[Mveca_usas] 1099 Forms Important Reminders

Wed Jan 11 13:31:40 EST 2023

Good Afternoon All!

I wanted to reach out and share some suggestions/recommendations we have gathered in regards to filing you 1099's through the fire site. Also, important reminders are listed at the end of this email.

*****Make sure if you haven't already submitted a test 1099 file to the IRS test FIRE URL this is completed as soon as possible before the IRS filing deadlines: https://fire.test.irs.gov/. Note: A test submission is required before the actual 1099 submission from each district.

If you get a bad submission result or to avoid a bad submission please review the following screens in USAS-R.

1.       Review the IRS Form 1099 Submission Configuration grid under the System menu on the configuration grid/drop down option and ensure the TCC information set up is correct. If you need help setting this up please send an email to helpfiscal at mveca.org<mailto:helpfiscal at mveca.org> with the TCC code and name of the contact submitting the 1099 file to the IRS and we can set it up for you, most already have this completed but a few missed sending us the TCC code and didn't have the configuration set up so the test file failed.
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2.       When you submit your test file ensure you select the following in the 1099 extract USAS grid:

o 2022 as the year in the top drop down

o Check Mark NEC and MISC

o Select the IRS format

o Review the Organization Name and contact information, if changes are needed go down to step 3 to update the organization information under the core menu

o Further down on the selections, under submission type select: test in the drop down
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3.       Look to ensure the name that appears under organization only lists the school name and not a person/contact that is different than the person submitting the 1099's (this can create an information data conflict with the IRS it appears. To change the name or the 2nd line of the name go under the core menu, select organization, and delete/update the attention field.
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4.       In a few days at most you will get an email back from the IRS confirming the status of your submission file. After you get the email your file was successful then log into the regular Fire URL (https://fire.irs.gov) and submit your 1099's as an original submission type. Note: You can also check the status of the submission on the Fire IRS website.
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Here are the reminders and due dates we shared at the CYE meeting and have posted on our CYE documentation. Note: When you are done and ready for us to print the 1099's we don't need the file just an email confirming you are ready for us to print them we are asking for this by 1/16/2023 (as noted on the checklist). Once we have all forms printed and folded and have the user list review emails too then we will reach out to coordinate a day/time for pick up.
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Ashley May
Fiscal Software Support
Miami Valley Educational Computer Association
937-767-1468  x3121
[http://www.mveca.org/images/logo.gif]<http://www.mveca.org/>  [i] <https://www.linkedin.com/company-beta/3947840/> [t] <https://twitter.com/mvecarcog> [f] <https://www.facebook.com/MVECA-707401659416692/>
Not-for-profit Technology Services for Education and Local Governments

From: Ashley May
Sent: Thursday, January 5, 2023 8:17 AM
To: MVECA-USAS <mveca_usas at mveca.org>; Marcia Wylie <wylie at mveca.org>
Subject: RE: 1099 Forms Important Reminders

Just in case anyone needs the URL to upload the test file, here it is: https://fire.test.irs.gov/

The process is the same to upload the file as it is in the regulator FIRE system, just with the test file you will make sure you select the type of file as test and you are using the test URL. You should get an email notification I believe from the IRS that you have submitted the file and then another email a few days later to indicate if the file failed or was successful.

You can also check the status of any file status on the IRS webpage menu, here are the instructions provided by the IRS:
How to check your file status | IRS FIRE

The IRS FIRE system will e-mail you the file status within 1-5 business days. You can wait for the email to arrive or you can log into the IRS FIRE site and check the file status at any time.

At the Main Menu, click on Check File Status and you will see this screen:

[https://www.1099fire.com/support/fire/images/fire_status.png]

Type in your TCC and EIN number combination, select the File Status, and click Search.

If the file your uploaded was an Original, Correction or Replacement, then you will receive one of the below results:

Good, Not Released and you agree with the "Count of Payees", you are finished with this file. The file will automaticaly be released after 10 calendar days. You have 10 calendar days to call the IRS and ask them to delete the file and they will.
Good, Released - File has been released for processing.
Bad - Correct the errors and timely resubmit the file as a "replacement". Click on the filename for additional details.
Not yet processed - File has been received, but no results are available yet. Check back in another day or so.

If the file is a Test, the results will be:

Good, Federal Reporting - Your test file is good for federal reporting only. Click on the filename for additional details.
Good, Federal/State Reporting - Your file is good for the Combined Federal/State Filing Program. Click on the filename for additional details.
Bad - This means that your test file contained errors. Click on the filename for a list of errors. If you send another test file, send it as another test (not a replacement, original or correction).
Not yet processed - File has been received, but no results are available yet. Check back in another day.

When you are finished, click on Main Menu and then Log Out.

From: Ashley May
Sent: Thursday, January 5, 2023 8:01 AM
To: MVECA-USAS <mveca_usas at mveca.org<mailto:mveca_usas at mveca.org>>; Marcia Wylie <wylie at mveca.org<mailto:wylie at mveca.org>>
Subject: 1099 Forms Important Reminders
Importance: High

Good Morning,

When are finished with your CYE steps and the 1099's forms are ready please email helpfiscal at mveca.org<mailto:helpfiscal at mveca.org> and we will pull the forms from the periodic menu, we do not need you to attach any forms to the ticket. The only file type you need to ensure you run is the IRS format/tap file which will be loaded to the FIRE system.

If you have not obtained your TCC code yet the Fire system is supposed to be back up today, I am going to attach the presentation from the training that was hosted in November.

Also, please don't forget to send your user lists reviews for both USAS and USPS, these are required before we can schedule forms pick up.

Thank you!

Ashley May
Fiscal Software Support
Miami Valley Educational Computer Association
937-767-1468  x3121
[http://www.mveca.org/images/logo.gif]<http://www.mveca.org/>  [i] <https://www.linkedin.com/company-beta/3947840/> [t] <https://twitter.com/mvecarcog> [f] <https://www.facebook.com/MVECA-707401659416692/>
Not-for-profit Technology Services for Education and Local Governments

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