors or data discrepancies encountered during

 

         processing. After necessary changes have been made, the file

 

         must be returned to IRS/MCC for processing.

 

 

     Note 1: Filers should never send anything to IRS/MCC marked

 

             "Replacement" unless IRS/MCC returned media to them.

 

 

     Note 2: Beginning in calendar year 2002 for Tax Year 2001,

 

             IRS/MCC will no longer return problem media in need of

 

             replacement. Filers will continue to receive a tracking

 

             slip, listing and letter detailing the reason(s) their

 

             media could not be processed. Filers will be expected to

 

             send in replacement media within the prescribed time

 

             frame. This makes it imperative that filers maintain

 

             backup copies and/or recreate capabilities for their

 

             information return files.

 

 

SECTION 12. PENALTIES

.01 The Revenue Reconciliation Act of 1989 changed the penalty provisions for any documents, including corrections, which are filed after the original filing date for the return. The penalty for failure to file correct information returns is "time sensitive," in that prompt correction of failures to file, or prompt correction of errors on returns that were filed, can lead to reduced penalties.

     o The penalty generally is $50 for each information return that

 

       is not filed, or is not filed correctly, by the prescribed

 

       filing date, with a maximum penalty of $250,000 per year

 

       ($100,000 for certain small businesses with average annual

 

       gross receipts, over the most recent 3-year period, not in

 

       excess of $5,000,000). The penalty generally is reduced to:

 

 

     o $30 for each failure to comply if the failure is corrected

 

       more than 30 days after the return was due, but on or before

 

       August 1 of the calendar year in which the return was due,

 

       with a maximum penalty of $150,000 per year ($50,000 for

 

       certain small businesses with average annual gross receipts,

 

       over the most recent 3-year period, not in excess of

 

       $5,000,000).

 

 

     o $15 for each failure to comply if the failure is corrected

 

       within 30 days after the date the return was due, with a

 

       maximum penalty of $75,000 per year ($25,000 for certain small

 

       businesses with average annual gross receipts, over the most

 

       recent 3-year period, not in excess of $5,000,000).

 

 

.02 Penalties can be waived if failures were due to reasonable cause and not to willful neglect. In addition, section 6721(c)of the Code provides a de minimis rule that if:

     (a) information returns have been filed but were filed with

 

         incomplete or incorrect information, and

 

 

     (b) the failures are corrected on or before August 1 of the

 

         calendar year in which the returns were due, then the

 

         penalty for filing incorrect returns (but not the penalty

 

         for filing late) will not apply to the greater of 10 returns

 

         or one-half of 1 percent of the total number of information

 

         returns you are required to file for the calendar year.

 

 

.03 Intentional Disregard of Filing Requirements -- If any failure to file a correct information return is due to intentional disregard of the filing and correct information requirements, the penalty is at least $100 per information return with no maximum penalty.

SECTION 13. CORRECTED RETURNS, SUBSTITUTE FORMS, AND COMPUTER-GENERATED FORMS

.01 If returns must be corrected, approved magnetic/electronic filers must provide such corrections magnetically/electronically if you have 250 or more. If your information is filed magnetically/electronically, corrected returns are identified by using the "Corrected 8027 Indicator" in field position 370 of the employer record. Form 4804 must accompany the shipment, and the box for correction should be marked in Block 1 of the form. (See Part A, Sec. 11.05 for the definition of corrections.)

.02 If corrections are not submitted on magnetic media, employers must submit them on official Forms 8027. Substitute forms that have been previously approved by IRS, or computer-generated forms that are exact facsimiles of the official form (except for minor page size or print style deviations), may be submitted without obtaining IRS approval before using the form.

.03 Employers/establishments may send corrected paper Forms 8027 to IRS at the address shown in Part A, Sec. 14.01. Corrected paper returns are identified by marking the "AMENDED" check box on Form 8027.

SECTION 14. EFFECT ON PAPER RETURNS

.01 If you are filing more than one paper Form 8027, you must attach a completed Form 8027-T, Transmittal of Employer's Annual Information Return of Tip Income and Allocated Tips, to the Forms 8027 and send to:

     Internal Revenue Service Center

 

     Andover, MA 05501

 

 

IRS/MCC processes Forms 8027 submitted magnetically/electronically

 

only. Do not send paper Forms 8027 to IRS/MCC.

 

 

.02 If part of a submission is filed magnetically/electronically and the rest of the submission is filed on paper Forms 8027, send the paper forms to the Andover Service Center. For example, you filed your Forms 8027 magnetically/electronically with IRS/MCC, and later you found that some of the forms you filed need correcting. Because of the low volume of corrections, you submit the corrections on paper Forms 8027. You must send these corrected Forms 8027 along with Form 8027-T to the Andover Service Center.

SECTION 15. DEFINITION OF TERMS

 ELEMENT             DESCRIPTION

 

 

 EIN                 A nine-digit Employer Identification Number which

 

                     has been assigned by IRS to the reporting entity.

 

 

 Employer            The organization supplying their information. Use

 

                     the same name and EIN you used on your Forms W-2

 

                     and Forms 941.

 

 

 Establishment       A large food or beverage establishment that

 

                     provides food or beverage for consumption on the

 

                     premises; where tipping is a customary practice;

 

                     and where there are normally more than 10

 

                     employees who work more than 80 hours on a

 

                     typical business day during the preceding

 

                     calendar year.

 

 

 More than 10        An employer is considered to have more than 10

 

 employees           employees on a typical business day during the

 

                     calendar year if half the sum of: the average

 

                     number of employee hours worked per business day

 

                     in the calendar month in which the aggregate

 

                     gross receipts from food and beverage operations

 

                     were greatest, plus the average number of

 

                     employee hours worked per business day in the

 

                     calendar month in which the total aggregate gross

 

                     receipts from food and beverage operations were

 

                     the least, equals more than 80 hours.

 

 

 Employee hours      The average number of employee hours worked per

 

 worked              business day during a month is figured by

 

                     dividing the total hours worked during the month

 

                     by all your employees who are employed in a food

 

                     or beverage operation by the average number of

 

                     days in the month that each food or beverage

 

                     operation at which these employees worked was

 

                     open for business.

 

 

 File                For the purpose of this revenue procedure, a file

 

                     consists of all magnetic/electronic records

 

                     submitted by an Employer or Transmitter.

 

 

 Transmitter         Person or organization preparing

 

                     magnetic/electronic file(s). May be Employer or

 

                     agent of Employer.

 

 

 Transmitter         A five-character alpha/numeric code assigned by

 

 Control Code        IRS to the transmitter  prior to actual filing

 

 (TCC)               magnetically/electronically. This number is

 

                     inserted in the  record and must be present. An

 

                     application (Form 4419) must be filed with IRS to

 

                     receive this number.

 

 

 Replacement         A replacement is an information return file that

 

                     IRS/MCC has returned to the transmitter due to

 

                     errors encountered during processing.

 

 

      Note: Beginning in calendar year 2002 for Tax Year 2001, IRS/MCC

 

            will no longer return problem media in need of

 

            replacement.

 

 

 Correction          A correction is an information return submitted

 

                     by the transmitter to correct an information

 

                     return that was previously submitted to and

 

                     processed by IRS/MCC, but contained erroneous

 

                     information.

 

 

Part B. MAGNETIC/ELECTRONIC SPECIFICATIONS

SECTION 1. GENERAL

.01 The magnetic/electronic specifications contained in this part of the revenue procedure define the required format and contents of the records to be included in the file.

.02 A self-prepared media label must be affixed to each piece of media submitted for processing. Notice 210 provides instructions on how to complete a self-prepared media label.

