NDUS System Information Technology Services

Financial Systems

Campus 1099 Reporting Training Manual CY2017

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Table of ContentsCalendar Year (“CY”) 2017 Important Dates and Deadlines........................................................................1

Overview.....................................................................................................................................................2

User Productivity Kit....................................................................................................................................2

1099 Reporting Calendar Year Activities.....................................................................................................3

Supplier Withholding Setup and Maintenance........................................................................................3

Withholding Supplier Information.......................................................................................................5

Voucher Requirements to Enable 1099 Reporting..................................................................................7

Voucher Examples - 1099 Reportable or Non-Reportable Invoice Lines..................................................7

Voucher Example – Invoice Line Amount Different from Reportable Amount........................................9

Voucher Example – Changing 1099 Withholding Classes.......................................................................10

Reporting/Queries/Inquiry........................................................................................................................10

Withhold Mismatch Request.................................................................................................................10

Queries......................................................................................................................................................12

NDU_AP67_VCHR_BY_VNDR_CF (AP Vouchers by Vendor and CF)......................................................13

NDU_AP76_1099_PMT_DETAIL (Detail List of 1099 Payments)............................................................13

NDU_AP77_1099_LINES (1099 Report Information).............................................................................14

Verify Supplier Name.........................................................................................................................15

Supplier Record Examples.................................................................................................................15

Verify Supplier TIN.............................................................................................................................23

Verify Duplicate TINS.........................................................................................................................24

Verify No Address Line 4 on the Designated 1099 Address...............................................................25

NDU_AP78_1099_EMP_OR_HRMS_VNDR (1099 Info for Empl & HRMS Vndr)....................................27

NDU_GL53 VOUCHERS_FOR_ACCOUNT (Vouchers paid under a given acct)........................................28

Supplier Balances by class.....................................................................................................................28

How to Resolve Withholding Pay Cycle Exceptions...................................................................................30

How to Correct 1099 Reporting Transactions............................................................................................31

What Not To Do When Correcting 1099 Reporting...............................................................................31

Update Voucher Line Withholding........................................................................................................32

Adjust Withholding – Correct Reporting Amount..................................................................................33

Adjust Withholding – Correct Report with Liability or Paid Amount Entry............................................36

Receiving 1099-MISC Copy B for Printing..................................................................................................37

Correcting a 1099-MISC Copy B after IRS e-File Processing.......................................................................39

Troubleshooting........................................................................................................................................40

1099 Reportable Supplier Default Jurisdiction – No Rows Selected......................................................40

1099 Reportable Supplier Default Jurisdiction – Multiple Rows Selected.............................................40

The 1099 Mailing Address was not the Payment Mailing Address…WHY?............................................41

VMR Work to update the 1099 mailing address................................................................................42

Calendar Year (“CY”) 2017 Important Dates and Deadlines Although 1099 reporting updates and corrections are made throughout the calendar year, the supplier 1099s and the IRS e-file require specific deadlines. The table below provides 1099 reporting activities and dates as guidelines to meet the deadlines.

CY 2017 1099 Important Dates and Deadlines

During Calendar Year Campus Responsibility:

Complete 1099 cleanup as outlined within this document.

January 11, 2018

(Thursday)

Campus Responsibility:

1099 cleanup must be complete by end of day.

January 12, 2018

(Friday)

Rerun all 1099 reporting queries to ensure that edits from other campuses did not change your reporting liability.

January 16, 2018

(Tuesday)

CTS Responsibility:

1099-MISC Copy Bs generated for each campus (accessible via Report Manager).

January 17, 2018 to

January 31, 2018

Campus Responsibility:

Print 1099-MISC Copy Bs.

January 31, 2018

(Wednesday)

Campus Responsibility:

The 1099-MISC Copy Bs must be mailed and postmarked by end of day.

January 17, 2018 to January 29, 2018

Campus Responsibility:

Submit help desk tickets to request printing of updated or new 1099-MISC Copy Bs.

January 30, 2018

(Tuesday)

CTS Responsibility:

Submit the IRS electronic 1099 file by end of day.

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Overview This document provides 1099 Supplier setup, withholding maintenance/corrections, and 1099 reporting instructions for Oracle PeopleSoft Financial Systems. These tasks are the responsibility of the 11 campuses, the North Dakota University System Office and CORE Technology Services.

The IRS publishes federal 1099 reporting requirements at http://www.irs.gov/.

During the calendar year (“CY”), 1099 reporting transactions can be maintained in several ways as described within this document.

