1099 Software User Guide

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Table of Contents

Introduction to the ftwilliam.com software; Accessing the 1099 software. Top

Logging In. Top

You will need the company code, login name and password you received when you signed up for the ftwilliam.com system.

General ftwilliam.com website features available after log-in:

Home. Top

After log-in, you will be taken to the "Home" page where you can Add Company, Add Plan and search for a Company and/or Plan. First time ftwilliam.com users will need to add a company to get started. The 55AutoFill feature will import company information from 5500 form filings. All you need to do is enter the plan sponsor's employer identification number and basic plan and company information will automatically be imported for your use - even if you did not use our software in any previous year.

In addition, the "Home" page includes options to quickly navigate users to batch features, portal options, company data, email/technical updates and much more. Contact support@ftwilliam.com for more information if you are interested in the Upload Company/Plan Data feature.

Edit Company. Top

While on the "Home" screen, users will have the option to click on a Company/Plan to go to the "Edit Company" screen, or the various module(s) purchased. The user will also have the option to go to the "Edit Plan" screen. Note: First time ftwilliam.com users may need to add a plan to get started.

The plan types you can add will depend upon your subscriptions with ftwilliam.com.

Users can update Company/Sponsor information (including company/sponsor name, address, etc.) on this "Edit Company" screen. Note: There is a box at the top of the page that will also update any unlocked 1099s with updated company/sponsor data for a particular 1099 filing year. Be sure to click on "Update" after checking the box.

Edit Plan. Top

Once users have completed any necessary updates to the "Edit Company" screen, users should select a plan from the drop-down menu to be directed to the "Edit Plan" screen. One feature users may find helpful on the "Edit Plan" screen is the "Show History" link found below the "Plan Menu" near the upper-right corner of the screen. The link is highlighted in the image below.

Users that click on the "Show History" link will be taken to the "History" screen shown below. The example below is for a plan with 1099 data only (no plan document is added for this plan; if a plan document was added, plan checklist changes would also be shown).

If a user has edited or viewed the edit screen of the 1099 filing, the time and date will be noted on this screen. If a user simply views one of the 1099 reports, that will not appear on the "History" screen.

Change Plan Name Top

Users can change the Plan Name in the ftwilliam.com system from the "Edit Plan" screen. In the "Plan Checklist" box, click on "A. General Information". Users can edit the plan name on Lines 2a and 2b. The system automatically updates the checklist once the user clicks out of the fields.

Go to 1099 forms. Top

After selecting a Plan from the "Home" screen and by clicking on "Edit Plan", the user will be directed to the "Edit Plan" screen. In the "Plan Modules" box, the user will be able to select the 1099 form type (1099-R, MISC, NEC, DIV, INT, SA, 5498 OR 5498-SA) and Plan Year (2010 - present) the user would like to work on before clicking the "1099-X" button.

The screen shown below displays what it looks like if the user has an IRS/5300 Forms, 5500, 1099 and Portal subscriptions with ftwilliam.com. Depending upon the subscriptions the user has with ftwilliam.com, the "Edit Plan" screen may appear differently.

1099-[Form Type] [Form Year] Top

The "1099-X - Year" screen is the "Home screen" for 1099 filings for the plan.

Near the top of the page you will find information showing the Company, Plan Name and Checklist Type for the plan.

How to manually enter payer data. Top

At the top-left of the "1099-X Plan Year" screen is the "Edit Payer Data" box. By clicking on "Edit Payer", the user will be directed to the "Payer Data" screen where the user is able to edit/update payer data. Most information will be pre-populated from the "Select Plan" screen except for the payer TIN. Note: The Payer TIN is the taxpayer's identification number used to pay the 1099/5498 distribution, which is generally different from the Employer's Identification Number (EIN) used on the Form 5500/SF filing.

To update information, simply enter the data. The software will save any changes as entered. Click on "Run Edit Checks" in the upper left-hand side of the "Payer Data" screen to validate data. Invalid fields will highlight in red (will not save) and possible errors will be highlighted in yellow.

Note: To update Company/Payer data, see Edit Company above.

How to batch import Payer Taxpayer Identification Numbers (TINs). Top

If the user has a large number of Payers, the user can upload Payer TINs (and Payer Data) in batch mode. This requires already having the companies and plans in the system.

