3.41.269 Information Returns Processing on SCRIPS

Manual Transmittal

November 20, 2023

Purpose

(1) This transmits revised IRM 3.41.269, Optical Character Recognition Scanning Operations, Information Returns Processing on Service Center Recognition/Image Processing System.

Material Changes

(1) IRM 3.41.269.1 (2) Removed note to process ISRP documents through ISRP.

(2) IRM 3.41.269.1 (2) Note added to hold processing of Form 1099-K until notified by SP Headquarters. IPU 23U0048 issued 01-05-2023

(3) IRM 3.41.269.1(2) Removed note to hold processing of Form 1099-K. IPU 23U0380 issued 03-10-2023

(4) IRM 3.41.269.1 (2) Note added to process ISRP IRP documents on ISRP and not SCRIPS due to a delay in programming. IPU 23U0149 issued 01-20-2023

(5) IRM 3.41.269.8 (5) Updated instructions per programming.

(6) IRM 3.41.269.8.4 (1)h) Updated the length of characters allowed per programming.

(7) IRM 3.41.269.11.11 (3) Updated instruction and added a reminder for clarification.

(8) Exhibit 3.41.269-8 Updated account number instructions.

(9) Exhibit 3.41.269-9 Added a new delinquent code and updated dates.

(10) Exhibit 3.41.269-10 Updated instructions for Box 2a and 3 and added Box 6 screen prompt, description and instruction per programming.

(11) Exhibit 3.41.269-12 Added Box 2a screen prompt, description and instruction per programming.

(12) Exhibit 3.41.269-14 Updated the screen prompts to match programming.

(13) Exhibit 3.41.269-15 Added date entries for each month per programming.

(14) Exhibit 3.41.269-18 Added additional transcription boxes per form.

(15) Exhibit 3.41.269-23 Added additional transcription box per programming.

(16) Exhibit 3.41.269-24 Note added to hold processing of Form 1099-K until notified by SP Headquarters. IPU 23U0048 issued 01-05-2023

(17) Exhibit 3.41.269-24 Removed note to hold processing of Form 1099-K. IPU 23U0380 issued 03-10-2023

(18) Exhibit 3.41.269-24 Added additional transcription boxes per programming.

(19) Exhibit 3.41.269-25 Updated instructions for Acquirer’s information box per programming.

(20) Exhibit 3.41.269-26 Updated instructions of Insured’s information.

(21) Exhibit 3.41.269-32 Updated Other description to match programming.

(22) Exhibit 3.41.269-35 Updated Issuer’s contact information to match programming.

(23) Exhibit 3.41.269-36 Updated Transferor information to match programming.

(24) Exhibit 3.41.269-41 Added additional transcription fields per programming.

(25) Exhibit 3.41.269-42 Updated the length of characters allowed for Payer/Payee name lines per programming.

(26) The following changes were made throughout this IRM:

  • Spelling, grammar, punctuation and formatting

  • Updated section titles to reflect section

  • Ensure OE/DV screen prompt column in Exhibits matched what operator would see on OE/DV screen on SCRIPS

  • Dates to reflect current processing

Effect on Other Documents

IRM 3.41.269 dated November 16, 2022 (effective January 01, 2023) is superseded. This IRM incorporates the following IRM Procedural Updates (IPU): IPU 23U0048, IPU 23U0149 and IPU 23U0380 issued 01-05-2023 through 03-10-2023.

Audience


Wage and Investment (W&I)
Submission Processing
Data Conversion Operation

Effective Date

(01-01-2024)

James L. Fish
Director, Submission Processing
Wage and Investment Division

Program Scope and Objectives

  1. This IRM describes certain tasks necessary in the processing of Information Returns Processing (IRP) through the Service Center Recognition/Image Processing System (SCRIPS).

    1. This chapter also provides information for Quality Review in performing the review of information transcribed on SCRIPS.

    2. IRM deviations must be submitted in writing following instructions from IRM 1.11.2.2, Internal Management Documents System - Internal Revenue Manual (IRM) Process, IRM Standards, and elevated through appropriate channels for executive approval.

  2. Purpose: The instructions in this section apply to the IRP documents processed on SCRIPS listed below:

    Note:

    As of processing year 2023 all IRP documents are processed through SCRIPS.

    Exception:

    Form 1099-QA, Form 5498-QA and their accompanying Form 1096 and prior year Form 1096.

    • Form 1096, Annual Summary and Transmittal of U.S. Information Returns, which transmit the payee form types below:

    • Form 1097-BTC, Bond Tax Credit

    • Form 1098, Mortgage Interest Statement

    • Form 1098-C, Contributions of Motor Vehicles, Boats, and Airplanes

    • Form 1098-E, Student Loan Interest Statement

    • Form 1098-F, Fines, Penalties, and Other Amounts

    • Form 1098-Q, Qualifying Longevity Annuity Contract Information

    • Form 1098-T, Tuition Statement

    • Form 1099-A, Acquisition or Abandonment of Secured Property

    • Form 1099-B, Proceeds From Broker and Barter Exchange Transactions

    • Form 1099-C, Cancellation of Debt

    • Form 1099-CAP, Changes in Corporate Control and Capital Structure

    • Form 1099-DIV, Dividends and Distributions

    • Form 1099-G, Certain Government Payments

    • Form 1099-INT, Interest Income

    • Form 1099-K, Payment Card and Third Network Transactions

    • Form 1099-LS, Reportable Life Insurance Sale

    • Form 1099-LTC, Long-Term Care and Accelerated Death Benefits

    • Form 1099-MISC, Miscellaneous Information

    • Form 1099-NEC, Nonemployee Compensation

    • Form 1099-OID, Original Issue Discount

    • Form 1099-PATR, Taxable Distributions Received From Cooperatives

    • Form 1099-Q, Payments From Qualified Education Programs (Under Sections 529 and 530)

    • Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.

    • Form 1099-S, Proceeds From Real Estate Transactions

    • Form 1099-SA, Distributions From an HSA, Archer MSA, or Medicare Advantage MSA

    • Form 1099-SB, Seller’s Investment in Life Insurance Contract

    • Form 3921, Exercise of an Incentive Stock Option Under Section 422(b)

    • Form 3922, Transfer of Stock Acquired Through an Employee Stock Purchase Plan Under Section 423(c)

    • Form 5498, IRA Contribution Information

    • Form 5498-ESA, Coverdell ESA Contribution Information

    • Form 5498-SA, HSA, Archer MSA, or Medicare Advantage Information

    • Form W-2G, Certain Gambling Winnings

    • Prior year Form 1096, Annual Summary and Transmittal of U.S. Information Returns, processed through Integrated Submission and Remittance Processing System (ISRP) to Generalized Master File.

      Note:

      If a Form 1096, is received transmitting a payee form not listed above, suspend the Unit-of-Work (UW) for supervisor action. The entire UW is deleted and returned to the IRP Sort function.

  3. Audience: The content contained within this IRM is intended for the use of the following audience:

    • Wage and Investment

    • Submission Processing

    • SCRIPS Processing Site employees

  4. Policy Owner: Director, Submission Processing, Wage and Investment Division.

  5. Program Owner: Paper Processing Branch, Mail Management/Data Conversion Section (an organization within Submission Processing).

  6. Primary Stakeholders:

    • Submission Processing, Receipt and Control IRP Sort Team,

    • Submission Processing, Data Conversion SCRIPS processing personnel,

    • Submission Processing, Input Corrections Error Resolution function,

    • Small Business/Self Employed (SB/SE), Office of Servicewide Penalties,

    • SB/SE, Campus Examination/Automated Underreporter.

  7. Program Goals: Covert paper IRP media to electronic data records on SCRIPS for posting to Information Return Master File (IRMF), Payer Master File (PMF) and Information Returns Database (IRDB). Capture data and maintain the retention image of Form 1096, Annual Summary and Transmittal of U.S. Information Returns, for subsequent use in downstream processes.

Internal Control

  1. The Federal Managers’ Financial Integrity Act (FMFIA) of 1982 requires each executive agency to conduct annual evaluations of its systems of control using guidelines set by the Office of Management and Budget (OMB).

  2. In December 2004, OMB issued Circular Number A-123, revised, to provide guidance to Federal managers on improving the accountability and effectiveness of Federal programs and operations by establishing, assessing, correcting, and reporting on internal control.

  3. For specific guidelines and responsibilities, refer to the Circular, and to IRM 1.4.1, Resource Guide for Managers, Management Roles and Responsibilities, and IRM 1.4.2, Resource Guide for Managers, Monitoring and Improving Internal Control.

Background

  1. Among the updates made to this IRM were items necessitated by legislative mandates as listed below:

    • Public Law (PL) 114-113, Protecting Americans from Tax Hikes (PATH) Act, provision 201 created changes on Form 1099-MISC, Miscellaneous Information, and created new Form 1099-NEC, Nonemployee Compensation.

    • Public Law (PL) 115-97, Tax Reform, provision 11011 created changes for Form 1099-PATR, Taxable Distribution Received from Cooperatives.

    • Public Law (PL) 116-94, False Claims Act (FCA), provision 113 created changes on Form 5498, IRA Contribution Information.

Authority

  1. This IRM takes into consideration information contained in 26 CFR 601.602 and Rev. Proc. 2016-35.

  2. Policy statements for Submission Processing are contained in IRM 1.2.1, Servicewide Policies and Authorities, Servicewide Policy Statements.

Responsibilities

  1. At each processing site execution of instructions within this IRM are to be applied by the following personnel as listed below:

    1. Planning and Analysis (P&A): Works in unison with the Data Conversion Operation (DCO) Manager to ensure all specific business goals are accomplished timely for applicable site.

    2. Data Conversion Operation Manager: Executes work plan decisions to enable applicable site to timely meet established program completion dates (PCD).

    3. SCRIPS Department Manager: Executes work plan decisions directed by the DCO Operation Manager to timely meet PCD’s.

    4. SCRIPS Team Leader: Provides direct leadership and guidance to local SCRIPS personnel on processing and releasing of data to maximize efficiency critical to meeting established PCD’s.

Program Management and Review

  1. Program Reports: Below is a list of reports which show work schedules, receipts, production and inventory for the paper documents to electronic data conversion and posting process. These reports are used to report and monitor daily (IPS0698 throughout each workday) and weekly status of the program to completeness:

    • IPS0083, Workstation Operator Statistics Program and Function Summary Report

    • IPS0698, Workflow Status

    • IPS01119, Run Balance Report

    • IPS06440, Throughput Statistics Report

    • PCC 2240, Daily Production Report - Program Sequence

    • PCC 6040, SC WP&C Performance and Cost Report

    • PCC 6240, SC WP&C Program Analysis Report

    • PCB 0440, Daily Workload and Staff Hours Schedule

    • PCB 0540, Weekly Workload and Staffing Schedule

  2. Program Effectiveness: Management measure weekly goals using standard documents per hour reports. Each function is expected to retain or exceed schedule prior to the PCD as stated in IRM 3.30.123, Processing Timeliness: Cycles, Criteria and Critical Dates. Quality reviews are conducted and monitored by local management and corrective action taken to ensure quality products are released to the next function. Managerial and product review supplements the quality review process required.

  3. Annual Review: Review the processes included in this manual annually to ensure accuracy and promote consistent tax administration. This is included under responsibilities for a manager. An IRM Document Clearance review is completed annually to ensure accuracy of the contents and to promote consistent tax administration. The reviewers are provided with the opportunity to provide feedback to the IRM author for consideration in completing the IRM.

Program Controls

  1. Unit Production Cards (UPCs) are dropped daily to record activity in each functionality of this program. See Exhibit 3.41.269-43 Unit Production Log Input Batch Block Tracking System (BBTS), for instruction on where to obtain each number for required reporting.

  2. Local reports can be utilized to establish additional information for maintaining daily program control. Local reports never replace the established official reports and required production reports.

Acronyms/Terms/Definitions

  1. The following is a list of acronyms and terms used in this IRM:

    Acronym/Term Definition
    Alpha Character A character (letter) of the alphabet.
    Alphanumeric Field A field that accepts both alpha and numeric characters.
    APO Army Post Office
    Application Refers to the form type being processed (i.e., IRP, K-1s, 940s, 941s).
    AUSPC Austin Submission Processing Center
    Bleached Image One of two images created by the scanner software. The system uses the bleached image for character recognition purposes. Also, see True and Complete Image.
    Capture The process of obtaining images of a document for character recognition and operator use.
    Character Any symbol or alpha (special or numeric), that represents information.
    Character Recognition The process of converting information from paper to digital form.
    Cursor A vertical line showing the position where the next entry is to be keyed in.
    Data Fields Those fields not including entity fields, on all documents listed in IRM 3.41.269.1.2, such as: money amounts, dates, and indicators.
    DCO Data Conversion Operation
    Detail Document Any form listed in IRM 3.41.269.1.2, except Form 1096, submitted to the IRS by payers reporting various payments made to payees.
    DLN A 14-digit Document Locator Number that consists of a two-digit File Location Code, Tax Class, (Tax Class is always 5 for IRP), two-digit document type, three-digit Julian day, three-digit block number, two-digit sequence number and a year digit. Also see Block DLN.
    DPO Diplomatic Post Office
    DV Data Validation
    EIN An employer identification number (a nine-digit number) typically identifies an entity such as a corporation, a trust, a nonprofit association, or a sole proprietor. Usually in nn-nnnnnnn format.
    Entity/Entity Fields That portion of the document that deals with TIN, name, and address information.
    FI Forms Identification
    Field Specific area provided for data entry.
    Flag A question mark used to designate an unrecognizable character, or an error within a field. <F12> also flags a Form 1096, Annual Summary and Transmittal of U.S. Information Returns, for re-image.
    FPO Fleet Post Office
    Function Keys The upper row of keys of the standard keyboard. The function keys are <F1> through <F12>.
    Highlighting A three-dimensional shadowing of a template field used to direct attention to the field. Used in OE to show the current cursor position. Used in DV to show the current cursor position, and the current field containing an error. The
    <Ctrl>-5 function key highlights the corresponding field on the image template.
    Image Strip A section of the true and complete image that is magnified and displayed above the template. The image strip displayed is a magnified version of the corresponding field that is highlighted on the image. Pressing
    <Ctrl>-3 toggles the image strip on and off.
    IRP Information Returns Processing. This program processes documents listed in this IRM allowing IRS to identify underreported income, excess deductions, and non-filers of tax returns.
    ISRP Integrated Submission and Remittance Processing
    KCSPC Kansas City Submission Processing Center
    Key Combination Keystroke commands that require two or more simultaneous key presses. For example, press <Ctrl>-P for (post-to-close) means to press and hold the <Ctrl> key and then press the P key before releasing the <Ctrl> key.
    Menu A list of operations/options from which the workstation operator selects.
    Message Window A window that appears within the main window. It usually appears in the center of the screen. The system uses these windows to relay messages to the operator.
    NABR Name and Address Block Reader. NABR compares the address captured from the scanner and the United States Postal Service database of addresses.
    Name Control A code of up to four characters consisting of alphas, numerics, and/or derived from a taxpayer's name to identify them on the label image.
    Non-Conforming Form A form the scanner cannot recognize.
    Numeric Character A number ranging from 0 to 9.
    OE Original Entry
    OSPC Ogden Submission Processing Center
    P&A Planning and Analysis
    Payer An issuer of money amounts to a payee. Generally, payer information is found in the upper portion of IRP documents. A form may identify the payer as one or more of the following: Fiduciary, Estate, Partnership, Corporation, Employer, Payer, Trustee, Issuer, Filer, Lender, or Borrower. For Form 1098, Mortgage Interest Statement, Recipient means Payer.
    Prompt A message or statement displayed requiring an operator response.
    R&C Receipt and Control Operation
    SCRIPS Service Center Recognition/Image Processing System
    Sequence Number / Serial Number (SN) A two-digit number within the DLN that uniquely identifies the document. For IRP, the 12th and 13th positions.
    Sight-Verify Examine a highlighted field in DV. If correct, release the field. If incorrect, correct the field. Also, called verify.
    Special Characters (symbols) *, &, /, -, %, #, ?, etc.

    Note:

    Ampersand (&) considered a special character for name line entries.

    SSN Social security number. A nine-digit number issued to an individual by the Social Security Administration. The IRS uses this number to process tax documents and returns. Usually in nnn-nn-nnnn format.
    Status Line A strip of information found along the bottom right side of the main working window below the prompt area. Indicates the program number, DLN/SN, document count, and AUTO, INSERT and NUMERIC indicators.
    Submission A Form 1096, Annual Summary and Transmittal of U.S. Information Returns, and its associated detail documents. Also, called a unit-of-work (UW).
    Template A window that contains fields for data entry. The template mirrors the actual form layout, to the fullest extent possible. The system always displays it in the right half of the monitor screen.
    TIN Taxpayer identification number. Either an EIN or an SSN.
    Transmittal A Form 1096, Annual Summary and Transmittal of U.S. Information Returns.
    True and Complete Image The image that the system displays for data entry or validation purposes. If available, the system always displays it on the left half of the monitor screen. It is like a photocopy. Also, see Bleached Image.
    Unit-of-Work (UW) A group of IRP documents containing one Form 1096, Annual Summary and Transmittal of U.S. Information Returns, and its associated detail documents. SCRIPS controls a unit-of-work by the Form 1096 14-digit DLN.
    yyty The current tax year being processed is current year minus one. Term used to eliminate dates on form prompts which change each year.
    yypy The current processing year is the current year. Term used to eliminate dates on form prompts which change each year.

Related Resources

  1. The following table lists related sources of guidance on the conversion to electronic data records of paper filed documents contained in this instruction.