User Productivity KitThroughout the document, reference is made to the User Productivity Kit (UPK) for additional help. Access to UPK is available online by using the Help link located on any Oracle PeopleSoft Financial Systems production page.

Once the new browser window/tab is opened, ensure that the Applicable check box is unchecked.

As shown below, when the “+” symbol is clicked, the module expands to include several lesson modules.

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HINT: If you are on a page and a UPK has been recorded for that particular page, when you click Help the UPK(s) relevant to that page will automatically be displayed. To view all UPKs, uncheck the Applicable check box.

When the topic opens in UPK, several options including: See It!, Try It!, Know It?, Do It!, and Print It! are available. Click on an option to view the content.

1099 Reporting Calendar Year Activities Supplier Withholding Setup and MaintenanceThis section of the document is for Vendor [Supplier] Maintenance Representatives (VMRs) that have been granted security access for supplier setup and maintenance.

Refer to the “How to Add a New Supplier” manual located on the https://cts.ndus.edu/sits-departments/connectnd/financials-system/training-documentation/ website for instructions on how to add a new supplier record.

The following explains how to setup a supplier to enable 1099 reporting.

Navigation: Suppliers > Supplier Information > Add/Update > Supplier

Note: When the Withholding checkbox on the Supplier record Identifying Information tab is checked, the Withholding link will appear when creating a voucher.

The Identifying Information tab shows Withholding is checked.

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Verify that W9 information exists in the Government Classifications section.

Click the Address tab.

NOTE: Use the Withholding Alternate name only on the designated 1099 address (Address ID of 1 in the below example). The “designated 1099 address” is the address used in the Location > 1099 link. If anything is entered in the Withholding Name 1: field, both of the Name fields (even if Name 2 is blank) will override what is listed as the Supplier Name and Additional Name on the Identifying Information tab, and will be printed on the 1099. For example, if Withholding Name 1 is used and Withholding Name 2 is blank, but the Supplier Name and Additional Name fields on the Identifying Information tab are being used, only the Withholding Name 1 will be printed on the 1099.

IMPORTANT! The “Legal Name” must be listed first on the 1099. If a business/individual has a “DBA” name, this must be listed second. For example, if the supplier is a sole proprietorship and the business name is entered in the Supplier Name field on the Identifying Information tab, the individual’s name must be entered in the Withholding Name 1 field and the “DBA” name listed in the Withholding Name 2 field.

If the legal name is listed as the Supplier Name on the Identifying Information tab, this section can be left blank.

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On the Location tab, click the 1099 link.

Withholding Supplier InformationIn the 1099 Information section, Main Information tab:

*Entity – Enter/select “IRS”.Page 5

*Type – Enter/select “1099”. *Jurisdiction – Enter/select “FED”. *Default Jurisdiction – Check the box. *Default Class - Select the appropriate withholding class from the lookup. *1099 Status - “RPT” will default.

IMPORTANT: The classes set up here will be the only available options that will display when entering vouchers.

In the 1099 Reporting Information section, Main Information tab:

*Entity – Enter/select “IRS”. *Address – Enter/select the designated 1099 address. This is the address used for mailing the

1099s. Tin Type – Enter/select “S” for Social Security Number or “F” for Federal Employer Identification

Number. Taxpayer Identification Number - Enter the TIN without any hyphens or spaces.

IMPORTANT: the selected address must be used on each of the supplier’s locations with 1099 setup. Ensure the selected address is the designated address for mailing the 1099-MISC Copy B.

To add multiple withholding classes, click the button in the 1099 Information section.

Note: If multiple withholding classes are defined, the Default Jurisdiction check box must be checked on one withholding class only.

Click OK, and then Save.

The 1099 supplier record setup to allow 1099-MISC reporting is complete.

Voucher Requirements to Enable 1099 ReportingThis section explains how to appropriately create a voucher with/without 1099 reporting.

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When processing a voucher for a payment with the withholding checkbox unchecked, a Withholding link does not appear on the voucher Invoice Information tab.

When processing a voucher for a payment with the withholding checkbox checked, a Withholding link appears on the voucher Invoice Information tab.

On the voucher Invoice Information tab, click the Withholding link to verify 1099 reporting information.

Voucher Examples - 1099 Reportable or Non-Reportable Invoice LinesVoucher containing 1 invoice line – the invoice line is not 1099 reportable

In the following example, withholding reporting does not apply to the voucher payment. To remove withholding reporting from this voucher, deselect the Withholding Applicable and Applicable check boxes.

