2003 Tax Help Archives  
General Instructions for Forms 1099, 1098, 5498, & W-2G 2003 Tax Year

General Instructions for Forms 1099, 1098, 5498, and W-2G - Introductory Material

This is archived information that pertains only to the 2003 Tax Year. If you
are looking for information for the current tax year, go to the Tax Prep Help Area.

This image is too large to be displayed in the current screen.
Please click the link to view the image.

Filing Corrected Returns on Paper Forms

What's New for 2003

Tip

See the specific form instructions for more information on the changes listed below.

Except as otherwise noted, the following changes are the result of the Jobs and Growth Tax Relief Reconciliation Act of 2003 (JGTRRA).

Extension of time to file information returns.   Under Temporary Regulations section 1.6081-8T, effective for returns due after June 11, 2003, the requirements to request a 30-day extension of time to file information returns have changed. See Extension under Part B on page GEN-7.

Regular gambling withholding.   The regular gambling withholding rate will be 25% (33.33% for certain noncash payments) for reportable payments.

Backup withholding.   The backup withholding rate will be 28% for reportable payments.

Form 1099-B.   JGTRRA reduced capital gains rates on distributions effective for transactions after May 5, 2003. Brokers and others report the profit or (loss) on regulated futures or foreign currency contracts in new boxes 6b and 9b of Form 1099-B. Form 1099-B has been reformatted to two forms per page to allow for the additional reporting.

  Revenue Procedure 2002-50, 2002-29 I.R.B. 173, provides an exception from reporting by brokers on Form 1099-B for the sale of certain stock that was obtained from the exercise of a stock option and sold by the broker on the same day.

Form 1099-DIV.    Because JGTRRA reduced the capital gains rates to 15% or 5% for certain individuals, the 2003 Form 1099-DIV, Dividends and Distributions, has been revised. Form 1099-DIV was reformatted to two forms per page to allow reporting of qualified dividends and capital gain distributions at the new rates. The new boxes and their titles are as follows:
  • Box 1a - Total ordinary dividends
  • Box 1b - Qualified dividends
  • Box 2a - Total capital gain distr.
  • Box 2b - Post-May 5 capital gain distr.
  • Box 2c - Qualified 5-year gain
  • Box 2d - Unrecap. Sec. 1250 gain
  • Box 2e - Section 1202 gain
  • Box 2f - Collectibles (28%) rate gain
  • Box 3 - Nontaxable distributions
  • Box 4 - Federal income tax withheld
  • Box 5 - Investment expenses
  • Box 6 - Foreign tax paid
  • Box 7 - Foreign country or U. S. possession
  • Box 8 - Cash liquidation distributions
  • Box 9 - Noncash liquidation distributions

Form 1099-MISC.   For 2003, the exemption from reporting substitute payments in lieu of dividends or interest of at least $10 that are received by a broker for an individual has been eliminated.

Forms 1098-E and 1098-T.   The following changes have been made.

Form 1098-T.   Final Regulations section 1.6050S-1 issued in December 2002 describes the reporting rules for completing Form 1098-T for 2003. The reporting under the prior optional instructions and the final regulations is the same except as noted below.

  Changes to the reporting rules include:
  • No reporting is required for courses for which no academic credit is offered by the institution. This is true even if the student is enrolled in a degree program.
  • No reporting is required for formal billing arrangements between an institution and a government entity, as well as arrangements between an institution and an employer.
  • An insurer must file Form 1098-T for each individual to whom reimbursements or refunds of qualified tuition and related expenses were made in 2003.
  • An institution or insurer, in addition to its name, address, and phone number, may also include information on a third party service provider.

Magnetic media/electronic reporting.    For Forms 1098-E and 1098-T filed after December 31, 2003, you are required to file magnetically or electronically if filing 250 or more returns. See Magnetic Media/Electronic Reporting on page GEN-5 for more information.

Penalties.   For Forms 1098-E and 1098-T filed after December 31, 2003, penalties may be imposed for failure to file or failure to furnish correct forms. However, under certain circumstances, the penalties may be waived. See page GEN-4 for more information.

Form 1099-C.   The instructions for who must file Form 1099-C were changed to add the rules described in proposed regulations under section 6050P issued in June 2002. You may, but are not required to, follow the proposed regulations when preparing Form 1099-C for 2003. No penalties will be imposed on any organization until these regulations become final.

