1099-R Calendar Year End Process

The Calendar Year End process is a critical year-end procedure in the Human Resources module that resets all calendar-year-to-date (YTD) payroll accumulators, prepares the system for the new calendar year, and purges historical data.

The 1099-R options must be run after you copy your W2 employee data and before using any Year End options to start the new calendar year.

Perform the following procedures in sequence to complete the 1099-R Calendar Year End process.

• Set Up 1099-R Parameters

• Create 1099-R Work File

• 1099-R Work File Maintenance

• Print 1099-R Edit List

• Print 1099-R forms

• Create 1099-R Electronic File

• Optional Procedures

Set Up 1099-R Parameters

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Set Up 1099-R Parameters.

1099-R Wizard: 1099-R Parameters

Use the 1099-R Wizard: 1099-R Parameters page to set up the employer and configuration information required to generate and print 1099-R tax forms.

1. On the 1099-R Wizard: 1099-R Parameters page, refer to 1099-R Parameters and update the fields as required.

2. Select Next.

1099-R Wizard: 1099-R Additional Parameters

Use the 1099-R Wizard: 1099-R Additional Parameters page to configure form output options, media settings, and printing flags that control how the 1099-R forms are generated and what information appears on them.

1. On the 1099-R Wizard: 1099-R Additional Parameters page, refer to 1099-R Additional Parameters and update the fields as required.

2. Select Next.

1099-R Wizard: 1099-R Print Controls

Use the 1099-R Wizard: 1099-R Print Controls page to configure output and reporting options that control how 1099-R forms are printed and what additional reports/files are generated.

1. On the 1099-R Wizard: 1099-R Print Controls page, refer to 1099-R Print Controls and update the fields as required.

2. Select Finish.

Create 1099-R Work File

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Create 1099-R Work File.

1099-R Wizard: 1099-R Workfile Load Criteria

Use the 1099-R Wizard: 1099-R Workfile Load Criteria page to set up the initial criteria for creating the 1099-R work file that will hold employee retirement distribution data for generating 1099-R forms.

This task can be performed at any time after the Copy W2 Information step.

1. On the 1099-R Wizard: 1099-R Workfile Load Criteria page, refer to Create 1099-R Work File and update the fields as required.

2. Select Next.

1099-R Wizard: 1099-R Workfile Pay Groups

Use the 1099-R Wizard: 1099-R Workfile Pay Groups page to select which employee pay groups to include when creating the 1099-R work file, giving you control over which employees will have 1099-R records generated.

1. On the 1099-R Wizard: 1099-R Workfile Pay Groups page, refer to Create 1099-R Work File and update the fields as required.

2. Select Next.

1099-R Wizard: 1099-R Workfile Pay Codes

Use the 1099-R Wizard: 1099-R Workfile Pay Codes page to identify which pay codes represent retirement contributions so the system can correctly calculate Box 5 (Employee Contributions/Designated Roth contributions or insurance premiums) on the 1099-R form.

1. On the 1099-R Wizard: 1099-R Workfile Pay Codes page, refer to Create 1099-R Work File and update the fields as required.

2. Select Finish.

1099-R Work File Maintenance

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select 1099-R Work File Maintenance.

Use the 1099-R Work File Maintenance page to view, search, add, modify, and delete individual employee 1099-R work file records before printing the final 1099-R forms. This is where you can make corrections and adjustments to the data that was loaded during the Create 1099-R Work File process.

1. On the 1099-R Work File Maintenance page, refer to 1099-R Work File Maintenance, and review/update the loaded employee records as required.

2. Select the Back button twice to return to the 1099-R Processing page.

Print 1099-R Edit List

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Print 1099-R Edit List.

Use the Print 1099-R Edit List page to generate a verification report of all 1099-R work file data before printing the final 1099-R forms.

1. On the 1099-R Processing - Print 1099-R Edit List page, refer to Print 1099-R Edit List and generate the verification report.

2. Select Back.

Print 1099-R Forms

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Print 1099-R Forms.

Use the Print 1099-R Forms page to print the official IRS 1099-R tax forms that report distributions from pensions, annuities, retirement plans, IRAs, insurance contracts, and similar payments. These forms are distributed to employees and filed with the IRS.

On the Print 1099-R Forms page, use the following options as required:

• Print All 1099-R Forms

• Restart 1099-R Printing

• Print Individual 1099-R

Create 1099-R Electronic File

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Create 1099-R Electronic File.

Use the Create 1099-R Electronic File page to generate an electronic file of 1099-R data for submission to the IRS via the FIRE (Filing Information Returns Electronically) system.

On the Create 1099-R Electronic File page, refer to Create 1099-R Electronic File and generate the electronic file.

Optional Procedures

The following procedures are optional:

• Audit Listing of 1099-R Changes

• Purge 1099-R Work File

• Purge 1099-R Audit File

Audit Listing of 1099-R Changes

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Audit Listing of 1099-R Changes.

Use the 1099-R Processing - Audit Listing of 1099-R Changes page to print a report of all changes made to the 1099-R work file. This report provides a complete audit trail of all additions, modifications, and deletions made to employee 1099-R records.

On the 1099-R Processing - Audit Listing of 1099-R Changes page, refer to Audit Listing of 1099-R Changes and generate the report.

Purge 1099-R Work File

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Purge 1099-R Work File.

Use the 1099-R Processing - Purge 1099-R Work File page to delete all 1099-R work file records for a specified tax year.

On the 1099-R Processing - Purge 1099-R Work File page, refer to Purge 1099-R Work File and delete all 1099-R work file records for the specified tax year.

Purge 1099-R Audit File

Menu path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select 1099-R Processing. Select Purge 1099-R Audit File.

Use the 1099-R Processing - Purge 1099-R Audit File page to delete all audit trail records for 1099-R changes for a specified tax year.

On the 1099-R Processing - Purge 1099-R Audit File page, refer to Purge 1099-R Audit File and delete all 1099-R audit trail records for the specified tax year.