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NOTE: If the supplier record is setup for withholding, but you notice all payments to the supplier are not 1099 reportable, please contact your campus VMR and request additional research to possibly deselect the Withholding check box on the supplier record’s Identifying Information tab.

Voucher containing multiple invoice lines – all invoice lines are 1099 reportable.

The following voucher example has multiple invoice lines. A withholding line exists for each Invoice Line. As shown below, each Invoice Line Withholding Information line number corresponds to the Invoice Line number on the Invoice Information tab.

Verify the Withholding Applicable and Applicable check boxes are checked and the correct Class is selected on all invoice lines. No amounts need to be entered, as the reporting amounts will be system generated from the invoice line amount.

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Voucher containing multiple invoice lines – contains both 1099 reportable and non-reportable lines

A voucher with 1099 reporting on a portion of the total invoice can also be entered as two or more invoice lines.

The invoice line with 1099 reporting: ensure that the Withholding Applicable and Applicable check boxes are selected.

The invoice line with no 1099 reporting: ensure that the Withholding Applicable and Applicable check boxes are unchecked.

In the following example, two invoice lines were entered; invoice line 1 is 1099 reportable and invoice line 2 is non-reportable. On the Withholding Information page, Line 1 has Withholding Applicable and Applicable selected and Line 2 has them deselected.

Voucher Example – Invoice Line Amount Different from Reportable AmountIn the following example, a voucher invoice line has a Line Amount of $1,000.00, of which only $600.00 requires 1099 reporting.

Click the Withholding link. On the Withholding Information page, enter 600.00 in the Withholding Basis Amt Override box.

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Voucher Example – Changing 1099 Withholding ClassesA reportable class can be selected on the Withholding Information page. From the Invoice Information tab, click the Withholding link, then click the Class lookup. Select the desired Withholding Class.

If the appropriate class is not available, please contact your campus VMR to add the 1099 Class on the supplier record. After the supplier record has been updated, the Search Results will display the requested class.

Reporting/Queries/InquiryWithhold Mismatch RequestReport APX9010 identifies all voucher lines on which the withholding applicable flag does not match the withholding flag on the supplier record. It is highly recommended this report be run throughout the calendar year.

Navigation: Suppliers > 1099/Global Withholding > General Reports > Wthd Voucher/Supplier Mismatch

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The following run control setup provides the report for the time period selected.

Click Run.

Process Scheduler Request: Select the Mismatch Report box.

Click OK and then select the Process Monitor link. When the Run Status is Success and Posted, go back to the Wthd Voucher/Supplier Mismatch page and click the Report Manager link.

Once on the Report Manager page, click the APX9010-APX9010 link, and then the APX9010 link on the next page as well.

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Report ID: APY9010 will be displayed.

Review the Line W/H column for the voucher invoice withholding status.

N means no withholding. Y means the voucher will report 1099 withholding amounts.

NOTE: This report lists the Supplier, Voucher ID, and the Invoice Line that does not match the Supplier setup. For example, the very first line in the above picture has the Applicable flags uncheck on the Invoice Line, but the Supplier has the Withholding box checked on its supplier record.

IMPORTANT! An ‘N’ showing up on the report is normal, but if a ‘Y’ shows up, this should definitely be researched. This means that the supplier at one time was marked as Withholding, a voucher was created and marked as Withholding Applicable, but at some later date the Withholding box was unchecked on the Supplier record and the voucher payment is still marked as Withholding Applicable. Remember that unchecking the Withholding box on the Supplier record does NOT change the Withholding Applicable on any voucher payments—it simply prevents any future voucher payments from being marked as Withholding Applicable.

If the Withholding Applicable on an Invoice Line is incorrect, update the voucher lines by using Update Voucher Line Withholding page. If the Withholding setup on the Supplier record is wrong, contact your campus VMR.

QueriesThe following queries will help maintain accurate 1099 reporting.

Navigation: Reporting Tools > Query > Query Viewer. All of these queries are also found in the AP WorkCenter > Reports/Queries tab > Queries section.

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NDU_AP67_VCHR_BY_VNDR_CF (AP Vouchers by Vendor and CF)Purpose: This query lists vouchers that fall within prompted criteria (i.e. you could search for vouchers that were charged to the 62xxx account range to get an idea of the number/monetary amount of voucher lines charged to “service-related” account codes).

NDU_AP76_1099_PMT_DETAIL (Detail List of 1099 Payments)Purpose: This query lists all 1099 voucher line transactions made to 1099 reportable suppliers during the calendar year. This query is especially helpful with cleaning up missing TINS (see below for example).

