1099 Procedures

1. Data to verify BEFORE printing 1099s

Obtain 1099 Forms

NOTE: The company from which 1099 Forms were purchased in a prior year may have changed item numbers. When ordering, please verify that the 1099 Forms have two forms per page. Depending on your reporting requirements, you may need to purchase both 1099-NEC and 1099-MISC Forms.

A. Received enough 1099 Forms.

Set Vendor 1099 Status (if using the 1099 indicator)

i-AP/Options/Vendor Maintenance

A. Select vendor and edit to add a check to the 1099 checkbox if applicable.

NOTE: If 1099 Payroll Reserve Vendors need to be included in the 1099 information as proceeds paid to an attorney, set the 1099 indicator to True for any applicable vendors.

Validate IRS FIRE TCC (1099) Information

NOTE: A Transmitter Control Code (TCC) is NOT required to e-file Form 1099 Information to the Oklahoma Tax Commission. However, if electronically filing forms to the IRS through the FIRE system, a TCC is required.

i-PR/Options/Setup/Form W2/1095-C Setup

A. Select the Calendar Year.

B. Scroll down to the Specify IRS FIRE TCC (1099) information section.

C. Enter/validate the Transmitter Control Code (TCC) for the FIRE system, if applicable.

NOTE: Enter the 5-digit TCC Code provided by the IRS when enrolling to use the Filing Information Returns Electronically (FIRE) system for electronic transmission of Form 1099 Information.

D. Click the Save button.

2. Validate Form 1099 Listing

NOTE: We have created a training video to assist you when validating and preparing 1099s.

Print 1099s (access video directly through the application: i-AP/Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘1099’)

Print Expenditure Analysis

NOTE: If including 1099 Payroll Reserve Vendors as proceeds paid to an attorney, these figures will not be included on this report. To validate reserve vendors, use the Vendor History tool to look up and validate the payment information.

i-AP/Options/Analysis Tools/Reports/Expenditure Analysis

A. Select 1/1/YY as the Begin Date.

B. Select 12/31/YY as the End Date.

C. Select the Only Print Paid Items button.

D. Change Fiscal Year Group Order to NA and Uncheck the Total Box.

E. Enter last fiscal year,current fiscal year in the Fiscal Year Filter.

F. Enter 1-49999 in the PurchaseOrder Filter.

G. Select the Group Order for Vendor as 1 – Total: Checked

H. Group by Object second if verifying the Medical And Healthcare Payment Objects, Proceeds Paid To An Attorney Objects, Rents Objects, and Royalties Objects.

I. Print and save the report for validation.

Setup and Print Form 1099 Listing

i-AP/Options/Federal/State Reports/Print 1099s

A. Enter the Calendar Year.

B. Set the Print 1099 Vendors Only checkbox accordingly.

C. Enter the Vendor Minimum Amount To Print.

D. To report Nonemployee Compensation, enter the Nonemeployee Compensation Objects.

NOTE: You must enter the appropriate object codes in the Nonemployee Compensation Objects field for those expenditures to be included on the 1099-NEC Form. If left blank, no expenditures will be selected for Nonemployee Compensation. If more than one object code applies, separate with a comma. If using a range of object codes, separate with a dash (i.e., 000, 100-200, 300).

E. To report Medical And Healthcare Payments, Proceeds Paid To An Attorney, Rents, or Royalties, enter those objects in their respective field.

NOTE: You must enter the appropriate object codes in the Medical And Healthcare Payment Objects, Proceeds Paid To An Attorney Objects, Rents Objects, or Royalties Objects fields for those expenditures to be included on the 1099-MISC Form. If left blank, no expenditures will be selected for Medical And Healthcare Payments, Proceeds Paid To An Attorney, Rents, or Royalties. If more than one object code applies, separate with a comma. If using a range of object codes, separate with a dash (i.e., 000, 100-200, 300).

F. To report payroll reserve amounts paid to a 1099 vendor as proceeds paid to an attorney, select the checkbox to Include 1099 Payroll Reserve Vendors As Proceeds Paid To An Attorney.

G. Select the Set As Default Criteria button to save your selections from the above steps. Those selections will automatically appear the next time the Print 1099s Form is opened.