Note: If the user is new to ftwilliam.com and does not have plans set up within the system, the user can send ftwilliam.com a list of client EINs. ftwilliam.com can import prior year Form 5500/SF data from the Department of Labor (DOL), regardless of who the user's prior year vendor was (55AutoFill*). This will add the companies, and any plans for which 5500s were filed, to the user's account. To make use of this free service, the user should send a spreadsheet with all the company EINs via e-mail to support@ftwilliam.com. The user should also include the ftwilliam.com Company Code.

Follow the steps below to complete the download and upload of Payer TINs and Data:

  1. Click on "Upload/Download Center" located within the "Batch features" box on the "1099-X - Year" screen.
  2. Click the "Download Payer Data" link below "Upload/Download Payer Data". Save the .csv (comma separated value) file to the user's hard drive. Note: You can right-click "Download Payer Data" and select "Save As" or "Save Target As" to save it directly to the user's hard drive.
  3. Open the spreadsheet on the user's desktop; the user will see a listing of all the plans the user has set up in ftwilliam.com. The first two columns are company and plan specific - do not alter these columns. The remaining columns are PlanName, TrustEIN, PayerFinal, PayerFileType, PayerResponsible, PayerNameLine1, PayerNameLine2, PayerTradeName, PayerTransferAgent, PayerForeignEntity, PayerContact, PayerAddress, PayerCity, PayerState, PayerZip, PayerForeignState, PayerForeignPostalCode, PayerCountryCode, PayerPhone, PayerEmail, PayerFax, PayerReqState and PayerReqLocal.
  4. Go through the spreadsheet to update the Payer's TrustEIN, Resp and Company Data. The user may remove the plans that the user will not be completing 1099/5498s, but it is not mandatory to do so. Note: The user may not add plans to the system via the Payer Data upload; therefore, if there are plans missing from the list the user should add them to the system manually as described above.
  5. Once the user has updated and saved the file, click on "Upload Payer Data".
  6. The user will be directed to the "Upload Payee Data" screen where the user will browse for the user's saved file. Enter the "Number of rows to ignore before Header Row", if any. This will default to zero, as the Header Row will typically be the first row on the user's spreadsheet. Do not delete the column headers.
  7. Click "Submit" to upload the file. The results will give the user the total number of Payers added.

*Patent Pending

How to manually enter payee/participant data. Top

  1. When the user is on the "1099-X - Year" screen, the user would click on "Add Payee" button within the "Edit Payees" box.
  2. The user will receive a prompt to enter a Payee's First Name and Last Name. Then, the user will click "Add Participant", then "Click here to return" or "1099-X Year" within the breadcrumb trail.
  3. This will direct the user to a draft Copy A for the user to complete. From this screen the user is able to run edit checks, add more Payees, go to the 945, 945-A, 945-X or even print non-Federal final copies.

Below the draft form, the user will have the option to add up to 12 distribution dates and amounts for the payee if those distributions have the same distribution code(s) as on the draft form. This is helpful for completing the Form 945. Note: If the payee received multiple distributions, but the distribution codes are not the same, the user will need to complete a 1099 record for each distribution type.

The user should run edits checks once the form is complete. See Edit checking below.

Note: The Question Marks on the draft screen are context-sensitive help buttons that reference the IRS instructions. The user should click on them for guidance.

How to batch import payee/participant data. Top

If the user has a larger number of Payees, the user can upload the Payee data using the "Upload/Download Center". This allows you to add the Payees in one batch instead of manually entering them one at a time. Follow the steps for Option 1 (Spreadsheet) or Option 2 (from another vendor) below to complete the upload for Payees.

Note: Once the upload has been completed, the user will notice that all the Payees the user has uploaded will be listed in the drop-down box within the "Edit Payees" box. The user should always run edit checks, especially after completing an upload (see Edit Checking below).

