This page (revision-21) was last changed on 26-Nov-2021 10:22 by Karen Parrott

This page was created on 26-Nov-2021 10:22 by mmcfarland

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Version Date Modified Size Author Changes ... Change note
21 26-Nov-2021 10:22 56 KB Karen Parrott to previous 1099R_PROCESSING ==> 1099R PROCESSING

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1099 R PROCESSING...nobody
1099R PROCESSING

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!!!1099R Form Processing
There is required set up of 1099Rs before the forms, reports and media files can be produced. Users must confirm the setup of groups, states, counties, school districts and tax jurisdictions as they apply to your organization. \\ \\
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There is required set up for 1099Rs before the forms and reports can be produced. Users must confirm the setup of groups, states, counties, school districts and tax jurisdictions as they apply to your organization. \\ \\
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After the 1099R set up is complete, the Summary Report is run for comparison to the Year-To-Date Register. When everything is balanced, the 1099Rs can be printed.
After the 1099Rs set up is complete, the Summary Report is run for comparison to the Year-To-Date Register. When everything is balanced, the 1099Rs can be printed and the summary report can be re-run to produce the required media file.
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__New for 2018__ \\
__New for 2018__
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!Date of Payment
For the new 'Date of Payment' field, Seq#2815, R99-DATE-OF-PAYMENT, a combination of User Defined Fields (UDF) in IMUF and User Fields (UF) in IMCD are used. \\ \\
The seed data (SEED_RP1099RWWW_20181220.sql) provided will create new user fields as follows:
* On IMUF, Table Alias EID – new User Field called Date_of_Payment in IMUF
* On IMCD, Table Alias EID - new Column Date_of_Payment
* On the IMFD/IMFDV, Sequence 2815, Identifier “R99-DATE-OF-PAYMENT” for the new field will also be created.
__After loading the seed data, confirm these 2 fields are created.__ \\ \\
On IDFDV, for the new “R99-DATE-OF-PAYMENT’ Identifier, the field variable column must be set to “EID.DATE_OF_PAYMENT”. \\ \\
On the Maintain Identity Information (IEID) form, in the ‘Date of Death Benefit Paid’ User Field, the date must be entered for the defined employees.
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__Form Code HL$US-1099R-2019__\\
__Form Code HL$US-1099R-2019__
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Users can copy the IDFDV Variable definition from last year to the current year. Please refer to the Copy Last Year’s definition to Current Year section, below. \\ \\This seed data script is re-runnable. It will not erase the IDFDV set up of the same Form Code.
Users can copy the IDFDV Variable definition from last year to the current year. Please refer to the Copy Last Year’s definition to Current Year section, later in this document. \\This seed data script is re-runnable. It will not erase the IDFDV set up of the same Form Code.
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The IDFD Form Code HL$US-1099R-2019 provides the Store Option starting from Seq# 2000 in order for the RPYEU process to store the Employer Name/Addresses, the Employee Name/ Addresses and the Amounts of the Seq# in the Government Remittance Tables. \\
The IDFD Form Code HL$US-1099R-2019 provides the Store Option starting from Seq# 2000 in order for the RPYEU process to store the Employer Name/Addresses, the Employee Name/ Addresses and the Amounts of the Seq# in the Government Remittance Tables. \\ \\
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__IMPORTANT:__ Users must run the RPYEU process with the new IDFD HL$US-1099R-2019 Form Code, or users can run a copy of this Form Code that has the Store Option set up to store the Addresses and the Amounts in the Government Remittance Tables. \\
__IMPORTANT:__ Users must run the RPYEU process with the new IDFD HL$US-1099R-2019 Form Code, or users can run a copy of this Form Code that has the Store Option set up to store the Addresses and the Amounts in the Government Remittance Tables. \\ \\
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Any prior year’s Form Codes do not supply this Option and therefore will not turn on the Store feature for the RPYEU process. \\ \\
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After the HL$US-1099R-2019 information has been loaded, users can copy the IDFDV Variable definition from the last year to the current year using the COPY button on the IDFDV form as follows: \\ \\
After the HL$US-1099R-2019 information has been loaded, users can copy the IDFDV Variable definition from the last year to the current year using the COPY button on the IDFDV form as follows:
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1) On the IDFDV form, select last year’s Form Code: HL$US-1099R-2018 \\
2) Press the Copy Form Definition button \\
3) The Copying dialog box is displayed. Enter the current year New Form Code: HL$US-1099R-2019 \\
4) Set the Copy Definition with Variables toggle to ON. This will copy the variables set up from HL$US-1099R-2018 to HL$US-1099R-2019 for the same Field Identifier name. \\
1) On the IDFDV form, select last year’s Form Code: HL$US-1099R-2018
2) Press the Copy Form Definition button
3) The Copying dialog box is displayed. Enter the current year New Form Code: HL$US-1099R-2019
4) Set the Copy Definition with Variables toggle to ON. This will copy the variables set up from HL$US-1099R-2018 to HL$US-1099R-2019 for the same Field Identifier name.