NOTE: Results that show up in this query may NOT show up in AP77. This is because some suppliers/individuals may not have met the $600 minimum reportable criteria. NDU_AP77 only displays suppliers/individuals that will be receiving a 1099.

Business Unit: Enter “xxxxx”.Payment Date From: Enter “01-01-20xx”.Payment Date Through: Enter “12-31-20xx”.

Click View Results, then click on the link.

Once in Excel, delete Row 1 and then select cell A1 (this is done so that the headers are in Row 1). From the Home ribbon, click Sort & Filter, and then select Custom Sort.

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Ensure that My data has headers box is checked. Change the Sort criteria to Sort by “Tax ID” and Order “Z to A”. Click OK.

If the following message is received, just click OK.

Missing TINS will have blank cells at the top of the column, meaning the Supplier does not have 1099 information setup on that specific Location. Also, keep an eye out for repeated numbers (i.e. 999999999).

Contact the campus VMR for 1099 setup, if required to add a missing/incorrect TIN.

IMPORTANT! On the last day scheduled for the campus 1099 cleanup, run this query again to ensure that other campuses did not make any withholding changes that may cause a new supplier to appear in this query with a missing TIN #. A missing/incorrect TIN may result in IRS penalties.

NDU_AP77_1099_LINES (1099 Report Information)Purpose: This query only displays suppliers/individuals who will be receiving a 1099. If the $600 minimum criteria is not met, they will NOT show up in this query.

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Verify Supplier NameSupplier record setup of the following fields will appear on the 1099-MISC Copy B and in query columns: C, D, K, and L, respectively.

Supplier Name. Additional Name. W/H Alternate Name 1. W/H Alternate Name 2.

Supplier Record ExamplesSupplier Name is used, Additional Name and Withholding Names 1 and 2 are NOT used.

Supplier Name is used. Additional Name is not used. Withholding Name 1 is not used. Withholding Name 2 is not used.

The Supplier Name will print on the 1099-MISC Copy B.

QUERY COLUMNS A THROUGH L

SUPPLIER RECORD

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ADDRESS Tab

1099-MISC COPY B

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Supplier Name and Additional Name are used, Withholding Alternate Names 1 and 2 are NOT used.

Supplier Name is used. Additional Name is used. Withholding Name 1 is not used. Withholding Name 2 is not used.

The Supplier Name and Additional Name will print on the 1099-MISC Copy B, respectively.

QUERY COLUMNS A THROUGH L

SUPPLIER RECORD

ADDRESS Tab

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1099-MISC COPY B

Supplier Name, Additional Name, and Withholding Names 1 and 2 are all used

Supplier Name is used. Additional Name is used. Withholding Name 1 is used. Withholding Name 2 is used.

The 1099-MISC Copy B will print and the query will report both the Withholding Name 1 and Withholding Name 2.

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QUERY COLUMNS A THROUGH L

SUPPLIER RECORD

ADDRESS Tab

1099-MISC COPY B

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Additional Name is used for “communication or information”.

Supplier Name is used. Additional Name is used for “communication or information”.

Both the Supplier Name and Additional Name will print on the 1099-MISC Copy B.

QUERY COLUMNS A THROUGH L

SUPPLIER RECORD

1099-MISC COPY B

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Correction for when Additional Name is used for “communication or information” (from above example)

Identifying information tab – will not need any updates. Address tab – must use the designated 1099 address.

o Withholding Name 1: enter the “Supplier Name” in this field (if anything is entered in this field, both Withholding Names 1 and 2 will override the Supplier/Additional Name on the Identifying Information tab—if Withholding Name 2 is blank, then only Withholding Name 1 will appear).

This change will correct the query and the 1099-MISC Copy B Name.

QUERY COLUMNS A THROUGH L

1099-MISC COPY B

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Verify Supplier TIN After running query AP77, click on the link.

Once in Excel, select cell A2, then from the Home tab, click Sort & Filter, and then click Custom Sort.

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Ensure that My data has headers box is checked. Change the Sort criteria to Sort by “Tax ID” and Order “Z to A”. Click OK.

If the following message is received, just click OK.

Missing TINS will have blank cells at the top of the column, meaning the supplier does not have a TIN entered in their 1099 setup.

Contact the campus VMR for 1099 setup, if required to add a missing TIN or incorrect TIN.

Verify Duplicate TINS1099 reporting uses 1 TIN for a supplier record; however if more than one supplier record uses the same TIN this must be investigated. An example of an exception allowing 1099 reporting on the same TIN is if a parent company has several subsidiaries setup in our Supplier database.