Option 1 - Uploading 1099 Data from a spreadsheet the user created. Top

  1. Begin by clicking on "Upload/Download Center" within the "Batch Features" box of the "Form 1099 - Year" screen.
  2. Click the "Upload 1099 Data" link below "Upload Payee Data".
  3. For the form years 2014 through current 1099s, the user will have the option to upload data two different ways. If current payees have been added, the user will be able to override existing payees. If the user does not wish to override existing payees, the user will need to un-check the box before performing the upload.
    1. Payer TIN: Traditional method that has been used since the 1099 Module has been used. A way for users to upload payee data based on the Payer's TIN.
      1. From the "Upload Payee Menu", the user should click on "Sample_PayerTIN_1099R_2020.csv" and save the .csv (comma separated value) file to the user's hard drive. Note: the user can right-click "Sample_PayerTIN_1099R_2020.csv" and select "Save As" or "Save Target As" to save the file directly to the user's hard drive. The user should use this sample file to enter all of the payee data for one plan or for all plans (grouped together based on the EIN/PNs). The sample files have been updated to include more help on how the data should be entered on the spreadsheet, for example, that a column header containing IND (standing for indicator) should contain a 0 to leave a box un-checked or a 1 to check a box. The link titled Field Names is a schema file that indicates the format the data needs to be entered onto the sample spreadsheet.
    2. Company EIN/Plan Number: A way for the user to upload payee data using the Plan's EIN and Plan Number. This method is helpful when there may be two plans using the same TIN. If current payees have been added, the user will be able to override existing payees. If the user does not wish to override existing payees, the user will need to un-check the box before performing the upload.
      1. From the "Upload Payee Menu", the user should click on "Sample_EINPN_1099R_2020.csv" and save the .csv (comma separated value) file to the user's hard drive. Note: the user can right-click "Sample_EINPN_1099R_2020.csv" and select "Save As" or "Save Target As" to save the file directly to the user's hard drive. The user should use this sample file to enter all of the payee data for one plan or for all plans (grouped together based on the EIN/PNs). The sample files have been updated to include more help on how the data should be entered on the spreadsheet, for example, that a column header containing IND (standing for indicator) should contain a 0 to leave a box un-checked or a 1 to check a box. The link titled Field Names is a schema file that indicates the format the data needs to be entered onto the sample spreadsheet.
    To see a sample upload file for a batch upload of all payees grouped together by the payer's TINs, click here. Note: Users can also upload up to 12 additional distributions for a payee with the same distribution code by using the columns PayDate1-PayDate12, PayAmount1-PayAmount12, and PartWHAmount1-PartWHAmount12. See the 'Field Name' file for more information about a particular column's data.
  4. When the .csv file is ready to be uploaded, click on "Upload 1099 Data", then browse for and select the saved .csv file. Enter the "Number of rows to ignore before header row", which will typically be zero if users have not added rows to the top of the .csv file. Do not delete the column headers.
  5. Click "Submit" to upload the file. The results will give the user the total number of payees added, as well as any "Bad Data" that may have been uploaded.

    Note: Once the upload has been completed, the user will notice that all the Payees that have uploaded are listed in the drop-down box within the "Edit Payees" box. Users should always run edit checks, especially after completing an upload (see Edit Checking below).

Option 2 - Generic XML File Upload. Top

  1. The Generic XML File Upload is primarily used to import data downloaded from another vendor's Software. If you are having trouble with the upload, please contact support@ftwilliam.com.
  2. Begin by clicking on "Upload/Download Center" within the "Print Menu" box.
  3. Click the "Generic XML File Upload" link below "Upload Payee Data".
  4. "Browse" for the saved .xml file.
  5. Click "Submit" to upload the .xml file. The "Upload Results" provided are not detailed and the user should make sure to run the edit checks for the payees after the upload is complete.
  6. In the breadcrumb trail, users should click "1099-X Year" to be directed back to the 1099 Module.

Note: Users should be aware that the payee upload will replace any data you have already uploaded or manually entered. Once the upload has been completed, users will notice that all the Payees that users have uploaded are listed in the drop-down box within the "Edit Payees" box. Users should always run edit checks, especially after completing an upload (see Edit Checking below).

Edit Checking. Top

Once the payee data has been entered manually or uploaded, users can run edit checks to check the data integrity. Users are able to run edit checks one of two ways:

  1. Multiple payees at a time. By clicking the "???" or "NOT-OK" in the "Status" column, all errors for all selected payees will display. To select payees, click "Select Payees" in the "Edit Payees" box and check the box next to each name the user wants to select and click "Update". Users will see the number selected noted in the "Edit Payee" box.
  2. One payee at a time. Select the Payee from the drop-down box and click "Select Payee". This will open the draft 1099-R for that payee; then click "Run Edit Checks". All questions on the 1099 that do not pass an edit check will be highlighted in yellow. Users can double click on the yellow box to see the reason for the edit check.

