Producing and Filing 1098-T Tax Forms (2024)

This section lists prerequisitesand discusses:

  • Generating 1098-T Data

  • Reviewing 1098-T Messages

  • Reviewing and Overriding 1098-T Data

  • TIN Request Update

  • Validating and Auditing 1098-T Data

  • Printing 1098-T Forms by Batch

  • Printing 1098-T Forms and Creating Transmission Files

Before you begin generatingand transmitting 1098-T information, you must complete these setuptasks in your PeopleSoft Student Financials system:

  1. Set up a TIN under whichyour institution files 1098-T tax information to the IRS.

  2. Determine which of youritem types to designate as qualified tuition and related expenses.

Related Links

Setting Up a TIN

Setting Up Item Types and Item Type Groups

Page Name

Definition Name

Navigation

Usage

Generate 1098-T

RUNCTL_SF_SFP1098P

Student Financials > Taxes > Generate 1098-T

Generate 1098-T data.

Review 1098–T Messages

SSF_1098T_INQ

Student Financials > Taxes > Review 1098–TMessages > Review 1098–T Messages

Review 1098–T messages.

1098-T Data

SF_1098_DTL

Student Financials > Taxes > Edit 1098-TData > 1098-T Data

Student Financials > Taxes > Review 1098–TData > 1098–T Data

Edit or review 1098-Tdata by student.

1098-T Student Address

SF_1098_STUADDR_PB

Click the Student Address link on the 1098-T Data page.

View the address ofthe student whose 1098-T data you are reviewing or overriding.

1098-T TIN Request Update

SSF_RUNCTL_1098UPD

Student Financials > Taxes > Update 1098-TTIN Request

Populates the checkbox to indicate that a student's TIN has been requested.

1098-T Audit Report

RUNCTL_SF_SF1098VP

Student Financials > Taxes > Tax Reports > 1098-T AuditReport

Validate and audit 1098-Tdata.

Print 1098-T Form

SSF_RUNCTL_1098PRT

Student Financials > Taxes > Tax Reports > Print 1098-TForms

Mass print 1098-T formsinto PDF.

1098-T Print

RUNCTL_SF_SF1098RP

Student Financials > Taxes > Tax Reports > 1098-T FormPrint > 1098-T Print

Print 1098-T forms andcreate electronic transmission files.

1098-T File Info

SF_1098_FILE_PB

Click the File Parameters link on the 1098-T Print page.

Enter the file pathand file name of the electronic file that you want to create and sendto the IRS.

Access the Generate1098-T page (Student Financials > Taxes > Generate 1098-T > Generate 1098-T).).

Control Information

Field or Control

Description

Federal TIN (federal taxpayer identification number)

Enter the Tax PayerID number for the reporting institution.

Calendar Year

Enter the calendar yearfor which you are reporting.

Alternate NID Type (alternate national identification type)

Enter another NID typeto generate 1098-Ts for students who do not have a valid SSN withoutusing individual student overrides. If there is a value in the Alternate NID Type field, the 1098-T generation program looks first for an ITIN (Individual Taxpayer ID Number). If that lookup has no result then the National ID Type of PR (for Social Security Number) is used. This value is populated inthe SSN field in the 1098-T data tables and is transmitted to theIRS.

Note: You must providean alternate NID type so that the SSN field can be populated withan alternate national ID value, such as an ITIN. This is the onlyway for the 1098-T generation program to look for an alternate valueto the SSN.

The National ID Typeis set up at: Set Up CommonObjects > Foundation Tables > Personal > National IDType > National ID Type Table.

Bypass ValidationEdits

Field or Control

Description

Citizenship

Select to bypass theCitizenship edit, so that a 1098–T is produced for all students witheligible charges regardless of citizenship status.

Academic Credit

Select to bypass theEarned Academic Credit edit, so that a 1098–T is produced for allstudents with eligible charges, even if they are enrolled in classesthat earn no academic credit.

Financial Aid

Select to bypass theFinancial Aid edit, so that a 1098–T is produced for students whohave eligible charges paid entirely by Financial Aid.