After exporting the query to Excel, highlight Column B, and from the Home ribbon, click Conditional Formatting > Highlight Cells Rules > Duplicate Values. This should also be done with Column T to review duplicate TINs.

HINT: Results will be easier to review if you sort by Supplier ID or by Tax ID—depending on which one you’re reviewing.

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Accept the default (or you can change the formatting to whatever you like), and click OK.

Notice the two red-highlighted, duplicate cells (red is the default setting from the prior step).

Review the highlighted, duplicate rows. In the example below, the 2 suppliers have a parent company as noted in Additional Name—the duplicate TINS are allowed.

Verify No Address Line 4 on the Designated 1099 Address After running query AP77, click on the link.

Once in Excel, select cell A2, then from the Home tab, click Sort & Filter, and then click Custom Sort.

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Ensure that My data has headers box is checked. Change the Sort criteria to Sort by “Tax ID” and Order “Z to A”. Click OK.

If the following message is received, just click OK.

Take note of all suppliers with the designated 1099 Address showing information entered on Address Line 4. Please contact the campus VMR and request any data populating Address Line 4 field be removed from the designated 1099 address.

NDUS uses the following address format on the top section of a 1099-MISC Copy B.

Line 1 uses Supplier Name (or the Withholding Name 1). Line 2 used Additional Name (or the Withholding Name 2). Address Line 1 Address Line 2 Address Line 3 City State and Zip

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If the 1099 designated address line 4 contains any data the 1099-MISC Copy B will have an incomplete address as shown in the next screen shot (the City, State, and Zip are cut off).

Important! The Postal Service will not deliver mail with missing address data.

NDU_AP78_1099_EMP_OR_HRMS_VNDR (1099 Info for Empl & HRMS Vndr)Purpose: The expected query results should show no data, as there should be no 1099 reporting on employees or HCM (payroll) Suppliers.

If query results have a higher education employee (alpha/numeric BU ID), please work with the campus VMR to set up a supplier with 1099 reporting.

Any current CY 1099 reporting amounts on the higher education employee must be moved to the new supplier using the Adjust Withholding page.

If query results have a state employee (alpha BU ID), please work with the campus VMR to set up a supplier with 1099 reporting and inactivate the state employee supplier record.

Any current CY 1099 reporting amounts on the inactivated state employee must be moved to the new supplier using Adjust Withholding page.

An HCM Supplier (Short Name beginning with H-), please submit a ticket at http://helpdesk.ndus.edu/ so someone at CTS can edit the supplier record. If required, please have the campus VMR setup a Regular Supplier with 1099 reporting.

Any current CY 1099 reporting amounts on the HCM Supplier must be moved to the new supplier using Adjust Withholding page.

This example provides the following 1099 reporting supplier information.

Supplier ID and Short Name are the same, indicating 1099 reporting on an employee. Business Unit indicates the supplier is a STATE employee

Action: please use the above state employee instructions.

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NDU_GL53 VOUCHERS_FOR_ACCOUNT (Vouchers paid under a given acct) Purpose: This query provides for a review of taxable chartfield accounts for the calendar year.

Please refer to the “North Dakota University System Accounting Manual” located at http://www.ndus.edu/employees/accounting-manual-forms/

Applicable 1099 reporting accounts are listed in the Fees and Services section.

Supplier Balances by classNavigation: Suppliers > 1099/Global Withholding > Review > Supplier Balance by Class

Purpose: This inquiry reports all withholding classes on a 1099 reportable supplier for all business units.

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SetID: Ensure “SHARE” is listed.Supplier ID: Enter “xxxxxxxxxx”

Click Search, and then click on a Supplier Location from the Search Results (if multiple Locations exist). If only one Location was used, the Supplier Balance page display.

Supplier Balance page:

Start Date: Enter the start of the calendar year: “1-1-YYYY”.End Date: Enter the end of the calendar year: “12-31-YYYY”.Click Search.

The inquiry will display all business units that have withholding applicable transactions for this supplier. The below example shows 2 Business Units and displays the Class and Basis Amt within the Withholding Balances section.

NOTE: Any amounts reporting a Liability Amt or Paid Amount must be corrected to report 0.000—these corrections are made by using the Adjust Withholding page.

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How to Resolve Withholding Pay Cycle ExceptionsA voucher with a withholding error will not be selected in a Pay Cycle until the supplier record 1099 withholding error is corrected. The withholding error displays using the Withholding link in the Pay Cycle Exceptions section, of the Pay Cycle Manager.

