Like all 1099 Forms, the "Instructions to Recipient" must be furnished. However, the instructions for 1099-R are very long, and those displayed by the File/Print Instructions Menu are sometimes very small and difficult to read. The instructions for 1099-R also take a full page, rather than 1/3rd page as most other forms. For this reason a MS-Word97 document is included with Form 1099-R Instructions. This file is located in the C:\E2006 folder under the name iRet06.doc. This file can be opened and printed with Microsoft Word Version 97 and newer. These instructions can then be copied to the back of each Form 1099-R generated on your laser printer.
If reporting 1099-R to the states either by the Combined Federal/State Program or directly to the states by diskette, please be aware that:
Please check with the state if you plan to send data to the state in computer form. Special programming may be required. 1099 Express does not support all state programs. When checking with the state, find out if any special requirements are necessary with the Combined Federal/State Program.
Special programming is available at very reasonable rates for any state. Please ask for quotes. For file formats see 1099-R File Formats
The normal version of 1099 Express 1099-R complies with IRS publication 1220, and may be used to report to the IRS and/or those states that have no special requirements. This version of 1099 Express:
1. Sets "Type of Tin" at Position 11 of the B Record to a 1 (Business) if it begins with the digits 9, 8, or 7. Otherwise the "Type of Tin" Indicator is set 2 for any thing else.
2. Automatically inserts:
- Upper Box 10 (State tax withheld) in each B record in position 723-734.
- Upper Box 13 (Local tax withheld) in each B record in position 735-746.
3. If K Records are generated for filing to various states, under the Combined Federal/State Program, state and local tax withheld are summarized in the K Record in 707-724 and 725-742 respectively, for each state, per Publication 1220.
1099 Express 1099-R can be custom programmed to handle state reporting.
For Example, in 1998 for California:
1. The A-Record, California Page 14: 1099 Express allows the user to add (Patch) the Surname Indicator in Position 41, and Payer State Employer account number in positions 404-411 when the A record is built by 1099 Express,
2. The B-Record, California Page 15:
(a.) 1099 Express uses Lower Box 14 for the "Non-California Return Indicator". This field was established to allow payers to file an exact copy of their federal returns directly with California, and to mark records as non- California. When using this indicator, you should not be filing through the Combined Federal/State program, i. e. no K-Records. Normally, all records would be for California. If other states are remarked out then this field is not needed. In this case the C record patch below would be valid.
(b.) 1099 Express uses Lower Box 15 as the "Branch Code". This 4 character value is inserted in positions 41-44 of the "B" record.
3. The C-Record, California Page 16: For the Number of payees, and Control Totals, 1099 Express does not change these. 1099 Express allows the user to add (Patch) the all state income tax withheld and all local income tax withheld in positions 707 and 725 respectively for 18 bytes each. Note these are all states' sums, not just California. The user should remove or remark out all other states if using this total method.