NOTE: If you are importing 1099 information from a file, the Set As Default Criteria button will not save the alternate begin date or import file selections, and should be set each time the Print 1099s Form is opened.

H. Only use the following two items if you are importing 1099 information from a file. To refer to the Wen-GAGE i-Accounting 1099 Import Specification document for information on how to format the file, click here.

a. Alternate Begin Date

b. 1099 File

I. Select Print Listing to print the Form 1099 Listing report for validation and save the file for your records.

Validate Form 1099 Listing with Expenditure Analysis Report

A. Validate vendor totals by comparing the Expenditure Analysis report with the totals listed on the Form 1099 Listing BEFORE printing 1099s.

B. If corrections are made, reprint and save the Expenditure Analysis and Form 1099 Listing reports to validate the totals again.

3. Print 1099-NECs & 1099-MISCs

Print a Test 1099-NEC Form to Validate Alignment & Print Actual 1099-NEC Forms

i-AP/Options/Federal/State Reports/Print 1099s

A. Verify all selections from the Setup and Print Form 1099 Listing step (i.e., Calendar Year, Objects, etc.).

B. If you are using a designed layout, specify the saved Form 1099-NEC layout. Otherwise, select the Original Report Layout.

C. Select Print NEC and open the PDF.

D. Select File and Print.

E. Print a single page for testing alignment by specifying one page number in the Page Range or Pages to Print setting.

F. Verify PDF Viewer Page Sizing and Handling is set to Actual Size.

G. Print to an actual 1099-NEC Form and validate alignment.

H. If no adjustments are needed for alignment, print all pages of the 1099-NEC Forms. If adjustments are needed for alignment, design the Form 1099-NEC using the Report Designer. Retest the alignment by specifying the saved Form 1099-NEC layout.

Print a Test 1099-MISC Form to Validate Alignment & Print Actual 1099-MISC Forms

i-AP/Options/Federal/State Reports/Print 1099s

A. Verify all selections from the Setup and Print Form 1099 Listing step (i.e., Calendar Year, Objects, etc.).

B. If you are using a designed layout, specify the saved Form 1099-MISC layout. Otherwise, select the Original Report Layout.

C. Select Print MISC and open the PDF.

D. Select File and Print.

E. Print a single page for testing alignment by specifying one page number in the Page Range or Pages to Print setting.

F. Verify PDF Viewer Page Sizing and Handling is set to Actual Size.

G. Print to an actual 1099-MISC Form and validate alignment.

H. If no adjustments are needed for alignment, print all pages of the 1099-MISC Forms. If adjustments are needed for alignment, design the Form 1099-MISC using the Report Designer. Retest the alignment by specifying the saved Form 1099-MISC layout.

4. Create E-Files & Submit to Government Agencies

Create E-File for Internal Revenue Service (IRS)

NOTE: The IRS requires Form 1099 Information to be electronically submitted when filing 250 or more forms. If filing less than 250 forms, the Form 1099 Information may either be electronically submitted or mailed directly to the IRS.

A. Verify all selections from the Setup and Print Form 1099 Listing step (i.e., Calendar Year, Objects, etc.).

B. Select IRS File.

C. Save the file for submission to the IRS using the Filing Information Returns Electronically (FIRE) system.

NOTE: The file name will default to the following format: IRS_1099_001_YYYY_Your School EIN.txt

D. Remember to file Form 1099 Information to the IRS by the appropriate deadline.

Create E-File for Oklahoma Tax Commission (OTC)

NOTE: The OTC requires all Form 1099 Information to be electronically submitted through the Oklahoma Taxpayer Access Point (OkTAP) system and no longer accepts paper 1099s by mail.

A. Verify all selections from the Setup and Print Form 1099 Listing step (i.e., Calendar Year, Objects, etc.).

B. Select OKTAP File.

C. Save the file for submission to the OTC through the Oklahoma Taxpayer Access Point (OkTAP) system.

NOTE: The file name will default to the following format: 1099_001_YYYY_Your School EIN.txt

D. Remember to file Form 1099 Information to the OTC by the appropriate deadline.