    Resource Title Guidance on
    IRM 3.10.5 Campus Mail and Work Control - Batch/Block Tracking System (BBTS) utilizing BBTS to drop Unit Production Cards for daily incoming receipts and production
    IRM 3.10.72 Campus Mail and Work Control - Receiving, Extracting, and Sorting receiving, extracting, sorting, and routing mail within the Submission Processing campuses
    IRM 3.10.8 Campus Mail and Work Control - Information Returns Processing fine sorting, correspondence routing and disposition for Information Returns Program
    IRM 3.13.62 Campus Document Services, Media Transport and Control shipping of SCRIPS requests
    IRM 3.41.274 Optical Character Recognition Scanning Operations, General Instructions for Processing via Service Center Recognition/Image Processing System workstation functions, workstation keyboard, windows environment and general instruction for entering data from tax returns and related data through SCRIPS
    IRM 3.41.275 Optical Character Recognition Scanning Operations, Scanner Operations on Service Center Recognition/Image Processing System scanning returns on the SCRIPS scanner
    IRM 10.5.1 Privacy and Information Protection - Privacy Policy shipping of SCRIPS requests
    Document 12990 Records and Information Management Records Control Schedules time frame to destroy paper sample after conversion to electronic data records
    Document 13056 Employee Toolkit: Shipping for Personally Identifiable Information (PII) shipping of SCRIPS requests
    Document 13144 Proper PII Shipping Procedures shipping of SCRIPS requests
    Training 2335-E-001 Introduction to IRP Processing on SCRIPS (Student Guide) course material for SCRIPS entry

  2. IRMs are located on Servicewide Electronic Research Program (SERP) at the following site: http://serp.enterprise.irs.gov/homepage.html. Specific instructional links are available on the IMF Data Conversion Research Portal located at http://serp.enterprise.irs.gov/databases/portals/sp/imf/data-conversion/data-conversion.html.

  3. IRM deviations must be submitted in writing following instructions from IRM 1.11.2.2, Internal Management Documents System - Internal Revenue Manual (IRM) Process, IRM Standards, and elevated through appropriate channels for executive approval.

  4. The IRS adopted the Taxpayer Bill of Rights in June 2014. Employees are responsible for being familiar with and acting in accordance with taxpayer rights. See IRC 7803(a)(3), and the following site for additional information about the Taxpayer Bill of Rights: https://irssource.web.irs.gov/SitePages/TaxpayerBillOfRights.aspx.

  5. Ship SCRIPS document requests in accordance with IRM 3.13.62, Campus Document Services, Media Transport and Control, or IRM 10.5.1, Privacy and Information Protection - Privacy Policy, following Personally Identifiable Information (PII) guidelines located at: http://publish.no.irs.gov/mailtran/pii.html, titled Postal and Transport Policy. Prepare Form 3210, Document Transmittal, and include with ship documents.

How to Use This Internal Revenue Manual (IRM)

  1. Keystroke Combinations

    • Carets enclose keystroke combinations (e.g., <Enter>).

    • A hyphen separates multiple keystroke combinations (e.g., <Ctrl>-M). This means hold down the <Ctrl> key while pressing the "M" key.

  2. QUICK START — Each function (Original Entry Image (OE - Image), Data Validation Image (DV - Image)) begins with QUICK START instructions intended to speed access to a unit-of-work (UW). Detailed data entry and validation instructions are found in the narrative that follows, see IRM 3.41.269.8, General Correction Procedures, and the tables and transcription sheet exhibits at the end of the IRM. Also, general instructions may be found in IRM 3.41.274, Optical Character Recognition Scanning Operations, General Instructions For Processing via Service Center Recognition/Image Processing System.

  3. Tables

    Table Location Table Table Entries and Use
    IRM 3.41.269.1.7 Acronyms/Terms/Definitions list of acronyms/terms and definitions used throughout this IRM
    IRM 3.41.269.1.8 Related Resources lists related resources to use in conjunction with the instruction given in this IRM
    Exhibit 3.41.269-1 States, State Codes, and ZIP Codes Sorted by State lists states in alphabetical order
    Exhibit 3.41.269-2 States, State Codes, and ZIP Codes Sorted by ZIP lists states sorted by the ZIP Code
    Exhibit 3.41.269-3 ZIP Code, City and State Exceptions lists exceptions to the ZIP Code ranges
    Exhibit 3.41.269-4 Alphabetical Listing of Major Cities with Major City Codes and ZIP Codes lists major city codes and their major city codes, sorted by city
    Exhibit 3.41.269-5 Street Abbreviations (Required) lists required street abbreviations
    Exhibit 3.41.269-6 Street Abbreviations (Optional) lists optional street abbreviations
    Exhibit 3.41.269-7 Standard Abbreviations (Optional) lists optional standard abbreviations
    Exhibit 3.41.269-42 Valid Characters lists valid characters and describes the characters allowed in each field present on the transcription sheets

  4. Transcription Sheets

    • Exhibit 3.41.269-8 through Exhibit 3.41.269-41, contain transcription sheets for each IRP form for use in the OE and DV functions. These sheets provide most of the information needed to process IRP documents on SCRIPS.

    • There are separate sheets for the Form 1096, Annual Summary and Transmittal of U.S. Information Returns, entity fields, and Form 1096 data fields.

Information Return Processing Document Preparation (Doc Prep)

  1. During scanning, certain documents may reject because the submissions are invalid. The scanning function routes these submissions to the Doc Prep function for disposition. The Doc Prep function is responsible for returning them for scanning or returning them to the IRP Sort function.

Coding of Late-Filed Submissions

  1. LATE-FILED Form 1096, Annual Summary and Transmittal of U.S. Information Returns - Late filed submissions received from the IRP Sort function with an IRS Received Date stamp ensure the Delinquent Return Date (IRS received date) and Delinquent Return Indicator information are processed.

    Figure 3.41.269-1

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Scanner Rejects

  1. The scanner prints a one-character reject code to the left of the Document Locator Number (DLN) area on any form that rejects. The reject codes and descriptions are shown below. If the scanner printed more than one code, decide whether the submission can be corrected and re-scanned, or returned to the IRP Sort function.

    Form Reject Code Description
    Form 1096 X Form 1096 with no detail documents.
    Form 1097-BTC,
    Form 1098 series,
    Form 1099 series,
    Form 5498
    M Mixed detail document types in a submission. Documents of mixed form types are not rejected at the scanner when there is an unrecognized (FI) document positioned directly before the rejected documents.

  2. Reject Code "X" is any Form 1096, Annual Summary and Transmittal of U.S. Information Returns, with no detail documents and needs to be routed to the IRP Sort function for processing on ISRP. Line through the DLN if the scanner printed one on the form.

  3. Reject Code "M" (Mixed Document Type).

    1. A mixed document type submission received from the scanning function always is one of the form types listed in Exhibit 3.41.269-8 through Exhibit 3.41.269-41. This is because the scanner accepts at least one of the detail document types with the Form 1096 and only the non-conforming, mixed, or invalid document types are rejected.

    2. Route reject code "M" documents to the IRP Sort function for disposition.

Correspondence on Processable Returns

  1. Correspondence concerning information returns requiring extra effort to process (i.e., cannot scan documents without additional handling) is automated for scanned returns. Until further notice, due to the Correspondence Unit being disbanded, only use Correspondence Indicator 99.

  2. Enter indicator "99" on every "dummy" Form 1096, Annual Summary and Transmittal of U.S. Information Returns, which IRS prepared. If a filer submitted a Form 1096, but preparing an additional Form 1096 is necessary enter "99" on the "dummy."

Unprocessable Conditions

  1. All unprocessable documents are returned to the IRP Sort function. The IRP Sort function corresponds with the filer concerning their submission and asks the filer to re-file the documents (see below).

    Reminder:

    Tag each condition prior to forwarding to IRP Sort function.

  2. The following conditions make a return unprocessable:

    • You can’t determine what the taxpayer data is (foreign language, completely illegible).

    • You can’t determine the type of return.

    • You can’t determine the tax year.

    • You can’t determine the money amount boxes. (The Doc Prep function isn't responsible for analyzing and converting non-IRS forms).

    • The filer altered the box titles.

    • The document payer information doesn't match the Form 1096, Annual Summary and Transmittal of U.S. Information Returns.

    • The submission did not contain a transmittal document stating the form being transmitted.

Post Document Preparation (Doc Prep) Required

  1. Pull and return to the IRP Sort function daily unprocessable documents and UWs listed on the IRP Pull Document/Submission Report (see IRM 3.41.269.11.12) that can’t be resolved in SCRIPS.

  2. Integrated Data Retrieval System (IDRS) Image requests are sent daily by secure e-mail to the Unit manager of the requesting unit. The IDRS Unit & USR Database located at the following link is used to retrieve the e-mail addresses: https://iors.web.irs.gov/HomeIUUD.aspx. Use "ESTAB Request" as the subject of the secure e-mail.

    Note:

    An IDRS List Report is available under General Reports in the backend of the system for use on volumes. Additional actions or distribution can be negotiated with requesting organizations at a local level barring excessive staff hour usage.

  3. At the discretion of site management "dummy" Form 1096 are prepared in the Post Doc Prep function if necessary, to make a submission processable. Write correspondence indicator "99" on the "dummy."

Workstation Operations

  1. Refer to IRM 3.41.274, Optical Character Recognition Scanning Operations, General Instructions for Processing via Service Center Recognition/Image Processing System, for a description of these and other items:

    • Keyboard Layout

    • Login/Logoff

    • Operator Statistics

    • Post-to-Close

    • Interrupt/Resume

    • Suspend/Resume

    • Status Line

    • Window Prompts

    • Key Functions

  2. Whenever IRM 3.41.274, Optical Character Recognition Scanning Operations, General Instructions For Processing via Service Center Recognition/Image Processing System and this IRM conflict, this IRM takes precedence.

Forms Identification (FI) Function

  1. The scanner doesn't recognize all documents. These documents are called non-conforming forms. They range from photocopies of official documents, that might be official forms but for some reason don't meet the official specifications for measurement, homemade documents of varying formats, to non-IRP forms. The Form Identification (FI) function allows the manager/work leader to identify the form to avoid rework at the scanner. The FI screen has an image on the left and an entry template on the right. The entry template permits the operator to select the form type of the image or delete a single image or an entire submission from further processing. The menus shown on the screen vary depending on how your supervisor profiled you. For instance, if you are not profiled for the FI function, this option isn't present or is grayed on the OE Function Menu.

Forms Identification (FI) QUICK START

  1. From the Workstation Main Menu, select the numeric code for Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select the numeric code for Form Identification (FI) Selection Menu.

  3. From the Form Identification (FI) Selection Menu, select the numeric code for the type of FI needed.

  4. The first group of images, from a Unit-of-Work (UW) requiring identification, opens.

  5. If an incorrect option is selected from the Form Identification (FI) Selection Menu, press the <Ctrl>-P key combination to set (post-to-close) and press <F9> to suspend, before entering any data, to return to the Form Identification (FI) Selection Menu.

    Note:

    Notify your supervisor.

  6. Press the <Ctrl>-P key combination to end OE after completing the current UW.

  7. The system returns you to the Form Identification (FI) Selection Menu when the last image identification in the UW is completed.

Form Identification (FI) Processing

  1. The system assigns a six-digit sequence number instead of a DLN to IRP documents it can’t identify. This number assists in locating the UW when researching documents. Once the form type has been identified, the system assigns a DLN to the submission.

  2. If you can identify the image, make the appropriate letter or number selection from the template (e.g., press "M" for Form 1099-MISC, Miscellaneous Information, "R" for Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts,). The <Enter> key must be pressed to complete a selection.

  3. If you can’t identify the image, press <F9> to suspend the document for research. Some documents are scanned backwards. These require research to determine exactly which document type they are. If the image is unprocessable, press "X" to remove the document from further processing.

  4. If there are multiple form types in a submission, research further to determine if the submission should be deleted. Deleting the entire submission is sometimes more efficient than removing many single documents (e.g., if the first document is recognized and the remainder is of another type and they are not recognized). Delete submissions by pressing the <Delete> key.

    1. Removing single documents is more efficient if most of the images in the UW were recognized.

    2. Pull and research the UW before it is either corrected and re-scanned or sent to the IRP Sort function for correction.

  5. To end a session, press the <Ctrl>-P key combination. The system returns you to the Original Entry (OE) Selection Menu when you complete the last image in the UW.

Original Entry (OE) Function

  1. The OE function is used to manually key enter data from scanned images. Menu options vary depending on operator profiles set by the supervisor. For instance, if you are not profiled for the OE function, this option isn't listed or grayed on the menu.

Original Entry (OE) Image QUICK START

  1. From the Workstation Main Menu, select the numeric code for Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select the numeric code for OE Image Selection Menu.

  3. From the OE Image Selection Menu, select the numeric code for the type of OE needed.

  4. The first UW, or first individual document requiring OE opens (because an entire UW may not require OE Image). Use Exhibit 3.41.269-8 through Exhibit 3.41.269-41, and the other exhibits in this IRM, as needed, when entering data.

  5. If an incorrect option is selected from the OE Image Selection Menu, press <Ctrl>-P, then press <F9> to suspend the UW and to return to the OE Image Selection Menu.

    Note:

    Notify your supervisor.

  6. After entering the last field on the document press the <F6> key to release the document and display the next template. The system automatically goes to the next template.

  7. Press the <Ctrl>-P key combination to end OE Image when the current UW is finished.

  8. The system returns you to the Original Entry (OE) Selection Menu when you complete the last document in the current UW.

Original Entry (OE) Image Processing

  1. The Status Line at the bottom of the screen displays the following information:

    1. The program field shows "44340" for IRP documents.

    2. The DLN field shows the DLN of the document being displayed.

    3. The document field shows the relative count of the document.

      Example:

      If it is the first document in a UW that contains 250 documents, the document field shows a count of "1 of 250" .

    4. The num field shows either "NU" or blank, depending on whether the embedded numeric keypad is activated.

  2. In OE Image, you manually enter:

    • form submission type

    • each two-digit sequence number is required

    • information into the template using a scanned image of the return as the source

Releasing a Unit-of-Work (UW) in Original Entry (OE)

  1. For OE Image when you release the last document the UW is released.

    1. If <Ctrl>-P has been pressed before releasing the UW, the Original Entry (OE) Selection Menu opens.

    2. If <Ctrl>-P has not been pressed, another UW opens.

Selecting a Specific Unit-of-Work/Block in Original Entry (OE)

  1. A specific IRP UW is selected for OE by following these steps:

    1. From the Workstation Main Menu, select the numeric code for OE. The Workstation Main Menu closes, and the OE Selection Menu opens. The menus shown on the screen vary depending on how your supervisor profiled you. For instance, if you are not profiled for OE function, this option isn't displayed or is grayed on the menu.

    2. From the OE Selection Menu, enter the numeric code for OE Select Block. The OE Selection Menu closes, and the Open Block/Unit-of-Work window opens.

    3. From the Open Block/Unit-of-Work window, enter the 14-digit DLN from the Form 1096, Annual Summary and Transmittal of U.S. Information Returns.

    4. Press the <Enter> key. The Open Block/Unit-of-Work window closes, and the selected UW opens.

    5. The designated Form 1096 opens. Enter data using Exhibit 3.41.269-8 through Exhibit 3.41.269-41, and other exhibits, as needed, in this IRM.

    6. If the block isn't available, an error message is displayed indicating the block isn't available.

      Example:

      A message is displayed if you previously worked on this block, or if another operator is currently working on the block/UW.

    7. If an incorrect UW is selected for the Open Block/Unit-of-Work menu, press the <Ctrl>-P key combination, then suspend the UW.

      Note:

      Notify your supervisor.

Data Validation (DV) Function

  1. The Data Validation (DV) function is used to manually correct data from scanned images. The menus shown on the screen vary depending on how your supervisor profiled you. For instance, this option is grayed on the menu Workstation Main Menu if the DV function isn't in your profile.

Data Validation (DV) From Image QUICK START

  1. From the Workstation Main Menu, select the numeric code for Data Validation (DV).

  2. From the Data Validation (DV) Selection Menu, select the numeric code for DV Selection Menu.

  3. From the DV Selection Menu, select the numeric code for the type of DV needed.

  4. The first UW opens, and the cursor stops at the first highlighted field when the AUTO is on. Use the exhibits in this IRM and the general correction procedures to make necessary corrections.

  5. If an incorrect option is selected from the DV Selection Menu before entering any data, press <Ctrl>-P, then press <F9> to suspend and return to the DV Selection Menu.

    Note:

    Notify your supervisor.

  6. After entering the last field of the document, if AUTO is off, press the <F6> key to release the document and display the next template.

  7. Press the <Ctrl>-P key combination to not receive additional blocks before the current UW is completed.

  8. The system returns you to the Data Validation (DV) Selection Menu when you release the last document.

Selecting a Specific Unit-of-Work/Block in Data Validation (DV)

  1. A specific UW of IRP documents, may be selected for DV by following these steps:

    1. From the Workstation Main Menu, select the numeric code for Data Validation (DV). The Workstation Main Menu closes, and the Data Validation (DV) Selection Menu opens. The menus shown on the screen vary depending on the profile entered by your supervisor. For instance, this option doesn't display on the menu if you are not profiled for the DV function.

    2. From the Data Validation (DV) Selection Menu, enter the numeric code for DV Select Block. The Data Validation (DV) Selection Menu closes, and the Open Block/Unit-of-Work window opens.

    3. Enter the 14-digit DLN from Form 1096, Annual Summary and Transmittal of U.S. Information Returns.

    4. Press the <Enter> key. The Open Block/Unit-of-Work window closes, and the selected UW opens.

    5. The first document needing correction opens. Enter data using Exhibit 3.41.269-8 through Exhibit 3.41.269-41, and other exhibits, as needed, in this IRM.

    6. A suspended UW in DV requires the operator to restore the AUTO on mode.

      Reminder:

      If after entering the DLN, the screen goes white for a second and then returns to the menu, the block is technically worked. The system ran through all the checks and there were no errors.

    7. If an incorrect UW is selected from the Open Block/Unit-of-Work menu, press the <Ctrl>-P key combination and then suspend the UW.

      Note:

      Notify your supervisor.

Name and Address Block Reader (NABR)

  1. Name and Address Block Reader is referred to as NABR. NABR is used to improve the accuracy of addresses captured by the scanner from IRP documents. The NABR accomplishes this improvement by comparing the address captured by the scanner with a database of addresses used by the United States Postal Service. SCRIPS processes the NABR through the Postal Database.