New Form 1099-CAP, Changes in Corporate Control and Capital Structure.   Temporary Regulations section 1.6043-4T(b) requires a corporation to file Form 1099-CAP if control of the corporation was acquired or it underwent a substantial change in capital structure. In addition, Regulations section 1.6045-3T requires brokers, who as record holder of stock receive Form 1099-CAP from a corporation reporting under Regulations section 1.6043-4T, to file Form 1099-CAP with the IRS and actual owners.

New Form 1099-H, Health Insurance Advance Payments.   
Caution

  At the time these instructions went to print, Form 1099-H had not been released for print.

  The Trade Act of 2002 created a new refundable credit to pay 65% of the eligible health insurance costs of eligible recipients of trade adjustment assistance (TAA), alternative TAA, and Pension Benefit Guaranty Corporation (PBGC) pensions.

  The Trade Act of 2002 also provides that, beginning August 1, 2003, eligible TAAs, alternative TAAs, and PBGC pension recipients may receive advance payment of health insurance premiums. Advance payments will be made directly to the recipients' health insurance providers under a program established by the Department of the Treasury. These advance payments will reduce the amount of the credit determined on Form 8885, Health Insurance Credit for Eligible Recipients. Form 1099-H is filed to report these advance payments to the IRS and eligible recipients.

Form 1099-Q.   Form 1099-Q has been re-titled “Payments From Qualified Education Programs (Under Sections 529 and 530).” Any distribution or rollover made from a Coverdell ESA will be reported on Form 1099-Q, not Form 1099-R.

Form 5498.    Box 11 is used to designate the year in which a required minimum distribution (RMD) is to be made. On the 2003 Form 5498, check the box if the participant must take an RMD in 2004. On Form 5498, or in a separate statement, report the required information.

  The Arabian Peninsula has been added to the list of designated combat zones under the special reporting rules for the U.S. Armed Forces.

New Form 5498-ESA, Coverdell ESA Contribution Information.   Report Coverdell ESA contributions on new Form 5498-ESA, not Form 5498. You must furnish Copy B (Form 5498-ESA) to the beneficiary for any calendar year by April 30 of the following year. File Copy A with the IRS by May 31 of the following year.

Form 1099-R.   The following changes have been made:
  • For Coverdell ESA distributions and contributions made in 2003 do not use Form 1099-R. Instead, report Coverdell ESA distributions on Form 1099-Q, Payments From Qualified Education Programs (Under Sections 529 and 530); report contributions on new Form 5498-ESA, Coverdell ESA Contribution Information.
  • Reference to deemed IRAs (section 408(q)) has been added. See IRA Distributions.
  • Cost of current life insurance protection. Notice 2002-8, 2002-4 I.R.B. 398, provides interim guidance for the valuation of current life insurance protection. Use of PS 58 rates has limited use after 2001. References to “PS 58 costs” have been replaced by “cost of current life insurance protection” in the instructions.
  • The Guide to Distribution Codes has been revised as follows:

    1. Code G has been re-titled Direct rollover. Use Code G for a direct rollover from one qualified retirement plan to another.
    2. Code H has been deleted. Under the Economic Growth and Tax Relief Reconciliation Act of 2001, sections 641 and 642 allow rollovers from qualified retirement plans, section 403(b) annuities, and governmental section 457(b) plans to any such plans or arrangements; IRAs (except for required minimum distributions) can be rolled into an eligible retirement plan.
    3. Code J has been revised. Use Code J for early distribution from a Roth IRA, no known exception.
    4. Code M has been deleted.
    5. Code Q has been added. Use Code Q for qualified Roth IRA distributions.

Items You Should Note

Photographs of Missing Children

The Internal Revenue Service is a proud partner with the National Center for Missing and Exploited Children. Photographs of missing children selected by the Center may appear in instructions on pages that would otherwise be blank. You can help bring these children home by looking at the photographs and calling 1-800-THE-LOST (1-800-843-5678) if you recognize a child.