Edit checks are split into errors and warnings. Errors would prevent users from locking a batch, whereas a warning would allow users to lock a batch. For example, if users have a missing SSN for a payee, that would create an error and users would not be able to lock the batch until the SSN has been entered.

Once the data has been entered and the edit checks have been run users are ready to print and/or create batches.

Form 945. Top

To learn more about the form, refer to the Form 945 Instructions under Purpose of Form 945.

Note: Users are responsible for paper filing the Form 945s; it is not included in the Fulfillment Services offered by ftwilliam.com.

Tip. Companies that use their EIN and not a TIN to file 1099s and to make the Form 945 deposits: If the same EIN is used to file 1099s and to report taxes withheld for multiple plans, then users may file one Form 945. Otherwise, if a separate EIN/TIN is used for each plan, file one Form 945 for each plan.

Adding Paid Preparers Top

If users have Paid Preparers working on any of your filings, then users can add a record for them. Click the "Edit Paid Preparers" link under "Edit Payer Data", then click "Add Preparer". Enter the preparer's first and last names and click "Add Preparer". You can then select the preparer and enter the rest of the information for them; make sure to click "Update" to save the data.

Preparing Form 945 Top

To prepare Form 945, click on the "Edit 945" link on the left of the screen; this will open the form to allow you to make any required adjustments. You can also add a Paid Preparer, if applicable, by selecting the preparer from the "Add Paid Preparer" drop-down box. To pull data from your already completed 1099s or 5498s, click on "Update Line 1 with Payee total W/H (Sel)" or "All". The first option will bring forward data just from payees that are marked as "Selected"; the second option will bring forward data for all payees under the same plan (i.e. withholding on 1099-R and 1099-Misc).

To learn more about completing Line 1, refer to the Form 945 Instructions for Line 1.

Similarly, users can click on the button above line 7 to autofill the monthly deposits table (only if monthly deposits is selected), or users can click on the button within the 945-A to autofill data entered for semi-weekly deposits.

Once your Form 945 is complete users can run edit checks to validate the data. Click on "Run Edit Checks" on the top left-hand side of the screen; any errors will be highlighted in yellow and users can double-click on the yellow area to see the reason for the edit check.

Note: Forms 945A and 945X can be prepared in a similar manner to the above.

Preparing a 945 batch - ftwPro 945Wiz. Top

Note: Users are responsible for paper filing the Form 945s; it is not included in the Fulfillment Services offered by ftwilliam.com.

The 'ftwPro 945Wiz' link, located within the "Batch features" box, enables users to print all Form 945s in a single .pdf file.

Click the "Select Payers" link from the "ftwPro 945 Batch - Year" page, then place a check mark next to each of the plans the user wants to include.

If users want to include every plan, place a check mark next to the "Selected" box at the top of the column, as shown in the screen shot below. Next, click "Update" and users will be taken back to the "ftwPro 945 Batch - Year" page. Click on the "Print 945" link to generate a pdf file for all the Payers users have selected.

Printing. Top

The Print Menu box on the main "Form 1099 - Year" screen of the website is where users will go to select printing options and to print forms. Users will see that the menu is arranged into three columns - IRS Copies, Other Copies and Reports.

Note that users will only print payees that have been selected under the "Select Payees" link in the "Edit Payees" box. If you have fewer payees selected than the total participant count, users will not print all payee copies.

Forms/Paper for printing Top

If users are printing and mailing the forms, then users should do this from the "Print Menu" on the main "1099-X - Year" screen of the website. See below for information on the ftwilliam.com Fulfillment Service. ftwilliam.com can do the printing, mailing and e-filing for users. Note: If users are doing the printing, users generally want to order special paper for the different copies; we recommend Nelco Solutions for paper needs.

Aligning Your Printing Top

Before users print Form 1096 and Copy A, users should be sure that Acrobat is set up so that the pdf document is printed at 100% of its correct size. Users should do this by clicking on the printer icon on the Acrobat tool bar that is located underneath the main browser toolbar. Make sure the "Page Scaling" setting under the heading "Page Handling" is set to "None". (The default value is oftentimes set to "fit to page" which will shrink the Schedule to 94%). The "Page Scaling" setting must be set to "None" so that there is no size reduction on printing. Users can confirm the proper setting by looking in the "Preview" section and observing that the zoom is 100%.

Note: Users may not see the above option. Instead, select "Actual Size" and test print on blank paper to hold up to the red copy 1096. If you are using FireFox and do not see the Page Scaling options, please review this recording for more details.