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!IDFDV Form Descriptions
Use the IDFDV form to enter the variable data needed to correctly complete the 1099R’s, for the printed 1099R’s.
!1099R Form Definition Variables
Use the IDFDV form to enter the variable data needed to correctly complete the 1099R’s, for both the printed 1099R’s and the Magnetic Media files.
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|Seq #|Defines the sequential order of the variable.
|[Identifier|FIELD_IDENTIFIER]|The fields within this form are defined here.
|Seq # [FIELD_SEQUENCE]|Defines the sequential order of the variable.
|[Identifier|FIELD_IDENTIFIER]|The fields within this form are identified here.
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|[O/R Prompt|OVERRIDE_PROMPT]|The override name of the field that will be displayed on the form is defined here.
|[O/R Prompt|OVERRIDE_PROMPT]|The override name of the field that will be displayed on the form is identified here.
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!!!IDFDV Form Defintion Variables
After IDFD is loaded, users must set up their organization’s information for this Form Definition on the IDFDV form. \\ \\
!!!IDFDV Form Defintiions
__IDFDV Form Code HL$US-1099R-2018__
After IDFD is loaded, users must set up your organization’s information for this Form Definition on the IDFDV form. \\ \\
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__IDFDV HL$US-1099R-2019 Form Code Identifiers__\\ \\
IDFD Form: HL$US-1099R-YYYY – system provided \\
IDFD Form Type: US 1099R Definition \\
For 2018-2019 reporting, the IDFD Form Code HL$US-1099R-YYYY starter script has provided the Store Option starting from Sequence # 2000 in order for the RPYEU process to store the Amount of the Seq # in the Government Remittance Tables. \\ \\
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NOTE: Fields marked with an asterisk (*) are MANDATORY \\
__IMPORTANT:__ Users must run the RPYEU process with the IDFD HL$US-1099R-YYYY Form Code or a copy of this Form Code that has the Store Option set up to store the amounts in the Government Remittance Tables.
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Any prior year’s Form Codes do not supply this Option and therefore will not turn on the Store feature for the RPYEU process. \\ \\
IDFDV HL$US-1099R-2019 Form Code Identifiers
IDFD Form: HL$US-1099R-YYYY – system provided
IDFD Form Type: US 1099R Definition
NOTE: Fields marked with an asterisk (*) are MANDATORY
;1099R Form Code Identifiers
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|SUB-VENDOR|Software Vendor Code|Constant|Enter your company data
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|SUB-COMP-LOCN|Company Location Address|Constant|Enter company’s location address\\ \\such as Attention, Suite, Room #
|SUB-COMP-LOCN|Company Location Address|Constant|Enter company’s location address\\ \\such as Attention, Suite, Room # etc
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|ER-TERM-BUS|Terminating business indicator|Constant|Enter appropriate code from SSA
|ER-TERM=BUS|Terminating business indicator|Constant|Enter appropriate code from SSA
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|R99-ER-ACCT-NO|Account Number|Constant, Data Base Column \\ or IDGV variable|For IDGV variable, users can look up the IDGV Field Variable and enter the Account Number on IDGV
|R99-ER-ACCT-NO|Account Number|Constant, Data Base Column or IDGV variable|For IDGV variable, users can look up the IDGV Field Variable and enter the Account NUmber on IDGV
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|R99-DATE-OF-PAYMENT|Date of Death Benefit Paid|Data Base Column|EID.DATE_OF_PAYMENT.