Available Products

In addition to these general instructions, which contain general information concerning Forms 1099, 1098, 5498, and W-2G, we provide specific form instructions as separate products. Get the instructions you need for completing a specific form from the following list of separate instructions:

  • Instructions for Forms W-2G and 5754
  • Instructions for Form 1098
  • Instructions for Forms 1098-E and 1098-T
  • Instructions for Forms 1099-A and 1099-C
  • Instructions for Form 1099-B
  • Instructions for Form 1099-CAP
  • Instructions for Form 1099-DIV
  • Instructions for Form 1099-G
  • Instructions for Form 1099-H
  • Instructions for Forms 1099-INT and 1099-OID
  • Instructions for Form 1099-LTC
  • Instructions for Form 1099-MISC
  • Instructions for Forms 1099-MSA and 5498-MSA
  • Instructions for Form 1099-PATR
  • Instructions for Form 1099-Q
  • Instructions for Forms 1099-R and 5498
  • Instructions for Form 1099-S
  • Instructions for Form 5498-ESA

If you prefer to have all the specific and general instructions in one booklet, the 2003 Instructions for Forms 1099, 1098, 5498, and W-2G is also available. See How To Get Forms and Publications on page GEN-3.

Reporting Backup Withholding on Forms 1099 and W-2G

If you backup withhold on a payment, you must file the appropriate Form 1099 or Form W-2G with the IRS and furnish a statement to the recipient to report the amount of the payment and the amount withheld. This applies even though the amount of the payment may be below the normal threshold for filing Form 1099 or Form W-2G. See Backup Withholding on page GEN-3.

Form 945. Withholding Tax Return

Report backup withholding, voluntary withholding on certain government payments, and withholding from gambling winnings, pensions, annuities, IRAs, military retirement, and Indian gaming profits on Form 945, Annual Return of Withheld Federal Income Tax. Generally, file Form 945 for 2003 by January 31, 2004. Any income tax withholding reported on Form W-2, Wage and Tax Statement, including withholding on distributions to plan participants from nonqualified plans, must be reported on Form 941, Employer's Quarterly Federal Tax Return. For more information, including the deposit requirements for Form 945, see the separate Instructions for Form 945 and Circular E, Employer's Tax Guide (Pub. 15).

Use Form 1096 To Send Forms to the IRS

You must send Copies A of all paper Forms 1099, 1098, 5498, and W-2G to the IRS with Form 1096, Annual Summary and Transmittal of U.S. Information Returns. Instructions for completing Form 1096 are contained on Form 1096. Also see part D on page GEN-8.

Substitute Statements to Recipients

If you are using a substitute form to furnish statements to recipients (generally Copy B), be sure your substitute statements comply with the rules in Pub. 1179, General Rules and Specifications for Substitute Forms 1096, 1098, 1099, 5498, and W-2G (and 1042-S). Pub. 1179, which is revised annually, explains the requirements for format and content of substitute statements to recipients. If you are using a substitute form to furnish information to recipients, it must comply with the requirements in Pub. 1179.

Caution

All substitute statements to recipients must contain the tax year, form number, and form name prominently displayed together in one area of the statement. For example, they could be shown in the upper right part of the statement.

Guide to Information Returns

See the chart on pages GEN-16 and GEN-17 for a brief summary of information return reporting rules.

Taxpayer Identification Number (TIN) Matching

TIN Matching allows a payer or authorized agent who is required to file Forms 1099-B, DIV, INT, MISC, OID, and/or PATR, which report income subject to backup withholding, to match TIN and name combinations with IRS records before submitting the forms to the IRS. TIN Matching is one of the e-services products that will be offered beginning in 2003, and will be accessible through the IRS website, www.irs.gov. It is anticipated payers who validate the TIN and name combinations before filing information returns will receive fewer backup withholding (CP2100) “B” notices and penalty notices.

Need Help?

Information Reporting Call Site

If you have questions about reporting on Forms 1096, 1098, 1099, 5498, W-2, W-2G, and W-3, you may call a toll-free number, 1-866-455-7438. You may still use the original telephone number, 304-263-8700 (not toll free). For TTY/TDD equipment, call 304-267-3367 (not toll free). The call site can also be reached by email at mccirp@irs.gov. The hours of operation for the call site are Monday through Friday from 8:30 a.m. to 4:30 p.m., Eastern time.

For other tax information related to business returns or accounts, call 1-800-829-4933; for TTY/TDD equipment, call 1-800-829-4059.