Navigation: Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

Select a Pay Cycle and view the Pay Cycle Exceptions section.

Click the Withholding link to review the withholding error.

The Withholding Exception page, Exception section indicates the error is on the supplier location, “FLOWER”, which does not have 1099 withholding setup. The voucher has withholding applicable checked for the “FLOWER” location.

The error can be corrected in one of two ways:

1. Update the supplier location, “FLOWER”, with 1099 setup. Verify that the effective date of the location is prior to the voucher date.

2. Unpost the voucher and select the appropriate location.

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When the supplier or the voucher has been updated, the voucher will then be available and selected when the Pay Cycle is processed.

How to Correct 1099 Reporting TransactionsIt is important to remember that the supplier database is shared by all 11 institution and 2 business offices. Supplier record changes will affect everyone.

What Not To Do When Correcting 1099 ReportingDo not uncheck Withholding on the supplier record Identifying Information tab unless information has been provided to justify that the supplier is not 1099 reportable, and the VMR listserv has been notified. Record the justification to remove the 1099 setup in the Comments section.

Payments to a 1099 reportable supplier may or may not be reportable. Reporting corrections, no reporting, or reporting amounts different than the total payment to a supplier are maintained by the Update VoucherLine Withholding process. Please do not alter the supplier record to make reporting changes or corrections.

As an example of this, the payments to the following supplier are 90% non-reportable, but the supplier is reportable and needs to stay that way in case a business unit has a reportable payment. Removing the Withholding on the Identifying Information tab of the supplier record stops 1099 reporting on all vouchers entered in the future. Suppliers in the database need to be setup according to their reporting status, not according to the reporting status of the payment.

IMPORTANT! Removing Withholding on the supplier record Identifying Information tab will only remove withholding on future vouchers entered. Any voucher entered prior to removing the check mark will continue to have withholding applicable. Refer to the Update Voucher Line Withholding section for instructions on correcting withholding.

A supplier record set up for 1099 reporting must have a Default Jurisdiction checked on only one 1099 Information row. The default jurisdiction is found on the Supplier Location tab, 1099 link.

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Update Voucher Line WithholdingThe Update Voucher Line Withholding process is used to update a voucher line as being either reportable or non-reportable, or to change the Class or Type. Voucher lines can be identified in the Withholding Mismatch Report or queries: NDU_GL53 and NDU_AP76.

Navigation: Main Menu > Suppliers > 1099/Global Withholding > Maintain > Update VoucherLine Withholding

Supplier SetID: Enter “Share”.Supplier ID: Enter/lookup the supplier “xxxxxxxxxx”.Supplier Location: Enter/lookup the Location used on the voucher(s).Click Search.

Withholding Invoice Line Update:

Business Unit: Enter “xxxxx”. From Date: Enter the calendar year begin date “1-1-YYYY”. To Date: Enter the calendar year end date “12-31-YYYY”. Start Date: (Will default with the above From Date) “1-1-YYYY”. End Date: (Will default with the above To Date) “12-31-YYYY”. Click Search.

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The Current Withhold Details tab displays the voucher lines that the selected business unit recorded for that supplier during the defined date range. Review and update lines for reporting or not withholding applicable by entering Y or N, respectively, in the New Withhold field.

When the updates are completed, click Save.

The below message will appear. Click OK.

NOTE: The Post Withholdings and Withholding Update processes are scheduled for system batch processing for all business units each night.

Adjust Withholding – Correct Reporting AmountIf an update or change to the basis amount of a 1099 reportable payment is required, or a payment was issued under an Employee Supplier and the payment was reportable, use Adjust Withholding.

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In the following example, a voucher was created with one voucher line totaling 34,930.00. The entire amount was checked as withholding applicable. A review resulted in the need to adjust (decrease) the 1099 reporting amount by (4,930.00).

Navigation: Main Menu > Suppliers > 1099/Global Withholding > Maintain > Adjust Withholding

Supplier SetID: Defaults to “SHARE”. Supplier ID: Enter/lookup “xxxxxxxxxx” and click Search. Search Results: Click on the appropriate line.

o If only one active location exists, the Withhold Adjustments page will open on that location.

On the Withhold Adjustments page, enter search criteria (see the following screenshot):

Business Unit: Enter “xxxxx”. Start Date: Enter the calendar year begin date “1-1-YYYY”. End Date: Enter the calendar year end date “12-31-YYYY”. Click Search.

The Adjustments section will populate with the supplier’s retrieved voucher information. Do not delete any rows.