|R99-DATE-OF-PAYMENT|Date of Death Benefit Paid|Data Base Column|EID.DATE_OF_PAYMENT. See note below for setup
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|R99-ALLOC-TO-IRR|Amount allocable to IRR within 5 years|Pay Component|F1099R-BOX-10
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|R99-FATCA|FATCA Requirement|Element|F1099R-BOX-10-FATCA
\\
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|R99-CODE-E|Excess 415 or 403(b)|Pay Component|Enter your company data
|R99-CODE-E|Excess 425 or 403(b)|Pay Component|Enter your company data
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|R99-CODE-G|Rollover contribution|Pay Component|Enter your company data
|R99-CODE-G|Rollever contribution|Pay Component|Enter your company data
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|R99-CODE-U|ESOP under section 404(k)|Pay Component|Enter your company data
|R99-CODE-W|Payments for LT Care Insurance|Pay Component|Enter your company data
\\
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\\
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|R99-CN-DIST-HOME|County Distributions (Home County)|Element|R99-CNTY-DIST-H
|R99-CN-DIST-WORK|County Distributions (Work cOUNTY)|Element|R99-CNTY-DIST-W
|R99-CN-DIST-HOME|County Distributions (Home County)|Element|R99-CNTY-DIST-H|State
|R99-CN-DIST-WORK|County Distributions (Work cOUNTY)|Element|R99-CNTY-DIST-W|State
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Users should verify the RP1099RW numeric box totals balance to the RPYEU numeric box totals. \\ \\
Users should verify the RP1099RW numeric box totals balance to the RPYEU numeric box totals. \\
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!Government Media File Name
*When [RPYEU] is run, users can select to generate a magnetic media file
*Users must define a valid directory name and a magnetic media file name, such as 1099R_2017.txt)
*Users can also attach the [RPYEU] Execution ID to the file name by defining the word ‘Mex’ in the file name, such as 1099R_2017_mex.txt. This will generate a magnetic media file 1099R_2017_67109.txt for Execution ID 67109
Example: 1099R_mex_ohio.txt will generate a magnetic media file 1099R_67109_ohio.txt for Execution ID 67109
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**rpyeu_1099R_750234.txt - Magnetic media file to be sent to the government
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**rpyeu_1099R_150277.txt - Magnetic media file to be sent to the government
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!Government Media File – Code RW, RS when Select by State
*When [RPYEU] is run with no specific State selected, the Federal magnetic media file and Code RW records will be generated.
*When [RPYEU] is run with one State selected, only the specific State records is processed, therefore Code RW records will __not__ be generated.
Code RS records will be generated according the State government requirements and the 1099R State Media Filing’ defined on [IDGV Variables|IDGV#VariablesTab] tab.
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The following exception messages are always printed for an employee:
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Form Code: Use current year's form code \\
Identifier: 1099R-CONTROL-PRINT \\
Level: Federal \\
O/R: CONTROL NUM PRT \\
Source: Constant \\
Field Variable Options: \\
*Null, 0 – Do not print Control Number on 1099R Form
*1 - Print Control Number as defined in 1099R-CONTROL-NUM Identifier
*2 - Print Control Number as defined from RPYEU ‘Sort Level By’ field
*3 - Print 1099R-CONTROL-NUM Identifier and Person Code
*4 - Print ‘Sort Level By’ field and Person Code
*5 - Print ‘Sort Level By’ field and 1099R-CONTROL-NUM Identifier
*6 - Print ‘Sort Level By’ field, the 1099R-CONTROL-NUM Identifier and Person Code \\
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||Field||Description
|Form Code|Use current year's form code
|Identifier|1099R-CONTROL-PRINT
|Level|Federal
|O/R|CONTROL NUM PRT
|Source|Constant
|Field Variable|Options are: \\ *Null, 0 – Do not print Control Number on 1099R Form \\ *1 - Print Control Number as defined in 1099R-CONTROL-NUM Identifier \\ *2 - Print Control Number as defined from RPYEU ‘Sort Level By’ field \\ *3 - Print 1099R-CONTROL-NUM Identifier and Person Code \\ *4 - Print ‘Sort Level By’ field and Person Code \\ *5 - Print ‘Sort Level By’ field and 1099R-CONTROL-NUM Identifier \\ *6 - Print ‘Sort Level By’ field, the 1099R-CONTROL-NUM Identifier and Person Code \\
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Form Code: Use current year's form code \\
Identifier: 1099R-CONTROL-NUM \\
Level: Federal \\
O/R: CONTROL NUMBER \\
Source: Data Base Column \\
Field Vaiable Option: Enter your company data, such as 'EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc. \\
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||Field||Description