Internal Revenue Bulletin

The Internal Revenue Bulletin (IRB), published weekly, contains newly issued regulations, notices, announcements, legislation, court decisions, and other items of general interest. You may find this publication useful to keep you up to date with current developments. See How To Get Forms and Publications below.

Unresolved Tax Issues

If you have attempted to deal with an IRS problem unsuccessfully, you should contact the Taxpayer Advocate. The Taxpayer Advocate independently represents your interests and concerns within the IRS by protecting your rights and resolving problems that have not been fixed through normal channels.

While Taxpayer Advocates cannot change the tax law or make a technical decision, they can clear up problems that resulted from previous contacts and ensure that your case is given a complete and impartial review.

Your assigned personal advocate will listen to your point of view and will work with you to address your concerns. You can expect the advocate to provide:

  • A “fresh look” at a new or on-going problem.
  • Timely acknowledgement.
  • The name and phone number of the individual assigned to your case.
  • Updates on progress.
  • Timeframes for action.
  • Speedy resolution.
  • Courteous service.

When contacting the Taxpayer Advocate, you should provide the following information:

  • Your name, address, and employer identification number (EIN).
  • The name and telephone number of an authorized contact person and the hours he or she can be reached.
  • The type of tax return and year(s).
  • A detailed description of the problem.
  • Previous attempts to solve the problem and the office that had been contacted.
  • A description of the hardship you are facing (if applicable).

You may contact a Taxpayer Advocate by calling a toll-free number, 1-877-777-4778. Persons who have access to TTY/TDD equipment may call 1-800-829-4059 and ask for Taxpayer Advocate assistance. If you prefer, you may call, write, or fax the Taxpayer Advocate office in your area. See Pub. 1546, The Taxpayer Advocate Service of the IRS, for a list of addresses and fax numbers.

How To Get Forms and Publications

Caution

Because the IRS processes paper forms by machine (optical character recognition equipment), you cannot file with the IRS Form 1096 or Copy A of Forms 1098, 1099, or 5498 that you print from the IRS website or the CD-ROM.

Personal computer.   You can access the IRS website 24 hours a day, 7 days a week, at www.irs.gov to:

  
  • Access commercial tax preparation and e-file services.
  • Download forms, instructions, and publications.
  • Order IRS products on-line.
  • See answers to frequently asked tax questions.
  • Search publications on-line by topic or keyword.
  • Send us comments or request help by email.
  • Sign up to receive local and national tax news by email.

  You can also reach us using File Transfer Protocol at ftp.irs.gov.

CD-ROM.   Order Pub. 1796, Federal Tax Products on CD-ROM, and get:
  • Current year forms, instructions, and publications.
  • Prior year forms, instructions, and publications.
  • Frequently requested tax forms that may be filled in electronically, printed out for submission, and saved for recordkeeping.
  • The Internal Revenue Bulletin.

  Buy the CD-ROM on the Internet at www.irs.gov/cdorders from the National Technical Information Service (NTIS) for $22 (no handling fee) or call 1-877-CDFORMS (1-877-233-6767) toll free to buy the CD-ROM for $22 (plus a $5 handling fee).

By phone and in person.   You can order forms and publications 24 hours a day, 7 days a week, by calling 1-800-TAX-FORM (1-800-829-3676). You can also get most forms and publications at many IRS offices, post offices, and libraries.

Backup Withholding

Interest, dividends, rents, royalties, commissions, nonemployee compensation, and certain other payments (including broker and barter exchange transactions, reportable gross proceeds paid to attorneys, and certain payments made by fishing boat operators) may be subject to backup withholding at a 28% rate. To be subject to backup withholding, a payment must be a reportable interest or dividend payment under section 6049(a), 6042(a), or 6044 (if the patronage dividend is paid in money or qualified check), or an “other” reportable payment under section 6041, 6041A(a), 6043(c), 6045, 6050A, or 6050N. If the payment is one of these reportable payments, backup withholding will apply if:

  1. The payee fails to furnish his or her taxpayer identification number (TIN) to you,
  2. For interest, dividend, and broker and barter exchange accounts opened or instruments acquired after 1983, the payee fails to certify, under penalties of perjury, that the TIN provided is correct,
  3. The IRS notifies you to impose backup withholding because the payee furnished an incorrect TIN (“B” notice),
  4. For interest and dividend accounts or instruments, you are notified that the payee is subject to backup withholding (under section 3406(a)(1)(C), “C” notice), or
  5. For interest and dividend accounts opened or instruments acquired after 1983, the payee fails to certify to you, under penalties of perjury, that he or she is not subject to backup withholding under 4 above.

