1098-T Prior Year Processing
Purpose: Use the below document for processing prior-year 1098-T's.
Audience: Student Financials Staff
You must have at least one of these local college managed security roles:
- ZZ SF Taxes 1098T
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Issue:
When activity to a prior calendar year takes place, and a prior year 1098-T has not already been generated, it causes an inaccurate current year 1098-T.
A student is ineligible for a 1098-T for year 2024, so one is not created.
The following year, in 2025, changes are made to the student’s account for the prior 2024 tax year. This causes a 2025 1098-T to be created with inaccurate amounts in Box 1 and 5.
State Board Scheduled Processing:
To view the 1098-T processing Timeline please refer to the 2025 1098-T Business Processing Guide.
In early September, the SF Support Team will generate prior year 1098-T's for all students.
This will create 2024 1098-T's with the data necessary to account for accurate 1098-T's/adjustments made during the 2025 year.
College Review After Processing is Required:
After SBCTC generates prior-year 1098-T forms in batch, colleges must review records that are in a Pending Validation status. As part of this review, institutions should update the validation status of new records to Do Not Report when appropriate.
Please refer to steps listed under "SBCTC Processing and College Review".
Navigation: Reporting Tools > Query > Schedule Queries
- TheScheduled QueryFind an Existing Value page displays.
- Select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA140_1098T_LS.
- The Schedule Query page displays.
- Enter QCS_SF_1098T_LATEST_STATUS in the Query Name field and select the search button. The Scheduled Query Search Page displays.
- QCS_SF_1098T_LATEST_STATUS - provides the latest 1098-T student data and includes the status pertaining to the Auditing and Validating steps.
- Select the QCS_SF_1098T_LATEST_STATUS hyperlink within the Query section and the Prompts window displays.
- Enter the Unit.
- Enter or search for the year.
- Select the Validation Status (Optional) drop-down and select the Pending Validation Status option.
- Select the OK button and the Schedule Query page displays.
- Select theRunbutton. Please refer to theProcess Schedule Requeststeps for further instructions.
- Section complete.
Navigation: Student Financials > Taxes > Edit 1098-T Data
After generating in batch and identifying records in a Pending Validation status, set new records’ validation status to ‘Do Not Report’.
- The 1098-T Data search page displays.
- Enter the appropriate information in the Search Criteria fields to identify your student.
- Select the Search button.
- Note: If the student has been processed for multiple 1098-T's (years or colleges), those results will populate below the search button. Select the appropriate hyperlink.
- The 1098-T Data page displays.
- Select the Override Data button to create a new row.
- Ensure the Overridden checkbox is selected within the 1098-T Status section.
- On the new row of student data, set the Validation Status field to ‘Do Not Report’.
- Do Not Report: The 1098-T Form Print report ignores records with this validation status. You can only assign this validation status to a record manually. Change the validation status to Do Not Report if you determine that you do not want to print or electronically file a 1098-T tax form for this student.
- Select the Save button.
- Section complete.
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