.03 The record format in Part B, Sec. 6, applies to both magnetic and electronic files.

SECTION 2. TAPE SPECIFICATIONS

     Note: Beginning in calendar year 2003 for Tax Year 2002, IRS/MCC

 

           will no longer accept 9 track tapes for filing Forms 8027.

 

 

.01 In most instances, IRS/MCC can process any compatible tape files. Compatible tape files must meet any one set of the following:

     (a) 9-track EBCDIC (Extended Binary Coded Decimal Interchange

 

         Code) with

 

 

     (1) Odd Parity and

 

 

     (2) A density of 1600 or 6250 BPI.

 

 

     (3) If you use Unisys Series 1100, you must submit an

 

         interchange tape.

 

 

     (b) 9-track ASCII (American Standard Coded Information

 

         Interchange) with

 

 

     (1) Odd Parity and

 

 

     (2) A density of 1600 or 6250 BPI.

 

 

Please be consistent in the use of recording codes and density on your files. If files are generated in more than one recording code and/or density, multiple shipments would be appreciated.

.02 All compatible tape files must have the following characteristics: Type of tape -- 1/2 inch (12.7mm) wide, computer grade magnetic tape on reels up to 2,400 feet (731.52 m) within the following specifications:

     (a) Tape thickness: 1.0 or 1.5 mils

 

 

     (b) Reel diameter: 10.5 inch (26.67 cm), 8.5 inch (21.59 cm), or

 

         7 inch (17.78 cm) or 6-inch.

 

 

.03 All records have a fixed record length of 372 positions.

.04 The tape record defined in this revenue procedure may be blocked or unblocked, subject to the following:

     (a) All records except the header and trailer labels may be

 

         blocked.

 

 

     (b) If records are blocked, the block can not exceed 32,736 tape

 

         positions. The block length must be evenly divisible by 372.

 

 

     (c) If the use of blocked records would result in a short block,

 

         all remaining positions of the block MUST be filled with

 

         9's. DO NOTPAD ABLOCK WITH BLANKS. Padding a block with

 

         blanks will result in a short record, which will cause math

 

         computation errors. Your tape will then be returned for

 

         replacement.

 

 

.05 For the purposes of this revenue procedure the following conventions must be used:

     Header label:

 

 

     (a) Transmitters may use standard headers provided they begin

 

         with 1HDR, HDR1, VOL1, or VOL2.

 

 

     (b) Consists of a maximum of 80 positions.

 

 

     (c) Header and trailer labels are optional unless more than one

 

         reel is being submitted. If more than one reel is being

 

         submitted, header and trailer labels are required. IRS/MCC

 

         PREFERS STANDARD OR ANSI LABELED TAPES. IF YOU SUBMIT AN

 

         UNLABELED TAPE, THIS MUST BE INDICATED ON THE EXTERNAL

 

         LABELAND ON THE FORM 4804 OR COMPUTER-GENERATED SUBSTITUTE.

 

 

     Trailer label:

 

 

     (a) Standard trailer labels may be used provided that they begin

 

         with 1EOR, 1EOF, EOV1, or EOV2.

 

 

     (b) Consists of a maximum of 80 positions.

 

 

     (c) Header and trailer labels are optional unless more than one

 

         reel is being submitted. If more than one reel is being

 

         submitted, header and trailer labels are required.

 

 

     Tape Mark:

 

 

     (a) Used to signify the physical end of the recording on tape.

 

 

     (b) May follow the header label and precede and/or follow the

 

         trailer label.

 

 

SECTION 3. TAPE CARTRIDGE SPECIFICATION

.01 In most instances, IRS/MCC can process tape cartridges that meet the following specifications:

     (a) Must be IBM 3480, 3490, 3490E, 3590, 3590E, or AS400

 

         compatible.

 

 

     (b) Must meet American National Standard Institute (ANSI)

 

         standards, and have the following characteristics:

 

 

     (1) Tape cartridges must be 1/2-inch tape contained in plastic

 

         cartridges which are approximately 4-inches by 5- inches by

 

         1-inch in dimension.

 

 

     (2) Magnetic tape must be chromium dioxide particle based 1/2-

 

         inch tape.

 

 

     (3) Cartridges must be 18-track or 36-track parallel (See Note).

 

 

     (4) Cartridges must contain 37,871 CPI or 75,742 CPI (characters

 

         per inch).

 

 

     (5) Mode must be full function.

 

 

     (6) The data may be compressed using EDRC (Memorex) or IDRC

 

         (IBM) compression.

 

 

     (7) Either EBCDIC (Extended Binary Coded Decimal Interchange

 

         Code) or ASCII (American Standard Coded Information

 

         Interchange) may be used.

 

 

.02 The tape cartridge records defined in this revenue procedure may be blocked subject to the following:

     (a) A block must not exceed 32,736 tape positions.

 

 

     (b) If the use of blocked records would result in a short block,

 

         all remaining positions of the block must be filled with 9s;

 

         however, the last block of the file may be filled with 9s or

 

         truncated. Do not pad a block with blanks.

 

 

     (c) All records, except the header and trailer labels, may be

 

         blocked or unblocked. A record may not contain any control

 

         fields or block descriptor fields which describe the length

 

         of the block or the logical records within the block. The

 

         number of logical records within a block (the blocking

 

         factor) must be constant in every block with the exception

 

         of the last block which may be shorter (see item b above).

 

         The block length must be evenly divisible by 372.

 

 

     (d) Records may not span blocks.

 

 

.03 Tape cartridges may be labeled or unlabeled.

.04 For the purposes of this revenue procedure, the following must be used:

     Tape Mark:

 

 

     (a) Used to signify the physical end of the recording on tape.

 

 

     (b) For even parity, use BCD configuration 001111 (8421).

 

 

     (c) May follow the header label and precede and/or follow the

 

         trailer label.

 

 

     Note: Filers should indicate on the external media label and

 

           transmittal Form 4804 whether the cartridge is 36-track or

 

           18-track.

 

 

SECTION 4. 8MM, 4MM, AND QUARTER-INCH CARTRIDGE SPECIFICATIONS

.01 In most instances, IRS/MCC can process 8mm tape cartridges that meet the following specifications:

     (a) Must meet American National Standard Institute (ANSI)

 

         standards, and have the following characteristics:

 

 

     (b) Created from an AS400 operating system only.

 

 

     (c) 8mm (.315-inch) tape cartridges must be 2 1/2-inch by 3 3/4-

 

         inch.

 

 

     (d) The 8mm tape cartridges must meet the following

 

         specifications:

 

 

     Tracks Density Capacity

 

 

       1 20 (43245 BPI) 2.3 Gb

 

       1 21 (45434 BPI) 5 Gb

 

 

     (e) Mode must be full function.

 

 

     (f) Compressed data is not acceptable.

 

 

     (g) Either EBCDIC (Extended Binary Coded Decimal Interchange

 

         Code) or ASCII (American Standard Coded Information

 

         Interchange) may be used. However, IRS/MCC encourages the

 

         use of EBCDIC. This information must appear on the external

 

         media label affixed to the cartridge.

 

 

     (h) A file may consist of more than one cartridge, however, no

 

         more than 250,000 documents may be transmitted per file or

 

         per cartridge. The filename, for example; ATMTAX, will

 

         contain a three-digit extension. The extension will indicate

 

         the sequence of the cartridge within the file 1 of 3, 2 of

 

         3, and 3 of 3 and would appear in the header label

 

         ATMTAX.001, ATM-TAX. 002, and ATMTAX.003 on each cartridge

 

         of the file.