Except as explained in 2 above, reportable “other” payments are subject to backup withholding only if 1 or 3 above applies.

Some payees are exempt from backup withholding. For a list of exempt payees and other information, see Form W-9, Request for Taxpayer Identification Number and Certification, and the separate Instructions for the Requester of Form W-9.

Backup withholding will not apply to the following:

  1. Real estate transactions reportable under section 6045(e),
  2. Foreclosures and abandonments reportable under section 6050J,
  3. Canceled debts reportable under section 6050P,
  4. Distributions from Archer MSAs,
  5. Long-term care benefits,
  6. Distributions from any retirement account, including IRAs,
  7. Section 404(k) distributions from an employee stock ownership plan (ESOP),
  8. Fish purchases for cash reportable under section 6050R,
  9. Unemployment compensation,
  10. State or local income tax refunds, and
  11. Qualified tuition program earnings.

When to apply backup withholding.   Generally, the period for which the 28% should be withheld is as follows:

1. Failure to furnish TIN in the manner required.   Withhold on payments made until the TIN is furnished in the manner required. Special backup withholding rules may apply if the payee has applied for a TIN. The payee may certify to this on Form W-9 by noting “Applied For” in the TIN block and by signing the form. This form then becomes an “awaiting-TIN” certificate, and the payee has 60 days to obtain a TIN and furnish it to you. If you do not receive a TIN from the payee within 60 days and you have not already begun backup withholding, begin backup withholding and continue until the TIN is provided.

  
Caution

  The 60-day exemption from backup withholding applies only to interest and dividend payments and certain payments made with respect to readily tradable instruments. Therefore, any other payment, such as nonemployee compensation, is subject to backup withholding even if the payee has applied for and is awaiting a TIN. For information about whether backup withholding applies during the 60-day period, see Regulations section 31.3406(g)-3.

2. Notice from the IRS that payee's TIN is incorrect (“B” notice).   You may choose to withhold on any reportable payment made to the account(s) subject to backup withholding after receipt of the “B” notice, but you must withhold on any reportable payment made to the account more than 30 business days after you received the “B” notice. Stop withholding within 30 days after you receive a certified Form W-9 (or other form that requires the payee to certify under penalty of perjury).

  
Tip

  The IRS will furnish a notice to you, and you are required to promptly furnish a copy of such notice, or an acceptable substitute, to the payee. For further information, see Regulations section 31.3406(d)-5 (recent amendments are effective after December 31, 2003) and Rev. Proc. 93-37, 1993-2 C.B. 477.

  If you receive two incorrect TIN notices within 3 years for the same account, follow the procedures in Regulations section 31.3406(d)-5(g) and Rev. Proc. 93-37.

3. Notice from the IRS that payee is subject to backup withholding due to notified payee underreporting (“C” notice).   You may choose to withhold on any reportable payment made to the account(s) subject to backup withholding after receipt of the “C” notice, but you must withhold on any reportable payment made to the account more than 30 business days after you receive the “C” notice. The IRS will notify you in writing when to stop withholding, or the payee may furnish you a written certification from the IRS stating when the withholding should stop. In most cases, the stop date will be January 1 of the year following the year of the notice.

  
Tip

  You must notify the payee when withholding under this procedure starts. For further information, see Regulations section 31.3406(c)-1(d).

4. Payee failure to certify that he or she is not subject to backup withholding.   Withhold on reportable interest and dividends until the certification has been received.

  For exceptions to these general timing rules, see section 3406(e).

  
Tip

  For information about backup withholding on gambling winnings, see the separate Instructions for Forms W-2G and 5754.

Reporting backup withholding.   Report backup withholding on Form 945. For more information, see the Instructions for Form 945. Also, report backup withholding and the amount of the payment on Forms W-2G, 1099-B, CAP, DIV, G, INT, MISC, OID, or PATR even if the amount of the payment is less than the amount for which an information return is normally required.

Additional information.   For more information about backup withholding, see Pub. 1679, A Guide to Backup Withholding for Missing and Incorrect Name/TIN(s), and Pub. 1281, Backup Withholding on Missing and Incorrect Name/TIN(s) (Including Instructions for Reading Tape Cartridges).