Financial Info (financial information)

Select to produce a1098–T for students who have no financial information in boxes onethrough six. If the students are currently enrolled, the 1098-T isproduced.

Note: Each edit bypass workindependently—an institution can choose one, all, or none of the editbypasses.

Student Override

Field or Control

Description

Student Override (check box)

Clear the Student Overridecheck box to generate data for all applicable students who fall underthe federal TIN and calendar year that you select.

Select to use the fieldsin the StudentOverride group box to specify the students for which theprocess generates 1098-T data.

Field or Control

Description

ID

Select an ID to generate1098-T data for the student.

National ID

Use this field to producea 1098-T for a student who does not have a Social Security Number(SSN).

If you use the Alternate NID Type field, then individual students may not haveto be overridden.

Force 1098-T

The Generate 1098-Tprocess generates 1098-T data for all students who meet the followingcriteria:

  • The institution receivedpayments of qualified tuition and related expenses from the student.

  • The student is not a nonresidentalien.

  • The student is enrolledin courses for which he or she receives academic credit.

  • The student's qualifiedtuition and related expenses are not entirely waived or paid entirelywith scholarships.

  • The student's qualifiedtuition and related expenses are not covered by a formal billing arrangementbetween an institution and the student's employer or a governmentalentity.

If you select the Force 1098-T check box, the system generates a 1098-T record for the studentspecified in the ID field, even if the student does not meet the previouscriteria.

The 1098-T (SFP1098P)process retrieves the necessary data from Campus Community and StudentRecords to populate and update the PS_SF_1098_DTL table in StudentFinancials. The system generates new 1098-T data for students whohave no existing 1098-T records. In addition, the process comparesthe new 1098-T data it retrieves to any existing 1098-T data. Whenthe process detects differences in an existing row of 1098-T datathat has never been printed or included in an electronic transmissionfile, it updates all the affected fields in the record with the newinformation. However, if you have already printed a 1098-T recordor included it in an electronic transmission file, the process doesnot update the existing record. Instead, it inserts a new row of updated1098-T information for the student.

Access the Review 1098–TMessages page (Student Financials > Taxes > Review 1098–TMessages > Review 1098–T Messages).

Use this page to viewthe messages that are created when 1098–T data is not generated fora student during the Generate 1098–T process.

Messages from only themost recent run of the Generate 1098–T process appear.

The Generate 1098–Tprocess stores the message header values in the SSF_1098_MSGHDR tableand stores the message details in the SSF_1098_MSGDTL table. You canaccess these tables in SF Query Tree.

ID is an optional searchcriteria when you enter criteria to access this page.

Access the 1098-T Datapage (Student Financials > Taxes > Edit 1098-TData > 1098-T Data).

1098-T Status

Field or Control

Description

Overridden

Indicates whether eitheryou or the system has overridden a record. The system designates anyrecords created using the Force 1098-T check box on the Generate 1098-T page as Overridden. When you clickthe OverrideData button, the system automatically selects the Overridden checkbox for the resulting new row. The Generate 1098-T process updatesexisting overridden records only if it detects a change in the student'sname or SSN. When editing a record, you can clear this check box.

Printed

Indicates whether youhave printed a 1098-T form for this record. When you run the 1098-TForm Print report, the system selects this check box for all the recordsit prints. The date and time that the system printed the record appearsto the right of the field.

To reprint a 1098-Tform for a student, use the Override Data button to clear the Printed checkbox. Then use the 1098-T Print process to reprint the form.

File Created

Indicates whether youhave included a 1098-T record in an electronic transmission file.When you run the 1098-T Form Print report, the system selects thischeck box for all the records it includes in the transmission file.The date and time that the system created the transmission file appearsto the right of the field.

Correction

If you create a transmissionfile to send to the IRS and then discover an error in one of the records,you must submit a correction for that record. If you run the Generate1098-T process and it inserts a new row for a record already includedin a transmission file, the system selects this check box for theinserted row.

Note: If you manually edita record that is already included in a transmission file, select the Correction checkbox.

