1. Make 1099 Processing Easier with TIN Matching
6/18/2018 1:12 AM
Make 1099 Processing Easier with TIN Matching
Tom Weaver
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. Session Agenda Register for IRS e-services
Choose a solution for record keeping
Run the matching process on a weekly basis

3. Meet Your Presenter Tom Weaver, Financial Systems Manager
GPUG Member for 9 years!
Favorite benefit: Webinars galore!
GPUG Board Member for 5 years
GPUG Chapter Leader (Albany, NY) for 4 years
28 years in Higher Education

4. Why wait until year end? IRS Website (www.irs.gov)
6/18/2018 1:12 AM
Why wait until year end?
IRS Website (
Register for e-services
Asks for personal information! SSN, DOB and AGI
Mailed confirmation code
Reporting Central’s 1099 Validator Product
You’ll need a solution to facilitate processing
Greenshades’ Downloadmyform.com
Vendor Identity Verification
Should just be a formality at this point
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

5. Avoid penalties Approximately $100 per mismatch
6/18/2018 1:12 AM
Avoid penalties
Approximately $100 per mismatch
Aggressive late fees based upon graduated tiers
IRS Tax Notice 972G proposed penalties of $100 for each tax document sent to the IRS with missing or incorrect TINs. The maximum penalty can reach $1,500,000 per year or $500,000 for organizations with average annual gross receipts of $5 million or less.
© 2016 Dynamic Communities. All rights reserved

6. 6/18/2018 1:12 AM
Higher Education
1098-T
Unfortunately, unlike other information return filers such as banks or employers who use IRS-approved TIN matching services to verify TINs reported on tax documents, colleges and universities are not permitted to use the Social Security Administration's TIN matching service to validate TINs reported on 1098-T’s.
© 2016 Dynamic Communities. All rights reserved

7. The Validator 1099 Reporting Central 6/18/2018 1:12 AM
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

8. The Validator 1099

9. Setup folder locations

10. Query and create the file

11. Export the file
Strip all punctuation! Open the file in notepad:

12. 6/18/2018 1:12 AM
The IRS website
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

13. IRS login/registration

14. Who are you representing?

15. Terms of agreement

16. Which session?

17. Bulk

18. Bulk tracking number

19. NOTIFICATION

20. IRS MAILBOX

21. DOWNLOAD RESULTING FILE

22. Interactive

23. 6/18/2018 1:12 AM
Analyze Results
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

24. IMPORT RESULTS

25. DID THEY MATCH?
Notify your team via !

26. ISSUE LIST

27. 6/18/2018 1:12 AM
Talking Points
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

28. DISCUSSION
Are you paying vendors without a W-9 on file? If so, why????
Is someone validating the work of your data entry personnel?
Have you noticed if any vendors changed their business name and TIN during the year?

29. REMINDER FROM PUB 2108-A (prevent phishing)
TIN Matching disabled after five attempts for 96 hours if:
Same TIN with various names or same name with various TINS
TIN repeated (five times) within a 24 hour period
First 5 positions of TIN are duplicated

30. Deadlines January 1st January 31st March 31st
Calendar End of Year Close
January 31st
Send Copy B and Copy 2 of 1099-MISC to recipients
Is the TIN masked? XXXX
1/31/16 was a Sunday, therefore February 1, 2016
March 31st
Electronic Filing with the IRS

31. DownloadMyForm.com Greenshades Software 6/18/2018 1:12 AM
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

32. Don’t wait until the end of the year!

34. Contact Info
Tom Weaver, Excelsior College
Gianmarco Salzano, Reporting Central
Molly Van Kampen, Greenshades

35. Thank you for attending this session!
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36. 6/18/2018 1:12 AM
© 2016 Dynamic Communities. All rights reserved. DYNAMIC COMMUNITIES MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.