Penalties

The following penalties generally apply to the person required to file information returns. The penalties apply to paper filers as well as to magnetic media/electronic filers.

Failure To File Correct Information Returns by the Due Date (Section 6721)

If you fail to file a correct information return by the due date and you cannot show reasonable cause, you may be subject to a penalty. The penalty applies if you fail to file timely, you fail to include all information required to be shown on a return, or you include incorrect information on a return. The penalty also applies if you file on paper when you were required to file on magnetic media, you report an incorrect TIN or fail to report a TIN, or you fail to file paper forms that are machine readable.

The amount of the penalty is based on when you file the correct information return. The penalty is:

  • $15 per information return if you correctly file within 30 days (by March 30 if the due date is February 28); maximum penalty $75,000 per year ($25,000 for small businesses, defined below).
  • $30 per information return if you correctly file more than 30 days after the due date but by August 1; maximum penalty $150,000 per year ($50,000 for small businesses).
  • $50 per information return if you file after August 1 or you do not file required information returns; maximum penalty $250,000 per year ($100,000 for small businesses).

Caution

If you do not file corrections and you do not meet any of the exceptions to the penalty described below, the penalty is $50 per information return.

Small businesses—lower maximum penalties.   You are a small business if your average annual gross receipts for the 3 most recent tax years (or for the period you were in existence, if shorter) ending before the calendar year in which the information returns were due are $5 million or less.

Exceptions to the penalty.   The following are exceptions to the failure to file penalty:
  1. The penalty will not apply to any failure that you can show was due to reasonable cause and not to willful neglect. In general, you must be able to show that your failure was due to an event beyond your control or due to significant mitigating factors. You must also be able to show that you acted in a responsible manner and took steps to avoid the failure.
  2. An inconsequential error or omission is not considered a failure to include correct information. An inconsequential error or omission does not prevent or hinder the IRS from processing the return, from correlating the information required to be shown on the return with the information shown on the payee's tax return, or from otherwise putting the return to its intended use. Errors and omissions that are never inconsequential are those related to (a) a TIN, (b) a payee's surname, and (c) any money amount.
  3. De minimus rule for corrections. Even though you cannot show reasonable cause, the penalty for failure to file correct information returns will not apply to a certain number of returns if you:

    1. Filed those information returns,
    2. Either failed to include all the information required on a return or included incorrect information, and
    3. Filed corrections by August 1.

  

  If you meet all the conditions in a, b, and c above, the penalty for filing incorrect returns (but not for filing late) will not apply to the greater of 10 information returns or ½ of 1% of the total number of information returns you are required to file for the calendar year.

Intentional disregard of filing requirements.   If any failure to file a correct information return is due to intentional disregard of the filing or correct information requirements, the penalty is at least $100 per information return with no maximum penalty.

Failure To Furnish Correct Payee Statements (Section 6722)

If you fail to provide correct payee statements and you cannot show reasonable cause, you may be subject to a penalty. The penalty applies if you fail to provide the statement by January 31 (see part H on page GEN-9), you fail to include all information required to be shown on the statement, or you include incorrect information on the statement. “Payee statement” has the same meaning as “statement to recipient” as used in part H on page GEN-9.

The penalty is $50 per statement, no matter when the correct statement is furnished, with a maximum of $100,000 per year. The penalty is not reduced for furnishing a correct statement by August 1.

Exception.   An inconsequential error or omission is not considered a failure to include correct information. An inconsequential error or omission cannot reasonably be expected to prevent or hinder the payee from timely receiving correct information and reporting it on his or her income tax return or from otherwise putting the statement to its intended use. Errors and omissions that are never inconsequential are those relating to (a) a dollar amount, (b) a significant item in a payee's address, (c) the appropriate form for the information provided (i.e., whether the form is an acceptable substitute for the official IRS form), and (d) whether the statement was furnished in person or by “statement mailing,” when required.

Intentional disregard of payee statement requirements.   If any failure to provide a correct payee statement is due to intentional disregard of the requirements to furnish a correct payee statement, the penalty is at least $100 per payee statement with no maximum penalty.

