Maintain 1099-Misc Work Files

Use this option to add, change, delete, and review 1099-Misc work file records.

Menu Path

From the Fund Accounting menu, select Periodic Routines. From the Periodic Processing menu, select Maintain 1099-Misc Work Files.

If you navigate from the Fund Accounting menu and select Reference Tables, then from the Fund Accounting menu, select Vendor List or Alternate Vendor Address, if any of the following conditions exist:

Changes are made to a vendor's Federal Tax ID or any of the fields on the 1099 Name and Address tab
The system month is January
1099 information exists for the prior year

then a message appears asking if you want to update the 1099 record for the selected year with your changes.

Add a Transaction Record to the 1099-Misc Work File

Click Add New.
Complete the fields.
- 1099-Misc Header Information
  - Complete all required fields in this section. The Alternate Vendor field requires an entry, though you can accept the 0 default.
  - Select the Continuous checkbox to enter more than one record.
  - When you select a vendor, information from the vendor's record defaults to the payee fields (Payee Federal ID through Account Number). This information defaults from the 1099 Name and Address tab on the Vendor List. If necessary, change the default information.
- 1099-Misc Detail Information
  - Enter only amounts for the 1099-Misc boxes that apply.
  - Enter all amounts as positive values.
Click Accept. If you selected Continuous, you can enter another record.

Select and Display 1099-Misc Records

Choose the Maintain 1099-Misc Work Files page.

In the Search Criteria section, identify the records to display.

Field	Description
Tax Year	Defaults to the current year for 1099-Misc records. You can change the year to a previous year, or delete the year and leave the field blank to return records for all tax years.
Vendor	Enter a vendor code or use the lookup, or leave the field blank to return records for all vendors. 22.4 and later. Type two or more characters and select one or more vendors from the list.
Payee Federal ID	Taxpayer Identification Number (TIN) assigned to vendors by the IRS.
Alternate Vendor	Codes identifying the alternate vendors associated with transactions, as stored in the Alternate Vendor Address table.
Payee Name	Names of the vendors, as stored in the Vendor List.

Click Accept. The vendor records that match the criteria display in the page's List section.
- Change or delete the displayed records as needed.
- Select Print to export the search results to PDF or Excel. The report's default file name is 1099v_list.rpt.

Change a 1099-Misc Work File Record

Search for work file records.
In the page's List section, select the record you want to change.
Click Accept.
Change the desired fields.
- 1099-Misc Header Information
  - The Tax Year, Vendor, and Alt Vendor fields cannot be changed.
  - Select the Continuous field to change more than one record.
- 1099-Misc Detail Information
  - Add or change amounts as needed.
  - Enter all amounts as positive values.
Click Accept.

Delete a 1099-Misc Work File Record

Search for work file records.
In the page's List section, select the record to delete.
Click Delete.
Click Yes.

Fields

1099-Misc Header Information

The following fields identify the 1099-Misc accounts payable record and associated vendor:

Field	Description
Tax Year	Current tax year, as entered in the 1099 Setup page. If adding a record, select another year if needed. However, you cannot change the year or the Vendor Number and Alternate Vendor fields when changing existing 1099-Misc records.
Vendor Number	Code identifying a vendor, as entered in the Vendor List. Character/8 When adding a record, the system issues a warning if the code entered does not exist in the Vendor List. However, it still accepts the code. This enables you to issue a 1099 form to a party who is not a regular vendor.
Alternate Vendor	Code identifying the alternate vendor who received payment for this transaction. Enter the appropriate code, as stored in the Alternate Vendor Address table, or leave the field at its zero default if an alternate vendor does not apply.
Payee Federal ID	Vendor's federal Taxpayer Identification Number (TIN). Character/15
Payee Name	Vendor's name. Character/35
Secondary Payee Name	Secondary Vendor's name. Character/35
Doing Business As	Vendor's doing business as name. Character/35
Account Number	Vendor's account number. In most cases, use the recipient's vendor number, which defaults to this field from the Vendor List. However, if filing multiple 1099-Misc forms for a vendor, assign separate account numbers for each form. Character/20
Second Tin Notice	Select this checkbox to indicate that you were notified twice by the IRS within three calendar years that the payee provided an incorrect Taxpayer Identification Number (TIN). Select the box if this applies. Leave the box blank, however, if the two notices were received within the same year or if no notices were sent.
Foreign Address	Select this checkbox to indicate the vendor has a foreign address.
Foreign State	Foreign state information. Character/23
Foreign Postal Code	Foreign postal code. Character/15
Foreign Country Code	Foreign country code. Character/2

1099-Misc Detail Information

Field	Description
1-Rents	Rent payments of $600 or more.
2-Royalties	Royalty payments of $10 or more before reduction for severance or tax withholdings.
3-Other Income	Other income payments of $600 or more that are not reportable elsewhere on the form.
4-Federal Income Tax	Federal income tax retained as a backup withholding, as required for recipients who do not furnish their Taxpayer Identification Numbers.
5-Fishing Boat Proceeds	Taxpayer's share of proceeds from the sale of a fishing boat catch, excluding wages reported on the W2 form.
6-Medical/Health Pay	Medical and health payments totaling $600 or more made to each physician or other provider, including medical and health care insurers.
7-Direct Sales >=$5000 for Resale	Checkbox indicating you made direct sales of $5,000 or more to the vendor on a buy-sell or commission basis. Select the field if this applies.
8-Substitute Pay	Payments of $10 or more made in lieu of a dividend or tax-exempt interest.
9-Crop Insurance	Crop insurance proceeds of $600 or more paid to farmers by insurance companies.
10-Attorney Fees	Gross proceeds paid to an attorney for legal services.
11-Fish Purchased for Resale	Cash payments for the purchase of fish for resale.
12-409a Deferrals	Deferrals from the current and prior years that qualify as income for non-employees under IRS Code Section 409A.
14-Golden Parachute	Golden parachute payments in excess of the individual's average gross annual income over the five most recent taxable years.
15-NQ Deferred Comp	Deferred payments to non-employees during the year from all nonqualified deferred compensation plans.
16-State Income Tax	Amount of state income tax withheld in connection with the 1099-Misc payments.
17-Payer State	Two-character abbreviation identifying the state associated with the amount entered in the State Income Tax field.
18-State Income	Amount of the withholding paid to the state.

The list will change depending on the Tax Year selected in Search Criteria or entered on a new record. Visit the IRS website for details about the boxes for each tax year.