 

 

.02 The 8mm (.315-inch) tape cartridge records defined in this revenue procedure may be blocked subject to the following:

     (a) A block must not exceed 32,736 tape positions.

 

 

     (b) If the use of blocked records would result in a short block,

 

         all remaining positions of the block must be filled with

 

         9's; however, the last block of the file may be filled with

 

         9's or truncated. Do not pad a block with blanks.

 

 

     (c) All records, except the header and trailer labels, may be

 

         blocked or unblocked. A record must not contain any control

 

         fields or block descriptor fields which describe the length

 

         of the block or the logical records within the block. The

 

         number of logical records within a block (the blocking

 

         factor) must be constant in every block with the exception

 

         of the last block which may be shorter (see item (b) above).

 

         The block length must be evenly divisible by 372.

 

 

     (d) Records must not span blocks.

 

 

     (e) No more than 250,000 documents per cartridge and per file.

 

 

.03 Various COPY commands have been successful; however, the SAVE OBJECT COMMAND is not acceptable.

.04 For faster processing, IRS/MCC encourages transmitters to use header labeled cartridges. ATMTAX may be used as a suggested filename.

.05 For the purposes of this revenue procedure, the following must be used:

     Tape Mark:

 

 

     (a) Used to signify the physical end of the recording on tape.

 

 

     (b) For even parity, use BCD configuration 001111 (8421).

 

 

     (c) May follow the header label and precede and/or follow the

 

         trailer label.

 

 

.06 IRS/MCC can only read one data file on a tape. Adata file is a group of records which may or may not begin with a tapemark, but must end with a trailer label. Any data beyond the trailer label cannot be read by IRS programs.

.07 4mm (.157-inch) cassettes are now acceptable with the following specifications:

     (a) 4 mm cassettes must be 2 1/4-inch by 3-inch.

 

 

     (b) The tracks are 1 (one).

 

 

     (c) The density is 19 (61000 BPI).

 

 

     (d) The typical capacity is DDS (DAT data storage) at 1.3 Gb (60

 

         meter) or 2 Gb (90 meter), or DDS-2 at 4Gb (120).

 

 

     (e) The general specifications for 8mm cartridges will also

 

         apply to the 4 mm cassettes.

 

 

.08 Various Quarter-Inch Cartridges (QIC)(1/4-inch) are also acceptable.

     (a) QIC cartridges must be 4_ by 6_.

 

 

     (b) QIC cartridges must meet the following specifications:

 

 

 Size           Tracks         Density             Capacity

 

 

 QIC-24         8/9 5          (8000 BPI)          45Mb or 60Mb

 

 QIC-120        15             15 (10000 BPI)      120Mb or 200Mb

 

 QIC-150        18             16 (10000 BPI)      150Mb or 250Mb

 

 QIC-525        26             17 (16000 BPI)      525Mb

 

 QIC-1000       30             21 (36000 BPI)      1Gb

 

 QIC-2Gb        42             34 (40640 BPI)      2Gb

 

 

     (c) The general specifications that apply to 8mm cartridges will

 

         also apply to QIC cartridges.

 

 

     Note: Advanced Metal Evaporated (AME) cartridges are not

 

           acceptable.

 

 

SECTION 5. 3 1/2-INCH DISKETTE SPECIFICATIONS

IRS/MCC has discontinued processing 5 1/4-inch diskettes. Filers who use 5 1/4-inch diskettes must now use another method of submitting information returns magnetically/electronically.

.01 To be compatible, a diskette file must meet the following specifications:

     (a) 3 1/2-inches in diameter.

 

 

     (b) Data must be recorded in standard ASCII code.

 

 

     (c) Records must be fixed length of 372 bytes.

 

 

     (d) Delimiter character commas (,) must not be used.

 

 

     (e) Positions 371 and 372 of each record have been reserved for

 

         carriage return/line feed (cr/lf) characters.

 

 

     (f) Filename of ATMTAX must be used. Do not enter any other data

 

         in this field. If a file will consist of more than one

 

         diskette, the filename will contain a three-digit extension.

 

         This extension will indicate the sequence of the diskette

 

         within the file. For example, the first diskette will be

 

         named ATMTAX.001, the second diskette will be ATMTAX.002,

 

         etc.

 

 

     (g) A file may contain more than one diskette as long as the

 

         filename conventions are adhered to.

 

 

     (h) Diskettes must meet one of the following specifications:

 

 

      Capacity       Tracks    Sides/Density       Sector Size

 

 

      1.44 mb        96tpi     hd                  512

 

      1.44 mb        135tpi    hd                  512

 

      1.2 mb         96tp      hd                  512

 

 

.02 IRS requires that 3 1/2-inch diskettes be created using MS/DOS. Diskettes created using other operating systems are not acceptable.

.03 Deviations from the prescribed format are not acceptable.

SECTION 6. RECORD FORMAT AND LAYOUT

FORM 8027 RECORD FORMAT

 Field

 

 Position  Field Title    Length    Description and Remarks

 

 

 1         Establishment  1         REQUIRED. This digit identifies

 

           Type                     the kind of establishment. Enter

 

                                    the number which describes

 

                                    the type of establishment, as

 

                                    shown below:

 

 

                                    1 for an establishment that serves

 

                                    evening meals only (with or

 

                                    without alcoholic beverages).

 

 

                                    2 for an establishment that serves

 

                                    evening meals and other meals

 

                                    (with or without alcoholic

 

                                    beverages).

 

 

                                    3 for an establishment that serves

 

                                    only meals other than evening

 

                                    meals (with or without alcoholic

 

                                    beverages).

 

 

                                    4 for an establishment that serves

 

                                    food, if at all, only as an

 

                                    incidental part of the business of

 

                                    serving alcoholic beverages.

 

 

 2-6       Establishment  5         REQUIRED. These five-digit Serial

 

                                    Numbers are for identifying Serial

 

                                    Numbers individual establishments

 

                                    of an employer reporting under the

 

                                    same EIN. The employer shall

 

                                    assign each establishment a unique

 

                                    number. NUMERICS ONLY.

 

 

 7-46      Establishment  40        REQUIRED. Enter the name of the

 

                                    establishment. Left justify and

 

                                    fill Name unused positions with

 

                                    blanks. ALLOWABLE CHARACTERS ARE

 

                                    ALPHAS, NUMERICS, BLANKS, HYPHENS,

 

                                    AMPERSANDS, AND SLASHES.

 

 

 47-86     Establishment  40        REQUIRED. Enter the mailing

 

                                    address of the establishment.

 

                                    Street address Street Address

 

                                    should include number, street,

 

                                    apartment or suite number (use P O

 

                                    Box only if mail is not delivered

 

                                    to street address). Left justify

 

                                    and blank fill.

 

 

      Note: The only allowable characters are alphas, blanks,

 

            numerics, ampersands, hyphens and slashes. Punctuation

 

            such as periods and commas are not allowed and will cause

 

            your file to be returned. For example, the address 210 N.

 

            Queen St., Suite #300 must be entered as 210 N Queen St

 

            Suite 300.

 

 

 87-111    Establishment  25        REQUIRED. Enter the city, town, or

 

                                    post office. Left justify and City

 

                                    blank fill.

 

 

      Note: The only allowable characters are alphas, blanks,

 

            numerics, ampersands, hyphens and slashes. Punctuation

 

            such as periods and commas are not allowed and will cause

 

            your file to be returned. For example, the city St. Louis

 

            must be entered as St Louis.