Forms 1099-MSA, 1099-Q, 5498, 5498-ESA, and 5498-MSA

The penalties under sections 6721 and 6722 do not apply to:

Forms Filed Under Code Section
1099-MSA and 5498-MSA 220(h)
5498 408(i) and 408(l)
5498-ESA 530(h)
1099-Q 529(d) and 530(h)

The penalty for failure to timely file Forms 1099-MSA, 5498-MSA, 5498, 5498-ESA, or 1099-Q is $50 per return with no maximum, unless the failure is due to reasonable cause. See section 6693.

Civil Damages for Fraudulent Filing of Information Returns

If you willfully file a fraudulent information return for payments you claim you made to another person, that person may be able to sue you for damages. You may have to pay $5,000 or more.

Magnetic Media/Electronic Reporting

Magnetic media reporting may be required for filing all information returns discussed in this publication (see Who must file on magnetic media) below. Acceptable forms of magnetic media are IBM 3480, 3490, or AS400 compatible tape cartridges; and 3½-inch diskettes.

Tip

If you are required to file on magnetic media, you may choose to file electronically instead. You may choose magnetic media or electronic filing even if you are not required to file on magnetic media.

Pub. 1220, Specifications for Filing Forms 1098, 1099, 5498, and W-2G Electronically or Magnetically, is the revenue procedure for electronic reporting and magnetic media. Different types of payments, such as interest, dividends, and rents, may be reported on the same tape or other submission.

Electronic submissions are filed using the Filing Information Returns Electronically System (FIRE System). The FIRE System operates 24 hours a day, 7 days a week. You may access the FIRE System by dialing 304-262-2400, or go to www.irs.gov and type “FIRE System” in the “Search IRS Site for” box. Also see Pub. 1220 for more information.

Due dates.   File Forms 1098, 1099, or W-2G on magnetic media by March 1, 2004. If you file electronically, you may file by March 31, 2004. File Form 5498, 5498-ESA, or 5498-MSA by May 31, 2004. See part H on page GEN-9 about providing Forms 1098, 1099, 5498, and W-2G or statements to recipients.

Extension of time to file.   For information about requesting an extension of time to file, see Extension on page GEN-7.

  
Caution

  If you file on magnetic media or electronically, do not file the same returns on paper.

Who must file on magnetic media.   If you are required to file 250 or more information returns, you must file on magnetic media. The 250-or-more requirement applies separately to each type of form. For example, if you must file 500 Forms 1098 and 100 Forms 1099-A, you must file Forms 1098 on magnetic media, but you are not required to file Forms 1099-A on magnetic media.

  The magnetic media filing requirement does not apply if you apply for and receive a hardship waiver. See How to request a waiver from filing on magnetic media on page GEN-6.

  
Tip

  The IRS encourages you to file on magnetic media or electronically even though you are filing fewer than 250 returns.

Filing requirement applies separately to originals and corrections.   The magnetic media filing requirements apply separately to original returns and corrected returns. Originals and corrections are not aggregated to determine whether you are required to file on magnetic media. For example, if you file 400 Forms 1098 on magnetic media and you are making 75 corrections, your corrections can be filed on paper because the number of corrections for Form 1098 is less than the 250 filing requirement. However, if you were filing 250 or more Form 1098 corrections, they would have to be filed on magnetic media.

How to get approval to file on magnetic media.   File Form 4419, Application for Filing Information Returns Electronically/Magnetically, at least 30 days before the due date of the returns. File only one Form 4419 for all types of returns that will be filed on magnetic media. Once you have received approval, you need not reapply each year. The IRS will provide a written reply to the applicant and further instructions at the time of approval, usually within 30 days. A magnetic media reporting package, which includes all the necessary transmittals and instructions, will be mailed to all approved filers.

How to request a waiver from filing on magnetic media.   To receive a waiver from the required filing of information returns on magnetic media, submit Form 8508, Request for Waiver From Filing Information Returns Magnetically, at least 45 days before the due date of the returns. You cannot apply for a waiver for more than 1 tax year at a time. If you need a waiver for more than 1 tax year, you must reapply at the appropriate time each year.

  If a waiver for original returns is approved, any corrections for the same types of returns will be covered under the waiver. However, if you submit original returns on magnetic media but you want to submit your corrections on paper, a waiver must be approved for the corrections if you must file 250 or more corrections.

  If you receive an approved waiver, do not send a copy of it to the service center where you file your paper returns. Keep the waiver for your records only.