At the top of the menu box users will see two links. The first is "Print Options" where users can adjust the margins for printing (after the user ensures print margins are "None") to ensure the user's forms align correctly on the Copy 1096 and Copy A. Note: It is a good idea to test print on blank paper and hold it up to the special red paper for the Copy 1096 and Copy A before actually printing on the special paper. Users can make adjustment in "Print Options" until the alignment is correct. The second link, "TIN Masking", allows users to enable TIN Masking (all but the last 4 digits of the payee's SSN) on the Other copies (1099 Copy B, Copy C, Copy 2 and Copy D). Note: Only Designated Admin users will be able to utilize the global TIN Masking option.

Printing Form 1096.Top

Users need to print these returns on '1-up' Preprinted paper. This is obtainable from Nelco Solutions, a vendor that ftwilliam.com works with. Users should feel free to use other vendors. Before printing copies of Form 1096 it is necessary to check the printer. Every printer is different and it's important that the printer is aligned correctly before users begin to print multiple forms. First, ftwilliam.com suggests reviewing Aligning Your Printing above.

Then, users should click on the "1096 Single", in the "Print Menu" box. This will produce a blank Form 1096 just containing the payer data. It is a good idea to test print on blank paper and hold it up to the special red paper for the Copy 1096 before actually printing on the special red paper. Users can make adjustment in "Print Options" until the alignment is correct.

Printing Copy As. Top

Users need to print these returns on '2-up' Preprinted paper. This is obtainable from Nelco Solutions, a vendor that ftwilliam.com works with. Users should feel free to use other vendors. Before printing copies of Form 1096 it is necessary to check the printer. Every printer is different and it's important that yours is aligned correctly before users begin to print multiple forms. First, ftwilliam.com suggest reviewing Aligning Your Printing above.

Then, users should click on the "Copy A 2-up", in the Print Menu box. This will produce a blank Form Copy A containing the payee data. It is a good idea to test print on blank paper and hold it up to the special red paper for the Copy 1096 before actually printing on the special red paper. Users can make adjustment in "Print Options" until the alignment is correct. Note: Users generally do not need to make alignments to the Copy A if alignment has been done for Form 1096.

Printing Copies of Form 1099. Top

Users can print copies of Form 1099-R for the payee (Copy C), and for filing with state (Copy 2) and federal (Copy B) taxes. Users can also print copies of the 1099-R for the Payer (Copy D). Users should print these on '3-up' blank perforated paper. Click on "Copy B/C/2 (Blank)". Put the '3-up' blank perforated paper in the printer and print the copies. Users should also print the Recipient Instructions, either on the back or separately, and mail with the Copy B/C/2.

Note: Copy 1 will not be available unless users have entered a state in box 15 of the draft 1099-R within the "Edit Payees" box. Also, when users click to print a final form, account numbers will automatically be added to the form if they have not already been added by the user.

Preparing a batch - ftwPro 1099Wiz. Top

To create a batch for fulfillment, printing or FIRE File Download, users will need to follow these steps:

  1. Create a new batch. Click here to learn more about preparing corrective batches.
  2. Select Payers. Payers/Plans will be listed on the next screen "Select 1099-R Payees/Participants". To select a payer, users need to select at least one payee for that payer by clicking on "Select Payees" along the right-hand side of the "Select 1099-R Payees/Participants" page.
  3. A screen will open where users can select all or a portion of the payees for that plan/payer. Click "Update" to save the selection and close the window.
    Once selected, the number of payees selected will appear along the left-hand side of the "Select 1099-R Payees/Participants" page.
    Note that users also have options to "Select All Unselected" and "Unselect All Selected" at the top-right side of the "Select 1099-R Payees/Participants" page.
  4. Lock the batch.
    Users can lock a batch by clicking on the link "locked" in the statement "Batch must be locked before fulfillment options available" below "Fulfillment Service" or by clicking on the lock icon on the "Show Batches" page for the particular batch.
    In order to lock a batch for submission, all of the included payers and payees must pass edit checks. If users have not yet passed all edit checks, a button will be displayed to "Run EditChecks". If users pass all error checking, users will be given the option to lock the batch and receive the warning "Are you sure you want to lock this batch? Once a batch is locked participant information cannot be changed."
  5. Fulfillment, Printing and FIRE File Download, if applicable, options will now be available on the batch menu screen as well as options to print reports of payees/payers in the batch.

ftwilliam.com's fulfillment service. Top

Note Fulfillment pricing includes batch fees, click here for more information.