  2. When validating a NABR change, ensure the system read the correct ZIP Code. If address, city and state changes have been made and a correct ZIP Code isn't present on the template, correct the information to match what is on the image.

  3. The system prompts you to "Please verify" the following conditions:

    • State is determined by the system from the city present

    • State is determined from the ZIP Code present

    • City is updated by the system to a phonetic match

    • City is determined from ZIP Code

    • Acceptable city name used

    • Leftover characters present and no other address warning sent

    • ZIP Code not found

    Note:

    NABR doesn't appear in the bottom right-hand corner in the conditions listed above.

General Correction Procedures

  1. Use these procedures as a guide during the Original Entry (OE) and Data Validation (DV) functions. Not all items always apply to specific situations in either function. You may have to correct a field that isn't highlighted because of a correction made to a highlighted field. You are required to sight verify any field containing any incorrect characters. Sight verify any field with any incorrect characters. If the system stops on a field, sight verify and correct all incorrect items in that field.

  2. If you reach the maximum field length while entering data, the cursor, in most cases, automatically moves to the next field. Therefore, incorrect characters can be inadvertently entered into the next field. Remove or correct these characters. Use standard abbreviations in Exhibit 3.41.269-6, Street Abbreviations (Optional), and Exhibit 3.41.269-7, Standard Abbreviations (Optional), to help avoid this situation.

  3. Error Messages—Error messages with information are often helpful to correct the error and may be found in the Prompt Area. Most IRP error messages are two lines with the first line being the error message and the second line containing information that may help resolve the error condition.

  4. While working in OE Image or DV Image, if you cannot determine the data for any field (except the Street Address, City and Account Number fields) from the image because it is illegible or the image is incomplete, suspend the UW and pull the paper document for verification. If the entries for required fields still cannot be determined, void the document and send to Receipt and Control for disposition. See IRM 3.41.269.8.7.

    Exception:

    Void the document if it is a detail document within a UW and two of the following three items are illegible or missing: TIN, name, and address. Don’t forward to Receipt and Control for research but continue working the UW.

  5. When correcting description type fields, enter up to 100 valid characters. Leave a space for illegible characters but don't leave two spaces in a row. If all characters are illegible, blank the field.

  6. The <F11> key may be pressed to view the entity information from a Form 1096, Annual Summary and Transmittal of U.S. Information Returns, while the transmitted form is displayed. It also displays the entity information from the transmitted form while a Form 1096 is displayed.

  7. The <F5> key may be pressed to examine and alter the Form 1096 EIN, SSN, or Correspondence Indicator information while the transmitted form is displayed.

  8. In certain situations, the scanner may read a name, address or city without spaces or spread them over the name lines or address fields. If the system reads the name and address correctly, leave as is.

    Note:

    If the scanner reads a line correctly but placed the information in an incorrect field, move the information as scanned to the correct entry field using key combination of <Shift>-up arrow and <Shift>-down arrow. Standard abbreviations are not required for addresses moved to the correct field.

  9. The <Ctrl>-<F7> combination key function provides the ability to access the last edited field or the last flagged field of the previous document.

  10. Recipient ID fields (EIN, SSN, or TIN) presented as 1-xxx-xx-xxxx-0 or 1-xx-xxxxxxx-0, or any variation thereof, should be entered as xxxxxxxxx, omitting the leading and ending numerics.

    Note:

    The Recipient ID fields are nine-digit fields. Find further guidance on entering Recipient IDs in Exhibit 3.41.269-8, Information Returns (IRP) Entity Fields Transcription.

  11. If detail documents are presented consecutively with the same recipient’s name and money amounts duplicated, enter one document and VOID the duplicates. See IRM 3.41.269.8.7 for additional void conditions.

  12. For additional information on function keys: refer to IRM 3.41.274, Optical Character Recognition Scanning Operations, General Instructions For Processing via Service Center Recognition/Image Processing System, and Exhibit 3.41.274-1, Function Key Use and Description by Form Type.

Name Entries

  1. Enter the information as shown on the document, except as instructed below. See Exhibit 3.41.269-6, Street Abbreviations (Optional), and Exhibit 3.41.269-7, Standard Abbreviations (Optional), for standard abbreviations and Exhibit 3.41.269-42, Valid Characters, to determine valid characters.

    Example:

    Except as noted below, enter the information exactly as shown or edited on the document, including all Trust numbers and dates if part of name line.

    Example of Taxpayer Entry Enter as:
    Iris Frank IRIS FRANK
    Estate of Lilly Family ESTATE OF LILLY FAMILY
    Trust 11323 TRUST 11323

    1. Don’t enter periods and do not space for them. Only enter a space in an internet name.

      Example:

      Enter "Flower.com" as "FLOWER COM" .

    2. If the name appears with the last name first and the first name last, and the system read it correctly, leave as is.

      Note:

      If during sight verification a correction needs to be made, or if in OE, enter the first name first and last name last.

    3. If a foreign address is present, don't use the Name 2 field to enter names. For further guidance on entering foreign addresses refer to IRM 3.41.269.8.2, Address Elements.

    4. If the filer submitted the same name twice on a form, enter it only once. If Name 1 and Name 2 are exactly the same, delete Name 2 field. If there is any information that is different from Name 1 in Name 2, leave the information as is on Name 2.

    5. If Name 1 or Name 2 entry is too long for the field, shorten it using the abbreviations listed in Exhibit 3.41.269-7, Standard Abbreviations (Optional).

      Note:

      If either Name 1 or Name 2 is too long after applying abbreviations mentioned above, then enter as many characters as possible. Don’t continue the entry on Name 2. Don’t abbreviate entries used for the Name Control.

    6. Don’t enter a slash (/), if shown in the name line. Leave a space.

  2. Space before and after an ampersand (&). In Name 1, enter "and" or "&" as shown.

    Example of Taxpayer Entry Enter as:
    Jim Lime and Joe Doe, Ptrs. JIM LIME AND JOE DOE PTRS
    J. Elm & R. Ash, Inc. J ELM & R ASH INC

  3. Omit all punctuation, except for hyphens (-). The hyphen is keyed using the MINUS (-).

    Example of Taxpayer Entry Enter as:
    O'Talcum OTALCUM
    Maple-Pecan MAPLE-PECAN

  4. Space within a true last name if shown.

    Example of Taxpayer Entry Enter as:
    De Pine DE PINE
    Van Yew VAN YEW

  5. If Name 2 contains three characters or less, override the field error by pressing the <Ctrl>-<4> key.

  6. In the second name line change "and" to "&" .

    1. If "In-Care-Of" or "%" is found in the middle of Name 1, move the information to the Name 2 field.

      Example:

      Roger Banana c/o Anaconda Trucking and Moving Corporation

      Enter name In Prompt
      ROGER BANANA Name 1
      % ANACONDA TRUCKING & MOVING CORP Name 2

    2. If an "In-Care-Of" name is present, enter "%" , space, and the name. If information is already present on Name Line 2, include as much as possible after the "In-Care-Of" information is input.

      Note:

      If two or more "In-Care-Of" name lines are present enter the first "In-Care-Of" name.

  7. If there are two or more names in Name 2, separate them with the word "OR" , unless "and (&)" or "C/O (%)" are present. Enter "&C" when edited as the last two characters of Name 2 data (no space between the two characters) when the taxpayer entry is too long for the field.

    Example:

    Wood N Willow, Tulip R. Spaniel or Rose E. Locust, Edmund Beech, Evergreen R. Henry &C

    • Enter name In Prompt
      WOOD N WILLOW Name 1
      TULIP R SPANIEL OR ROSE E LOCUST &C Name 2

      Example:

      Robert Woodpecker OR Eleanor Woodpecker or Gloria Robin

      Enter name In Prompt
      ROBERT WOODPECKER Name 1
      ELEANOR WOODPECKER OR GLORIA ROBIN Name 2

      Example:

      Albert Palm, Jr. OR Rose Holly or Robert Coffee

      Enter name In Prompt
      ALBERT PALM JR Name 1
      ROSE HOLLY OR ROBERT COFFEE Name 2

      Example:

      Arthur AND Roberta Poplar or Stephen Poplar

      Enter name In Prompt
      ARTHUR POPLAR Name 1
      ROBERTA POPLAR OR STEPHEN POPLAR Name 2

  8. Second Name Line data, such as DBA, C/O or %, should be entered on the second line if placed on the address line and clerk intervention is required.

  9. IMF Only - Don’t enter titles such as Mr., Mrs., Capt., Dr., Rev., in any individual's name (except for Form 1096, Annual Summary and Transmittal of U.S. Information Returns).

    Exception:

    Enter "Mrs" or "Ms" if it precedes a masculine name, initials or a first name which could be masculine or feminine.

    • Example:

      Mr. OR Mrs. Joe Walnut - and/or ampersand (&) included.

      Enter name In Prompt
      JOE WALNUT Name 1
      MRS JOE WALNUT Name 2

  10. BMF Only

    1. Abbreviate corporate name information only when it is abbreviated on the document or the name line exceeds the allowable space. Never abbreviate the first four characters containing the Name Control.

      Exception:

      Always use the following abbreviations for corporate entries:
      ASSN for Association
      CO for Company
      CORP for Corporation
      FDN for Foundation
      INC for Incorporated
      LLC for Limited Liability Company
      PA for Professional Association
      PC for Professional Corporation
      PS for Professional Service
      SC for Small Corporation

    2. Use the following when you see one of these symbols:
      #, enter NO
      ¢, enter CENT
      +, enter PLUS

    3. Omit special characters and/or symbols not outlined above and enter a blank space instead in its position in the name line.

      Note:

      The ampersand (&) isn't considered a symbol for name line.

    4. Omit the designation only such as TA, DBA, AKA, Owner, Proprietor when entering data.

      Note:

      Don’t enter DBA or TA. If scanner reads DBA or TA correctly and no other corrections are needed, leave as is.
      Don’t enter the designations or data for FKA, formerly DBA or any data that follows these designations.

    5. If a city or state is shown as part of the first name line, enter the complete name of the city or state. NO abbreviations.

    6. If the name begins with the word "The" and has more than one word following "The" , Do Not enter "The" .

    7. If the name begins with the word "The" and has only one word following "The" , enter "The" as the first word on the name line.

    8. If there are initials in a person's name or a company name with abbreviations such as LLC, MD, PC, don't space for periods. If scanner picks up spaces, leave as is.

    9. If there is a business name in the name line such as "Rug Doctor" or "Mister Clean" and the system drops the Doctor or Mister, re-enter the name as submitted.

    10. If Name 2 contains three characters or less, override the field error by pressing <Ctrl>-<4>.

    11. If a foreign address is present, don't use the Name 2 field to enter names. Find further instruction for entering foreign addresses in IRM 3.41.269.8.2, Address Elements.

    12. If sole proprietor is notated and a corporate designation isn't part of the business name, enter the individual’s name as Name 1 and list any business name present as Name 2.

    BMF NAME LINE ENTRY EXAMPLES

    Example of Paragraph (10) alpha above Taxpayer entry Enter (First Name Line) as
    a, f The SPANIEL Corp. Apple Spaniel, Pres. SPANIEL CORP
    APPLE SPANIEL PRES (Second Name Line)
    b Banana Dental Office Ltd. BANANA DENTAL OFFICE LTD
    a Fig Spaniel Corporation FIG SPANIEL CORP
    i Dr. Fig Spaniel Inc. DR FIG SPANIEL INC
    c 5 & 10 & 25¢. Store 5 & 10 & 25 CENT STORE
    d, h Service Cleaners L.L.C. DBA The Clean Machine SERVICE CLEANERS LLC
    CLEAN MACHINE (Second Name Line)
    d, f The Clean Machine, Irene R. Servis Proprietor CLEAN MACHINE
    IRENE R SERVIS (Second Name Line)
    l The Clean Machine, Irene R. Servis Sole Proprietorship IRENE R SERVIS
    CLEAN MACHINE (Second Name Line)
    e First Bank of GA FIRST BANK OF GEORGIA
    f The First National Bank FIRST NATIONAL BANK
    g The Hideaway THE HIDEAWAY
     

Address Elements

  1. Enter the information exactly as shown on the document except as instructed below or when the NABR has perfected the address. See IRM 3.41.269.7 (2).

    1. If the address can be determined whether it is all or partially in Name 2 and Address field, leave the address where it is. It isn't necessary to move the entire address to the Address field.

      Caution:

      Omit "In-Care-Of" symbol (%) if shown with an address.

    2. Do not enter periods in the Address field, however, punctuation such as slash (/) and hyphen (-) are acceptable. If a period is present between two numbers enter a space for the period.

      Exception:

      If an ampersand (&) is present in the street address, enter as "AND." If an apostrophe (‘) is present omit the apostrophe and don't leave a space for the apostrophe.

    3. Use the "required" street abbreviations when entering the entire field. Enter abbreviations for street addresses as shown in Exhibit 3.41.269-5, Street Abbreviations (Required), and Exhibit 3.41.269-6, Street Abbreviations (Optional). If perfecting only part of the address, such as the state or ZIP Code, don't go back to the street address to abbreviate if the scanner picked up the street address as present on the document.

      Exception:

      If the name of the street is a direction, the direction must be spelled out. Don’t abbreviate street names.

      Example:

      123 North Street should be entered as 123 NORTH ST.

    4. "(Optional)" If a document has a PO Box, Post Office Box, POB, PO, or PO Drawer, enter an asterisk (*) followed by a space in the first two positions of the Address field instead of "PO Box." It isn't necessary to change "PO Box" to an asterisk (*) if scanned correctly. Don’t substitute an asterisk for Personal Mailbox (PMB).

      Example:

      PO Box #24; ENTER *(space) 24.

    5. If a document contains a street address and a PO Box, enter both on the Address field with the PO Box or (*) entered first. If the combination is too long, the PO Box takes precedence. Also, use abbreviations as necessary to limit this entry to 35 positions. Enter as much of the street address with abbreviations as possible.

    6. If two street addresses are present with the same city and ZIP Code, enter the first street address. If two addresses are present, including a PO Box and an address, with different city and ZIP Code, enter the first in the Address, City, State and ZIP fields.

    7. If the system presents all nine-digits of the ZIP Code and the digits are correct, accept them. If there is a change to be made, only the first five-digits of the ZIP Code are required to be entered. If other than five or nine-digits use the system default ZIP Code.

    8. Omit "No, No., Num, #" symbol and "Number" if it appears as a prefix to a house, apartment, Route, or PO Box number.

    9. If the street address cannot be determined or is blank on the transmitted form, enter "Z" in the Address field as shown in Exhibit 3.41.269-8, Information Returns (IRP) Entity Fields Transcription Sheet.

    10. If the city cannot be determined or is blank on the supporting forms being transmitted, enter "ZZZ" in the City field and leave the State and ZIP fields blank as shown in Exhibit 3.41.269-8, Information Returns (IRP) Entity Fields Transcription Sheet. If the State and ZIP fields are missing or cannot be determined, leave blank.

    11. If multiple street designations are present only abbreviate the last designation present.

      Example:

      1234 Circle Road Drive should be entered as: 1234 CIRCLE ROAD DR

    12. Major City Codes are listed in Exhibit 3.41.269-4, Alphabetical Listing of Major Cities with Major City Codes and ZIP Codes. If a Major City Code is used and a ZIP Code isn't present, a valid five-digit ZIP Code for the city is generated by the system.

    13. If North, South, East or West is shown as part of the city name, use the standard abbreviation (N=North, S=South, etc.). NEVER use a Major City Code and the standard abbreviation together.

      Example:

      West Miami enter as W MIAMI, not W MF.

    14. For domestic addresses only, if the city contains numerics, enter as alphas.

      Example:

      29 Palms enter as TWENTY NINE PALMS.

    15. If correcting or transcribing an Address field add st, nd, rd or th to a numbered street when there is a street designation such as Road or Street.

      Note:

      102 S. 38 Road would be transcribed as 102 S 38TH RD

    16. Enter standard abbreviations for states and territories as shown in Exhibit 3.41.269-1, States, State Codes, and ZIP Codes Sorted by State, through Exhibit 3.41.269-3, ZIP Code, City, and State Exceptions.

    17. If there is no state but a ZIP Code is present, press the <Enter> key in the ZIP field. This generates the state code for this ZIP Code in the prompt area. Follow the screen prompts to accept this code or to enter a different code.

    18. If there is no ZIP Code (or the ZIP Code is less than or more than the standard five or nine-digits) but a state is present, press the <Enter> key in the ZIP field. The system generates the default ZIP Code for this state.

      Note:

      DON’T generate the default ZIP Code without first entering the ZIP Code "if" present on the form.

    19. If the system prompts that the ZIP Code entered and present on the form doesn't match the state, delete the ZIP Code entered from the form and generate the default ZIP Code for this state.

      Note:

      DON’T generate the default ZIP Code without first entering the ZIP Code present on the form.

    20. Army Post Office (APO), Diplomatic Post Office (DPO) and Fleet Post Office (FPO) addresses must be transcribed with the appropriate two-character state code followed by the corresponding unique five-digit ZIP Code.

    21. When an APO, DPO or FPO is used, don't enter any other data in the City field.

    22. If the ZIP Code is out of range on APO, DPO or FPO addresses, enter 34001 for Miami, 09001 for New York and 96201 for San Francisco or Seattle.

    23. If APO, DPO or FPO cannot be determined, enter "ZZZ" in the City field.

    24. When APO, DPO or FPO is to be transcribed in the City field, the State field must correspond with the following:

      State Code ZIP Code Range Geographic Location
      AA 340 Americas
      AE 090-098 Europe
      AP 962-966 Pacific
      EXAMPLE: ENTER AS:
      APO New York, NY 090XX APO AE 090XX
      FPO San Francisco, CA 962XX FPO AP 962XX

  2. Foreign addresses on Form 1096, Annual Summary and Transmittal of U.S. Information Returns, are never entered. Enter "Z" for the street address, "ZZZ" for the city. Don’t enter a period in the State field. Don’t enter the street address on the second name line.

    Note:

    Press <Enter> to bypass the State field.