Single application.   Submit both Forms 4419 and 8508 to apply for approval for filing returns on magnetic media, and if the approval is not granted, to apply for a waiver from the magnetic media requirement.

Penalty.   If you are required to file on magnetic media but fail to do so, and you do not have an approved waiver, you may be subject to a penalty of $50 per return for failure to file on magnetic media unless you establish reasonable cause. However, you can file up to 250 returns on paper; those returns will not be subject to a penalty for failure to file on magnetic media.

  The penalty applies separately to original returns and corrected returns. See Filing requirement applies separately to originals and corrections on page GEN-5.

Paper Document Reporting

If you are required to file 250 or more information returns, see Magnetic Media/Electronic Reporting on page GEN-5.

Common errors.   Be sure to check your returns to prevent the following common errors:
  1. Duplicate filing. Do not send the same information to the IRS more than once.
  2. Filer's name, address, and TIN are not the same on Form 1096 and the attached Forms 1099, 1098, 5498, or W-2G.
  3. Decimal point to show dollars and cents omitted. For example, 1230.00 is correct, not 1230.
  4. Two or more types of returns submitted with one Form 1096 (e.g., Forms 1099-INT and 1099-MISC with one Form 1096). You must submit a separate Form 1096 with each type of return.

Required format.   Because paper forms are read by machine (optical character recognition equipment), all Forms 1096 and Copies A of Forms 1098, 1099, and 5498 must be prepared in accordance with the following instructions. If these instructions are not followed, you may be subject to a penalty of $50 for each incorrectly filed document.
  1. Do not cut or separate Copies A of the forms that are printed two or three to a sheet (except Form W-2G). Forms 1098, 1099, and 5498 are printed two or three to an 8 x 11 inch sheet. Form 1096 is printed one to an 8 x 11 inch sheet. These forms must be submitted to the IRS on the 8 x 11 inch sheet. If at least one form on the page is correctly completed, you must submit the entire page. Forms W-2G may be separated and submitted as single forms. Send the forms to the IRS in a flat mailing (not folded).
  2. No photocopies of any forms are acceptable. See How To Get Forms and Publications on page GEN-3.
  3. Do not staple, tear, or tape any of these forms. It will interfere with the IRS's ability to scan the documents.
  4. Pinfeed holes on the form are not acceptable. Pinfeed strips outside the 8 x 11 inch area must be removed before submission, without tearing or ripping the form. Substitute forms prepared in continuous or strip form must be burst and stripped to conform to the size specified for a single sheet (8 x 11 inches) before they are filed with the IRS.
  5. Do not change the title of any box on any form. Do not use a form to report information that is not properly reportable on that form. If you are unsure of where to report the data, call the information reporting call site at 866-455-7438 (toll free).
  6. Report information only in the appropriate boxes provided on the forms. Make only one entry in each box unless otherwise indicated in the form's specific instructions.
  7. Do not submit any copy other than Copy A to the IRS.
  8. Do not use prior year forms unless you are reporting prior year information; do not use subsequent year forms for the current year. Because forms are read by machine, you must use the current year form to report current year information.
  9. Use the official forms or substitute forms that meet the specifications in the 2003 Pub. 1179. If you submit substitute forms that do not meet the current specifications and that are not machine scannable, you may be subject to a penalty of $50 for each return for improper format.
  10. Do not use dollar signs ($) (they are preprinted on the forms), ampersands (&), asterisks (*), commas (,), or other special characters in money amount boxes.

Suggested format.   Below are suggestions that will allow the IRS to process the submitted forms in the most economical manner:
  1. Although handwritten forms are acceptable, the IRS prefers that you type or machine print data entries using 10 pitch (pica) or 12 pitch (elite) black type. Use block print, not script characters. Insert data in the middle of the blocks well separated from other printing and guidelines, and take other measures to guarantee a dark black, clear, sharp image.
  2. Do not enter 0 (zero) or “None” in money amount boxes when no entry is required. Leave the boxes blank unless the instructions specifically require that you enter a 0 (zero). For example, in some cases, you must enter 0 (zero) to make corrections. See Corrected Returns on Paper Forms on page GEN-11.
  3. Do not enter number signs (#); for example, enter RT 2, not Rt. #2.

First | Next

Instructions Index | 2003 Tax Help Archives | Tax Help Archives | Home