Transcript TxEIS End of Calendar Year Procedures December 5, 2013

TxEIS
2013 End of Calendar
Year Procedures
1099s
December 5, 2013
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IRS Forms
 W-9 “Request for Taxpayer Identification Number and
Certification” should be obtained from every payee who
provides a service.
 1096 “Annual Summary and Transmittal of U.S. Information
Returns” must accompany each different type of 1099 form
submitted by an entity.
 1099 MISC form must be completed for every payee
receiving reportable payments for:
-Rent of $600 or more (block 1)
-Royalties of $10 or more (block 2)
-Other income, prizes, and awards (not for services) of
$600 or more (block 3)
-Health and medical services of $600 or more (block 6)
-Services performed by non-employees of $600 or
more (block 7)
-Legal gross proceeds (block 14)
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Reportable Payees
 A reportable payee is any individual,
combination of individuals, sole proprietor,
partnership, or trust.
 Payments to medical services corporations
for the provision of health care services
MUST be reported.
 Payments to corporations and section 501
non-profit organizations generally need NOT
be reported.
 Rent paid to real estate agents need NOT
be reported.
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Report Trigger Amount
A report must be transmitted if $600 or
more is paid during the calendar year
to a reportable payee.
For royalties, a report must be
transmitted if $10 or more is paid to a
reportable entity during a calendar
year.
For lump sum annuities, there is NO
minimum trigger amount.
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1099 Due Dates
 Form 1099 (Copy B) is due to recipients by January
31, 2014.
 The due date is extended to February 18, 2014 if you
are reporting payments to the recipient in boxes 8
or 14.
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1099 Due Dates
 Paper submissions (Copy A) of this form are due to
the IRS by February 28, 2014
 Electronic submissions (Copy A, irstax.txt file) are
due by March 31, 2014.
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File Electronically
 To file electronically, you must obtain a
Transmitter Control Code (TCC) by completing
form 4419 Application for Filing Information
Returns Electronically (FIRE) at least 30 days
prior to the submission due date.
 This form can be obtained by calling 1-800-Tax
Form or by going to http://www.irs.gov/pub/irspdf/f4419.pdf.
 You must file electronically if you have more
than 250 or more returns.
 TxEIS will generate a file that is compatible with
IRS Pub. 1220.
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Verify District Finance
Options
• Tables > District Finance Options > Finance Options
• Current Finance Fiscal Year: 4
• School Year : 2013-2014
• Previous File ID : 3
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Create the 1099 Object
Code Table
• Tables > 1099 Object Codes
• Review all object codes that were used when
paying 1099 eligible vendors. Add object codes as
needed.
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Create a matching 1099 Object
Code Table in File ID 3
• Since amounts spent from January 1, 2013 –
August 31, 2013 are documented in File ID 3,
the same object codes will be needed
there.
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Review 1099 eligible
vendors
• Maintenance > Vendor Information
• Ensure the EIN/SSN is filled out and the 1099
Eligible Flag is checked for all eligible vendors in
both File ID C and 3
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User Created Reports
•
Reports > User Created Reports > Vendor Reports
• You may utilize User Created Reports to ensure
that vendors eligible for a 1099 are set-up
correctly
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Clear all previous year 1099
transactions from FID C
• Utilities > Create 1099 Work Table
• Clear all previous year 1099 transactions from
the Working Table. Leave the date ranges as
zeros so all data is deleted, and click Delete.
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Extract transactions
• Utilities > Create 1099 Work Table
• In this same table, enter the dates for the entire
2013 calendar year, check the box to Use 1099
Object Codes Table, and Add.
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Verify extracted vendors
and transactions
• Reports > Finance Reports > Vendor/Purchase Order
Reports > 1099 Report (FIN2050)
• Sort by Alpha (A) and Print the Reason (R). Print
the report a second time sorting by EIL/SSN (N).
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While a
vendor with
no EIN/SSN
will show up
on this report,
their 1099 will
not print
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Add transactions
individually
• Maintenance > 1099 Record Maintenance
• You can also add transactions individually in this
screen if needed.
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Student Activity check
transactions
 If the Student Activity check transactions are
not maintained in TxEIS, you will need to
manually enter information on any vendors
involved with transactions that require a
1099, in the 1099 Record Maintenance
screen.
 After making all changes, print the 1099
report again to verify the data one last time.
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Print 1099 MISC forms
• Reports > Finance Reports > Vendor/Purchase Order
Reports > Printing 1099-MISC Form (FIN2100).
• Once all information has been verified, the
actual 1099 MISC Form can be printed
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1099 Report
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1099 Form
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Printer Alignment Issues
TxEIS Business Recommended Print Settings
Adobe Acrobat, Reader 10 or later

Checks (pre-printed) and W-2s and 1099s Forms (pre-printed)
Size Options: Actual size
Orientation: Auto portrait/landscape

Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank)
Size Options: Fit
Orientation: Auto portrait/landscape
Adobe Acrobat, Reader X

Checks (pre-printed) and W-2s and 1099s Forms (pre-printed)
Page Scaling: Shrink to Printable Area
Auto-Rotate and Center: not checked

Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank)
Page Scaling: Fit to Printable Area
Auto-Rotate and Center: checked
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Disable Mozilla Firefox
PDF Viewer
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Disable Chrome PDF
Viewer
• Type chrome://plugins/ in address line of Chrome.
• Click on Disable for Chrome Remote Desktop Viewer.
• Click on Disable Chrome PDF Viewer.
• Click on Enable for Adobe Reader.
• Close and re-start Chrome.-- This will enable user to view
documents and print using Adobe.
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Create electronic file
• Reports > Finance Reports > Vendor/Purchase Order
Reports > Printing 1099-MISC Form (FIN2100)
• If submitting your district file electronically, this step
should be completed once all adjustments have been
made, but before March 31, 2014.
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