Options for fulfillment:

Once the user clicks on a link above, the user will see a warning similar to the following:

Once you click on this link your account will be charged $X (plus applicable sales & use tax) and we will immediately begin fulfilling your request. As a result ftwilliam.com/CCH INCORPORATED will incur substantial costs for postage and handling.

THEREFORE, THE CHARGES TO YOUR ACCOUNT ARE FINAL AND NO CREDITS OR REFUNDS CAN BE GIVEN.

FAILURE TO PAY THE ABOVE CHARGES MAY RESULT IN INACTIVATION OF YOUR ACCOUNT. BY CLICKING ON THE LINK BELOW YOU HEREBY AGREE TO THE FOREGOING.

Please be aware that by clicking the link you authorize ftwilliam.com/CCH INCORPORATED to electronically file the Form 1099 on behalf of the payer (or other person required to file). ftwilliam.com/CCH INCORPORATED, as an authorized agent, does not relieve the payer of the responsibility for filing correct, complete and timely information returns. Further, it will not relieve the payer of any penalties for not complying with those requirements.

ftwilliam.com/CCH INCORPORATED grants no implied warranties, including without limitation, warranties of merchantability or of fitness for a particular purpose. ftwilliam.com/CCH INCORPORATED is not liable for any lost profits or any claim against the filer by any party. In no event is ftwilliam.com/CCH INCORPORATED liable for consequential damages, even if ftwilliam.com/CCH INCORPORATED had been advised of the possibility of such damages.

The filer is advised to retain a copy of Form 1099 and any supporting material. A copy of Form 1099 is available from ftwilliam.com.

IMPORTANT NOTICE: Once you submit your returns, they are processed through an automated system. We cannot make any changes to your forms once they are submitted.

If the user does not wish to continue, the user should click "Return Without Fulfillment".

To continue and process fulfillment, the user should click "Fulfill [fulfillment type] Information for [batch name]".

ftwilliam.com's state fulfillment service. Top

Depending upon the state entered in the applicable payee fields on the draft 1099, additional information may be required for fulfillment and/or fulfillment may not be an option. Click on "State Returns" within a batch to edit the state data required. The ftwilliam.com state fulfillment consists only of e-filing (see more details below). ftwilliam.com does not send state paper statements nor does the system handle state corrections.

After clicking on 'State Returns', the user will be directed to the "State Returns" screen. On this screen, users will see a clickable link for each Payer(s) within the batch. The user will click on one Payer at a time to be directed to the "Select State" screen where the user will click on the state links that have reconciliation forms requesting more data.

In order to lock a batch for submission, all of the included state reconciliation forms must pass edit checks.

If the user wishes to use fulfillment for both state and federal filings, both the federal and state returns must be locked.

1099 State Help Top

Here are some links to helpful documentation:

Wolters Kluwer's Smart Chart "State Pension Distribution Withholding and Reporting Compare"

Access the Smart Chart at no charge here. The chart provides succinct summaries of state and federal laws, regulations and state agency issuances, that govern the withholding and reporting requirements related to pension distributions. Choose the state(s) that apply to your plans then choose from all or a selection of the withholding and reporting topics and then instantly compare multiple states' laws on that subject in a convenient chart format. Results, displayed in an intuitive matrix. Fifty-two jurisdictions plus federal are included.

Click here to see a short demo of how the Smart Charts work in general. It will help users navigate the chart and see all the possible features.

Please note that the link to the Smart Chart will only work when accessed from within www.ftwilliam.com since it is only intended for use by ftwilliam.com customers.

Checking on your fulfillment - Completion Dates. Top

Once a batch has been sent for fulfillment, users can view the completion status from the "Show Batches" screen. See below for information related to each heading on that page:

Preparing a .txt file for the FIRE website. Top

Users can download files from ftwilliam.com for upload into the FIRE system. Note that for 8955-SSA forms each filing is uploaded separately - that is not the case for 1099s as user can upload the .txt files in a batch.

Before users are able to download .txt files, users must obtain a Transmitter Control Code (TCC) from the IRS to file on the FIRE system specifically for the 1099s. This is a 5-digit code and users will need to fill out Form 4419 to apply for one. There's more information on the IRS website: https://www.irs.gov/taxtopics/tc802.html.