  3. Foreign addresses on payee documents are entered as follows:

    1. Enter the foreign street address in Name 2 field. Don’t use Name 2 field for "In-Care-Of" information or as an overflow of Name 1 information when entering foreign addresses.

    2. Enter the foreign city, state or province, and mailing code, if present, in the Address field. Use abbreviations as necessary to limit this entry to 25 positions. Use Exhibit 3.41.269-5, Street Abbreviations (Required), through Exhibit 3.41.269-7, Standard Abbreviations (Optional). Separate the postal code from the foreign city or province by a space.

      Example:

      London 02.

    3. Enter the foreign country in the City field. If missing or unknown, enter "ZZZ" . Use abbreviations to limit this entry to 15 positions. Use Exhibit 3.41.269-5, Street Abbreviations (Required), through Exhibit 3.41.269-7, Standard Abbreviations (Optional).

    4. Enter a period (.) in the first position of the State field to identify the address as foreign.

    5. Leave the ZIP Code blank.

    Figure 3.41.269-2

    This is an Image: 34927003.gif

    Please click here for the text description of the image.

Form 1096, Annual Summary and Transmittal of U.S. Information Returns, Taxpayer Identification Number (TIN)

  1. If both EIN (box 1) and SSN (box 2) are present, enter the EIN only.

  2. If there are 2 TINS in the same box and the primary TIN cannot be determined, use the top or first TIN.

    Note:

    If the TIN is a single digit such as 111111111, 222222222, or sequential 123456789 then see IRM 3.41.269.8.3 (5) below.

  3. If both an EIN and SSN are present on Form 1096, Annual Summary and Transmittal of U.S. Information Returns, enter the EIN on the form. If detail documents are submitted with an SSN, and all payer information is the same, enter the EIN from the Form 1096, on the detail documents.

    Reminder:

    A payer EIN, if available, is always placed in box 1 over a SSN value.

  4. If the TIN is missing, has more or less than nine-digits and can be determined or found on the first detail document, suspend. The TIN is physically edited (entered) on the Form 1096 for processing.

    Exception:

    If the Form 1096, is completed by the Service (as annotated by correspondence indicator "99" ) don't suspend to have the TIN physically placed on the form but continue processing and enter the TIN from the first available detail document.

  5. If a valid TIN isn't present in any of these locations, enter "999999999" in the EIN field of the Form 1096. On detail documents the payer’s federal identification number is left blank.

    Note:

    An entry of all 9s need not be physically entered on the Form 1096, for processing.

    9 or 9- may be edited and requires an entry of "999999999" .

  6. All TINs are entered in the proper field. The format for an EIN is XX-XXXXXXX and the format for a SSN is XXX-XX-XXXX. If the TIN is placed in the wrong box, then enter the TIN in the correct data field.

Account Number Field

  1. Enter the alphanumeric characters from the account number box.

    1. If illegible, leave blank.

    2. Accept partial names as a valid entry.

      Example:

      An entry such as Tom B 4508–1, would be entered as, TOM B 45081.

    3. Accept TINs as valid entries.

    4. Don’t accept a company’s name as a valid entry. If present, do not enter.

    5. Don’t enter, or leave spaces for, any special character(s), punctuation or leading zero(es).

    6. Don’t enter any descriptive words or addresses. Examples of descriptive words are: "SSN, TELEPHONE NO, SAVINGS BONDS, NAMES, or COMPANY NAMES, BATCH," etc.

      Example:

      An entry such as, 003223 Batch 45789-478b, would be entered as, 3223 45789478B.

    7. Don’t enter money amounts or net totals.

    8. If an entry has more than 30 characters, enter the first 30, after considering (b) and (c) above.

Money Amount Fields

  1. Enter all money amounts as DOLLARS ONLY. DO NOT enter money amounts from any form or document that is "X'd out." Consider a form that is "X'd out" voided.

  2. If any document has more than one money amount in the same box, suspend so the amounts can be added together and enter the total. If an amount is labeled "net," enter only that amount.

  3. If a negative money amount appears in a positive only field, enter a zero. Negative amounts can be identified by a minus sign or being enclosed in parentheses. Void the document if the corrected box isn't marked and there are no other money amounts present.

  4. Enter negative amounts, where allowed, by leading the amount with a hyphen (-). Below are the only forms where negative amounts are permitted. Enter these amounts with a leading hyphen (-).

    • Form 1099-B, Proceeds From Broker and Barter Exchange Transactions, boxes 1d, 1g, 8, 9, 10, and 11.

    • Form 1099-DIV, Dividends and Distributions, box 2a.

    • Form 1099-OID, Original Issue Discount, box 10.

  5. If a money amount is in a field SCRIPS doesn't enter, input the entity information, leave the money fields blank and release the document. Don’t void the document.

  6. If the money amount isn't entered on the template or verified during DV, and there is a money amount present on the document, turn the AUTO mode off and enter the amount in the appropriate field on the template.

  7. If the clerk is unable to read the money amount, suspend the block of work, pull the paper documents and input the data. If the money amount cannot be determined, void the document.

  8. If the only money amount is less than $1.00, void the document unless the document is:

    • marked as corrected

    • the FATCA box is marked

    • listed in paragraph 4 above

    • Form 1098-T, Tuition Statement

    • Form 1099-MISC, Miscellaneous Information, with an entry in box 7

  9. If a money field that didn’t require correcting is incorrectly entered, turn the AUTO mode off and enter the correct money amount.

Deleting a Submission

  1. To delete a payer's entire submission (or unit-of-work, or transmittal), enter nine zeroes in both the EIN (box 1) and SSN (box 2) of the Form 1096, Annual Summary and Transmittal of U.S. Information Returns. Pull and send the deleted Form 1096, and all the associated detail documents back to the IRP Sort function. Usually, deleting a submission is a procedure used by a manager or work leader. Always delete a submission if:

    • the detail document payer information doesn't match the Form 1096.

    • the box titles have been changed

    • the tax year cannot be determined

    • money amounts cannot be determined (e.g., decimal point placed incorrectly)

    • it has prior or subsequent year documents

    • the incorrect detail document type is selected during FI

    • the Form 1096, is missing both the name and SSN

  2. Deleted submissions being perfected in SCRIPS for re-scanning needs to have UPC counts entered in BBTS to ensure capture of the activity. This is inclusive of deletes initiated either due to clerk action or automatic system deletion (i.e., mixed blocks of work). Receipts and production need to be entered under function code 550. See IRM 3.41.269.2.5.

Voiding a Supporting Form

  1. Always void a payee document (never a Form 1096, Annual Summary and Transmittal of U.S. Information Returns) if:

    • the void box on the top of the form is marked

    • the form is crossed out or the word VOID is written over it

    • the void box and corrected box are both checked

    • the dollar amounts are all zeroes or less than $1.00 (indicators and codes on the form are not considered money amounts) "AND" the corrected box "OR" the FATCA box isn't marked

      Exception:

      Form 1098-T, Tuition Statement, and Form 1099-MISC, Miscellaneous Information. See IRM 3.41.269.8.7 (3) and IRM 3.41.269.8.7 (5) instruction below.

    • the form is a duplicate of the previous form. See also IRM 3.41.269.8 (11)

    • the form is a summary record of dollar amounts in the submission. The form may be marked by the filer as a "summary, total, or subtotal" form

    • the form is blank

  2. VOID Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts, etc., if its only entry is in box 7.

  3. DON’T void Form 1099-MISC, if the Direct sales, box 7, is marked.

  4. DON’T void supporting forms if the corrected box is marked.

  5. DON’T void Form 1098-T, Tuition Statement, with no money amount. Void the document only if the void box is checked.

  6. DON’T void a form the system misread and placed an "X" in either the void or corrected boxes when one isn't present on the document.

Re-Imaging Form 1096, Annual Summary and Transmittal of U.S. Information Returns

  1. The <F12> key allows you to flag or mark Form 1096, Annual Summary and Transmittal of U.S. Information Returns, to be sent through IRP 1096 Image Only due to the true and complete image not being clear enough or complete. It is necessary to re-image a Form 1096, for the following conditions:

    • The document is skewed or folded.

    • The document is scanned backwards.

    • The document is missing a TIN.

      Exception:

      If the Form 1096 is completed by the Service (as annotated by correspondence indicator "99" ) don't suspend to have the TIN physically placed on the form but continue processing and enter the TIN from the first available detail document.

  2. To flag a Form 1096, for Re-Imaging, the following steps should be taken in either OE or DV:

    1. Press the re-image key <F12>. This flags the block for Re-Imaging until the process has been performed.

    2. Notate the block number.

    3. Press the <F11> key to get an image of the first entity area of a detail document. This information should be used to complete Form 1096.

    4. Continue processing the block until it is complete.

    5. Notify your supervisor.

Form 1096, Annual Summary and Transmittal of U.S. Information Returns, Image Only Processing

  1. Route to the SCRIPS scanning function Form 1096, Annual Summary and Transmittal of U.S. Information Returns, set for re-imaging with the <F12> key for image only processing and archiving. Only a true and complete image is taken for this purpose. However, to allow for retrieval of the image in the future, the document locator number (DLN) must be key entered with each image. The menus shown on the screen vary depending on how your supervisor profiled you. This option isn't present on the Data Validation Function Menu if "IRP 1096 Image Only" function isn't in your profile.

IRP 1096 Image Only

  1. From the Workstation Main Menu, select Data Validation (DV).

  2. From the Data Validation (DV) Selection Menu, select "IRP 1096 Image Only" .

  3. A 1096 Image Only block opens a UW containing up to 100 documents.

  4. If a document isn't recognized by the scanner, a window opens that allows you to identify the image as an envelope or Form 1096, Annual Summary and Transmittal of U.S. Information Returns. Additionally, a single image or entire block may be removed from further processing.

    1. If the image is neither an envelope nor Form 1096 press <Shift>-<F12> to remove the document from further processing.

    2. Press <Alt>-<E> to identify the image as an envelope.

    3. Press <Alt>-<6> to identify the image as a Form 1096.

    4. Press <Ctrl>-<Shift>-<Delete> key combination to remove the entire block.

    5. If the image is identified as a Form 1096, the DLN must be entered. If the document is removed, a DLN isn't required.

  5. Enter the 14-digit DLN for each Form 1096. The previously entered DLN is displayed at the upper half of the DLN entry window.

  6. Whenever a 14-digit DLN is entered, the DLN is validated by requiring you to enter it twice. Each component of the DLN (i.e., the File Location Code, Tax Class, Doc Code, Julian Date, Blocking Series, Sequence Number and Year Digit) undergoes validation. Any invalid component generates an error message explaining the error.

Supervisor Section/Information Return Program (IRP) Reports

  1. The Supervisor Section is for IRP reports that are generated, the report title and number and how the reports may be used. The following is a listing of the reports:

    Report Name Image Process System (IPS)
    Report Number
    IRP Cumulative DLN Report IPS06191
    IRP Assigned DLN Report IPS03339
    IRP DLN Output Report IPS01118
    IRP Override Report IPS03338
    Inventory Report (IRP) IPS03350
    IRP Production Report IPS03331
    IRP Run Balancing Report IPS01119
    Federal Tax Withheld (FTWH) Report IPS01122
    Throughput Statistics Report IPS06440
    IDRS Request Report IPS00470
    Workflow Status IPS0698
    IRP Pull Document/Submission Report IPS00812
    Workstation Operator Statistics Program and Function Summary Report IPS0083

  2. The following subsections contain the content found on the reports.

Information Return Processing Cumulative Document Locator Number Report

  1. Title of Report: IRP Cumulative DLN Report (IPS06191)

  2. Description: This report provides a cumulative year-to-date summary of document volumes by IRP form type. It is updated each time the IRP Assigned DLN Report is generated. The report is purged only once, at the end of the processing year. This report is generated on demand, but no search criteria is required. When the report is selected, it is immediately run.

  3. Using the Report: Although this report is still available, it became obsolete with the introduction of the IRP Production Report. There is no longer a reason to print this report.

Information Return Processing Assigned Document Locator Number Report

  1. Title of Report: IRP Assigned DLN Report (IPS03339)

  2. Description: This report lists the beginning and ending IRP DLNs assigned by the scanner and lists any unused DLNs within that range. It is automatically generated and printed out upon completion of a scanner job and cannot be repeated. The report number is different than other report numbers in that it consists of the module number and the scanner Job ID.

  3. Using the Report: This report should remain with the tub/box of documents after they are scanned. Scanner operators should generate a report for each tub/box. If documents are not released from the SCRIPS area after they are output, printing this report isn't necessary. In this case, the scanner operator should write the range of DLNs assigned on the tub/box.

Information Return Processing Document Locator Number Output Report

  1. Title of Report: IRP DLN Output Report (IPS01118)

  2. Description: This report lists the Block Numbers assigned to output blocks as well as the number of documents within each block. It is generated automatically upon completion of IRP Block Output Processing (i.e., when the output tape is finished). The report is sorted by the DLN of the Form 1096, Annual Summary and Transmittal of U.S. Information Returns, and is grouped by UW. The Form 1096 documents are indicated with an asterisk (*).

  3. Using the Report: This report should be printed and accompany documents as they are output. If documents are not released from the SCRIPS area after output, it isn't necessary to print the report.

Information Return Processing Override Report

  1. Title of Report: IRP Override Report (IPS03338)

  2. Description: This report details the year-to-date cumulative number of validation overrides recorded for IRP documents. It provides a "snapshot" of the <Ctrl>-<F4> Key Usage Audit Table at the time the report is generated. It is generated on demand but no search criteria are required. When the report is selected, it is immediately run. The report is sorted by Operator Login ID, Function Code, Program Number, and Form Field Number. The Operator Login ID isn't displayed in the output.

  3. Using the Report: This report may be used to identify conditions that force workstation operators to override an IRP validation. The only way an operator can proceed is to override the validation. This may signal a need to revise the IRP programs.

Inventory Report Information Return Processing

  1. Title of Report: Inventory Report (IRP) (IPS03350)

  2. Description: This report provides information on the amount of IRP work currently on the system. It provides a "snapshot" of the Document Summary Audit table at the time the report is generated. This report is sorted by date.

  3. Using the Report: This report can be used to track the IRP inventory on the system at the time that the report is run. Be careful when using this report because if IRP is still being worked, the statistics changes.

Information Return Processing Production Report

  1. Title of Report: IRP Production Report (IPS03331)

  2. Description: This report provides a detailed status of all IRP documents. For each form type, the report shows how many documents were scanned, entered in OE paper, and the output for the current day, and includes year-to-date figures as well. Supervisors can’t purge this report. It is cleared at the beginning of each year as part of the production startup procedures.

    • Page 1 shows the input and processed volumes by form type. Cumulative volumes are given for the day and cumulative volumes for the processing year.

    • Page 2 shows the daily workflow location volumes by form type and historical workflow location volumes for the processing year.

    Caution:

    This report gives a "snapshot" of daily (midnight to midnight) activity, but only up to the time of the day that the report is generated. If a report is generated one day and later referenced on a different day, keep in mind that the volumes shown are for only up to the time the report is generated. Likewise, a new report should be generated within a given day if the latest information is needed.

  3. Using the Report: This report is used locally as a record of IRP processing through the processing year and, to the degree possible, as a record of daily activity and as an aid in validating production volume reporting. This report should be used when analyzing managerial production reports for accuracy and total year-to-date deleted items on both page one and two should be considered.

  4. Submitting the Report: Weekly the sites run the IRP Production Report and e-mail’s a copy of this report - by close of business Monday - to National Office. Send to *IT SCRIPS PO.

Information Return Processing Run Balancing Report

  1. Title of Report: IRP Run Balancing Report (IPS01119)

  2. Description: This report lists the tape designation and file number of the output tape. It also lists the volumes output and dropped during output, as well as the total, for a particular output run. It is generated automatically upon completion of IRP Block Output Processing (i.e., when the output tape is finished). It doesn't include a breakdown by form type.

  3. Using the Report: This report is the most convenient source of output volumes, per output run. See Exhibit 3.41.269-43, Unit Production Log Input Batch/Block Tracking System (BBTS), for additional information on using report information for unit production and receipt input.

    Note:

    When using this report to calculate Unit Production Card (UPC) totals to be input into BBTS, care needs to be exercised to ensure the total function 500 production volume is minus voids and deletes for the specified period. Function 500 receipt volume for UPC purposes is the weighted volume released from Receipt and Control to Data Conversion.

Federal Tax Withheld (FTWH) Report

  1. Title of Report: Federal Tax Withheld (FTWH) Report (IPS01122)

  2. Description: This report prints during output for transmitted documents having federal tax withheld as the only money amount. Images of the documents are printed with the report. Any document listed on this report is deleted and not output.

  3. Generating the Report: This report generates automatically during output.

  4. Printing the Report: This report prints automatically during output.

  5. Using the Report: Route this report, along with the images, to the IRP Sort function.

  6. Reviewing the Report: Prior to routing the report for disposition review the report and the images for accuracy.

    1. Review each image to ensure the only dollar entry is box 4 - Federal income tax withheld.

    2. If other entries are present on the submission prepare Form 1096, Annual Summary and Transmittal of U.S. Information Returns, and process the copy of the submission attached to the FTWH Report.

    3. Edit the report to reflect any submissions removed prior to forwarding to the IRP Sort function.

  7. The system prints an image for each document where federal tax withholding is the only money amount present.

    Note:

    This may mean you could have up to three copies of the same image if all three documents are FTWH only.

Throughput Statistics Report

  1. Title of Report: Throughput Statistics Report (IPS06440)

  2. Description: This report lists the total number of blocks, documents, processing time, and documents per hour for scanning operations by scandriver. Transport and crossover are also available for the time entered.

  3. Using the Report: This report is used to drop Unit Production Cards (UPCs) to document daily volume of data documents scanned into the system. See Exhibit 3.41.269-43, Unit Production Log Input Batch/Block Tracking System (BBTS).

Integrated Data Retrieval System (IDRS) Request Report

  1. Title of Report: IDRS Request Report (IPS00470)

  2. Description: This report lists the total number of requests, number of requests not found, and number of images printed for each request type on a given day.