 

 

 112-113   Establishment  2         REQUIRED. Enter state code of the

 

           State                    establishment; must be one of the

 

                                    following:

 

 

 STATE               CODE           STATE               CODE

 

 

 Alabama             AL             Montana             MT

 

 Alaska              AK             Nebraska            NE

 

 Arizona             AZ             Nevada              NV

 

 Arkansas            AR             New Hampshire       NH

 

 California          CA             New Jersey          NJ

 

 Colorado            CO             New Mexico          NM

 

 Connecticut         CT             New York            NY

 

 Delaware            DE             North Carolina      NC

 

 District of         DC             North Dakota        ND

 

  Columbia

 

 Florida             FL             Ohio                OH

 

 Georgia             GA             Oklahoma            OK

 

 Hawaii              HI             Oregon              OR

 

 Idaho               ID             Pennsylvania        PA

 

 Illinois            IL             Rhode Island        RI

 

 Indiana             IN             South Carolina      SC

 

 Iowa                IA             South Dakota        SD

 

 Kansas              KS             Tennessee           TN

 

 Kentucky            KY             Texas               TX

 

 Louisiana           LA             Utah                UT

 

 Maine               ME             Vermont             VT

 

 Maryland            MD             Virginia            VA

 

 Massachusetts       MA             Washington          WA

 

 Michigan            MI             West Virginia       WV

 

 Minnesota           MN             Wisconsin           WI

 

 Mississippi         MS             Wyoming             WY

 

 Missouri            MO

 

 

 114-122   Establishment  9         REQUIRED. Enter the complete nine-

 

           ZIP Code                 digit ZIP Code of the

 

                                    establishment.

 

                                    If using a five-digit ZIP Code,

 

                                    left justify the five-digit ZIP

 

                                    Code and fill the remaining four

 

                                    positions with blanks.

 

 

      Note: MUST BE NINE NUMERICS OR FIVE NUMERICS AND FOUR BLANKS. DO

 

            NOT ENTER THE DASH.

 

 

 123-131   Employer       9         REQUIRED. Enter the nine-digit

 

           Identification           number assigned to the employer by

 

           Number                   IRS.

 

 

                                    DO NOT ENTER HYPHENS, ALPHAS, ALL

 

                                    9's, OR ALL ZEROS.

 

 

 132-171   Employer       40        REQUIRED. Enter the name of the

 

           Name                     employer as it appears on your tax

 

                                    forms (e.g., Form 941). Any

 

                                    extraneous information must be

 

                                    deleted. Left justify and blank

 

                                    fill. ALLOWABLE CHARACTERS ARE

 

                                    ALPHAS, BLANKS, NUMERICS,

 

                                    AMPERSANDS, HYPHENS, AND SLASHES.

 

 

 172-211   Employer       40        REQUIRED. Enter mailing address of

 

           Street                   employer. Street address should

 

           Address                  include number, street, apartment

 

                                    or suite number (use P O Box only

 

                                    if mail is not delivered to street

 

                                    address). Left justify and blank

 

                                    fill.

 

 

      Note: The only allowable characters are alphas, blanks,

 

            numerics, ampersands, hyphens and slashes. Punctuation

 

            such as periods and commas are not allowed and will cause

 

            your file to be returned. For example, the address 210 N.

 

            Queen St., Suite #300 must be entered as 210 N Queen St

 

            Suite 300.

 

 

 212-236   Employer City  25        REQUIRED. Enter the city, town, or

 

                                    post office. Left justify and

 

                                    blank fill.

 

 

      Note: The only allowable characters are alphas, blanks,

 

            numerics, ampersands, hyphens and slashes. Punctuation

 

            such as periods and commas are not allowed and will cause

 

            your file to be returned. For example, the city St. Louis

 

            must be entered as St Louis

 

 

 237-238   Employer State 2         REQUIRED. Enter state code of

 

                                    employer. Must be one of the

 

                                    abbreviations shown in the state

 

                                    abbreviation table for

 

                                    Establishment State (field

 

                                    positions 112-113).

 

 

 239-247   Employer ZIP   9         REQUIRED. Enter the complete nine-

 

           Code                     digit ZIP Code of the employer. If

 

                                    using a five-digit ZIP Code, left

 

                                    justify the five-digit ZIP Code

 

                                    and fill the remaining four

 

                                    positions with blanks.

 

 

      Note: MUST BE NINE NUMERICS OR FIVE NUMERICS AND FOUR BLANKS. DO

 

            NOT ENTER THE DASH.

 

 

 248-259   Charge Tips    12        REQUIRED. Enter the total amount

 

                                    of tips that are shown on charge

 

                                    receipts for the calendar year.

 

                                    Amount must be entered in U.S.

 

                                    dollars and cents. The right most

 

                                    two positions represent cents.

 

                                    Right justify and zero fill. If no

 

                                    entry, zero fill.

 

 

                                    NUMERICS ONLY. DO NOT ENTER

 

                                    DECIMAL POINTS, DOLLAR SIGNS, OR

 

                                    COMMAS.

 

 

 260-271   Charged        12        REQUIRED. Enter the total sales

 

           Receipts                 for the calendar year other than

 

                                    carry-out sales or sales with an

 

                                    added service charge of 10 percent

 

                                    or more, that are on charge

 

                                    receipts with a charged tip shown.

 

                                    This includes credit card charges,

 

                                    other credit arrangements, and

 

                                    charges to a hotel room unless the

 

                                    employer's normal accounting

 

                                    practice consistently excludes

 

                                    charges to a FORM 8027 RECORD

 

                                    FORMAT Field Position Field Title

 

                                    Length Description and Remarks

 

                                    hotel room. Do not include any

 

                                    state or local taxes in the amount

 

                                    reported. Amount must be entered

 

                                    in U.S. dollars and cents. The

 

                                    right-most two positions

 

                                    represent cents. Right justify and

 

                                    zero fill. If no entry, zero fill.

 

                                    NUMERICS ONLY. DO NOT INCLUDE

 

                                    DOLLAR SIGNS, DECIMAL POINTS, OR

 

                                    COMMAS.

 

 

 272-283   Service Charge 12        REQUIRED. Enter the total amount

 

           Less Than 10             of service charges less than 10

 

           Percent                  percent added to customer's bills

 

                                    and were distributed to your

 

                                    employees for the calendar year.

 

                                    In general, service charges added

 

                                    to the bill are not tips since the

 

                                    customer does not have a choice.

 

                                    These service charges are treated

 

                                    as wages and are included on Form

 

                                    W-2. For a more detailed

 

                                    explanation, see Rev. Rul. 69-28,

 

                                    1969-1 C.B. 270. Amount must be

 

                                    entered in U.S. dollars and cents.

 

                                    The right-most two positions

 

                                    represent cents. Right justify and

 

                                    zero fill. If no entry, zero fill.

 

                                    NUMERICS ONLY. DO NOT ENTER DOLLAR

 

                                    SIGNS, DECIMAL POINTS, OR COMMAS.

 

 

 284-295   Indirect Tips  12        REQUIRED. Enter the total amount

 

           Reported                 of tips reported by indirectly

 

                                    tipped employees (e.g., bussers,

 

                                    service bartenders, cooks) for the

 

                                    calendar year. Do not include tips

 

                                    received by employees in December

 

                                    of the prior tax year but not

 

                                    reported until January. Include

 

                                    tips received by employees in

 

                                    December of the tax year being

 

                                    reported, but not reported until

 

                                    January of the subsequent year.

 

                                    Amount must be entered in U.S.

 

                                    dollars and cents. The right-most

 

                                    two positions represent cents.

 

                                    Right justify and zero fill. If no

 

                                    entry, zero fill. NUMERICS ONLY.

 

                                    DO NOT ENTER DOLLAR SIGNS, DECIMAL

 

                                    POINTS, OR COMMAS.