The transmission ofthe file to the IRS does not occur until the 1098-T forms have beenprinted or permission has been granted to receive the forms electronically.

Validation Status

Indicates whether thedata in the record is valid. The 1098-T Audit report automaticallysets the validation status to one of the following values. When yourun the 1098-T Form Print report, the system uses this field to determinewhether to pick up the record.

  • Do Not Report: The 1098-T Form Print report ignores records with this validationstatus. You can only assign this validation status to a record manually.Change the validation status to Do Not Report if you determine that you do not want to print or electronicallyfile a 1098-T tax form for this student.

  • Failed Validation: The 1098-T Form Print report does not pick up records with this validationstatus. If you run the 1098-T Audit report to validate your data andit determines a record to be invalid, the system assigns this validationstatus to the record.

  • Passed Validation: The 1098-T Form Print report picks up records with this validationstatus. If you run the 1098-T Audit report to validate your data andit determines a record to be valid, the system assigns this validationstatus to the record.

  • Pending Validation: The 1098-T Form Print report does not pick up records with this validationstatus. The system assigns this validation status to all new recordscreated by the Generate 1098-T process. In addition, if you clickthe OverrideData button, the system assigns the new row this validationstatus.

  • Validation Overridden: The 1098-T Form Print report picks up records with this validationstatus. You may assign this validation status to a record manually.Assign this value when a student's 1098-T data fails validation andyou want the printing and file creation process to ignore the errors,transmitting the data exactly as it appears.

    The system assigns thisvalidation status if the SSN value is the default value of XXX-XX-XXXX.The SSN value is replaced with blanks, and a message is inserted inthe Audit and Validation report.

Disable 1098-T self-service

Select to prevent thecurrent record from appearing on the 1098–T Year Select page.

By default, this checkbox is cleared.

Override Data

Click if you want toedit any of these fields: Overridden, Printed, File Created, ValidationStatus, and Correction.

You can also overridedata such as financial information and the SSN in the Student 1098-T Data group box.

When you click the Override Data button, the system inserts a new row for the student and selectsthe Overridden check box by default.

If a Social SecurityNumber is not entered in the National ID field on the Campus Community Biographical Details page, the systementers a value of all X's (XXX-XX-XXXX) in that field. This valueappears by default in the SSN field onthe 1098–T pages. When the Audit or Validation report is run, the1098-T Detail record is updated with a blank SSN, and a message isprinted on the 1098-T Audit Report. The Overridden flagon the 1098-T Data page is selected, the Date Updated Date/TimeStamp value is updated, and the Validation Status is set to ValidationOverridden.

The IRS does not acceptinvalid SSNs (for example, all nines, ones, zeroes). If no valid SSNexists, the SSN can be recorded as blank, which the IRS accepts.

When you click the Override Data button, the SSN field becomes available for edit. You can then entera valid SSN or delete the invalid SSN and leave the field blank.

Updating the SSN fieldon the 1098–T page does not update data in Campus Community.

Student 1098-T Data

Field or Control

Description

TIN Requested

This check box is automaticallyselected once the Update 1098-T process is run.

See TIN Request Update.

(1) Payments Received

Displays the value thatprints in Box 1 on 1098-T forms. (Payments received that applied toeligible tuition and fee charges.)

(2) Amount Billed

Displays the value thatprints in Box 2 on 1098-T forms. (Billed eligible tuition and feecharges.)

(3) Reporting Method Change

Selects this check boxif you have changed your reporting method on the TIN Setup page.

(4) Prior Year Adj (prior year adjustment)

Displays the value thatprints in Box 4 on 1098-T forms.

Indicates adjustmentsmade for a prior year to payments received - reimbursem*nts or refunds of qualified tuition and related expenses- OR amount billed - reductions in charges for qualified tuition and related expenses (adjustments to Box 1 or 2 for prior year).

(5) Financial Aid

Displays the value thatprints in Box 5 on 1098-T forms.

Indicates receipt ofscholarships or grants.

(6) Prior Year FA Adj (prioryear financial aid adjustment)

Displays the value thatprints in Box 6 on 1098-T forms.