  3. Using the Report: This report is used to trouble shoot missing IDRS print requests.

Workflow Status

  1. Title of Report: Workflow Status (IPS0698)

  2. Description: This report lists the task/sub-task number, the sub-task description, blocks at the sub-task, total documents for the block, and documents ready for the sub-task. This report also contains percentages for system capacity used under the following three categories: General, IRP, and IRP/ACA/K1/941/940/Stand-Alone.

  3. Using the Report: This report is used to monitor documents and system capacity. Once blocks/UWs of documents have been processed through SCRIPS and accepted by down-stream processing, the files containing the documents images, ASCII data, and statistical information can be purged from the system.

    Reminder:

    Files containing reports must remain on the system for seven days from the output date before they can be purged by DLN association.

    Note:

    Don't purge any data records prior to Cycle 5 unless approved by Submission Processing Headquarters.

Information Return Processing Pull Document/Submission Report

  1. Title of Report: IRP Pull Document/Submission Report (IPS00812)

  2. Description: This report lists each document and submission removed from the SCRIPS system by clerk or supervisor intervention during system processing in FI, OE or DV functions. This report is generated using backend General Report located in the SCRIPS Utilities menu.

  3. Using the Report: This report is used to identify the deleted documents in addition to the clerk manually notating the documents to pull.

  4. The reason is one of the following pull document report codes:

    Report Reason Condition Possible Action Required
    PULL SUBMISSION 1096 EIN and/or SSN is equal to "000000000"
    • Return to IRP Sort for correspondence

    • Classified waste

    CONSECUTIVE 1096 consecutive 1096s
    • Return to IRP Sort for correspondence

    • Classified waste

    MIXED SUBMISSION
    • mixed 1099 types in UW

    • non-conforming form identified by the operator

    • Return to IRP Sort for correction (correspondence if applicable)

    • Correct and reprocess (see IRM 3.41.269.4.2 (3).

    DLNS EXCEEDED sequence number exceeds "99" Pull and reprocess
    PULL 1096 any Form 1096 identified as a stand-alone document
    • Return to IRP Sort for correspondence

    • Classified waste if duplicate

    PULL IMAGE ONLY any non-conforming form identified by the operator in Data Validation as "Remove"
    • Return to IRP Sort for proper disposition (correspondence if applicable)

    • Classified waste

    IMAGE ONLY BLOCK REMOVED any non-conforming form identified by the operator in 1096 Image Only Data Validation as "Remove Block"
    • Pull and reprocess

    • Classified waste

    • No action if duplicate

    PULL when the <F12> key is selected to remove document
    • Return to IRP Sort for proper disposition (correspondence if applicable)

    • Classified waste

    • No action if duplicate

    1099-MISC FTWH FRAUD if FTWH Fraud conditions still exists on the record Return to IRP Sort for proper disposition

    Note:

    Tag document(s) as FRAUD and include copy of Form 1096 with the document.

    1099-NEC FTWH FRAUD if FTWH Fraud conditions still exists on the record Return to IRP Sort for proper disposition

    Note:

    Tag document(s) as FRAUD and include copy of Form 1096 with the document.

Work Station Operator Statistics Program and Function Summary Report

  1. Title of Report: Work Station Operator Statistics Program and Function Summary Report (IPS0083)

  2. Description: This report lists Operator Statistics as queried for SCRIPS programs and applicable functions both individually and cumulatively.

  3. Using the Report: This report is used to identify the number of documents processed by operators in Forms Identification, Data Validation and Original Entry for specified queried periods of time. Information retrieved can be utilized for BBTS Unit Production input of receipts and production. See Exhibit 3.41.269-43, Unit Production Log Input Batch/Block Tracking System (BBTS).

States, State Codes, and ZIP Codes Sorted by State

Note:

If the ZIP Code is missing or invalid, add 01 to the first three-digit ZIP Code shown.

STATE STATE CODE ZIP CODE RANGE
Alabama AL 350-369
Alaska AK 995-999
America Samoa AS 96799 (only)
Americas APO/DPO/FPO AA 340
Arizona AZ 850-865
Arkansas AR 716-729
California CA 900-908, 910-961
Colorado CO 800-816
Connecticut CT 060-069
Delaware DE 197-199
District of Columbia DC 200, 202-205
Europe APO/DPO/FPO AE 090-098
Federated States of Micronesia FM 969
Florida FL 320-342, 344, 346, 347, 349
Georgia GA 300-319,398-399
Guam GU 969
Hawaii HI 967, 968
Idaho ID 832-838
Illinois IL 600-629
Indiana IN 460-479
Iowa IA 500-528
Kansas KS 660-679
Kentucky KY 400-427
Louisiana LA 700-714
Maine ME 039-049
Marshall Islands MH 969
Maryland MD 206-219
Massachusetts MA 010-027, 055
Michigan MI 480-499
Minnesota MN 550-567
Mississippi MS 368-397
Missouri MO 630-658
Montana MT 590-599
Nebraska NE 680-693
Nevada NV 889-898
New Hampshire NH 030-038
New Jersey NJ 070-089
New Mexico NM 870-884
New York NY 005, 100-149
North Carolina NC 270-289
North Dakota ND 580-588
Northern Mariana Islands MP 969
Ohio OH 430-459
Oklahoma OK 730-732, 734-749
Oregon OR 970-979
Pacific APO/DPO/FPO AP 962-966
Palau PW 969
Pennsylvania PA 150-196
Puerto Rico PR 006, 007, 009
Rhode Island RI 028, 029
South Carolina SC 290-299
South Dakota SD 570-577
Tennessee TN 370-385
Texas TX 733, 750-799
Utah UT 840-847
Vermont VT 050-054, 056-059
Virginia VA 201, 220-246
Virgin Islands VI 008
Washington WA 980-986, 988-994
West Virginia WV 247-268
Wisconsin WI 530-549
Wyoming WY 820-831

States, State Codes, and ZIP Codes Sorted by ZIP

Note:

If the ZIP Code is missing or invalid, add 01 to the first three-digit ZIP Code shown.

ZIP CODE RANGE STATE CODE STATE
005, 063, 100-149 NY New York
006, 007-009 PR Puerto Rico
008 VI Virgin Islands
010-027, 055 MA Massachusetts
028, 029 RI Rhode Island
030-038 NH New Hampshire
039-049 ME Maine
050-054, 056-059 VT Vermont
060-069 CT Connecticut
070-089 NJ New Jersey
090-098 AE Europe APO/DPO/FPO
150-196 PA Pennsylvania
197-199 DE Delaware
200, 202-205 DC District of Columbia
201, 220-246 VA Virginia
206-212, 214-219 MD Maryland
247-268 WV West Virginia
270-289 NC North Carolina
290-299 SC South Carolina
300-319, 398-399 GA Georgia
320-342, 344, 346, 347, 349 FL Florida
340 AA Americas APO/DPO/FPO
350-352, 354-369 AL Alabama
370-385 TN Tennessee
386-397 MS Mississippi
400-427 KY Kentucky
430-459 OH Ohio
460-479 IN Indiana
480-499 MI Michigan
500-516, 520-528 IA Iowa
530-532, 534-535, 537-549 WI Wisconsin
550-551, 553-567 MN Minnesota
570-577 SD South Dakota
580-588 ND North Dakota
590-599 MT Montana
600-620, 622-629 IL Illinois
630-631, 633-641, 644-658 MO Missouri
660-662, 664-679 KS Kansas
680-681, 683-693 NE Nebraska
700-701, 703-708, 710-714 LA Louisiana
716-729 AR Arkansas
730-731, 734-741, 743-749 OK Oklahoma
733, 739, 750-770, 772-779, 885 TX Texas
800-816 CO Colorado
820-831, 834 WY Wyoming
832-838 ID Idaho
840-847 UT Utah
850-853, 855-857, 859-860, 863-865 AZ Arizona
870-871, 873-876, 877-884 NM New Mexico
889-891, 893-895, 897-898 NV Nevada
900-928, 930-961 CA California
962-966 AP Pacific APO/DPO/FPO
96799 (only) AS American Samoa
967, 968 HI Hawaii
969 PW Palau
969 GU Guam
969 MP Northern Mariana Islands
969 MH Marshall Islands
969 FM Federated States of Micronesia
970-979 OR Oregon
980-986, 988-994 WA Washington
995-999 AK Alaska

ZIP Code, City, and State Exceptions

ZIP CITY STATE
75502 Texarkana AR
45275 Airport KY
71749 Junction City LA
03801 Naval Base ME
20331 Andrews AFB MD
06390 Fishers Island NY
73949 Texhoma TX
20041 Dulles Int'l Airport VA
20370 Navy Annex VA
20301 Pentagon VA
49936 Alvin WI

Alphabetical Listing of Major Cities with Major City Codes and ZIP Codes

Major City State Code Major City Code ZIP Code
Aberdeen SD AD 574
Abilene TX AB 796
Akron OH AK 443
Albany GA AY 317
Albany NY AL 122
Albuquerque NM AQ 871
Alexandria VA AX 223
Alhambra CA YA 918
Allentown PA AW 181
Amarillo TX AM 791
Anaheim CA AH 928
Anchorage AK AN 995-996
Anderson SC AJ 296
Ann Arbor MI AP 481
Arlington TX IA 760
Arlington VA AR 222
Arvada CO AV 800, 804
Asheville NC AS 288
Athens GA AE 306
Atlanta GA AT 303, 311, 399
Atlantic City NJ AC 084
Auburn AL AF 368
Augusta GA AG 309
Augusta ME AA 043
Aurora CO AZ 800
Aurora IL AO 605
Austin TX AU 733, 787
Bakersfield CA BD 933
Baltimore MD BA 212
Baton Rouge LA BR 708
Battle Creek MI QK 490
Beaumont TX BT 777
Bellingham WA BH 982
Berkeley CA BE 947
Bethlehem PA BM 180
Billings MT IB 591
Biloxi MS BL 395
Binghamton NY BC 139
Birmingham AL BI 352
Bismarck ND BB 585
Bloomington IN BQ 474
Bloomington MN BN 554
Boca Raton FL BZ 334
Boise ID BS 837
Bossier City LA BW 711
Boston MA BO 021, 022
Boulder CO BV 803
Bradenton FL BG 342
Bremerton WA BY 983
Bridgeport CT BP 066
Bronx NY BX 104
Brooklyn NY BK 112
Brownsville TX BJ 785
Buffalo NY BF 142
Burlington VT BU 054
Cambridge MA CB 021, 022
Camden NJ CD 081
Canton OH CA 447
Cape Coral FL CF 339
Casper WY CZ 826
Cedar Rapids IA CR 524
Champaign IL CX 618
Chandler AZ YZ 852
Chapel Hill NC CJ 275
Charleston SC CT 294
Charleston WV CW 253
Charlotte NC CE 282
Charlottesville VA CV 229
Chattanooga TN CG 374
Chesapeake VA CP 233
Cheyenne WY CY 820
Chicago IL CH 606-608
Chula Vista CA DV 919
Cincinnati OH CN 452, 459
Clarksville TN YN 370
Clearwater FL CQ 337
Cleveland OH CL 441
Colorado Springs CO CS 809
Columbia SC CU 292
Columbus GA CM 318, 319
Columbus OH CO 430, 432
Corpus Christi TX CC 783, 784
Cranston RI RT 029
Cumberland MD CK 215
Dallas TX DA 752, 753
Davenport IA DP 528
Dayton OH DY 453, 454
Daytona Beach FL DF 321
Dearborn MI DB 481
Decatur IL DT 625
Denver CO DN 800-802
Des Moines IA DM 503, 509
Detroit MI DE 482
Dubuque IA DQ 520
Duluth MN DL 557, 558
Durham NC DU 277
East Lansing MI ET 488
East Orange NJ EO 070
East St Louis IL ES 622
Easton PA EA 180
El Paso TX EP 799, 885
Elizabeth NJ EL 072
Erie PA ER 165
Eugene OR EU 974
Evanston IL EN 602
Evansville IN EV 477
Fairbanks AK FK 997
Fall River MA FR 027
Far Rockaway NY RK 110, 116
Fargo ND FA 581
Fayetteville AR FB 727
Fayetteville NC FN 283
Flint MI FT 485
Florence AL FC 356
Florence SC FE 295
Flushing NY FG 113
Fort Lauderdale FL FL 333
Fort Pierce FL FP 349
Fort Smith AR FS 729
Fort Wayne IN FY 468
Fort Worth TX FW 761
Fresno CA FO 936-938
Gainesville FL GF 326
Gaithersburg MD GG 208
Galveston TX GA 775
Garland TX GD 750
Gary IN GY 464
Gastonia NC GN 280
Glendale AZ GE 853
Glendale CA GL 912
Grand Rapids MI GR 495
Great Falls MT GT 594
Greeley CO GC 806
Green Bay WI GB 543
Greensboro NC GO 274
Greenville SC GV 296
Greenwood MS GW 389
Hackensack NJ HS 076
Hamilton OH HA 450
Hammond IN HM 463
Hampton VA HP 236
Harlingen TX HR 785
Hartford CT HD 061
Harrisburg PA HG 171
Hattiesburg MS HT 394
Helena MT HE 596
Henderson NV HF 890
Hialeah FL HI 330
High Point NC HC 272
Hollywood FL HW 330
Honolulu HI HL 968
Houston TX HO 770, 772
Huntington WV HN 257
Huntington Beach CA HB 926
Huntsville AL HU 358
Independence MO IE 640
Indianapolis IN IN 462
Inglewood CA ID 903
Irvine CA IV 926, 927
Irving TX IR 750
Jackson MS JN 392
Jacksonville FL JV 322
Jamaica NY JA 114
Jamestown NY JM 147
Janesville WI JE 535
Jersey City NJ JC 070, 073
Johnson City TN JH 376
Johnstown PA JO 159
Joliet IL JT 604
Jonesboro AR JB 724
Kalamazoo MI KZ 490
Kansas City KS KA 661
Kansas City MO KC 641, 649
Kennewick WA KW 993
Kenosha WI KE 531
Kingsport TN KP 376
Knoxville TN KN 379
Lafayette IN LF 479
Lafayette LA LL 705
Lake Charles LA LC 706
Lakeland FL LK 338
Lakewood CO LW 801, 802, 804
Lancaster PA LP 176
Lansing MI LG 489
Laredo TX LD 780
Las Cruces NM LZ 880
Las Vegas NV LV 891
Lawrence MA LQ 018
Lewiston ME LT 042
Lexington KY LX 405
Lincoln NE LN 685
Little Rock AR LR 722
Long Beach CA LB 907, 908
Long Island City NY LI 111
Lorain OH LO 440
Los Angeles CA LA 900, 901
Louisville KY LE 402
Lowell MA LM 018
Lubbock TX LU 794
Lynn MA LY 019
Macon GA MA 312
Madison WI MN 537
Manchester NH MR 031
Marietta GA MT 300
Melbourne FL ML 329
Memphis TN ME 375, 381
Meridian MS MD 393
Mesa AZ MZ 852
Metairie LA MI 700
Miami FL MF 330-332
Milwaukee WI MW 532
Minneapolis MN MS 554
Missoula MT MM 598
Mobile AL MO 366
Modesto CA MC 953
Monroe LA MB 712
Montgomery AL MG 361
Muskegon MI MK 494
Naperville IL NP 605
Nashua NH NS 030
Nashville TN NA 372
Newark NJ NK 071
New Bedford MA ND 027
New Brunswick NJ NB 089
New Haven CT NH 065
New Orleans LA NO 701
Newport News VA NN 236
Newton MA NE 024
New York NY NY 100-102
Niagara Falls NY NF 143
Norfolk VA NV 235
Norman OK NR 730
North Charleston SC NC 294
North Hollywood CA NW 916
North Las Vegas NV NT 890
North Little Rock AR NL 721
Oakland CA OA 946
Oak Park IL OP 603
Oceanside CA OE 920
Ogden UT OG 842, 844
Oklahoma City OK OC 731
Olympia WA OL 985
Omaha NE OM 681
Orlando FL OR 328
Oshkosh WI OK 549
Overland Park KS OV 662
Owensboro KY OW 423
Oxnard CA OX 930
Palo Alto CA PQ 943
Parkersburg WV PK 261
Parma OH PZ 441
Pasadena CA PD 910, 911
Paterson NJ PN 075
Pembroke Pines FL PP 330
Pensacola FL PE 325
Peoria AZ PY 853
Peoria IL PL 616
Petersburg VA PG 238
Philadelphia PA PH 190-192
Phoenix AZ PX 850
Pine Bluff AR PB 716
Pittsburgh PA PI 151, 152
Pocatello ID PC 832
Port Arthur TX PA 776
Portland ME PT 041
Portland OR PO 972
Portsmouth NH PS 038
Portsmouth VA PM 237
Providence RI PR 029
Provo UT PV 846
Pueblo CO PU 810
Punta Gorda FL PJ 339
Quincy MA QU 021, 022
Racine WI RA 534
Raleigh NC RL 276
Reading PA RD 196
Reno NV RE 895
Richmond VA RI 231, 232
Riverside CA RS 925
Roanoke VA RO 240
Rochester NY RC 146
Rock Hill SC RH 297
Rockford IL RF 611
Sacramento CA SC 942, 958
Saginaw MI SG 486
Salem OR XR 973
Salinas CA YL 939
Salt Lake City UT XU 841
San Antonio TX SO 782
San Bernardino CA SR 924
San Diego CA SD 921
San Francisco CA SF 941
San Jose CA SJ 951
San Juan PR XJ 009
Santa Ana CA SA 927
Santa Barbara CA SZ 931
Santa Fe NM YF 875
Sarasota FL XS 342
Savannah GA GS 314
Schenectady NY SK 120, 123
Scottsdale AZ YS 852
Scranton PA XC 185
Seattle WA SE 981
Shawnee Mission KS SM 662
Sheboygan WI XB 530
Shreveport LA SH 711
Silver Spring MD SS 209
Sioux City IA SX 511
Sioux Falls SD IQ 571
South Bend IN SB 466
Spartanburg SC SQ 293
Spokane WA SW 992
Springfield IL XL 627
Springfield MA XA 011
Springfield MO XO 657, 658
Springfield OH XH 455
Stamford CT ST 069
Staten Island NY SI 103
St Joseph MO XM 645
St Louis MO SL 631
St Paul MN SU 551
St Petersburg FL SP 337
Sterling Heights MI YH 483
Stockton CA SN 952
Syracuse NY SY 132
Tacoma WA TC 984
Tallahassee FL TL 323
Tampa FL TA 336
Tempe AZ TE 852
Terre Haute IN TH 478
Titusville FL TT 327
Toledo OH TO 436
Torrance CA TN 905
Topeka KS TP 666
Trenton NJ TR 086
Tucson AZ TU 857
Tulsa OK TS 741
Tuscaloosa AL TB 354
Utica NY UT 135
Van Nuys CA VN 913, 914
Vancouver WA VA 986
Virginia Beach VA VB 234
Waco TX WX 767
Warren MI WR 480
Warren OH WO 444
Warwick RI WW 028
Washington DC DC 200, 202-205, 569
Waterbury CT WT 067
Waterloo IA WL 507
West Allis WI WA 532
West Valley City UT WC 841
West Palm Beach FL WP 334
Westminster CO WD 800, 802
Wheeling WV WH 260
White Plains NY WJ 106
Wichita KS WK 672
Wichita Falls TX WF 763
Wilkes-Barre PA WB 187
Williamsport PA WM 177
Wilmington DE WI 198
Wilmington NC WN 284
Winston-Salem NC WS 271
Winter Haven FL WG 338
Worcester MA WE 016
Yonkers NY YK 107
York PA YR 173, 174
Youngstown OH YO 445

Street Abbreviations (Required)

The following abbreviations MUST be used, however; it isn't necessary to abbreviate any word if it is correctly recognized by the scanner. This requirement applies only if the word is manually entered. These are the only abbreviations honored by the United States Postal Service.

