1099 Processing for 2011 Calendar Year

1. 1099 Processing for 2011 Calendar Year GeorgiaFIRST Wimba Training Series

2. Agenda Wimba Ground Rules Review Objectives Changes from previous year 1099 processing Overview of the 1099 Process 1099 Setup Steps 1099 Processing throughout the year AP_WTHD Process

3. Agenda Reviewing 1099 Items Making Corrections and Adjustments 1099_RPT_PST process Producing the IRS file Final Steps before producing Copy B Reports Generating Copy B Reports WTHD_SENT process 1099 Processing User’s Guide Q & A

4. Wimba Ground Rules Submit all questions to “Main Room” please We may hold some questions to the end of the session

5. Objectives • Review the changes and modifications in the 1099 process from the previous year • Walk through the 1099 process, detailing what to look for and best practices for processing • Introduce users to 1099 Processing User’s Guide

6. 1099 Changes for CY2011 Ability to mask TINs on Copy B’s (removed) BORRY010 Report: This report was modified to include certain cancelled payments that were previously not being included. IRSTAX.001 output file had one minor change Print 1099 Copy B pages were modified to hide options that we do not use.

7. 1099 Overview Process

9. 1099 Setup Steps • Optional Review (See 1099 User’s Guide for detailed instructions) • Review A1 Calendar • Review Withholding Entities • Review Withholding Rules • Review Withholding Types • Review Withholding Codes • Setup/Review Report Control Information

10. Setup Report Control Information

11. Setup Report Control Information

12. Setup Report Control Information

13. Setup Report Control Information

15. 1099 Processing Throughout the Year • Entering 1099 Vendors • BOR_AP_1099_VENDORS • Entering 1099 Withholding Vouchers • Posting 1099 Vouchers • Payment Posting App Engine Process • Year-Round Queries • BOR_AP_1099_PMTS • BOR_AP_1099_JE • BOR_AP_1099_NONRPT_CONSISTENT • BOR_AP_1099_MISMATCHED

16. Entering 1099 Vendors

17. Entering 1099 Vendors

18. Entering 1099 Vendors

19. BOR_AP_1099_VENDORS Query Query shows 1099 applicable vendors for a selected SetID and Vendor Status Can be run throughout the year

20. BOR_AP_1099_VENDORS Query

21. Entering 1099 Vouchers

22. Entering 1099 Vouchers

23. Queries to Run Year-Round BOR_AP_1099_PMTS BOR_AP_1099_JE BOR_AP_1099_NONRPT_CONSISTENT BOR_AP_1099_MISMATCHED

25. AP_WTHD Process AP_WTHD Process is run to post withholdings Combines voucher and payment info in the PS_WTHD_TRXN_TBL Reports generated from this table Payments must be posted before running this process

26. Withhold Transaction Post

28. 1099 Review Pages, Queries, and Reports designed to help you review your 1099 transactions and determine if adjustments are needed

29. Review

30. Vouchers by Vendor • Vouchers by Vendor • Review vendor withholding transactions by vendor • Review one vendor at a time

31. Vouchers by Vendor

32. Vouchers by Vendor

33. Review Payments to WH Vendors • Review Payments to Withholding Vendors • Review all payments and associated vouchers made to withholding entities by vendor

34. Review Payments to WH Vendors

35. Review Vendor Balances by Class • Review 1099 Vendor Balances by Class • Review vendor total withholding transactions by class over a specified period of time

36. Review Vendor Balances by Class

37. BOR_AP_1099_PMTS Query • List of all 1099 Reportable Items • Lists all payments where both the vendor and voucher have been marked as ‘Reportable’ • Includes the Vendor, Voucher, and Payment IDs • Should be run for both Primary and “B” Business Units • Should be no results for “B” Business Units • Can be run throughout the year

38. BOR_AP_1099_PMTS Query

39. BOR_AP_1099_JE Query • Transactions entered through modules other than AP and as online journal entries are not automatically included in 1099 reporting • Query lists entries posted to the typically reportable accounts (7278xx, 719xxx, 7481xx, 751xxx) • From the results, determine if any items need to be reflected in 1099 reporting • If so, you will need to manually adjust (AP.080.090) • Can be run throughout the year

40. BOR_AP_1099_JE Query

41. BOR_AP_1099_NONRPT_CONSISTENT • List of transactions that are charged to typically reportable accounts (719xxx, 7278xx, 7481xx, 751xxx) and will not be reported because: • Vendor is marked WH, but associated Vouchers are not • Vouchers are marked WH, but vendor is not • Neither vendor nor vouchers are marked WH • Transactions listed here will not be reported unless both the Vendor and Vouchers are marked as Withholding • Can be run throughout the year

42. BOR_AP_1099_NONRPT_CONSISTENT

43. BOR_AP_1099_MISMATCHED Query • List of transactions charged to any account where either the vendor is marked as WH, but the associated vouchers are not, or where the vouchers are marked as WH, but the vendor is not • Transactions listed here will not be reported unless both the vendor and vouchers are marked as WH • Differs from BOR_AP_1099_NONRPT_CONSISTENT query in that it is not limited to only typically reportable accounts • Can be run throughout the year

44. BOR_AP_1099_MISMATCHED Query

45. Duplicate Vendor Report • Duplicate Vendor Report • Identifies duplicate vendors that may require adjustments to combine withholding totals for vendors with duplicate TINs • If not adjusted, multiple 1099s may be issued to the vendor

46. Duplicate Vendor Report

47. Duplicate Vendor Report

48. Withholding Control Report • Withholding Control Report • Lists detailed information for each vendor with Withholding Activity • On report, one page per vendor • Very detailed report • Does depend on the Post Withholdings process

49. Withholding Control Report

50. Withholding Control Report