Indicates adjustments(reductions) to the amount of scholarships or grants reported fora prior year.

(7) Includes Future Period

Displays the value thatprints in Box 7 on 1098-T forms.

The system selects thischeck box during the Generate 1098-T process if any of the amountsreported in Boxes 1 or 2 (Payments Received or Amount Billed) wererelated to an academic period that last from January through Marchof the following year.

(8) Half Time

Displays the value thatprints in Box 8 on 1098-T forms.

The system selects thischeck box during the Generate 1098-T process if the student's academicload was at least half-time during any term within the tax-reportingyear.

(9) Graduate

Displays the value thatprints in Box 9 on 1098-T forms.

The system selects thischeck box during the Generate 1098-T process if the student was enrolledas a graduate student during any term within the tax-reporting year.

Student Address

Click to access the1098-T Student Address page.

Note: The inquiry versionof this page (Student Financials, Taxes, Review 1098–T Data, 1098–TData) displays the same information as the (Edit 1098-T Data) 1098-TData page. However, the inquiry page has no Override Data button, so you cannot edit any of the information that appears.

Viewing a 1098-TForm

Click the View 1098-T link on the (Review 1098-T Data) 1098-T Data page to access a 1098-Tform (PDF) and print it for a student.

You can also accessthe View 1098-T link on this page by clicking the 1098-T linkon the finances page in the Student Service Ctr (Student).

The View 1098-T link appears only if the Use Electronic Statements check box on the 1098-T TIN Detail setup page is selected. The linkappears whether or not the Display 1098-T Self Service check box on the setup page is selected.

The link is enabledonly when the value in the Validation Status field is PassedValidation or Validation Overridden.

If the record failsvalidation because of an invalid SSN, you can use the Override Data button on the (Edit 1098-T Data) 1098-T Data page to update thevalue in the SSN field to blank (a blank SSN can be submitted to theIRS) or to use a valid SSN. When the Audit/Validation process is runagain, blanks are treated as valid SSN so the record does not failvalidation. Records no longer fail validation because of an invalidSSN. There are edits in Campus Community that prevents the use ofinvalid SSNs (for example, 999-99-9999 or 123-45-6789). If the defaultSSN value is used (XXX-XX-XXXX), during the validation process theSSN is changed to blank, a message is given on the Audit Validationreport, and the record passes validation with a status of Validation Overridden.

See the documentationabout the OverrideData button earlier in this section.

Click the link to retrievea 1098-T PDF of the most recent 1098-T data.

The link is sensitiveto the context in the 1098-T Status scroll area—that is, the PDF isgenerated using the data in context (the example 1098–T page has 4rows of data).

Note: The View 1098-T link does not appear on the (Edit 1098-T Data) 1098–T Data page.

Related Links

Viewing a Student's Self-Service Finances Information

Access the 1098-T TINRequest Update page (Student Financials > Taxes > Update 1098-TTIN Request).

Use this page to verifythat the school has requested the student's SSN or TIN. Parameters: Federal TIN - Select the tax payer ID number for the reporting institution;Calendar Year - Select the calendar year for the tax year for whichyou are reporting.

Population Selection

Population selectionis a method for selecting the IDs to process for a specific transaction.The Population Selection group box is a standard group box that appearson run control pages when the Population Selection process is availableor required for the transaction. Selection tools are available basedon the selection tools that your institution selected in the setupof the Population Selection process for the application process andon your user security. Fields in the group box appear based on theselection tool that you select. The fields act the same from withinthe group box no matter what run control page you are on or what transactionyou are processing.

Field or Control

Description

Query Name

The following queryis delivered: QA_CS_SF_1098UPD.

If you create your ownqueries, you must include the bind record SSF_1098UPD_BND.

Note: The population updateonly returns data and updates the TIN Requested check box on the 1098-T Data page for calendar years 2016 onwards.However, the update to the TIN Requested check box does not carry over each calendar year. Make sure yourun the TIN Request Update process yearly.

Parameters

Field or Control

Description

Federal TIN

Select the tax payerID number for the reporting institution.