|Form Code|Use current year's form code
|Identifier|1099R-CONTROL-NUM
|Level|Federal
|O/R|CONTROL NUMBER
|Source|Data Base Column
|Field Variable|Enter your company data, such as 'EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc. \\
__NOTE:__ If Seq # 2810 1099R-CONTROL-NUM defines a data base column, such as PPA.PAYROLL_CODE, and:
* within the reporting year, an employee has been paid by more than one entry of this database column (employee is paid under 2 Payroll Codes), and
If Seq # 2810 1099R-CONTROL-NUM defines a data base column, such as PPA.PAYROLL_CODE, and:
* within the reporting year the employee has been paid by more than one entry of this database column (employee is paid under 2 Payroll Codes), and
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the YTD values will be accumulated together, and 1099R Form Box D Control Number will be printed with one [PAYROLL_CODE] only, usually the [PAYROLL_CODE] with the name that is sorted last. \\
the YTD values will be accumulated together, and 1099R Form Box D Control Number will be printed with one [PAYROLL_CODE] only, usually the [PAYROLL_CODE] with the name that is sorted last. \\ \\
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Then ‘US WEST BW’ code will be printed. \\
Then ‘US WEST BW’ code will be printed.
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* Users can run RPREGT for a group, unit, department, etc., or for a list of employees using the People List Code parameter. \\ \\
* Create an element on the IPPE form with only the pay components that will be reported on the 1099RW form. This will greatly reduce the size of the Year-to-Date Register. \\ \\
* If an employee worked in two different jurisdictions, there will be one register for each jurisdiction. Consequently, the employee will receive a separate 1099RW form for each jurisdiction. \\ \\
* For auditing purposes, (comparing RPREGT TO RPYEU) users should define the Provide Totals By field as Fed Regist Number when RPREGT is run. \\ \\
Users can run RPREGT for a group, unit, department, etc., or for a list of employees using the People List Code parameter. \\ \\
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Create an element on the IPPE form with only the pay components that will be reported on the 1099RW form. This will greatly reduce the size of the Year-to-Date Register. \\ \\
If an employee worked in two different jurisdictions, there will be one register for each jurisdiction. Consequently, the employee will receive a separate 1099RW form for each jurisdiction. \\ \\
For auditing purposes, (comparing RPREGT TO RPYEU) users should define the Provide Totals By field as Fed Regist Number when RPREGT is run. \\ \\
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\\
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|Federal Regist Type|To define and report on a specific Federal Registration type, defined on IDGV. Optional
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|Person|Enter the Person Code of the employee you are testing with. Optional
|Person|Enter the Person Code of the employee you are tesating with. Optional
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|State Regist Type|To define and report on a specific State Registration type, defined on IDGV. Optional
|State Regist Number|Used only for Quarterly State filing. If a State is not entered, then the Federal Regist Number on [IDGV] is used. Optional
|State Regist Number|Used only for Quarterly State filing. Is a State is not entered, then the Federal Regist Number on [IDGV] is used. Optional
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|Local Regist Type|To define and report on a specific Local Registration type, defined on IDGV. Optional
|Local Regist Number|To define and report on a specific Local Registration set. Optional
|Local Reigst Number|To define and report on a specific Local Registration set. Optional
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!!RPYEU Selection Criteria - Quarterly Reporting
__Report Parameters__
||Parameter||Description
|Annual Form Code|Mandatory. \\Form Code that is defined on the IDFDV form. \\NOTE: Always use the current year form code. __DO NOT__ use a prior year form code as the Identifiers may be obsolete.
|Quarterly Form Code|Optional. If not defined, it defaults to the Annual Form Code with the EF1099R format. \\ \\If the State is using a format such as ICESA, TIB-4 and other special formats for quarterly reporting, enter HL$US-QTR-2014. \\ \\HL$US-QTR-2014 will not be updated after 2014 because this format code is only used for prior year ICESA and TIB-4 formats. Most States are now converted to EF1099R.
|Govt Interface Format|Optional. Some States require a specific government XML file format that is defined on the IDIF form. \\Example: The Florida State format is HL$US-QTR-FL2019. Please refer to the State document that indiciates if this parameter should be used.
