Running a 1099-R file for electronic files

You must run 1099-R File Creation (PR251) to

Generate a trial 1099-R file to review for errors and correct those errors, and
Generate the final 1099-R file and transfer it to electronic file.

The formats available for State reporting depend upon individual State requirements. You must contact each State directly to determine the acceptable format and obtain specifications.

Do not change the parameters on Year End Parameters (PR27.1) after you run 1099-R Form Reporting (PR250) and before you run 1099-R File Creation (PR251).

Before you process your 1099-R File Creation, it is recommended that you run Year-End Parameter Report (PR227) to verify the parameters that Payroll will use to process 1099-Rs.

Note: If PR251 is populated from a previous run, clear all the fields on the form.

Run a 1099-R file creation report

Access 1099-R File Creation (PR251).
Select the company you want to run the report for.

Select the reporting entity option and the corresponding process level when applicable to run the report for.


If you select a	Then PR253
Process level	Runs 1099-Rs for a process level. If you leave this field blank, you MUST select a process level.
Company	Runs 1099-Rs for the company as a reporting entity. If you select 1, you MUST leave the Process Level and RE Process Level fields blank.
Reporting Entity	Runs 1099-Rs for the selected reporting entity. If you select 2, you MUST also select a reporting entity in the RE Process Level field.
All	Runs 1099-Rs for all reporting entities in the company. If you select 3, you MUST leave the Process Level and RE Process Level fields blank.

Specify the reporting year in the Payroll Year field.
On the Main tab, specify this information:

Update

Specifies whether this processing should update the PHR-LAST-RUN-DATE field.

Select Yes to have processing update all blank PHR-LAST-RUN-DATE fields.

Select No for report only, no updating is done.

Prior year

Specifies if the processing is for a prior year or not.

If you select Yes, the prior year indicator is passed on the magnetic tape.

Test file

Specifies whether this magnetic file should be marked as a 'test' file.

If you select Yes, position 28 of the 'T' Transmitter record is marked with a 'T' to specified that the file is a test file.

Correction processing

Specifies if the job is a correction run.

If you select Yes, the correction run will select PHR records where PHR-LAST-RUN-DATE is blank.

Payer A record Position 50 will no longer be updated based on the value in this field. Per IRS specifications, Payer A Position 50 (previously Correction File indicator) should be space filled.

File name

Specify a user-defined filename for the output file.

The default is: $LAWDIR/print/username/jobname/step /MAGMEDIA
On the Transmitter tab, specify this information:

Transmitter EIN

Specify the 9 digit tax id number. This may be an SSN, an EIN, or ITIN for electronic filing. Dash may be specified, but is removed for mag file.

Transmitter control code

Specify the Transmitter Control Code assigned by the IRS.

Transmitters name 1 & 2

Specify the transmitter's name.

Combined filer

If you are reporting for a particular state (that is, a state is selected on the State Reporting tab), select No for combined filer.

If you are reporting to the IRS, select Y to specify that the transmitter is a combined filer and update the Payer record. In this case, if a state participates in the Combined Federal/State filing program, applicable state "K" records are also created.

Foreign entity

Specifies if the transmitter is a foreign entity.
Define the employee information on the Notify tabs for the employee you want to be notify if the 1099-R file cannot be processed.
If applicable, on the State Reporting tab, specify this information:

State

Specify a state to create the electronic file in the format required for filing to that state. Only payments reportable for that state is included in the electronic file.

Magnetic tape

Select whether the 1099-R file creation is a magnetic tape.

If you select Yes, an indicator is passed on the magnetic tape.

Media Number

Specify the number used to identify a particular piece of media.

Employee Group

Select the employee group that you want to run the 1099-R file creation report for.
Run the report.

Note: Refer to the appropriate government publication for more information.
Copy the file to tape or use for electronic filing.
Make a backup copy of the file and place it on the appropriate storage device.

Options for resubmitting a 1099-R file

Note: Refer to the appropriate government publication for more information.

If you need to resubmit the 1099-R file to the Federal Government, run the 1099-R File Creation (PR251) program to create another file.