 

 

 296-307   Direct Tips    12        REQUIRED. Enter the total amount

 

           Reported                 of tips reported by directly

 

                                    tipped employees (e.g., servers,

 

                                    bartenders) for the calendar year.

 

                                    Do not include tips received by

 

                                    employees in December of the prior

 

                                    tax year but not reported until

 

                                    January. Include tips received by

 

                                    employees in December of the tax

 

                                    year being reported, but not

 

                                    reported until January of the

 

                                    subsequent year. Amount must be

 

                                    entered in U.S. dollars and cents.

 

                                    The right-most two positions

 

                                    represent cents. Right justify and

 

                                    zero fill. If no entry, zero fill.

 

                                    NUMERICS ONLY. DO NOT ENTER DOLLAR

 

                                    SIGNS, DECIMAL POINTS, OR COMMAS.

 

 

 308-319   Total Tips     12        REQUIRED. Enter the total amount

 

           Reported                 of tips reported by all employees

 

                                    (both indirectly tipped and

 

                                    directly tipped) for the calendar

 

                                    year. Do not include tips received

 

                                    in December of the prior tax year

 

                                    but not reported until January.

 

                                    Include tips received in December

 

                                    of the tax year being reported,

 

                                    but not reported until January of

 

                                    the subsequent year. Amount must

 

                                    be entered in U.S. dollars and

 

                                    cents. The right-most two

 

                                    positions represent cents. Right

 

                                    justify and zero fill. If no

 

                                    entry, zero fill. NUMERICS ONLY.

 

                                    DO NOT ENTER DOLLAR SIGNS, DECIMAL

 

                                    POINTS, OR COMMAS.

 

 

 320-331   Gross Receipts 12        REQUIRED. Enter the total gross

 

                                    receipts from the provision of

 

                                    food and/or beverages for this

 

                                    establishment for the calendar

 

                                    year. Do not include receipts for

 

                                    carry-out sales or sales with an

 

                                    added service charge of 10 percent

 

                                    or more. Do not include in gross

 

                                    receipts charged tips (field

 

                                    positions 248-259) shown on charge

 

                                    receipts unless you have reduced

 

                                    the cash sales amount because you

 

                                    have paid cash to tipped employees

 

                                    for tips they earned that were

 

                                    charged. Do not include state or

 

                                    local taxes in gross receipts. If

 

                                    you do not charge separately for

 

                                    food or beverages along with other

 

                                    services (such as a package deal

 

                                    for food and lodging), make a good

 

                                    faith estimate of the gross

 

                                    receipts attributable to the food

 

                                    or beverages. This estimate must

 

                                    reflect the cost of providing the

 

                                    food or beverages plus a

 

                                    reasonable profit factor. Include

 

                                    the retail value of complimentary

 

                                    food or beverages served to

 

                                    customers if tipping for them is

 

                                    customary and they are provided in

 

                                    connection with an activity

 

                                    engaged in for profit whose

 

                                    receipts would not be included as

 

                                    gross receipts from the provision

 

                                    of food or beverages (e.g.,

 

                                    complimentary drinks served to

 

                                    customers at a gambling casino).

 

                                    Amount must be entered in U.S.

 

                                    dollars and cents. The right-most

 

                                    two positions represent cents.

 

                                    Right justify and zero fill. If no

 

                                    entry, zero fill. NUMERICS ONLY.

 

                                    DO NOT ENTER DOLLAR SIGNS, DECIMAL

 

                                    POINTS, OR COMMAS.

 

 

 332-343   Tip Percentage 12        REQUIRED. Enter the amount

 

           Rate Times               determined by multiplying Gross

 

           Gross Receipts           Receipts for the year (field

 

                                    positions 320-331) by the Tip

 

                                    Percentage Rate (field positions

 

                                    344-347). For example, if the

 

                                    value of Gross Receipts is

 

                                    "000045678900" and Tip Percentage

 

                                    Rate is "0800", multiply

 

                                    $456,789.00 by .0800 to get

 

                                    $36,543.12 and enter

 

                                    "000003654312". If tips are

 

                                    allocated using other than the

 

                                    calendar year, enter zeros; this

 

                                    may occur if you allocated tips

 

                                    based on the time period for which

 

                                    wages were paid or allocated on a

 

                                    quarterly basis. Amount must be

 

                                    entered in U.S. dollars and cents.

 

                                    The right-most two positions

 

                                    represent cents. Right justify and

 

                                    zero fill. If no entry, zero fill.

 

                                    NUMERICS ONLY. DO NOT ENTER DOLLAR

 

                                    SIGNS, DECIMAL POINTS, OR COMMAS.

 

 

 344-347   Tip Percentage 4         REQUIRED. Enter 8 percent (0800)

 

                                    unless a lower rate has been

 

                                    granted by the District Director.

 

                                    The determination letter must

 

                                    accompany the magnetic/

 

                                    electronic submission. NUMERICS

 

                                    ONLY. DO NOT ENTER DECIMAL POINT.

 

 

                                    348-359   Allocated Tips 12

 

                                    REQUIRED. If Tip Percentage Rate

 

                                    times Gross Receipts (field

 

                                    positions 332-343) is greater than

 

                                    Total Tips Reported (field

 

                                    positions 308-319), then the

 

                                    difference becomes Allocated Tips.

 

                                    Otherwise, enter all zeros. If

 

                                    tips are allocated using other

 

                                    than the calendar year, enter the

 

                                    amount of allocated tips from your

 

                                    records. Amount must be entered in

 

                                    U.S. dollars and cents. The right-

 

                                    most two positions represent

 

                                    cents. Right justify and zero

 

                                    fill. If no entry, zero fill.

 

                                    NUMERICS ONLY. DO NOT ENTER DOLLAR

 

                                    SIGNS, DECIMAL POINTS, OR COMMAS.

 

 

 360  Allocation          1         REQUIRED. Enter the allocation

 

                                    method used if Allocated Tips

 

                                    (field positions 348-359) are

 

                                    greater than zero as follows:

 

 

                                    0) if allocated tips are equal to

 

                                    zero

 

 

                                    1) for allocation based on hours

 

                                    worked.

 

 

                                    2) for allocation based on gross

 

                                    receipts.

 

 

                                    3) for allocation based on a good

 

                                    faith agreement. The good faith

 

                                    agreement must accompany the

 

                                    magnetic/electronic submission.

 

 

      Note: Under Section 1571 of the Tax Reform Act of 1986, the

 

            method of allocation of tips based on the number of hours

 

            worked as described in Section 31.6053-3(f)(1)(iv) may be

 

            utilized only by an employer that employs less than the

 

            equivalent of 25 full-time employees at the establishment

 

            during the payroll period. Section 31.6053-3(j)(19)

 

            provides that an employer is considered to employ less

 

            than the equivalent of 25 full-time employees at an

 

            establishment during a payroll period if the average

 

            number of employee hours worked per business day during

 

            the payroll period is less than 200 hours.

 

 

 361-364   Number of      4         REQUIRED. Enter the total number

 

           Directly                 (must be greater than zero) of

 

           Tipped                   directly tipped employees employed

 

           Employees                by the establishment for the

 

                                    calendar year. Right justify and

 

                                    zero fill. NUMERICS ONLY.

 

 

 365-369   Transmitter    5         REQUIRED. Enter the five-digit

 

           Control Code             Transmitter Control Code assigned

 

           (TCC)                    by the IRS.

 

 

 370       Corrected 8027 1         REQUIRED. Enter blank for original

 

           Indicator                return. Enter "G" for corrected

 

                                    return. Acorrected return must be

 

                                    a complete new return replacing

 

                                    the original return.