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the quarterly reporting period.
|As of Date|Mandatory. Defines the start date of the quarterly reporting period.
|Combine Employment Type|Defines if the employees on the report should be sorted by their Employment Type. Set this toggle to YES to combine Regular and Other Types of Employment.
|Combine Fed Regist|Defines if all of the selected 'Federal Regist' for State/Local Reporting should be combined. Set this field to YES to combine all 'Federal Regist' for State/Local reporting. __DO NOT SET THIS TOGGLE TO YES WHEN GENERATING THE FEDERAL FILE.__\\ \\When this field is set to YES, RPYEU will not store the Federal Level amounts on the IPGH form because the Federal Registration Numbers are combined and will not be linked to a specific Federal Registration Number. \\ \\A warning message is issued when this field is set to YES: *** WARNING: Combine Fed Regist = Yes, IPGR Federal Amounts and Employee Remittance Header are not added by Federal Registration Number.
|Media Format|Enter the State file format or SUI file format for State Reporting. For the SUI file format, use the SUI Registration Number from IDGV. \\ Defines the Federal file format for SSA reporting. Optional
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|Directory Name| Mandatory. Defines the name of the government Magnetic Media file.
|Media File Name|Mandatory. Defines the media file name of the data being uploaded.
|Create Data Dump| Defines if a data dump file with the extension of .csv should be generated. Optional
|Trace Level|Defines the tracing level (report messages) for the report. Optional. Users should always run RPYEU with the Trace Level set to 'Exceptions Only' for all employees, unless required for tracing.
|Regist/Set Up Audit|Option to print exceptions that may exist from set up. Optional. Options are: \\00-Do not print, run \\01-Print, do not run \\02-Print and run \\03-Excp and run
|User Comments|Enter a comment to print on the header of the report. Optional
__Report Filters__
||Filter||Description
|Entity|To define and report on a specific Entity. Optional
|Federal Regist Set|To define and report on a specific Federal Registration Set, on [IDGV]. Optional
|Federal Regist Number|Defines the Employer Identification Number, on [IDGV]. Optional
|People List|This field limits the process to the people in the defined list. Optional
|Person|Enter the Person Code of the employee you are tesating with. Optional
|Select State|Defines a State to report on. Optional. Do not enter a State when generating the Federal File or W2 forms. If a State is selected, the process will report on the defined State only.
|State Regist Set|To define and report on a specific State Registration set, on [IDGV]. Optional. This field is not required for Annual reporting.
|State Regist Number|Used only for Quarterly State filing. Is a State is not entered, then the Federal Regist Number on [IDGV] is used. Optional
|Local Regist Set|To define and report on a specific Local Registration set. Optional
|Local Reigst Number|To define and report on a specific Local Registration set. Optional
|Select County|To define and report on a specific County. Optional
|Select City|To define and report on a specific City. Optional
|Select School|To define and report on a specific School District. Optional
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Users should read the following form descriptions and refer to the IRS 2018 instructions for Forms 1099R and 5498 prior to setting up the IDFDV form. \\https://www.irs.gov/pub/irs-pdf/i1099R.pdf
Users should read the following form descriptions and refer to the IRS 2018 instructions for Forms 1099R and 5498 prior to setting up the IDFDV form. \\https://www.irs.gov/pub/irs-pdf/i1099RW.pdf
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!2018 1099R format for reporting in 2019
2018 1099R format for reporting in 2019
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The US 1099R Forms (RP1099RW) report will print a list of 1099R forms. The RP1099RW program currently supports the 2 on-a-page format.
The US 1099R Forms (RP1099RW) report will print a list of 1099R forms. \\ \\The RP1099RW program currently supports the 2 on-a-page format.
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||Report Parameters||Description
||Report Parameters||
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|Trial Print Only|Defines if the Print Stage field on the IPGH form will be updated when the 1099s are printed. \\When set to YES, the field will not be updated. \\When set to NO, the Print Stage will be updated to Forms Printed
|Trial Print Only|Defines if the Print Stage field on the IPGH form will be updated when the 1099s are printed. \\When set to YES, the field will not updated. \\When set to NO, the Print Stage will be changed to Forms Printed
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||Report Filters||Description
||Report Filters||
This page (revision-21) was last changed on 26-Nov-2021 10:22 by Karen ParrottTop