Add a row(s) for the adjustment amount by clicking “+”.

Main Information tab:

Short Name: “Original” (original transaction entry) or “Legacy” (a newly added row)Business Unit: Will display your BUEntity: Will always be “IRS”.Type: Will normally always be “1099” (you may also see 1099I if those type of transactions exist).Jurisdiction: Will always be “FED”.Class: Displays the reporting class that the transaction is associated with.Rule: Will always be “RULE0”.

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Transaction info tab:

Basis Amt: Enter the adjusting amount.Liability Amt: Should always be 0.Paid Amount: Should always be 0.Payment Date: Date must be in the same Tax Year.Declaration Date: Defaults to what you enter as the Payment Date.

Payment Information tab – No edits

Adjustment Reason tab:

Description: Enter reason for the voucher line update. Click Save.

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After the Post Withholdings and Withholding Update processes have been ran, the reporting amount can be reviewed by using the Supplier Balance by Class inquiry or query NDU_AP77.

Adjust Withholding – Correct Report with Liability or Paid Amount EntryIf any amount other that 0.00 appears on the Liability Amt or Paid Amount, it must be corrected. NDUS reports withholding applicable transactions only and does not actually withhold any monies, nor do we make withholding payments to the IRS.

The following example using Supplier Balance by Class shows an amount of 930.00 in the Paid Amount column. The Paid Amount must be corrected to report a value of 0.00.

Navigation: Main Menu > Suppliers > 1099/Global Withholding > Maintain > Adjust Withholding

Supplier SetID: Defaults to “SHARE”.Supplier ID: Enter the “xxxxxxxxxx” and then click Search. Search Results: Click on the appropriate location link. If only one active location exists, the Withhold Adjustments page will open on that location.

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On the Withhold Adjustment page enter search criteria:

Business Unit: Enter “xxxxx”. Start Date: Enter the calendar year begin date “1-1-YYYY”. End Date: Enter the calendar year end date “12-31-YYYY”. Click Search.

Do not add a row for this correction.

Delete the amount in the Paid Amount field. Enter “0.00” and then click Save.

NOTE: In this instance, a new row does not need to be added—only add a new row when adjusting the Basis Amount or Class so that the historical data can be kept intact.

Receiving 1099-MISC Copy B for PrintingThe NDUS – CTS staff will notify the designated 1099 points of contact (both primary and backup) once the 1099s have been generated and are read to be printed.

With the 9.2 PeopleSoft upgrade, these reports will now be available in Report Manager. An email will be sent out with a link at the bottom. After clicking the link, you will be prompted to log into PeopleSoft; if already logged in, you will be taken directly to Report Distribution Details page. Click the APX1099CT.pdf link and a new tab will open with your 1099 PDF file.

The email will be from PeopleSoft-FD@nd.gov. Below is an example of the email you will receive.

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After clicking the link and logging into PeopleSoft, you will be brought to the following page. Click the APX1099CT.pdf link to bring up your 1099 PDF file.

After the 1099s have been postmarked prior to January 31st, YYYY, suppliers may contact campuses and request edits be made, in which case a new 1099-MISC Copy B/1099-INT will need to be generated.

Please request the updated 1099-MISC Copy B/1099-INT by submitting a help desk ticket at http://helpdesk.ndus.edu/ .

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The ticket must include:

Supplier Name. Supplier ID. Reported amount. Adjusted amount. Withholding class. Final amount to be reported on the 1099.

You will receive notification when the 1099 information has been updated, and will need to print it in the same manner as described above.

It is the campus’s responsibility to print and mail the 1099s to the supplier.

Correcting a 1099-MISC Copy B after IRS e-File ProcessingOnce the IRS e-file has been sent to the IRS by NDUS – CTS, no further work for the 1099 reporting calendar year is required in PeopleSoft Finance.

If a supplier reports an amount, TIN ID, Name or class error on the 1099 after the e-file has been received by the IRS, the campus is responsible to obtain, complete and distribute the appropriate IRS forms as follows. It is not necessary to update 1099 transactions in PeopleSoft for the previous tax year after the e-file as been sent.

1. 1099-MISC and 1099-INT formsa. The campus must obtain the 1099 form located at

http://apps.irs.gov/app/picklist/list/formsPublications.html;jsessionid=Hof6mZLuI6vDxVbBcSeFVA__?value=&criteria=formNumber&submitSearch=Find

i. In the Find field, enter one of the two following product numbers.ii. Product Number: Form 1099-MISC or Form 1099-INT (select reporting year).

b. Complete and distribute the 1099 copies as follows.i. Copy A: Attach to IRS Form 1096.

ii. Copy B: Mail to the recipient.iii. Copy C: Campus file copy.