 

 

 371-372   Blank or       2         Magnetic/electronic filers are

 

           cr/lf                    required to enter blanks. Diskette

 

                                    filers may enter blanks or the

 

                                    carriage return/line feed

 

                                    characters (cr/lf).

 

 

                        FORM 8027 RECORD LAYOUT

 

 

 Establishment       Establishment       Establishment  Establishment

 

 Type                Serial Number       Name           Street Address

 

 ______________      _____________       _____________  ______________

 

       1                 2-6                  7-46          47-86

 

 

 Establishment       Establishment       Establishment  Employer

 

 City                State               ZIP Code       Identification

 

                                                        Number

 

 ______________      _____________       _____________  ______________

 

     87-111             112-113             114-122         123-131

 

 

 Employer Name       Employer Street     Employer City  Employer State

 

                     Address

 

 ______________      _____________       _____________  ______________

 

     132-171            172-211             212-236         237-238

 

 

 Employer ZIP        Charged Tips        Charged        Service Charge

 

                                         Receipts       Less Than 10

 

                                                        Percent

 

 ______________      _____________       _____________  ______________

 

     239-247            248-259             260-271         272-283

 

 

 Indirect Tips       Directed Tips       Total Tips     Gross Receipts

 

 Reported            Reported            Reported

 

 ______________      _____________       _____________  ______________

 

     284-295            296-307             308-319         320-331

 

 

 Tip Percentage      Tip Percentage      Allocated      Allocation

 

 Rate Times Gross    Rate                Tips           Method

 

 Receipts

 

 ______________      _____________       _____________  ______________

 

     332-343            344-347             348-359         360

 

 

 Number of Directly  Transmitter         Corrected      Blank or

 

 Tipped Employees    Control Code (TCC)  8027 Indicator cr/lf

 

 ______________      _____________       _____________  ______________

 

     361-364            365-369             370             371-372

 

 

PART C. ELECTRONIC FILING SPECIFICATIONS

SECTION 1 BACKGROUND

01. All electronic filing of information returns are received at IRS/MCC via the FIRE (Filing Information Returns Electronically) System. The FIRE System can be accessed via analog and ISDN BRI connections. The system is designed to support the electronic filing of information returns only. The telephone number for electronic filing is (1-304-262-2400). Publications and forms are no longer available electronically from MCC. Users needing publications and forms will need to download them from the IRS's Internet Web Site at www.irs.gov or order them by calling 1-800-TAX-FORM (1-800-829-3676).

SECTION 2. ADVANTAGES OF FILING ELECTRONICALLY

Some of the advantages of filing electronically are as follows:

     (1) Results available within 10 workdays as to the acceptability

 

         of the data transmitted. It is the filer's responsibility to

 

         dial back in and check results.

 

 

     (2) Later due date of March 31 for electronically filed Forms

 

         8027.

 

 

     (3) Better customer service due to on-line availability of

 

         transmitter's files for research purposes.

 

 

     (4) Additional testing time through February 15.

 

 

SECTION 3. GENERAL

.01 Electronic filing of Forms 8027, originals, corrections, and replacements of information returns is offered as an alternative to magnetic media (tape, tape cartridge, or diskette) or paper filing, but is not a requirement. Transmitters filing electronically will fulfill the magnetic media requirements for those payers who are required to file magnetically. It may also be used by payers who are under the filing threshold requirement, but would prefer to file their information returns this way. If the original file was sent magnetically, but was returned for replacement, the replacement may be transmitted electronically. Also, if the original file was submitted via magnetic media, any corrections may be transmitted electronically.

.02 The electronic filing of information returns is not affiliated with the Form 1040 electronic filing program. These two programs are totally independent, and filers must obtain separate approval to participate in each of them. All inquiries concerning the electronic filing of information returns should be directed to IRS/MCC. IRS/MCC personnel cannot answer questions or assist taxpayers in the filing of Form 1040 tax returns. Filers with questions of this nature will be directed to the Customer Service toll-free number (1-800-829-1040) for assistance.

.03 Files submitted to IRS/MCC electronically must be in standard ASCII code. No magnetic media or paper forms are to be submitted with the same information as the electronically submitted file.

.04 If a request for extension is approved, transmitters who file electronically will be granted an extension of time to file. Part A, Sec. 10, explains procedures for requesting extensions of time. Filers are encouraged to file their data as soon as possible.

.05 The format is the same for electronically filed records as they are for 3 1/2-inch diskettes, tapes, and tape cartridges, and must be in standard ASCII code. For electronically filed documents, each transmission is considered a separate file.

SECTION 4. ELECTRONIC FILING APPROVAL PROCEDURE

.01 Filers must obtain, or already have, a Transmitter Control Code (TCC) assigned prior to submitting their files electronically. (Filers who currently have a TCC for magnetic media filing do not have to request a second TCC for electronic filing.) Refer to Part A, Sec. 6, for information on how to obtain a TCC.

.02 Once a TCC is obtained, electronic filers assign their own passwords and do not need prior or special approval.

.03 For all passwords, it is the user's responsibility to remember the password and not allow the password to be compromised. Passwords are user assigned at first logon and are up to 8 alpha/numerics, which are case sensitive. However, if filers do forget their password, call 304-263-8700 for assistance.

Note: Passwords are case sensitive.

SECTION 5. TEST FILES

.01 Filers are not required to submit a test file; however, the submission of a test file is encouraged for all new electronic filers to test hardware and software connectivity. If filers wish to submit an electronic test file, it must be submitted to IRS/MCC no earlier than October and no later than December 15 the year before the returns are due.

.02 If a filer encounters problems while transmitting the electronic test file, contact IRS/MCC for assistance.

.03 Filers can verify the status of their transmitted test data by dialing the electronic filing system phone number (1-304-262- 2400). This information will be available within 10 workdays after their transmission is received by IRS/MCC.

SECTION 6. ELECTRONIC SUBMISSIONS

.01 Electronically filed information may be submitted to IRS/MCC 24 hours a day, 7 days a week. Technical assistance will be available Monday through Friday between 8:30 a.m. and 4:30 p.m. Eastern time by calling 304-263-8700.

.02 The FIRE System will be down from December 29, 2000, through January 7, 2001. This will allow time for IRS/MCC to update its system to reflect current year changes.

.03 Data compression is encouraged when submitting information returns electronically. WinZip and PKZip are acceptable compression packages. UNIX COMPRESS may be acceptable; however, a test file is recommended to verify compatibility. IRS/MCC cannot accept self- extracting zip files or compressed files containing multiple files.

The time required to transmit information returns electronically will vary depending on the modem speed and the type of data compression used, if any. The time required to transmit a file can be reduced by as much as 95 percent by using software compression and hardware compression.

The following are actual transmission rates achieved in test uploads at MCC using compressed files. The actual transmission rates will vary depending on the modem speeds.

 Transmission

 

 Speed in bps        1000 Records     10,000 Records   100,000 Records

 

 ____________        ____________     ______________   _______________

 

    19.2K               34 Sec.           6 Min.           60 Min.

 

    56K                 20 Sec.           3 1/2 Min.       33 Min.

 

    128K (ISDN)          8 Sec.           1 Min.           10 Min.

 

 

.04 Files submitted electronically will be assigned a unique filename by the FIRE System (the users may name files anything they choose from their end). The filename assigned by the FIRE System will consist of submission type [TEST, ORIG (original), CORR (correction), and REPL (replacement)], the filer's TCC and a four-digit number sequence. The sequence number will be incremented for every file sent. For example, if it is your first original file for the calendar year and your TCC is 44444, the IRS assigned filename would be ORIG.44444.0001. Record the filename. This information will be needed by MCC in order to identify the file, if assistance is required, and to complete Form 4804.