If users have a TCC code, or once users receive a TCC Code, the Master Admin user for the account will be able to update the account by navigating to the WK Logo > Administrative Tasks > Account Profile to update the "1099 TCC Code Information" box at the bottom of the screen. Be sure to click "Update" to save changes.

After the TCC Code is on file, users will need to prepare a batch and lock the batch. Once the batch is locked, users should click on the batch name in order to view the "Download Data for FIRE system" found below the "FIRE System" section. Clicking on the "Download Data for FIRE system" link will produce a text file (.txt) that users should save to the user's hard drive. Users will take the file(s) to the IRS website to upload to complete the Federal e-filing.

Review FIRE Data File: Users can re-upload the .txt file downloaded to test and confirm the data downloaded.

Frequently Asked Questions / Special Topics Top

Corrections Top

Send the letter to Internal Revenue Service, Information Returns Branch, 230 Murall Drive, Mail Stop 4360, Kearneysville, WV 25430.

If a payer realizes duplicate reporting or a large percentage of incorrect information has been filed, contact the information reporting customer service site at 1-866-455-7438 for further instructions.

Note: You will also need to furnish a letter/statement to the recipient(s) with the updated payer information.

Copying Data From a Prior Year Top

This is a simple process if the user used the ftwilliam.com 1099 software during the previous year:
  1. Select the 1099 software for the previous year's filing;
  2. Click on the "Upload/Download Center" under the "Batch features" box;
  3. Click on "Download 1099 Data";
  4. Click on "Select Payers";
  5. Check the boxes for the Payers that will be uploaded into the current plan year, click update, click "Download 1099 data" within the breadcrumb;
  6. Click "Download 1099 Data" to download the data, save file;
  7. Update this file for changes (remove payees that are not applicable, update addresses and amounts, etc.). Ensure column names, etc are not being changed;
  8. Click on 1099 within the breadcrumb and select the current plan year;
  9. Click on "Upload/Download Center" under the "Batch features" box;
  10. Click on "Upload 1099 Data";
  11. Verify that the "Payer TIN" option is selected;
  12. Users may want to review the "Field Names" file to see if there is new data to enter for the new year and to verify column headers are accurate; and
  13. Browse for the saved file, enter zero for Number of rows to ignore before header row, if users have not added rows above the header rows, and click "Submit". The system will perform data integrity edits on uploaded data and will reject non-compliant data that cannot be corrected. Be sure data complies with 1099/5498 requirements before uploading and verify uploaded data afterwards.

NOTE: This document is intended for informational purposes only and does not constitute legal or tax advice.

Rolling over data from a prior year Top

A newer feature available for the 2014 and current 1099-Rs. Similar to the 5500 Module, the 1099-R Module is now able to "Bring forward [prior year] 1099 Participants for this plan only". Master and Designated Admin Users also have the option to "Bring forward [prior year] 1099 Participants for all plans". The data that is pulled forward is limited to basic Payee data, such as Payee Name, Address, Account Number and Distribution Code. No values will be brought forward as they are subject to change from year to year.