Calendar Year

Select the calendaryear record to print for each student.

Access the 1098-T AuditReport page (Student Financials > Taxes > Tax Reports > 1098-T AuditReport).

Field or Control

Description

Report Mode

Select the report mode.Values are:

  • Audit Only: The report prints all 1098-T records meeting the parameters thatyou specify on this page, enabling you to check the data manuallybefore printing or creating a transmission file.

  • Validate Only: The 1098-T Audit report checks each applicable record to determinethe validity of its data.

    The following messagesmay appear in the report when the Update TIN Request process is run:TIN NOT REQUESTED or TIN REQUESTED.

    If a record has an invalidSSN (XXX-XX-XXXX), the 1098-T Detail record is updated with a blankSSN, and a message is printed on the 1098-T Audit Report. The Overriddenflag on the 1098-T Data page is selected, the Date Updated Date/TimeStamp value is updated, and the Validation Status is set to Validation Overridden. If a record has an invalid name, address, or amount (a signed negativevalue), the system assigns a validation status of Failed Validation and prints it on the 1098-T Audit Report.

    In addition, if thesystem finds any records that do not contain data for the relatedacademic statistics period, it issues a warning. This occurs onlyfor years prior to 2003.

  • Audit and Validate: The 1098-T Audit Report prints all applicable records and assignsa validation status to them.

Print Selection

Determine which typesof 1098-T records the system includes in the 1098-T Audit Report.Values are.

All 1098-T's: Select to include all types of 1098-T records.

Not Filed Corrected 1098-T's: Select to include only those 1098-T records that were included ina transmission file and have the Correction checkbox selected.

Not Filed Original 1098-T's: Select to include only those 1098-T records that were not includedin a transmission file and do not have the Correction checkbox selected.

Not Printed Corrected 1098-T's: Select to include only those 1098-T records that you have not printedand that have the Correction check box selected.

Not Printed Original 1098-T's: Select to include only those 1098-T records that you have not printedand that do not have the Correction checkbox selected.

Primary Sort and SecondarySort

Use these fields todetermine the fields on which the system sorts when printing the report.It sorts first by the primary sort and then by the secondary sortvalue. Both fields have the following available values: Country, ID, Last Name, Postal Code, SSN, and State.

Optional Validations

Field or Control

Description

Do Not Report

Select this check box to enable the validation process to review the 1098-T record for the reportable data. If a reportable data isn't found, Tax Validation Status is set to D. These records won't be reported to the IRS via the transmittal process.

TIN Control Information

Field or Control

Description

Student Override

Clear to run the reportfor all applicable students who fall under the Federal TIN and calendaryear that you select.

Select to use the ID field torun the report on only the students that you specify.

Access the Print 1098–TForms page (Student Financials > Taxes > Tax Reports > Create 1098-TPDF Forms).

Use the Create 1098-TPDF Forms page to mass print 1098-T forms to PDF. Each student’s 1098-Tform is printed into unique PDF reports. This option is specifiedon the report definition, SSF_1098_PRT, in the Bursting option. Allgenerated 1098-T PDF forms are sent to the Report Manager.

Population Selection

Population selectionis a method for selecting the IDs to process for a specific transaction.The Population Selection group box is a standard group box that appearson run control pages when the Population Selection process is availableor required for the transaction. Selection tools are available basedon the selection tools that your institution selected in the setupof the Population Selection process for the application process andon your user security. Fields in the group box appear based on theselection tool that you select. The fields act the same from withinthe group box no matter what run control page you are on or what transactionyou are processing.

Field or Control

Description

Query Name

The following queryis delivered: QA_CS_SF_1098PRT.

If you create your ownqueries, you must include the bind record SSF_1098PRT_BND.

Parameters

Field or Control

Description

Federal TIN

Select the tax payerID number for the reporting institution.

Calendar Year

Select the calendaryear record to print for each student.

Report Definition

This is always set to SSF_1098_PRT, which identifies Batch Print 1098-T report templates.

Template Definition

Select the templateto use for printing.