WORD ABBREVIATION
Air Force Base AFB
Apartment APT
Avenue AVE
Boulevard BLVD
Building BLDG
Circle CIR
Court CT
Department DEPT
Drive DR
East, Ea E
Floor FL
Fort FT
Highway HWY
Highway Contract HC
Lane LN
North, No., No

Caution:

When used as a direction.

N
Northeast, N.E. NE
Northwest, N.W. NW
One-half (all fractions space before and after the number) 1/2
Parkway PKWY
Place PL
Plaza PLZ
Post Office Box, PO Box, P.O. Box,
P.O. Drawer, POB, PO
PO BOX
Private Mailbox PMB
Route, Rte., RT RTE
Road RD
Room RM
R.D, RFD, R.F.D., RR, Rural Delivery RR
Rural Route RR
South, So., So S
Southeast, S.E. SE
Southwest, S.W. SW
Space SPC
Square SQ
Street(s) ST(S)
Suite STE
Terrace, Terr TER
West, We W

Street Abbreviations (Optional)

The following abbreviations MAY BE used. These are abbreviations honored by the United States Postal Service.

WORD ABBREVIATION
Alley ALY
Annex ANX
Arcade ARC
Basement BSMT
Bayou BYU
Beach BCH
Bend BND
Bluff BLF
Bottom BTM
Branch BR
Bridge BRG
Brook BRK
Burg BG
Bypass BYP
Camp CP
Canyon CYN
Cape CPE
Causeway CSWY
Center CTR
Cliffs CLFS
Club CLB
Common CMN
Corner COR
Corners CORS
Course CRSE
Cove CV
Creek CRK
Crescent CRES
Crest CRST
Crossing XING
Crossroad XRD
Curve CURV
Dale DL
Dam DM
Divide DV
Estate, Estates EST, ESTS
Expressway EXPY
Extension EXT
Falls FLS
Ferry FRY
Field FLD
Fields FLDS
Flats FLTS
Ford FRD
Forest FRST
Forge FRG
Fork FRK
Forks FRKS
Freeway FWY
Front FRNT
Gardens GDNS
Gateway GTWY
Glen GLN
Green GRN
Grove GRV
Hangar HNGR
Harbor HBR
Haven HVN
Heights HTS
Hill HL
Hills HLS
Hollow HOLW
Inlet INLT
Island IS
Islands ISS
Junction JCT
Key KY
Knolls KNLS
Lake LK
Lakes LKS
Landing LNDG
Light LGT
Loaf LF
Locks LCKS
Lodge LDG
Lower LOWR
Manor MNR
Meadows MDWS
Mill ML
Mills MLS
Mission MSN
Mount MT
Mountain MTN
Neck NCK
Orchard ORCH
Overpass OPAS
Penthouse PH
Pine PNE
Plain PLN
Plains PLNS
Point PT
Port PRT
Prairie PR
Radial RADL
Ranch RNCH
Rapids RPDS
Rest RST
Ridge RDG
River RIV
Shoal SHL
Shoals SHLS
Shore SHR
Shores SHRS
Skyway SKWY
Spring SPG
Springs SPGS
Square SQ
Station STA
Stravenue STRA
Stream STRM
Summit SMT
Throughway TRWY
Trace TRCE
Track TRAK
Trafficway TRFY
Trail TRL
Trailer TRLR
Tunnel TUNL
Turnpike TPKE
Underpass UPAS
Union UN
Upper UPPR
Valley VLY
Viaduct VIA
View VW
Village VLG
Ville VL
Vista VIS
Wells WLS

Standard Abbreviations (Optional)

These abbreviations may be used to shorten entries which are too long for entry on an Entity with the EXCEPTION of word used to determine name control.

WORD ABBREVIATION
Accounting ACCTG
Accounts ACCTS
Administration ADMIN
America(n) AMER
Associates ASSOC
Association ASSN
Blue Cross/Blue Shield BC BS
Brotherhood BRTHHD
Brothers BROS
Casualty CASLTY
Commission COMM
Company CO
Comptroller COMPT
Computer COMP
Consolidation CONS
Construction CONST
Cooperative COOP
Credit Union CU
Data Processing DP
Deceased DECD
Department DEPT
District DIST
Division DIV
Electrical ELEC
Enterprises ENT
Federal FED
Federal Credit Union FCU
Finance FIN
First National Bank FNB
Group GRP
Headquarters HDQTRS
Hourly HRLY
Human Resources HUM RES
Human Development HUM DEVLP
Industry(ies) INDUST
Institute, Institution INST
Insurance INS
International INT
Investment, Investors INVEST
Limited LTD
Management MGMT
Manufacturing MFG
Mental Health MEN HLTH
Municipal MUN
Mutual MUTL
National NAT
National Guard NAT GD
Pension PENS
Products PROD
Railroad RR
Realty RLTY
Retirement RET
Salary(ies) SAL
Savings SAV
Savings and Loan SL
Service SERV
Stevedoring STVDG
Transportation TRANS
Telegraph TEL
Telephone TEL
United States US
University UNIV
US Air Force USAF
US Army USA
US Coast Guard USCG
US Marine Corp USMC
US Navy USN

Information Returns (IRP) Entity Fields Transcription Sheet

Two symbols are used throughout the IRP Transcription Sheets to denote certain conditions.

  • Must enter field. These are used in the Screen Prompt column.

  • * Skip may be used to skip to this field after releasing the Account Number Field. These are used in the Screen Prompt column and shown on the workstation template.

  • Every field on Form 1096, Annual Summary and Transmittal of U.S. Information Returns, needs to be entered and/or sight verified. In DV turn AUTO Key off to access fields. The clerk is required to sight verify and correct all incorrect information on all lines of Form 1096 as stated above. If the Name, Address, City, and State fields are missing or illegible and are available on the first detail document, enter as shown. If Form 1096, doesn't have a valid TIN and it is available on the first detail document the block must be suspended. The TIN is entered on the Form 1096 and re-scanned.

    Exception:

    If the Form 1096 is completed by the Service (as annotated by correspondence code "99" ) don't suspend to have the TIN physically placed on the form but continue processing and enter the TIN from the first available detail document.

All Information Returns (IRP) TRANSCRIPTION SHEET: Entity Fields

OE/DV Screen Prompt Description Instructions
VOID Box VOID Box Enter "X" if marked or if the document is blank.

Note:

For further instructions on what documents to void, see also IRM 3.41.269.8.7.

CORRECTED Box Corrected Box Enter "X" if marked.
Payer TIN - for Form 1099 series:
  • Payer’s

  • Lender’s


Form 1098 series:
  • Recipient’s

  • Lender’s

  • Filer’s


Form 5498: Trustee’s /Issuer’s TIN
Form 1097-BTC:Issuer’s TIN
Payer/Filer TIN Enter the nine-digit Payer, Trustee, Filer, Issuer Lender, or Recipient TIN.

Note:

If the TIN is missing or isn’t consistent with the TIN data on Form 1096 or more or less than nine-digits, compare the filer names. If the information matches substantially, enter the TIN from the Form 1096 to all forms.

Recipient ID - for Form 1099 series:
  • Recipient's

  • Payee’s

  • Borrower's

  • Transferor's

  • Debtor’s


Form 1098 series:
  • Payer’s

  • Borrower’s

  • Student’s

Form 5498 series: Participant’s
Recipient ID Enter the nine-digit Recipient, Participant, Payee ID or Bond Issuer ID.
Notes:
  • If the TIN present, or is more or less than nine-digits, leave the field blank.

  • If two or more SSNs are present in the same box, enter the top or first SSN listed.

Name 1 First Name Line Enter the full name shown.
Name 2 Second Name Line Enter from the lower entity portion of the document.
Notes:
  • If an "In-Care-Of" name is present, enter "%" , space, and enter the name(s).

  • If a foreign address is present, enter the street address portion in this field.

▸Address Street Address Enter the street address from the lower entity portion of the document.
Notes:
  • If PO Box is present, enter an asterisk (*) and a space in the first two positions of the field, followed by the PO Box number (optional).

  • If the address is missing or illegible, enter "Z" ,

  • If a foreign address is present, enter the city, state or province, and postal code in this field.

▸City City Enter the name of the city.
Notes:
  • If a Major City Code (MCC) applies, enter the MCC for the listed city (optional).

  • If the city is missing or illegible, enter "ZZZ" .

  • If a foreign address is present, enter the complete country name in this field.

State State Code Enter the two-character code for the state listed in the lower entity portion of the document.
Notes:
  • If a MCC is entered in the City field, this field is bypassed.

  • If a foreign address is present, enter a period (.) in the first position of this field.

ZIP ZIP Code Enter the ZIP Code. If missing, press <Enter> to bypass this field.
Account Number Account Number Box Enter up to 30 alpha/numeric characters from the Account number box. If illegible, leave blank.

Note:

Omit special characters, leading zeroes, and descriptive words, such as SSN or Savings Bonds.

2nd TIN Not. 2nd TIN Not. Box Enter "X" , if marked.

Form 1096, Annual Summary and Transmittal of U.S. Information Returns, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
Name Ctrl Name Control Never enter name control.
Name 1 Payer Name Enter the full name(s) shown.

Note:

If the name is missing or illegible and it is present on the first detail document, enter as shown.


If not present press <Enter> to bypass the Name field.
Name 2 Second Name Line Enter the second name line if present.
▸Address Street Address Enter the street address shown. If missing, illegible, or foreign, enter "Z" .

Note:

If the address is missing or illegible and it is present on the first detail document, enter as shown.

▸City City Enter the name of the city. If missing, illegible, or foreign, enter "ZZZ" .

Note:

If the city is missing or illegible and it is present on the detail document, enter as shown.

State State Code Enter the two-character code for the state shown.

Note:

If the state is missing or illegible and it is present on the first detail document, enter as shown. Press <Enter> to bypass the State field.
Never enter a period in this field for Form 1096.
If a Major City Code is entered in the City field, this field is bypassed.

ZIP ZIP Code Enter the ZIP Code.

Reminder:

If the ZIP Code is missing or illegible and it is present on the first detail document, enter as shown. Press <Enter> to generate generic ZIP Code.

▸(1) EIN Box 1

Note:

Proper format for EIN is XX-XXXXXXX.

If the detail documents have been submitted with a different EIN and the remaining entity information is the same, the EIN on the detail documents should be physically entered on the Form 1096 unless otherwise edited. Enter the nine-digit EIN in box 1.
  • If the EIN is missing, is more or less than nine-digits and is present on the first detail document, suspend the block. The EIN is physically entered on the Form 1096 and re-scanned, except for Service prepared forms. Press <Enter> to bypass the EIN field.

  • If the entry is in SSN format, then enter the data in box 2.

(2) SSN Box 2

Note:

Proper format for SSN is XXX-XX-XXXX.

Enter the nine-digit SSN from box 2 if an EIN isn't present.
  • If the SSN is missing, is more or less than nine-digits and is present on the first detail document, suspend the block. The SSN will be entered on the Form 1096 and re-scanned, except for Service prepared forms.

  • If the entry is in EIN format, then enter the data in box 1.

  • Otherwise, enter "999999999" in the (1) EIN field.

≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Delinquent Return Indicator Enter the code, if present, from the first "For Official Use Only" box.
Notes:
  • ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

  • ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡≡ ≡
    ≡ ≡≡ ≡ ≡≡ ≡ ≡≡ ≡ ≡≡ ≡≡ ≡ ≡≡ ≡ ≡≡ ≡ ≡≡ ≡ ≡ ≡≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

  • ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡≡ ≡≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

Delinq. Return Date Delinquent Return Date Enter the date from the IRS received date stamp, if present.
  1. If the boxes are blank, enter the date from the IRS received date stamp in MMDDYY format. See the valid dates below.

  2. If multiple conflicting received dates are present or the received date stamp is circled out, leave blank.

  3. If the received date stamp is illegible, enter the signature date. If the signature date is illegible, missing, or timely, leave blank.

  4. The valid dates are ≡ ≡ ≡ ≡ through 123124.

    Exception:

    Form 1096 transmitting Form 1099-NEC the valid date range is ≡ ≡ ≡ ≡. through 123124.Form 1096 transmitting Form 5498 has a valid date range of ≡ ≡ ≡ ≡ ≡ ≡ through 123124


If the "X" is missing and a valid Delinquent Date is present in the Delinquent Return Date field, enter an "X" .
If the received date isn't valid remove the "X" from the Delinquent Indicator field.
Corr Ind Correspondence Indicator Enter only the two-digit code "99" from the last two "For Official Use Only" boxes. DON’T enter any other codes present.
If the boxes are blank, press
<Enter>.
Submission Type

Note:

For OE Paper entry.

Detail Document Type Enter a document type from the menu in the middle of the Form 1096 template.

Form 1097-BTC, Bond Tax Credit, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
Issuer of bond Issuer of bond or its agent filing current year Form 1097-BTC
Bottom left side
Enter "X" if the box is marked.
An entity or a person received An entity or a person that received a current year Form 1097-BTC
Bottom left side
Enter "X" if the box is marked.
[1]* Total Box 1$ Enter the dollar amount from box 1.
[2a] Code Box 2a Enter the code from box 2a. Valid codes are A, C, O or blank.
[2b] Unique Identifier Box 2b Enter Unique Identifier present in box 2b.
[3] Bond type Box 3 Enter the Bond type present from box 3. Valid entries are 101, 199 or blank.
[5a] January Box 5a$ Enter the dollar amount from box 5a.
[5b] February Box 5b$ Enter the dollar amount from box 5b.
[5c] March Box 5c$ Enter the dollar amount from box 5c.
[5d] April Box 5d$ Enter the dollar amount from box 5d.
[5e] May Box 5e$ Enter the dollar amount from box 5e.
[5f] June Box 5f$ Enter the dollar amount from box 5f.
[5g] July Box 5g$ Enter the dollar amount from box 5g.
[5h] August Box 5h$ Enter the dollar amount from box 5h.
[5i] September Box 5i$ Enter the dollar amount from box 5i.
[5j] October Box 5j$ Enter the dollar amount from box 5j.
[5k] November Box 5k$ Enter the dollar amount from box 5k.
[5l] December Box 5l$ Enter the dollar amount from box 5l.
[6] Comments Box 6 Enter the information if present from box 6.

Form 1098, Mortgage Interest Statement, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Mortgage interest received Box 1$ Enter the dollar amount from box 1.
[2] Outstanding mortgage principal Box 2$ Enter the dollar amount from box 2.
[3] Mortgage origination date Box 3 Enter the date from box 3 if present in MMDDYY format. Leave blank if no date is present or a complete date cannot be determined.
[4] Refund of overpaid interest Box 4$ Enter the dollar amount from box 4.
[5] Mortgage insurance premium Box 5$ Enter the dollar amount from box 5.
[6] Points paid Box 6$ Enter the dollar amount from box 6.
[7] Address of property verification Box 7 Enter "X" if the box is marked.
[8] Address or description of property Box 8 Enter information if present from box 8.
[9] Number of mortgaged properties Box 9 Enter information if present from box 9.
[10] Other Box 10 Enter information if present from box 10.
[11] Mortgage acquisition date Box 11 Enter the date from box 11 if present in MMDDYY format. Leave blank if no date is present or a complete date cannot be determined.

Form 1098-C, Contributions of Motor Vehicles, Boats, and Airplanes, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Date of contribution Box 1 Enter the date if present from box 1 in MMDDYY format. Leave blank if no date is present or a complete date cannot be determined.
[2a] Odometer mileage Box 2a Enter the information if present from box 2a.
[2b] Year Box 2b Enter the information from box 2b in YYYY format.
[2c] Make Box 2c Enter information if present from box 2c.

Note:

Don’t enter numeric or special characters.

[2d] Model Box 2d Enter the alphanumeric information if present from box 2d.

Note:

Don’t enter special characters.

[3] Vehicle or other ID num Box 3 Enter the information if present from box 3.
[4a] Arm’s length transaction checkbox Box 4a Enter "X" if the box is marked.
[4b] Date of sale Box 4b Enter the date if present from box 4b in MMDDYY format.
[4c] Gross proceeds from sale Box 4c$ Enter the dollar amount from box 4c.
[5a] Not transferred for money checkbox Box 5a Enter "X" if the box is marked.
[5b] Transferred to needy individual Box 5b Enter "X" if the box is marked.
[5c] Detail description Box 5c Enter the information if present from box 5c.
[6a] Provide goods in exchange Box 6a Enter "X" if the box is marked Yes.
[6a] Provide goods in exchanged Box 6a Enter "X" if the box is marked No.
[6b] Value of goods Box 6b$ Enter the dollar amount from box 6b.
[6c] Describe goods and services Box 6c Enter the description from box 6c.
[6c] Intangible religious Box 6c Enter "X" if the box is marked.
[7] May not claim deduction Box 7 Enter "X" if the box is marked.

