NC CD-ROM Media Specifications for 1099 Reporting

Transcription

1 Form DP-40 (Rev ) North Carolina Department of Revenue P. O. Box Raleigh, NC (877) toll-free NC CD-ROM Media Specifications for 1099 Reporting Submit all information returns to North Carolina, whether NC income tax has been withheld or not withheld for the following forms : 1099-R Distributions from Pensions, Annuities, Retirement or Profit-sharing, etc MISC Miscellaneous Income 1099-G Certain Government Payments NC-1099PS Personal Services Income Paid to a Nonresident (treat as 1099-MISC return) NC-1099-ITIN Compensation Paid to an ITIN Contractor (treat as 1099-MISC return) Form W-2G Certain Gambling Winnings (NC Lottery Commission only) Reports submitted on CD-ROM media must meet the requirements for filing Federal 1099 information as specified in Internal Revenue Service Publication Although North Carolina participates in the IRS Combined Federal/State Filing Program, returns which report NC income tax withheld must be filed directly with the North Carolina Department of Revenue. If you choose to submit a printed report in lieu of CD-ROM media, please refer to the specifications in the NC-57, Filing a Computer Printout of North Carolina Withholding Information posted on the department's website at 1. Submissions of 1099/W2G data using these specifications must meet the following requirements for North Carolina: CD-ROM No Encrypted Media or Password Protected Character set -- ASCII-1 Record Length bytes (fixed), blank or zero fill unused fields to ensure length of 750 Record delimiters -- carriage return and line feed. If CR/LF is not used then positions must be blank. File name IRSTAX in the root directory. If file requires multiple CDs, name these IRSTAX_001, IRSTAX_002, etc. File only 1 company per volume. The file may be compressed using WINZIP or PKZIP. The compressed file may be named anything but must have.zip suffix. However, when the file is unzipped the resulting file name must be IRSTAX. 2. External label: a. Name and address of sender, tax year, and type of information being reported (e.g ) b. Name and telephone number of contact person 1

2 c. If file is on more than one CD, each must be numbered in order, beginning at one. Note if file is zipped. 3. Refer to IRS Publication 1220 and create the file as follows: Transmitter T Record Location Field Length Specification 1 Record Type 1 T 2-5 Payment Year 4 YYYY Transmitter s TIN Test File Indicator 1 Enter T if Test Data, otherwise leave blank Transmitter Name 40 Alpha Numeric Transmitter Name 40 Left Justify Company Name Company Name Address City State 2 Postal Abbreviation Zip code 9 Zip Contact Name Contact Phone Number & Ext Contact Record Sequence Vendor Indicator 1 V Vendor I In-house Vendor Name Vendor Mailing Address Vendor City Vendor State Vendor Zip Code Vendor Contact Name Vendor Contact Phone & Ext 15 Payer A Record Location Field Length Specification 1 Record Type 1 A 2-5 Payment Year 4 YYYY Combined Federal/State Filer 1 1 if participating, blank if not Payer s Taxpayer Id. Number (TIN) 9 Federal EIN/TIN, Type of Return 2 Left-justify, blank fill A 1099-MISC, NC-1099PS or NC-1099-ITIN R W Form W-2G F 1099-G 2

3 28-43 Amount Codes 16 Pub 1220 or 7 for NC-1099PS or NC-1099-ITIN First Payer Name Line Second Payer Name Line Transfer Agent Indicator 1 1 = yes, 0 (zero) = no Payer Shipping Address Payer City Payer State Payer Zip Code 9 left-justify, blank fill Blank or CR/LF 2 Payee B Record 1 Record Type 1 B 2-5 Payment Year 4 YYYY Corrected Return Indicator 1 G - 1st Correction C 2 nd Correction Blank for Original Return Note: C, G, and non-coded records must be reported using a separate Payer A Record 11 Type of TIN Payee s TIN Payment Amount 1 12 Unemployment Compensation (1099-G) Rents (1099-MISC) Gross Distribution (1099-R) Gross Winnings (Form W-2G) Payment Amount 2 12 State or Local Income Tax Refunds, credits, or Offsets (1099-G) Royalties (1099-MISC) Taxable Amount (1099-R) Payment Amount 3 12 Other Income (1099-MISC) Capital Gain (1099-R) Payment Amount 4 12 Federal Income Tax Withheld (1099-G, 1099-MISC and 1099-R) Payment Amount 5 12 Reemployment Trade Adjustment Assistance (RTAA) programs (1099-G) Fishing Boat Proceeds (1099-MISC) Employee Contributions (1099-R) Payment Amount 6 12 Taxable Grants (1099-G) Medical and Health Care Premiums (1099-MISC) Net Unrealized Appreciation (1099-R) Payment Amount 7 12 Agriculture Payments (1099-G) Nonemployee Compensation (1099_MISC) Gross Income Paid for Personal Services in North Carolina (NC-1099PS) Gross Income Paid for Personal Services in North Carolina (NC-1099-ITIN) Payment Amount

4 Substitute Payments (1099-MISC) Other (1099-R) Payment Amount 9 12 Market Gain (1099-G) Fill with zeroes (1099_MISC) Total Employee Contributions (1099-R) Payment Amount A 12 Crop Insurance Proceeds (1099-MISC) Traditional IRA/SEP/SIMPLE Distribution ( R) Payment Amount B 12 Excess Golden Parachute Payments (1099-MISC) Payment Amount C 12 Gross Proceeds Paid to Attorney (1099-MISC) Payment Amount D 12 Section 409A Deferrals (1099-MISC) Payment Amount E 12 Section 409A Income (1099-MISC) Payment Amount F 12 November Payments (1099-K) Exempt Interest Dividends (1099-DIV) Payment Amount G 12 December Payments (1099-K) Specified Private Activity Bond Interest Dividends (1099-DIV) First Payee Name Line Second Payee Name Line Payee Mailing Address Payee City Payee State Payee ZIP Code 9 left-justify, blank fill Distribution Code (1099-R only) 2 Enter the appropriate Distribution Codes as required in Pub for 1099-R only NC Personal Services (NC1099PS) 2 PS NC-1099PS NC Personal Services (NC-1099-ITIN) IT NC-1099-ITIN State Withholding Account Number Vested (1099R-NC Dept of State Treasurer) 1 V ONLY for NC Dept of State Treasurer State Income Tax Withheld Combined Federal/State Code 2 blank if not participating, 37 for NC Blank or CR/LF 2 Records and fields not specifically mentioned may be considered optional. (Record length must be 750). 4. Alphanumeric fields should be left justified and blank filled. Amount fields are right-justified, zero-filled, dollars and cents, decimal implied. 4

5 5. Multiple payers/companies may be filed on a volume. A single completed Form NC-3 Annual Withholding Reconciliation must be included in the package for each payer. 6. Amount fields (Payment Amounts 1-9 and A-E plus State Income Tax Withheld) are required. Where dollar amounts are zero, enter zeros. Blanks are not a valid entry. 7. The filing deadline for this information is January 31, If the CD-ROM is unable to be processed, the contact person will be contacted to re-submit the data. 9. While it is necessary to sign up to use electronic submission for IRS reporting, it is not necessary for NC reporting. 5