A list of Foreign County Codes Top

If you have a foreign address, the following are acceptable country codes:
CODE COUNTRY
AF Afghanistan
AX Aland Islands
AL Albania
DZ Algeria
AS American Samoa
AD Andorra
AO Angola
AI Anguilla
AQ Antarctica
AG Antigua and Barbuda
AR Argentina
AM Armenia
AW Aruba
AU Australia
AT Austria
AZ Azerbaijan
BS Bahamas
BH Bahrain
BD Bangladesh
BB Barbados
BY Belarus
BE Belgium
BZ Belize
BJ Benin
BM Bermuda
BT Bhutan
BO Bolivia
BQ Bonaire, Saint Eustatius and Saba
BA Bosnia and Herzegovina
BW Botswana
BV Bouvet Island
BR Brazil
IO British Indian Ocean Territory
BN Brunei Darussalam
BG Bulgaria
BF Burkina Faso
BI Burundi
KH Cambodia
CM Cameroon
CA Canada
CV Cape Verde
KY Cayman Islands
CF Central African Republic
TD Chad
CL Chile
CN China
CX Christmas Island
CC Cocos (Keeling) Islands
CO Colombia
KM Comoros
CG Congo
CD Congo, Democratic Republic of the
CK Cook Islands
CR Costa Rica
CI Cote D'Ivoire (Ivory Coast)
HR Croatia
CU Cuba
CW Curacao
CY Cyprus
CZ Czech Republic
DK Denmark
DJ Djibouti
DM Dominica
DO Dominican Republic
EC Ecuador
EG Egypt
SV El Salvador
GQ Equatorial Guinea
ER Eritrea
EE Estonia
ET Ethiopia
FK Falkland Islands (Malvinas)
FO Faroe Islands
FM Federated States of Micronesia
FJ Fiji
FI Finland
FR France
GF French Guiana
PF French Polynesia
TF French Southern Territories
GA Gabon
GM Gambia
GE Georgia
DE Germany
GH Ghana
GI Gibraltar
GR Greece
GL Greenland
GD Grenada
GP Guadeloupe
GU Guam
GT Guatemala
GG Guernsey
GN Guinea
GW Guinea-Bissau
GY Guyana
HT Haiti
HM Heard Island and McDonald Islands
VA Holy See (Vatican City State)
HN Honduras
HK Hong Kong
HU Hungary
IS Iceland
IN India
ID Indonesia
IR Iran
IQ Iraq
IE Ireland
IM Isle of Man
IL Israel
IT Italy
JM Jamaica
JP Japan
JE Jersey
JO Jordan
KZ Kazakhstan
KE Kenya
KI Kiribati
KP Korea, Democratic People's Republic of (North)
KR Korea, Republic of (South)
KW Kuwait
KG Kyrgyzstan
LA Lao People's Democratic Republic
LV Latvia
LB Lebanon
LS Lesotho
LR Liberia
LY Libyan Arab Jamahiriya
LI Liechtenstein
LT Lithuania
LU Luxembourg
MO Macao
MK Macedonia
MG Madagascar
MW Malawi
MY Malaysia
MV Maldives
ML Mali
MT Malta
MH Marshall Islands
MQ Martinique
MR Mauritania
MU Mauritius
YT Mayotte
MX Mexico
MD Moldova
MC Monaco
MN Mongolia
ME Montenegro
MS Montserrat
MA Morocco
MZ Mozambique
MM Myanmar
NA Namibia
NR Nauru
NP Nepal
NL Netherlands
NC New Caledonia
NZ New Zealand
NI Nicaragua
NE Niger
NG Nigeria
NU Niue
NF Norfolk Island
MP Northern Mariana Islands
NO Norway
OM Oman
PK Pakistan
PS Palestinian Territory, Occupied
PW Palau
PA Panama
PG Papua New Guinea
PY Paraguay
PE Peru
PH Philippines
PN Pitcairn
PL Poland
PT Portugal
PR Puerto Rico
QA Qatar
RE Reunion
RO Romania
RU Russian Federation
RW Rwanda
BL St. Barthelemy
SH St. Helena, Ascension, and Tristan da Cunha
KN St. Kitts and Nevis
LC St. Lucia Island
MF St. Martin (French)
PM St. Pierre and Miquelon
VC St. Vincent and the Grenadines
WS Samoa and Western Samoa
SM San Marino
ST Sao Tome and Principe
SA Saudi Arabia
SN Senegal
RS Serbia
SC Seychelles
SL Sierra Leone
SG Singapore
SX Sint Maarten (Dutch)
SK Slovakia
SI Slovenia
SB Solomon Islands
SO Somalia
ZA South Africa
GS South Georgia and the South Sandwich Islands
SS South Sudan
ES Spain
LK Sri Lanka
SD Sudan
SR Suriname
SJ Svalbard and Jan Mayen
SZ Swaziland
SE Sweden
CH Switzerland
SY Syrian Arab Republic
TW Taiwan
TJ Tajikistan
TZ Tanzania
TH Thailand
TL Timor-Leste
TG Togo
TK Tokelau
TO Tonga
TT Trinidad and Tobago
TN Tunisia
TR Turkey
TM Turkmenistan
TC Turks and Caicos Islands
TV Tuvalu
UG Uganda
UA Ukraine
AE United Arab Emirates
GB United Kingdom
US United States
UM United States Minor Outlying Islands
UY Uruguay
UZ Uzbekistan
VU Vanuatu
VE Venezuela
VN Vietnam
VG Virgin Islands, British
VI Virgin Islands, US
WF Wallis and Futuna
EH Western Sahara
YE Yemen
ZM Zambia
ZW Zimbabwe