Form 1098-E, Student Loan Interest Statement, Data Field Transcription

OE/DV Screen Prompt Description Instructions
[1]* Student Loan Interest Received Box 1$ Enter the dollar amount from box 1.
[2] Check if Box 1 does NOT include loan origination fees and/or capitalized interest, and the loan was made before September 1, 2004. Box 2 Enter "X" if the box is marked.

Form 1098-F, Fines, Penalties, and Other Amounts, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Total amount required Box 1$ Enter the dollar amount from box 1.
[2] Amount paid for violation Box 2$ Enter the dollar amount from box 2.
[3] Restitution amount Box 3$ Enter the dollar amount from box 3.
[4] Compliance amount Box 4$ Enter the dollar amount from box 4.
[5] Date of order Box 5 Enter the date if present from box 5 in MMDDYY format. Leave blank if no date is present or a complete date cannot be determined.
[6] Court or entity Box 6 Enter the information from box 6.
[7] Case number Box 7 Enter the information from box 7.
[8] Case name or parties to suit Box 8 Enter the information from box 8.
[9] Code Box 9 Enter the code present in box 9 up to five characters.

Note:

Valid characters are: A,B,C,D or E.

Form 1098-Q, Qualifying Longevity Annuity Contract Information, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1a]* Annuity amount on start Box 1a$ Enter the amount from box 1a.
[1b] Annuity start date Box 1b Enter the date if present in box 1b in MMDDYY format. Leave blank if no date is present or a complete date cannot be determined.
[2] Start date may be accelerated checkbox Box 2 Enter "X" if the box is marked.
[3] Total premiums Box 3$ Enter the dollar amount from box 3.
[4] FMV of QLAC Box 4$ Enter the dollar amount from box 4.
[5a] January Box 5a$ Enter the dollar amount from box 5a.
[5a] January Box 5a-dd Enter the information if present from box 5a-dd. Valid entry is 1-31.
[5b] February Box 5b$ Enter the dollar amount from box 5b.
[5b] February Box 5b-dd Enter the information if present from box 5b-dd. Valid entry is 1-29.
[5c] March Box 5c$ Enter the dollar amount from box 5c.
[5c] March Box 5c-dd Enter the information if present from box 5c-dd. Valid entry is 1-31.
[5d] April Box 5d$ Enter the dollar amount from box 5d.
[5d] April Box 5d-dd Enter the information from box 5d-dd if present. Valid entry is 1-30.
[5e] May Box 5e$ Enter the dollar amount from box 5e.
[5e] May Box 5e-dd Enter the information if present from box 5e-dd. Valid entry is 1-31.
[5f] June Box 5f$ Enter the dollar amount from box 5f.
[5f] June Box 5f-dd Enter the information if present from box 5f-dd. Valid entry is 1-30.
[5g] July Box 5g$ Enter the dollar amount from box 5g.
[5g] July Box 5g-dd Enter the information if present from box 5g-dd. Valid entry is 1-31.
[5h] August Box 5h$ Enter the dollar amount from box 5h.
[5h] August Box 5h-dd Enter the information if present from box 5h-dd. Valid entry is 1-31.
[5i] September Box 5i$ Enter the dollar amount from box 5i.
[5i] September Box 5i-dd Enter the information if present from box 5i-dd. Valid entry is 1-30.
[5j] October Box 5j$ Enter the dollar amount from box 5j.
[5j] October Box 5j-dd Enter the information if present from box 5j-dd. Valid entry is 1-31.
[5k] November Box 5k$ Enter the dollar amount from box 5k.
[5k] November Box 5k-dd Enter the information if present from box 5k-dd. Valid entry is 1-30.
[5l] December Box 5l$ Enter the dollar amount from box 5l.
[5l] December Box 5l-dd Enter the information if present from box 5l-dd. Valid entry is 1-31.

Form 1098-T, Tuition Statement, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Rec’d for qual. tuition Box 1$ Enter the dollar amount from box 1.
TIN Checkbox Student’s TIN Checkbox
Right of box 3
Enter X if the box is marked.
[4] Adjustments made for prior year Box 4$ Enter the dollar amount from box 4.
[5] Scholarships or grants Box 5$ Enter the dollar amount from box 5.
[6] Adjust. to scholarships Box 6$ Enter the dollar amount from box 6.
[7] Check Box 1 include yypy Box 7 Enter "X" if the box is marked.

Note:

yypy = current processing year.

[8] Check if at least half-time student Box 8 Enter "X" if the box is marked.
[9] Check if a graduate student Box 9 Enter "X" if the box is marked.
[10] Ins. contract reimb./refund Box 10$ Enter the dollar amount from box 10.

Form 1099-A, Acquisition or Abandonment of Secured Property, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Date of lender’s acquisition Box 1 Enter the date if present from box 1 in MMDDYY format. Leave blank if no date is present.
[2] Balance of Principal Box 2$ Enter the dollar amount from box 2.
[4]* Fair Market Value Box 4$ Enter the dollar amount from box 4.
[5] Check if borrower was personally liable for repayment of the debt Box 5 Enter "X" if the box is marked.
[6] Description of property Box 6 Enter the description from box 6.

Form 1099-B, Proceeds From Broker and Barter Exchange Transactions, Data Field Transcription Sheet

OE / DV Screen Prompt Description Instructions
Applicable chbx on Form 8949 Above Box 1a Enter the information. Valid characters are: A, B, D, E, X or blank.
[1a]* Description Box 1a Enter the description from box 1a.
[1b] Date acquired Box 1b Enter the date from box 1b in MMDDYY format. Leave blank if no date is present.
Notes:
  • If MMDD is present without YY, use the current tax year being processed as YY.

  • If MMYY is present without DD, use the last day of the month.

  • If only YY is present leave the field blank.

  • If two dates are present, enter the earliest date.

[1c] Date sold Box 1c Enter the date from box 1c in MMDDYY format.
Notes:
  • If MMDD is present without YY, use the current tax year being processed as YY.

  • If MMYY is present without DD, use the last day of the month.

  • If only YY is present or the YY isn't the current year being processed, leave the field blank.

  • If two dates are present, enter the earliest date for YY for the current year being processed.

[1d] Proceeds Box 1d$ Enter the dollar amount from box 1d.

Note:

Positive or negative money amounts valid.

[1e] Cost or other basis Box 1e$ Enter the dollar amount from box 1e.
[1f] Accrued market disc Box 1f$ Enter the dollar amount from box 1f.
[1g] Wash sale disallowed Box 1g$ Enter the dollar amount from box 1g.

Note:

Positive or negative money amounts valid.

[2] Short term Short-term Box 2
Type of gain or loss
Enter "X" if the box is marked.
[2] Long term Long-term Box 2
Type of gain or loss
Enter "X" if the box is marked.
[2] Ordinary Ordinary Box 2 Enter "X" if the box is marked.
[3] Proceeds from Collectibles Collectible Box 3
Check if proceeds from
Enter "X" if the box is marked.
[3] QOF QOF Box 3
Check if proceeds from
Enter "X" if the box is marked.
[4] Federal income tax withheld Box 4$ Enter the dollar amount from box 4.
[5] Noncovered security Box 5 Enter "X" if the box is marked.
[6] Gross proceeds Box 6
(Upper Box)
Enter "X" if the box is marked.
[6] Net proceeds Box 6
(Lower Box)
Enter "X" if the box is marked.
[7] Check if loss Box 7 Enter "X" if the box is marked.
[8] Profit or (loss) yyty Box 8$ Enter the dollar amount from box 8.

Note:

Positive or negative money amounts valid and yyty = current year being processed.

[9] Unreal. profit or (loss) yyty-1 Box 9$ Enter the dollar amount from box 9.

Note:

Positive or negative money amounts valid and yyty = current year being processed.

CUSIP No. lower left-hand box Enter the CUSIP number present on the lower left-hand box.
FATCA filing FATCA filing requirement checkbox Enter "X" if the box is marked.
[10] Unreal. Profit or (loss) yyty Box 10$ Enter the dollar amount from box 10.

Note:

Positive or negative money amounts valid and yyty = current year being processed.

[11] Aggr. profit or (loss) Box 11$ Enter the dollar amount from box 11.

Note:

Positive or negative money amounts valid.

[12] Basis reported to IRS Box 12 Enter "X" if the box is marked.
[13] Bartering Box 13$ Enter the dollar amount from box 13.
[14] State name Box 14 Enter the information from box 14.
[15] State ID no. Box 15 Enter the information from box 15.
[16] State tax withheld Box 16$ Enter the dollar amount from box 16.

Form 1099-C, Cancellation of Debt, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Date of identifiable event Box 1 Enter the date from box 1 in MMDDYY format.
Notes:
  • If MMDD is present without YY, use the current year being processed as YY.

  • If MMYY is present without DD, use the last day of the month.

  • If only YY is present or YY isn't the current year, CHANGE the date to the current processing year.

  • If two dates are present, enter the earliest for the current year being processed.

  • If no date is present and cannot be determined from any attachment, use the current date (previous weekday).

[2]* Amount of debt discharged Box 2$ Enter the dollar amount from box 2.
[3] Interest in box 2 Box 3$ Enter the dollar amount from box 3.
[4] Debt description Box 4 Enter the description from box 4.
[5] Check if the debtor was personally liable for repayment of the debt Box 5 Enter "X" if the box is marked.
[6] Identifiable event code Box 6 Enter the alpha character present in box 6. Valid characters are A-H or blank.
[7] Fair market value of prop. Box 7$ Enter the dollar amount from box 7.

Form 1099-CAP, Changes in Corporate Control and Capital Structure, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Date of sale or exchange Box 1 Enter the date from the box in MMDDYY format.
[2] Aggregate amount rec’d Box 2$ Enter the dollar amount from box 2.
[3] No. of shares Box 3 Enter the information from box 3.
[4] Classes of stock Box 4 Enter the information from box 4.

Form 1099-DIV, Dividends and Distributions, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1a]* Total ord. dividends Box 1a$ Enter the dollar amount from box 1a.
[1b] Qualified dividends Box 1b$ Enter the dollar amount from box 1b.
[2a] Total capital gain dist. Box 2a$ Enter the dollar amount from box 2a.

Note:

Positive or negative money amounts valid.

[2b] Unrecap. Sec 1250 gain Box 2b$ Enter the dollar amount from box 2b.
[2c] Section 1202 gain Box 2c$ Enter the dollar amount from box 2c.
[2d] Collectibles (28%) gain Box 2d$ Enter the dollar amount from box 2d.
[2e] Section 897 ord. dividends Box 2e$ Enter the dollar amount from box 2e.
[2f] Section 897 capital gain Box 2f$ Enter the dollar amount from box 2f.
[3] Nondividend distributions Box 3$ Enter the dollar amount from box 3.
[4] Federal income tax Box 4$ Enter the dollar amount from box 4.
[5] Section 199A Box 5$ Enter the dollar amount from box 5.
[6] Investment expenses Box 6$ Enter the dollar amount from box 6.
[7] Foreign tax paid Box 7$ Enter the dollar amount from box 7.
[8] Foreign country or US Box 8 Enter the information from box 8.
[9] Cash Box 9$ Enter the dollar amount from box 9.
[10] Noncash Box 10$ Enter the dollar amount from box 10.
[11] FATCA filing Box 11 Enter "X" if the box is marked.
[12] Exempt-int dividends Box 12$ Enter the dollar amount from box 12.
[13] Specified ... dividends Box 13$ Enter the dollar amount from box 13.
[14] State Box 14 Enter the information from box 14.
[15] State ID no. Box 15 Enter the information from box 15.
[16] State tax withheld Box 16$ Enter the dollar amount from box 16.

Form 1099-G, Certain Government Payments, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Unempl. Compens Box 1$ Enter the dollar amount from box 1.
[2] State Local Income Tax Box 2$ Enter the dollar amount from box 2.
[3] Box 2 Tax Year Box 3 Enter the year from box 3 in YY format.
[4] Fed. Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5] RTAA Payments Box 5$ Enter the dollar amount from box 5.
[6] Taxable Grants Box 6$ Enter the dollar amount from box 6.
[7]* Agricultural Payments Box 7$ Enter the dollar amount from box 7.
[8] Box 2 Applies to Business Box 8 Enter "X" if the box is marked.
[9] Market Gain Box 9$ Enter the dollar amount from box 9.
[10a] State Box 10a Enter the information from box 10a.
[10b] State ID no. Box 10b Enter the information from box 10b.
[11] State tax withheld Box 11$ Enter the dollar amount from box 11.

Form 1099-INT, Interest Income, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
Payer’s RTN Above Box 1 Enter the information. Must start with 01-12 or 21-32.
[1]* Interest Income Box 1$ Enter the dollar amount from box 1.
[2] Early Withdr Penalty Box 2$ Enter the dollar amount from box 2.
[3] Interest on Svgs Bond Box 3$ Enter the dollar amount from box 3.
[4] Federal Income Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5] Investment Expenses Box 5$ Enter the dollar amount from box 5.
[6] Foreign Tax Paid Box 6$ Enter the dollar amount from box 6.
[7] Foreign or US Possession Box 7 Enter the information from box 7.
[8] Tax-exempt Interest Box 8$ Enter the dollar amount from box 8.
[9] Specified Bond Interest Box 9$ Enter the dollar amount from box 9.
[10] Market disc. Box 10$ Enter the dollar amount from box 10.
[11] Bond premium Box 11$ Enter the dollar amount from box 11.
FATCA filing FATCA filing requirement checkbox Enter "X" if the box is marked.
[12] Bond Premium on Treasury Obligations Box 12$ Enter the dollar amount from box 12.
[13] Bond premium on tax-exempt Box 13$ Enter the dollar amount from box 13.
[14] CUSIP No Box 14 Enter the alpha/numeric information from box 14.
[15] State Box 15 Enter the information from box 15.
[16] State ID no. Box 16 Enter the information from box 16.
[17] State tax withheld Box 17$ Enter the dollar amount from box 17.

Form 1099-K, Payment Card and Third Party Network Transactions, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
PSE’s Name Lower left hand box Enter the information if present.
PSE’s telephone Lower left hand box Enter the information if present.
Check box if FILER is PSE Check to indicate if FILER checkboxes (PSE) or (EPF) Enter "X" if the PSE box is marked.
Check box if FILER is EPF Check to indicate FILER checkboxes (PSE) or (EPF) Enter "X" if the EPF box is marked.
Payment Card Check to indicate transactions reported checkboxes Enter "X" if Payment card box is marked.
Third Party Network Check to indicate transactions reported checkboxes Enter "X" if Third party network box is marked.
[1a]* Gross amount Box 1a$ Enter the dollar amount from box 1a.
[1b] Card not present Box 1b$ Enter the dollar amount from box 1b.
[2] Merchant category code Box 2 Enter the three or four-digit code from box 2.
[3] Number of payment transactions Box 3 Enter the number from box 3.
[4] Fed Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5a] January Box 5a$ Enter the dollar amount from box 5a.
[5b] February Box 5b$ Enter the dollar amount from box 5b.
[5c] March Box 5c$ Enter the dollar amount from box 5c.
[5d] April Box 5d$ Enter the dollar amount from box 5d.
[5e] May Box 5e$ Enter the dollar amount from box 5e.
[5f] June Box 5f$ Enter the dollar amount from box 5f.
[5g] July Box 5g$ Enter the dollar amount from box 5g.
[5h] August Box 5h$ Enter the dollar amount from box 5h.
[5i] September Box 5i$ Enter the dollar amount from box 5i.
[5j] October Box 5j$ Enter the dollar amount from box 5j.
[5k] November Box 5k$ Enter the dollar amount from box 5k.
[5l] December Box 5l$ Enter the dollar amount from box 5l.
[6] State Box 6 Enter the information from box 6.
[7] State ID no. Box 7 Enter the information from box 7.
[8] State tax withheld Box 8$ Enter the dollar amount from box 8.

Form 1099-LS, Reportable Life Insurance Sale, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Amount paid to payment recipient Box 1$ Enter the dollar amount from box 1.
[2] Date of sale Box 2 Enter the date from box 2 in MMDDYY format.
Issuer’s name Below Box 2 Enter the contact name if present up to 75 alpha, numeric and special characters. Abbreviate if possible, to enter as much data as possible.
Acquirer’s name Acquirer’s Information Box Enter the information if present up to 75 alpha, numeric and special characters. Abbreviate if possible, to enter as much data as possible.
Acquirer’s address Acquirer’s Information Box Enter the information if present. Abbreviate if possible, to enter as much data as possible.
Acquirer’s city Acquirer’s Information Box Enter the information if present.
Acquirer’s state Acquirer’s Information Box Enter the information if present.
Acquirer’s country Acquirer’s Information Box Enter the information if present.
Acquirer’s ZIP Code Acquirer’s Information Box Enter the information if present.
Acquirer’s telephone Acquirer’s Information Box Enter the information if present.

Form 1099-LTC, Long-Term Care and Accelerated Death Benefits, Data Field Transaction Sheets

OE/DV Screen Prompt Description Instructions
[1]* Gross long-term care benefits Box 1$ Enter the dollar amount from box 1.
[2] Accelerated death benefits Box 2$ Enter the dollar amount from box 2.
[3] Check if Per diem Box 3 Enter "X" if the box is marked.
[3] Check it Reimbursed amount Box 3 Enter "X" if the box is marked.
INSURED’S TIN Right of box 3 Enter the information if present.
INSURED’S name Below box 3 Enter the information if present.
Street address Below INSURED’S name box Enter the information if present.
City Below Street address box Enter the information if present.
State Below Street address box Enter the information if present.
ZIP Below Street address box Enter the information if present.
[4] Qualified contract (optional) Box 4 Enter "X" if the box is marked.
[5] Check if applicable
Chronically ill
Box 5 Enter "X" if the Chronically ill box is marked. If more than one box is marked or you can’t determined which box is correct, leave all boxes blank.
[5] Check if applicable
Terminally ill
Box 5 Enter "X" if the Terminally ill box is marked. If more than one box is marked or you can’t determined which box is correct, leave all boxes blank.
Date certified Right of box 5 Enter the date in MMDDYY format.