.05 Filers are advised not to resubmit an entire file if records were omitted from the original transmission. This will result in duplicate filing. A new file should be sent consisting of the records that had not previously been submitted.

SECTION 7. TRANSMITTAL REQUIREMENTS

     Note: In the future, Form 4804 may not be required for

 

           ELECTRONIC filing of Forms 8027. See the bulletin area of

 

           the FIRE system for updates on this and other items of

 

           importance.

 

 

.01 The results of the electronic transmission will be available in the File Status area of the electronic system within 10 workdays; however, no further processing will occur until the signed Form 4804 is received. The Form 4804 must be postmarked by the due date of the return. No return is considered filed until a Form 4804 is received by IRS/MCC.

.02 Form 4804, which is located in the back of this publication, can be ordered by calling the IRS toll-free forms and publications order number 1-800-TAX-FORM (1-800-829-3676), or it may be computer- generated. It may also be obtained from the IRS's Internet Web Site at www.irs.gov. If a filer chooses to computer-generate Form 4804, all of the information contained on the original form, including the affidavit, must also be contained on the computer-generated form.

.03 The TCC used in your file is the TCC which must appear on the transmittal Form 4804.

.04 Forms 4804 should be mailed to the following address:

     If by Postal Service, air or truck freight:

 

 

     IRS-Martinsburg Computing Center

 

     Information Reporting Program

 

     Attn: Electronic Filing Coordinator

 

     240 Murall Drive

 

     Kearneysville, WV 25430

 

 

     Please indicate on the envelope the following message:

 

 

     CONTAINS FORM 4804 INFORMATION -- NO MAGNETIC MEDIA

 

 

SECTION 8. ELECTRONIC FILING SPECIFICATIONS

.01 The FIRE System is designed exclusively for the filing of Forms 1042-S, 1099, 1098, 5498, 8027, W2-G and W-4.

.02 A transmitter must have a TCC before a file can be transmitted. If you have a TCC for magnetic media filing, that TCC can also be used for electronic filing.

.03 It is the filer's responsibility to dial back to verify the acceptability of files submitted by checking the file status area of the system. These reports will be available on the electronic system in 10 workdays after the transmission is received by IRS/MCC.

.04 Contact the FIRE System by dialing 304-262-2400. This number supports analog connections from 1200bps to 56Kbps or ISDN BRI 128Kbps connections. The system can be accessed via Dial-up network/web browser (see Section 9) or communications software (see Section 10). The Dial-up network/web browser will provide an Internet-like look without going through the Internet (point-to- point). If you do not have this capability, a text interface is provided that can be accessed via communication software such as Hyperterminal, Procomm, PCAnywhere, etc.

SECTION 9. DIAL-UP NETWORK/BROWSER SPECIFICATIONS (WEB INTERFACE)

.01 The following are some general instructions (many of these settings may already be set by default in your software):

     Dial-up network settings:

 

 

     (a) Set dial-up server type to PPP

 

 

     (b) Set network protocol to TCP/IP

 

 

     Browser settings:

 

 

     (a) Set to receive 'cookies'

 

 

     (b) Enable JavaScript or Jscript

 

 

     (c) Browser must be capable of file uploads (i.e., Internet

 

         Explorer 4.0, Netscape 2.0 or higher)

 

 

     (d) Enter the URL address of http://10.225.224.2 (Remember, this

 

         is a point-to-point connection, not the Internet.)

 

 

.02 Due to the large number of communication products available, it is impossible to provide specific information on all software/ hardware configurations. However, since most of our filers use Windows 95, 98 or NT software, the following instructions are geared toward those products:

UPLOADING FILES WITH DIAL-UP NETWORKING/WEB BROWSER IN WINDOWS 95/98

     (1) This is a point-to-point connection -- not the Internet.

 

 

     (2) Your browser must be capable of file uploads, i.e., Internet

 

         Explorer 4.0 or Netscape Navigator 2.0 or higher.

 

 

     (3) If you currently access the Internet via a LAN or a PROXY

 

         server, you will need to disable those options in your

 

         browser and enable 'Connect to the Internet using a modem'.

 

 

         Select Programs

 

         Accessories

 

         Communications (Windows 98)

 

         Dial-Up Networking

 

 

First time connecting with Dial-Up Network (If you have logged on previously, skip to Subsequent Dial-up Network Connections.)

The first time you dial-in, you will need to configure your Dial-Up Networking.

Select 'Make new connection'.

Type a descriptive name for the system you are calling.

Select your modem.

Click 'Next'.

Enter area code 304 and telephone number 262-2400.

Click 'Next'.

When you receive a message that you have successfully created a new Dial-Up Networking connection, click 'Finish'.

Click 'Connect' to dial. If you are prompted for a user name and password, complete according to local procedures; otherwise, click 'OK'.

When you receive the message that you have connected to our system, click on your Web Browser (remember, you are not connecting via the Internet -- this is a point-to-point connection).

In the URL Address enter http://10.225.224.2 and press ENTER.

Subsequent Dial-Up Network connections

Click 'Connect'.

If prompted for user name and password, complete according to local procedures; otherwise, click 'OK'.

When you receive 'Connection Complete', click 'OK'.

Click on your Web Browser (remember, you are not connecting via the Internet).

In the URL Address enter http://10.225.224.2 and press ENTER.

First time connection to The FIRE System (If you have logged on previously, skip to Subsequent Connections to the FIRE System.)

Click 'Create New Account'.

Fill out the registration form and click 'Create'.

Enter your logon name (most users logon with their first and last name).

Enter your password (the password is user assigned and is case sensitive).

Click 'Create'.

If you receive the message 'account created', click 'OK'.

Click 'Start the FIRE Application'

Subsequent connections to The FIRE System

Click 'Log On'.

Enter your logon name (most users logon with their first and last name).

Enter your password (the password is user assigned and is case sensitive).

At Menu Options:

Click 'Information Returns'

Enter your TCC:

Enter your EIN:

Click 'Submit'.

The system will then display the company name, address, city, state, ZIP code and phone number. This information will be used to contact or send any correspondence regarding this transmission. Update as appropriate and/or click 'Accept'.

Click one of the following:

     Original File

 

     Correction File

 

     Test File

 

 

Replacement File (if you select this option, select one of the following):

FIRE Replacement (file was originally transmitted on this system) Click file to be replaced Magnetic Media Replacement File

Enter the alpha character from Form 9267, Media Tracking Slip, that was returned with your magnetic media shipment.

Click 'Submit'.

Enter the drive/path/filename of the file you want to upload or click 'Browse' to locate the file. Click 'Upload'.

When the upload is complete, the screen will display the total bytes received and the file name to be recorded on your Form 4804, Box 7b.

If you have more files to upload for that TCC:

Click 'File Another'; otherwise,

Click 'Back to Main Menu'.

It is your responsibility to check the acceptability of your file; therefore, be sure to dial back into the system in 10 business days.

     At the Main Menu:

 

 

     Click 'File Stats'.

 

 

     Enter your TCC:

 

 

     Enter your EIN:

 

 

     Click 'Search'.

 

 

     If 'Results' indicate:

 

 

'File Good' and you agree with the 'Count of Payees' and have mailed your Form 4804, you are finished with this file.

(Form 4804 is not needed on a replacement file unless the number of payees has changed from the original/correction file.)

'File Bad' -- Correct the errors and resubmit the file as a 'replacement'.