Related Links

Using the Population Selection Process

Access the 1098-T Printpage (Student Financials > Taxes > Tax Reports > 1098-T FormPrint > 1098-T Print).

Transmitter Information

Field or Control

Description

Calendar Year

Select the calendaryear for which you are reporting.

Media

Select what you wantthe report to produce. Values are:

  • Extract File Only: Select to create a generic extract file containing the 1098-T Formdata.

  • Extract and TransmittalFiles: Select to create the IRS transmission and extractfiles simultaneously.

  • Print Only: Select to print your 1098-T tax forms using 1098-T print stock.

  • Print and Transmittal File: Select to create the IRS transmission file and simultaneously printyour 1098-T tax forms using 1098-T print stock.

  • Transmittal File Only: Select to create the IRS transmission file.

    Note: Before transmission,forms must either be printed or permission granted for electronicreceipt. The transmittal file does not pick up forms that are notprinted or do not have permission granted for electronic receipt.

Alignment Run

Select to run a printjob that helps you align your print stock in the printer. When youselect this check box, the report prints X instead ofcharacters and 9 instead of numbers in the data fields of your 1098-Tprint stock. This field is available only if you select Print Only inthe Media field.

Note: Because printer definitionsvary, you may have to modify the SQR (Structured Query Report) forprinter alignment purposes.

Alignment Count

Enter the number of dummy 1098-Tforms that you want to print in your alignment run. This field isavailable only if you select the Alignment Run check box.

Filing Status

Select the type of recordsthat you want to include in the report and specify the type of filethat you intend to transmit to the IRS.

Correction: The report includes only those records that have the Correction checkbox selected. In addition, the system designates the file as containingonly corrected records.

Original: Thereport includes only those records that do not have the Correction checkbox selected. In addition, the system designates the file as containingonly original records.

Replacement: Select if the IRS rejected the file that you originally sent. Thereport includes only original records in the replacement file.

Note: The filing status thatyou select applies to the entire file. The IRS does not allow a transmittingTIN to mix original information and correction information withinthe same file.

Note: The 1098-T Form Printprocess always includes all 1098-T forms, even if they were previouslyprinted or included in a transmission file. Use caution when runningthe 1098-T Form Print process after its initial run for a tax year.You should use the Student Override option with subsequent runs so thatonly those students whose information needs to be processed are includedin the process.

Test File

Select to set a testfile flag in the transmission file that is sent to the IRS. This selectionindicates to the IRS that the file is for testing purposes only.

Note: You should participatein the IRS test electronic filing program. This program enables youto submit an electronic file containing 1098-T returns so that theIRS can confirm that the file is in a valid, readable format.

Replacement Alpha Character

If the IRS rejects youroriginal file, it requests a replacement and assigns you a two-characterreplacement alpha character to include with your file. Enter it here.This field is available only if you select Replacement in the FilingStatus field.

Prior Year Indicator

Select this check box to indicate that you are transmitting files for a prior tax year. This populates the field on the Transmitter Record to indicate prior year data.

Primary Sort and SecondarySort

Use these fields todetermine the fields on which the system sorts when printing the report.It sorts first by the primary sort and then by the secondary sort.Both fields have the following available values: Country, EmplID, Last Name, Postal Code, SSN, and State.

File Parameters

Click to access the1098-T File Info page.

1098-T File InfoPage

Field or Control

Description

File Path

Enter the location wherethe system sends the transmission and extract files.

Transmission File Name

Enter the name of thetransmission file. If you do not specify a name for the file, thedefault name is IRSTAX.001.

Extract File Name

If you are using anothersystem to print your 1098-T forms, enter the name of the extract filethat the system uses to print the forms. If you do not specify a name,the default name is SF1098RP.dat.

TIN Control Information

Field or Control

Description

TIN

Select the TIN for whichyou want to report 1098-T information. You transmit the informationgenerated by the report using the Transmitter's TIN.

Student Override

Clear to run the reportfor all applicable students who fall under the federal TIN and calendaryear that you select.

Select to use the ID field torun the report for only the students that you specify.

Producing and Filing 1098-T Tax Forms (2024)
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