CK99 - FILEINFO

Define the Organization Creating the 1099s
This required common code is used to define information about the organization creating the 1099s. It is also used to define the filing method, tax year, and electronic file format.
Code Category: CK99
Code Value: FILEINFO
Short Description: Not required.
Medium Description: The first character designates the method of filing as follows:
F File & Paper
P Paper Only
The second character designates the paper size:
RRegular letter size
ZPressure seal, Z-fold template
Long Description: Not used.
Associated Numeric Values
1: Set to the tax year being reported (e.g., 2006). Displayed as 2,006.00000.
2: Designates the LDEV number for the tape. Used only when the method of filing is tape. Displayed as 7.00000.
3: Density used when creating the tape. Used only when the method of filing is tape. Either 1600 or 6250 are valid. Displayed as 1,600.00000 and 6,250.00000.
4: Not used for any functions
5: Payer's State's Minimum Exclusion amount. If a state is a "Participating State in the combined federal / state filing program," then the amount entered will be compared to what the IRS documents as the minimum exclusion amount for that state. If the amounts differ, then a warning will be displayed when 1099s are processed. If your state does not require filing of the 1099-MISC forms, then enter a "-1.00000" into this field. If your state is the same as federal, enter the federal amount ("600.00000"); otherwise enter the state's amount. If it is desired that a 1099 be cut no matter what the amount of payments, enter "1.00000."
Associated Codes
1: The four-character Payer Name Control code assigned by the IRS, taken from the mail label on the 1099 package sent by the IRS. The code entered must be left justified. Only used if the paper method is not designated.
2: Enter the PEID for your organization. Choose which address and phone number to use by defining the Address Type Code within Associated Codes 3 and/or 4 (see #3 & 4 below).
3: Enter the Address code for your organization's PEID record which contains the address and phone number to print in the payer box of the 1099.
Note- The 1099 process will then take the name and address to put in the Payer's name field of the 1099 from the PE database. It will also take the first phone number entered for the address code for the PEID to print in the Payer's name field.
Note that the Address Type code(s) loaded within this field need to be valid within the PE record (PEUPPE). For example, if the Phone number is defined with Address Type code of PH and this common code says use Address Type code PR, then the phone will not print. Refer to the Address Hierarchy settings to efficiently manage which address and phone number to display within the applicable forms.
4: Add the preferred Address Type code or series of Address Type codes that indicate the order of the address types to be retrieved from the person / entity database. A series would follow a similar format of that used within NU Common codes for address hierarchies (i.e., Code Category / Value of XXAH / Address)
However, the address hierarchy defined here will be overridden by a PE's preferred address code that may be defined within the PE's record within the PE Information (PEUPPE) page, Vendor tab, 1099 section within the field titled "1099 Addr."
Also note that the Address Type codes loaded within this field need to be valid within the PE record (PEUPPE). For example, if the Phone number is defined with Address Type code of PH and this common code says use Address Type code PR, then the phone will not print. Refer to the Address Hierarchy settings to efficiently manage which address and phone number to display within the applicable forms.
5: Enter the two-character postal abbreviation code of the payer. All fifty states and nine special areas are supported. The nine special areas are:
AS American Samoa
DC District of Columbia
FM Federated States of Micronesia
GU Guam
MH Marshall Islands
MP Mariana Islands
PA Palau
PR Puerto Rico
VI Virgin Islands
FOREIGN is used to designate a foreign Payer.
In addition, if the state is a participating state and the Payer is participating in the COMBINED Federal / State program, then the next characters after the State abbreviation MUST be the word "COMBO."
Note-Before deciding to become a participant in the combined federal / state program, the Payer must submit a TEST file. Please refer to the 1099 Fact Sheet that corresponds to the year for which 1099s are to be run.
Associated Descriptions
1: The Payer's Federal Tax Identification Number (TIN). It is also known as the Payer's Federal Employer Identification Number (EIN). Enter in the form of ##-#######.
2: This field contains how the filename is created by BusinessPLUS for 1099s when running CK99CC / BK99CC or CK99RP / BK99RP. If the field is blank, the file format is: IRSTAXyy (file method is file or tape). If the field is "LEDGER," the file format is: IxxTAXyy (file method file or tape). Note- xx = two-character ledger code; yy=2 digit year; ### =sequence number.
3-4: Not required.
5: The Payer's State Tax Identification Number. This should be formatted as the state specifies and may contain up to 12 characters.