2. Form 1096 - Annual Summary and Transmittal of U.S. Information Returnsa. The campus must order this form from the IRS. Ordering information is located at

http://apps.irs.gov/app/picklist/list/formsPublications.html;jsessionid=Hof6mZLuI6vDxVbBcSeFVA__?value=&criteria=formNumber&submitSearch=Find

i. Product Number: Form 1096 (select reporting year). b. Complete the Form 1096, have it signed by the appropriate campus official, attach the

corrected 1099-MISC/1099-INT Copy A and send to the IRS address provided in the Form 1096 instructions.

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Troubleshooting 1099 Reportable Supplier Default Jurisdiction – No Rows Selected When creating a voucher using a 1099 reportable supplier which does not have a default jurisdiction checked, the voucher Withholding Information page will appear without Withholding Applicable or Applicable checkboxes selected.

When the voucher is saved, this message appears. Click OK.

On the voucher Invoice Information tab, click the Withholding link.

The Withholding Information page appears without the Withholding Applicable and Applicable checkboxes selected.

Please contact the campus VMR to correct the Supplier’s 1099 withholding setup by selecting the 1099 default jurisdiction checkbox in the Location tab > 1099 link. When the supplier record has been updated, the voucher can be completed.

1099 Reportable Supplier Default Jurisdiction – Multiple Rows Selected When creating a voucher using a 1099 reportable supplier which has multiple default jurisdictions selected the Withholding Information will have multiple Withholding Details for each voucher Invoice Line.

Example of a voucher using a 1099 reportable supplier with multiple default jurisdictions checked.

Note: When the voucher was saved, no messages appeared.

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Click the Withholding link on the Voucher Information tab.

The Withholding Information page appears with 1 (invoice) Line and 3 Withholding Details.

Note: A voucher withholding page must have 1 (invoice) line to 1 Withholding Details row.

Please contact the campus VMR to correct the 1099 withholding setup by deselecting all but 1 default jurisdiction checkbox in the Location tab > 1099 link. When the supplier record has been updated, the voucher can be completed.

The 1099 Mailing Address was not the Payment Mailing Address…WHY?NOTE: If the 1099 mailing address needs to be updated, please contact the campus VMR for assistance.

In summary, the address used on payments is defined in the Payables link on the Location tab. The address where the 1099 will be mailed is defined in the 1099 link on the Location tab.

A Supplier Location is defined as “a default set of rules which define how you conduct business with a supplier.” The following information explains defaults on a withholding supplier’s mailing address and 1099 mailing address.

Example: Supplier: #0000098084; Location REMIT5 is the payment mailing address. Both the payments and 1099s should be going to the same address.

Click the Payables link.

The Payables link has Address 5 selected for the Invoicing and Remitting sections. When this location is selected when entering, the Invoicing address 5 will be defaulted in on the Invoice Information tab and the Remitting address 5 will be defaulted for mailing payments. Note this is going to Chicago.

Click OK.

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Once back on the Location REMIT5 page, click the 1099 link. Address 1 is defined as the 1099 Reporting Information > Main Information section. This is the address that the 1099 will be mailed to. Note this address is in Texas.

In order to use the REMIT5 payment mailing address (Address ID 5) as the 1099 mailing address, contact the campus VMR to update the 1099 address from address 1 to address 5.

VMR Work to update the 1099 mailing address.Important: Verify that address 5 is the 1099 mailing address prior to updating it.On the Supplier record all Locations with 1099 setup must have the same 1099 address. If all Locations are not updated to the same address the following message will appear:

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Open the supplier record and go to the Location tab. On the first active Location, click the 1099 link.

o If the Location’s 1099 link is not setup, no work is required, proceed to the next active location.

o If the Location’s 1099 link is already set up and incorrect, click Cancel (you need to add a new effective dated row to correct).

On the Details section, click “+” to add an effective dated row.o Change the Effective Date to the start date of the CY.

If the details effective date is within the current CY, then add one calendar day as the new effective dated row date.

Click the 1099 link. Update the Address field to “5”. Click OK. Go to the next active location and follow the above steps to update the 1099 address. When all of the Location’s 1099 addressses are updated, click Save.

After the 1099 processes have run, the 1099 mailing address update can be viewed using query, NDU_AP77.

An example of the 1099 Mailing address before and after the 1099 address update is shown.

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