'Not Yet Processed' -- File has been received, but we do not have results available yet. Please check back in a few days.

Click on the desired file for a detailed report of your transmission.

When finished viewing your files, click on 'Main Menu'.

Click 'Log Off'.

Close your Web Browser.

IMPORTANT

Go back into your Dial-Up Network and click 'hang-up'; otherwise, you may stay connected and incur unnecessary phone charges.

SECTION 10. COMMUNICATION SOFTWARE SPECIFICATIONS (TEXT INTERFACE)

.01 Communications software settings must be:

     o No parity

 

 

     o Eight data bits

 

 

     o One stop bit

 

 

.02 Terminal Emulation must be VT100.

.03 Due to the large number of communication products available, it is impossible to provide specific information on all soft-ware/ hardware configurations. However, since most of our filers use Windows 95, 98 or NT software, the following instructions are geared toward those products (Procomm, PCAnywhere and many other communications packages are also acceptable and the product does not necessarily need to be Windows based.):

Uploading Files Using Hyperterminal in Windows 95, 98 or NT

Select Programs

Accessories

Communications (Windows 98)

Hyperterminal

The first time you log on, select Hyperterminal, Hyperterm or Hyperterm.exe, whichever is available on your system.

Thereafter, you can just select the icon that you have saved.

A box will appear titled 'Connection Description'.

Enter a name and choose an icon for the connection:

Country Code: United States of America

Area Code: 304

Phone Number: 262-2400

Connect Using: (default)

(If you need to modify the phone number, select File, then Properties to enter defaults for the area code, phone numbers and/or special access codes.)

Click on Dial.

A 'Connect' box will appear to show the status.

Once you have connected to The FIRE System, if you do not get a menu within a few seconds, press the

ENTER key one time.

First Time Logon

When you have connected to the system, enter 'new' to create your logon name and password. Complete the registration information and enter 'y' to create account.

Logon Name and Password

Logon Name: Enter a logon name. Most users enter their first and last name as the logon name.

Password: Enter a password of your choosing (1-8 alpha/numerics -- case sensitive).

After entering the password, you will go to the Main Menu.

Transferring Your Electronic File

Enter 'A' for Electronic Filing.

After reading Information Notice, press ENTER.

Enter 'A' for Forms 1098, 1099, 5498, W-2G, 1042-S, 8027 and Questionable Forms W-4.

Press the Tab key to advance to TCC box; otherwise, enter 'E' to exit.

Enter your TCC:

Enter your EIN:

The system will then display the company name, address, city, state, ZIP code, and phone number. This information will be used to contact or send correspondence (if necessary) regarding this transmission. If you need to update, enter 'n' to change information; otherwise, enter 'y' to accept.

Select one of the following:

'A' for an Original file

'B' for a Replacement file

'C' for a Correction file

'D' for a Test file

If you selected 'B' for a replacement file, select one of the following:

'A' Replacement Files For This System This option is to replace an original/correction file that was submitted electronically on this system but was bad and needs to be replaced. Select the file needing replaced.

'B' Magnetic media replacement files Enter the alpha character from Form 9267, Media Tracking Slip, that was returned with your magnetic media shipment.

Choose one of the following protocols (Hyperterminal is normally set to Zmodem by default):

     X -- Xmodem

 

 

     Y -- Ymodem

 

 

     Z -- Zmodem (Zmodem will normally give you the fastest transfer

 

          rate.)

 

 

At this point, you must start the upload from your PC.

To send a file:

Go to the hyperterminal menu bar.

Click on Transfer.

Click on Send file.

A box will appear titled 'Send File'.

Enter the drive/path/filename or click on Browse to locate your file.

Click on Send.

When the upload is complete, the screen will display the total bytes received and the file name to be recorded on your Form 4804, Box 7b.

Press ENTER to continue.

If you have more files to send for the same TCC/EIN, enter 'y'; otherwise, enter 'n'.

It is your responsibility to check the acceptability of your file; therefore, be sure to dial back into the system in 10 business days.

At the Main Menu:

Enter 'B' for file status.

Press the Tab key to advance to TCC box; otherwise, enter 'E' to exit.

Enter your TCC:

Enter your EIN:

Choose the appropriate option.

Tab to the file you want to look at and press ENTER.

If 'Results' indicate:

'File Good' and you agree with the 'Count of Payees' and have mailed your Form 4804, you are finished with this file. (Form 4804 is not needed on a replacement file unless the number of payees changes from the original/correction file.)

'File Bad' -- Correct the errors and resubmit the file as a replacement.

'Not Yet Processed' -- File has been received, but we do not have results available yet. Please check back in a few days.

When you are finished, enter 'E' from the Main Menu to logoff.

Enter '2' to hang-up.

SECTION 11. MODEM CONFIGURATION

.01 Hardware features

(a) Enable hardware flow control

(b) Enable modem error control

(c) Enable modem compression

SECTION 12. COMMON PROBLEMS ASSOCIATED WITH ELECTRONIC FILING

The following are the major non-format errors associated with electronic filing:

1. No Form 4804, Transmittal of Information Returns Reported Magnetically/Electronically.

Even though you have sent your information returns electronically, you still need to mail a signed Form 4804 by the due date of the return. See Part C, Section 7.04, for the mailing address.

2. Transmitter does not dial back to the electronic system to determine file acceptability.

The results of your file transfer are posted to the FIRE System within ten business days. It is your responsibility to verify file acceptability and, if the file contains errors, you can get an online listing of the errors. Date received and number of payee records are also displayed.

3. Incorrect file is not replaced timely.

If your file is bad, correct the file and timely resubmit as a replacement.

4. Transmitter compresses several files into one.

Only compress one file at a time. For example, if you have 10 uncompressed files to send, compress each file separately and send 10 separate compressed files.

5. Transmitter sends a file and File Status indicates that the file is good, but the transmitter wants to send a replacement or correction file to replace the original/correction/replacement file.

Once a file has been transmitted, you cannot send a replacement file unless File Status indicates the file is bad (1-2 business days after file was transmitted). If you do not want us to process the file, you must first contact us at 304-263-8700 to see if this is a possibility. However, this will count as a replacement. (See Part A, Sec. 11, for the definition of replacement.)

6. Transmitter sends an original file that is good, then sends a correction file for the entire file even though there are only a few changes.

The correction file, containing the proper coding, should only contain the records needing correction, not the entire file.

7. File is formatted as EBCDIC.

All files submitted electronically must be in standard ASCII code.

Part D. Miscellaneous Information

Section 1. Addresses for Martinsburg Computing Center

To submit an application to file, Form 4840, correspondence, and magnetic media files, use the following:

     Mailing by U. S. Postal Service, truck or air freight:

 

 

     IRS-Martinsburg Computing Center

 

     Information Reporting Program

 

     240 Murall Drive

 

     Kearneysville, WV 25430

 

 

     To submit magnetically filed and paper extension and waiver

 

requests, use the following address:

 

 

     Mailing by U.S. Postal Service, truck or air freight:

 

 

     IRS-Martinsburg Computing Center

 

     Information Reporting Program

 

     Attn: Extension of Time Coordinator

 

     240 Murall Drive

 

     Kearneysville, WV 25430

 

 

Section 2. Telephone Numbers for Contacting IRS/MCC

     Information Reporting Program Call Site: 304-263-8700

 

 

     Telecommunication Device for the Deaf (TDD): 304-267-3367

 

 

     Between 8:30 a.m. and 4:30 p.m. Eastern Time

 

     Monday through Friday

 

 

     Electronic Filing via FIRE -- 1-304-262-2400

 

 

     Information Returns FAX Machine: 304-264-5602
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