Form 1099-MISC, Miscellaneous Information, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Rents Box 1$ Enter the dollar amount from box 1.
[2] Royalties Box 2$ Enter the dollar amount from box 2.
[3] Other Inc. Box 3$ Enter the dollar amount from box 3.
[4] Federal Inc. Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5] Fishing Boat Proceeds Box 5$ Enter the dollar amount from box 5.
[6] Medical Payments Box 6$ Enter the dollar amount from box 6.
[7]* Direct Sales of $5000 For Resale Box 7 Enter "X" if the box is marked.
[8] Substitute Payments Box 8$ Enter the dollar amount from box 8.
[9] Crop Insurance Proceeds Box 9$ Enter the dollar amount from box 9.
[10] Gross Proceeds Paid To An Attorney Box 10$ Enter the dollar amount from box 10.
[11] Fish purchased for resale Box 11$ Enter the dollar amount from box 11.
[12] Section 409A Deferrals Box 12$ Enter the dollar amount from box 12.
[13] FATCA filing Box 13 Enter "X" if the box is marked.
[14] Excess Golden Parachute Payments Box 14$ Enter the dollar amount from box 14.
[15] Nonqualified Deferred Compensation Box 15$ Enter the dollar amount from box 15.
[16] State tax wthld Box 16$ Enter the dollar amount from box 16.
[17] State/Pay no. Box 17 Enter the information from box 17.
[18] State income Box 18$ Enter the dollar amount from box 18.

Form 1099-NEC, Nonemployee Compensation, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Nonemployee Compensation Box 1$ Enter the dollar amount from box 1.
[2] Direct sales $5000 or more Box 2 Enter "X" if the box is marked.
[4] Federal Income Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5] State tax wthld Box 5$ Enter the dollar amount from box 5.
[6] State/Pay no. Box 6 Enter the information from box 6.
[7] State income Box 7$ Enter the information from box 7.

Form 1099-OID, Original Issue Discount, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Orig. Disc. For The Year Box 1$ Enter the dollar amount from box 1.
[2] Other Periodic Interest Box 2$ Enter the dollar amount from box 2.
[3] Withdrawal Penalty Box 3$ Enter the dollar amount from box 3.
[4] Fed. Income Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5] Market Discount Box 5$ Enter the dollar amount from box 5.
[6] Acquisition premium Box 6$ Enter the dollar amount from box 6.
[7] Description Box 7 Enter the description from box 7.
[8] Original Issue Discount on U.S. Treas. Obligations Box 8$ Enter the dollar amount from box 8.
FATCA filing FATCA filing requirement checkbox Enter "X" if the box is marked.
[9] Investment Expenses Box 9$ Enter the dollar amount from box 9.
[10] Bond Premium Box 10$ Enter the dollar amount from box 10.

Note:

Positive or negative money amounts valid.

[11] Tax-Exempt OID Box 11$ Enter the dollar amount from box 11.
[12] State Box 12 Enter the information from box 12.
[13] State ID no. Box 13 Enter the information from box 13.
[14] State tax withheld Box 14$ Enter the dollar amount from box 14.

Form 1099-PATR, Taxable Distributions Received From Cooperatives, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Patronage Dividends Box 1$ Enter the dollar amount from box 1.
[2] Nonpatronage Distributions Box 2$ Enter the dollar amount from box 2.
[3] Per-Unit Retain Allocation Box 3$ Enter the dollar amount from box 3.
[4] Fed. Income Tax Withheld Box 4$ Enter the dollar amount from box 4.
[5]* Redeemed Nonqualified Notices Box 5$ Enter the dollar amount from box 5.
[6] Section 199A(g) Deduct Box 6$ Enter the dollar amount from box 6.
[7] Qual. Paymnt. Sec. 199A(b)(7) Box 7$ Enter the dollar amount from box 7.
[8] Sec 199A(a) Qual. Items Box 8$ Enter the dollar amount from box 8.
[9] Sec 199A(a) SSTB Items Box 9$ Enter the dollar amount from box 9.
[10] Investment Credit Box 10$ Enter the dollar amount from box 10.
[11] Work Oppor. Credit Box 11$ Enter the dollar amount from box 11.
[12] Other Cred and Deduct. Box 12$ Enter the dollar amount from box 12.
[13] Specified Coop Box 13 Enter "X" if the box is marked.

Form 1099-Q, Payments From Qualified Education Programs (Under Section 529 and 530), Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Gross Distribution Box 1$ Enter the dollar amount from box 1.
[2] Earnings Box 2$ Enter the dollar amount from box 2.
[3] Basis Box 3$ Enter the dollar amount from box 3.
[4] Trustee-to-trustee rollover Box 4 Enter "X" if the box is marked.
[5] Check one:
Private
State
Coverdell ESA
Box 5 Enter "X" for the box that is marked.
If more than one box is marked or you cannot determine which box is correct, leave all boxes blank.
[6] Check if the recipient is not the designated beneficiary Box 6 Enter "X" if the box is marked.

Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts, etc., Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Gross Distribution Box 1$ Enter the dollar amount from box 1.
[2a] Taxable Amount Box 2a$ Enter the dollar amount from box 2a.
[2b] Taxable Amount Not Determined Box 2b
(Left Box)
Enter "X" if the box is marked.
[2b] Total Distribution Box 2b
(Right Box)
Enter "X" if the box is marked.
[3] Capital Gain Box 3$ Enter the dollar amount from box 3.
[4]* Federal Income Tax Box 4$ Enter the dollar amount from box 4.
[5] Employee Contributions Box 5$ Enter the dollar amount from box 5.
[6] Net Unreal. Box 6$ Enter the dollar amount from box 6.
[7a] Distribution Code(s) Box 7
(Left Box)
Enter the code(s) from box 7.

Note:

The valid codes are 1 through 9, A, B, C, D, E, F, G, H, J, K, L, M, N, P, Q, R, S, T, U, W, and blank.

[7b] IRA/SEP Box 7 (Right Box)
IRA/
SEP/
SIMPLE
Enter "X" if the box is marked.
[8] Other Amount Box 8a$
Left Box
Enter the dollar amount from box 8.
[8] Other % Box 8b
Right Box
Enter the information from box 8 if present.
[9a] Your percent. Box 9a Enter the information from box 9a if present.
[9b] Total empl cont Box 9b$ Enter the dollar amount from box 9b.
[10] Amount Allocable to IRR Box 10$ Enter the dollar amount from box 10.
[11] 1st Year of Roth Contrib. Box 11 Enter the year from box 11 in YY format.
[12] FATCA filing Box 12 Enter "X" if box is marked.
[13] Date of Payment Box 13 Enter the date in MMDDYY format.
Notes:
  • If MMDD is present but YY is missing, use the current year being processed.

  • If MMYY is present but DD is missing, use the last day of the month.

  • If only the YY is present or the YY is other than the current year being processed leave the field blank.

  • If two dates are present, enter the earliest date.

  • If the date cannot be determined from the entry leave the field blank.

[14] State tax wthld Box 14$ Enter the dollar amount from box 14.
[15] State/Pay no. Box 15 Enter the information from box 15.
[16] State distr Box 16$ Enter the dollar amount from box 16.
[17] Local tax withheld Box 17$ Enter the dollar amount from box 17.
[18] Name of locality Box 18 Enter the information from box 18.
[19] Local distr Box 19$ Enter the dollar amount from box 19.

Form 1099-S, Proceeds From Real Estate Transactions, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1] Date of Closing Box 1 Enter the date from box 1 in MMDDYY format.
Notes:
  • If MMDD is present but YY is missing, use the current year being processed.

  • If MMYY is present but DD is missing, use the last day of the month.

  • If only the YY is present or the YY is other than the current year being processed leave the field blank.

  • If two dates are present, enter the earliest date.

[2]* Gross Proceeds Box 2$ Enter the dollar amount from box 2.
[3] Address or Legal Description Box 3 Enter the description from box 3.
[4] Transferor Rec'd Property Box 4 Enter "X" if the box is marked.
[5] Foreign Person Box 5 Enter "X" if the box is marked.
[6] Buyer’s Part Of Real Estate Tax Box 6$ Enter the dollar amount from box 6.

Form 1099-SA, Distributions From an HSA, Archer, or Medicare Advantage MSA, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* ▸Gross distribution Box 1$ Enter the dollar amount from box 1.
[2] ▸Earnings on excess cont. Box 2$ Enter the dollar amount from box 2.
[3] Distribution code Box 3 Enter the number(s) from box 3.

Note:

4 and 6 cannot be used together.

[4] ▸FMV on date of death Box 4$ Enter the dollar amount from box 4.
[5] HSA Box 5
HSA
Enter "X" if box is marked.
[5] Archer MSA Box 5
Archer MSA
Enter "X" if box is marked.
[5] MA MSA Box 5
MA MSA
Enter "X" if box is marked.

Form 1099-SB, Seller’s Investment in Life Insurance Contract, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* ▸Investment in contract Box 1$ Enter the dollar amount from box 1.
[2] ▸Surrender amount Box 2$ Enter the dollar amount from box 2.
Issuer’s name Below Box 2 Enter the contact name if present up to 75 alpha, numeric and special characters. Abbreviate if possible, to enter as much data as possible.
Issuer’s address Below Box 2 Enter the information if present.
Issuer’s city Below Box 2 Enter the information if present.
Issuer’s state Below Box 2 Enter the information if present.
Issuer’s country Below Box 2 Enter the information if present.
Issuer’s ZIP Below Box 2 Enter the information if present.
Issuer’s telephone Below Box 2 Enter the information if present.

Form 3921, Exercise of an Incentive Stock Option Under Section 422(b), Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Date option granted Box 1 Enter the date from box 1 in MMDDYY format.
[2] Date option exercised Box 2 Enter the date from box 2 in MMDDYY format.
[3] ▸Exercised price / share Box 3$ Enter the dollar amount from box 3.
[4] ▸Fair market value / share Box 4$ Enter the dollar amount from box 4.
[5] No. of shares transferred Box 5 Enter the information from box. 5
[6] If other than TRANSFEROR, name Box 6 Enter the information from box 6.

Note:

Enter as many characters as possible up to 75.

[6] TRANSFEROR street address Box 6 Enter the information from box 6.

Note:

Enter as many characters as possible up to 35

[6] TRANSFEROR city Box 6 Enter the information from box 6.
[6] TRANSFEROR state Box 6 Enter the information from box 6.
[6] TRNASFEROR country Box 6 Enter the information from box 6.
[6] TRANSFEROR Tin Box 6 Enter the information from box 6.

Form 3922, Transfer of Stock Acquired Through an Employee Stock Purchase Plan Under Section 423(c), Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Date option granted Box 1 Enter the date from box 1 in MMDDYY format.
[2] Date option exercised Box 2 Enter the date from box 2 in MMDDYY format.
[3] Fair market value on grant date Box 3$ Enter the dollar amount from box 3.
[4] Fair market value on exercise date Box 4$ Enter the dollar amount from box 4.
[5] Exercise price / share Box 5$ Enter the dollar amount from box 5.
[6] No. of shares transferred Box 6 Enter the information from box 6.
[7] Date title transferred Box 7 Enter the date from box 7 in MMDDYY format.
[8] Excise price if date shown in box 1 Box 8$ Enter the dollar amount from box 8.

Form 5498, IRA Contribution Information, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* IRA contributions Box 1$ Enter the dollar amount from box 1.
[2] Rollover contributions Box 2$ Enter the dollar amount from box 2.
[3] Roth conv. amount Box 3$ Enter the dollar amount from box 3.
[4] Recharacterized contributions Box 4$ Enter the dollar amount from box 4.
[5] Fair market value Box 5$ Enter the dollar amount from box 5.
[6] Life insurance cost in box 1 Box 6$ Enter the dollar amount from box 6.
[7] Check for
IRA
SEP
SIMPLE
Roth IRA
Box 7 Enter "X" in any of the four boxes if marked.

Note:

Needs to be sight verified by operator.

[8] SEP Contributions Box 8$ Enter the dollar amount from box 8.

Caution:

Amount must be positive.

[9] SIMPLE Contributions Box 9$ Enter the dollar amount from box 9.

Caution:

Amount must be positive.

[10] Roth IRA Contributions Box 10$ Enter the dollar amount from box 10.
[11] Check if RMD for yypy Box 11 Enter "X" if the box is marked.

Note:

yypy = current processing year.

[12a] RMD date Box 12a Enter the date from box 12a.
[12b] RMD amount Box 12b$ Enter the dollar amount from box 12b.
[13a] Postponed contribution Box 13a$ Enter the dollar amount from box 13a.
[13b] Year Box 13b Enter the year from box 13b in YY format.
[13c] Code Box 13c Enter the code from box 13c. Prompted to sight verify - 1st two positions must be "PL" or "EO," followed by six numerics or "FD, PO, or SC" followed by blanks. Remove invalid entries.
[14a] Repayments Box 14a$ Enter the dollar amount from box 14a.
[14b] Code Box 14b Enter the two-character alpha code from box 14b.

Note:

The valid entries are QR, DD, BA, or blank.

[15a] FMV of certain specified assets Box 15a$ Enter the dollar amount from box 15a.
[15b] Code(s) Box 15b Enter the code from box 15b.

Form 5498-ESA, Coverdell ESA Contribution Information, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Coverdell ESA contributions Box 1$ Enter the dollar amount from box 1.
[2] Rollover contributions Box 2$ Enter the dollar amount from box 2.

Form 5498-SA, HSA, Archer MSA, or Medicare Advantage MSA Information, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Empl Archer MSA contributions Box 1$ Enter the dollar amount from box 1.
[2] Total contributions Box 2$ Enter the dollar amount from box 2.
[3] Total HSA or Archer contributions Box 3$ Enter the dollar amount from box 3.
[4] Rollover contributions Box 4$ Enter the dollar amount from box 4.
[5] Fair market value Box 5$ Enter the dollar amount from box 5.
[6] HSA Box 6
HSA
Archer MSA
MA MSA
Enter "X" if box is marked.

Form W-2G, Certain Gambling Winnings, Data Field Transcription Sheet

OE/DV Screen Prompt Description Instructions
[1]* Reportable winnings Box 1$ Enter the dollar amount from box 1.
[2] Date won Box 2 Enter the date from box 2 in MMDDYY format.
[3] Type of wager Box 3 Enter the information from box 3. Valid characters are 1-9 or blank.
[4] Federal income tax withheld Box 4$ Enter the dollar amount from box 4.
[5] Transaction Box 5 Enter the information from box 5.
[6] Race Box 6 Enter the information from box 6.
[7] Winnings from identical wagers Box 7$ Enter the dollar amount from box 7.
[8] Cashier Box 8 Enter the information from box 8.
[9] Winner’s taxpayer ID num. Box 9 Enter the information from box 9.
[10] Window Box 10 Enter the information from box 10.
[11] First identification Box 11 Enter the information from box 11.
[12] Second identification Box 12 Enter the information from box 12.
[13] State/Payer’s ID num Box 13 Enter the information from box 13.
[14] State winnings Box 14 Enter the dollar amount from box 14.
[15] State income tax withheld Box 15 Enter the dollar amount from box 15.
[16] Local winnings Box 16 Enter the dollar amount from box 16.
[17] Local income tax withheld Box 17 Enter the dollar amount from box 17.
[18] Name of locality Box 18 Enter the information from box 18.

Valid Characters

Note:

No other characters are to be entered even if they appear on the form.

OE/DV Screen Prompt Valid Characters
Payer/Payee First Name Line
  1. Alphas (A through Z)

  2. Numerics (0 through 9)

  3. Hyphen (-)

  4. Blank/Space

  5. Ampersand (&)

  6. Maximum 75 characters

Payer/Payee Second Name Line
  1. Alphas (A through Z)

  2. Numerics (0 through 9)

  3. Hyphen (-)

  4. Blank/Space

  5. Ampersand (&)

  6. Percent sign (%)

  7. Maximum 75 characters

Address Line
  1. Alphas (A through Z)

  2. Numerics (0 through 9)

  3. Hyphen (-)

  4. If blank, enter "Z"

  5. Slash (/)

  6. Asterisk (*) only valid in first position for PO Box

  7. Space

  8. Maximum 35 characters

City Line
  1. Alphas (A through Z)

  2. If blank, enter "ZZZ"

  3. Space

    Note:

    Space for all special characters in the city/state line with exception of an apostrophe. Never enter two consecutive spaces and leave no space for the apostrophe.

  4. Maximum 22 characters

State Line
  1. Alphas (A through Z)

  2. Period (.) in the first position for foreign address only

    Note:

    Never enter a foreign address for the payer

  3. Blank/Space

  4. Maximum 2 characters

ZIP Code
  1. Numerics (0-9)

  2. Space

  3. Maximum five numerics or nine numerics

Reminder:

The ZIP Code must be consistent with the ZIP tables list in Exhibit 1, 2, 3, and 4.

Account Number
  1. Alphas (A-Z)

  2. Numerics (0-9)

  3. Blank/Space

  4. Maximum 30 characters

2nd TIN Notification
  1. Alpha "X"

  2. Blank

Unit Production Log Input Batch/Block Tracking System (BBTS)

SCRIPS Report Number Report Name Applicable Function/Program Number Use for BBTS Input of Receipts (Yes or No) Use for BBTS Input of Production Records (Yes or No)
IPS0083 Work Station Operator Statistics Program and Function Summary Report 460-44340, 470-44340, 480-44340 Yes Yes
IPS01119 Run Balance Report 450-44340 No Yes
IPS01119 Run Balance Report 500-44340 No Yes
IPS06440 Throughput Statistics Report 450-44340 Yes (minus the previous days Data records Deleted) No