9.2 1098-T Set Up and Sending Missing National ID (SSN) Communications

Purpose: Here you can find process steps to help your institution prepare for the 1098-T tax document, as well as how to identify students without National IDs in ctcLink.

Audience: Student Records, 1098-T Staff, Student Financials Staff, Finance Staff.

You must have at least one of these local college managed security roles:

  • ZD SACR SF All Config
  • ZZ SACR SF Bill Col Tax Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

1098-T Set Up and Sending Missing National ID (SSN) Communications

Each step represented in the following drop-down arrows should be completed before opening your yearly 1098-T processing ticket with the State Board.

1098-T Table (Copy TIN Table & Review for Updates)

Each year, ctcLink requires a new copy of 1098-T table information to be created (copied over from previous year) for the file generation process.

It is crucial that the data contained in the table is reviewed and verified as proper for the upcoming tax processing.

Navigation:  NavBar > Navigator > Set up SACR > Product Related > Student Financials > Taxes > 1098-T TIN Table

  1. The 1098-T TIN Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter Federal TIN.
  4. Enter Calendar Year that you will be processing.
  5. Select Add.
1098 T TIN Table search page
  1. The 1098-T TIN Table page displays.
  2. Select Copy TIN Setup.
1098 T TIN Detail tab
  1. The Enter From Year window displays.
  2. Enter From Year.
  3. Select OK.
Enter From Year window
  1. The 1098-T TIN Detail tab displays.
  2. Select the Save button.
1098-T TIN Detail
  1. A message pops up asking for one more field to enter.
  2. Select the OK button to close.
  3. The 1098-T TIN Detail tab displays.
  4. Select the looking glass next to the Template Definition field.
Image of the message that pops up when selecting the definition
  1. The Template Definition pagelet displays.
  2. Select the most recent Template Definition year.
Image of the template definition list

This process is dependent on Oracle delivering the newest IRS template.

  1. The 1098-T TIN Detail tab displays.

While you're on the page...verify the proper data is contained in the following fields:

A - Proper Calendar Year

B - 1098-T Institution Address

C - Address Usage Field

D - Name Usage

E - Contact Name

F - Proper Template Definition

G - 1098-T Citizenship types

SSN Masking Options = Mask Print and On-Line

Image of the 1098 table with important fields highlighted
  1. Select the 1098-T Citizenship Tab.
  2. The 1098-T Citizenship Tab Displays.
    1. Set up valid citizenship statuses so that a 1098-T is produced only for those statuses listed.
1098-T Citizenship Tab
  1. Select Save.
  2. The 1098-T TIN Table update is now complete.
Verify Item Types are Configured Properly

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

This step is meant to catch any new or adjusted item types since the last time 1098-T's were processed.  

Have any new Third Party Contract, Financial Aid, or institutional charges been added since last year?  

If you see item types (using the following report) that should not be included as charges or payments on the 1098-T, be sure to submit a ticket with the State Board asking that the item type be properly updated.

  1. Use the query QCS_SF_1098T_ITM_TYPE to view your institution's item types and whether they are 1098-T eligible.
query page
Electronically Receive 1098-T

The instructions include:

  • The pages that students use to view their 1098T.

9.2 View/Consent 1098 - T

Student View for Online View of 1098-T

  1. Log in to ctcLink.
  2. Select the Student Center tab from your Gateway to ctcLink page.
ctcLink Gateway page
  1. Navigate to the Finances section of the Student Center page.
  2. Select "View 1098-T" from the drop-down menu.
  3. Select the Right Arrows next to the View 1098-T field.
Finances section
  1. Select the Grant Consent button on the Account Services tab.
Account Services tab
  1. Read the 1098-T Consent Agreement, then check the Yes, I have read the agreement checkbox.
  2. Select Submit.
1098 T Consent Agreement page
  1. To view 1098-T, follow steps 1 – 5, then select the View 1098-T Selection button.
VIew 1098 T page
Update Student Address Communication Request

9.2 Update Addresses

Request Student TIN/SSN

Use this as reference for sending out student 1098-T TIN (Taxpayer Identification Number) requests. These steps assume a letter template has been created.

The following process steps describe how to send out two methods of communication for the student TIN (SS #'s) requests.

When preparing to run these processes, BE SURE to review the communication to determine if any dates, text, or policies have changed which should be reflected within the communication.

Below, we begin with the process of sending all students an email request and then we follow that up with a printed/mailed letter asking for their SS#'s for students with inactive/missing e-mail addresses.

Select the instruction set intended for your institution set to begin.

2 different Student TIN Request processes exist.

  • The first set is for "First Link" institutions (Tacoma, Spokane, and Spokane Falls).
  • The second set is for everyone else.
Instruction Set 1 (Spokane, Spokane Falls, Tacoma)

Sending Missing National ID (SSN) Communications

These process steps are ONLY intended for Tacoma, Spokane, and Spokane Falls.

For the remaining ctcLink institutions, follow the steps listed in Instruction Set 2 of this QRG.

Assign the Communication to the Students - 3C Engine

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > 3C Engine > Run 3C Engine

  1. The 3C Engine Run Control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Search.
3C Engine Add a New Vallue tab
  1. The 3C Engine Parameters tab displays.
  2. Select the Population Selection checkbox.  Please wait a moment while the page re-displays.
  3. Select the Process Joint Records radio button = "No."
  4. Enter Academic Institution.
  5. Select Administrative Function = "STRM."
  6. Select Event ID = "MISSNATID."
  1. Select Selection Tool = "PS Query".
  2. Select Query Name from one of the following:
    1. CTC_SR_MIS_NATID_CAR_POPSEL - This query pulls students with the A01 service indicator and NSSN Reason code assigned and prompts by career.  This query excludes student groups SINT, SINC, SDOC.
    2. CTC_SR_MIS_NATID_POPSEL - This query pulls students with 1098T eligible charges during the term range but does not exclude populations such as International students.
    3. CTC_SR_MNID_POPSEL - This query will pull all students with a missing SSN and prompts by institution, career, and term range.  This query excludes students with an active SINT-International Student student group. Includes enrolled and dropped students.   
    4. CTC_SR_MIS_NATID_CAR_POP_ASN - This query pulls students with a missing SSN and prompts by institution, career, and term range. This query excludes student groups SINT, SINC, SDOC, and students with an ASN service indicator.
  3. Select Edit Prompts.

Please note that when running this query by term range, the "To" term should be the current term to pick up students enrolled in the maximum term.

3C Engine Parameters tab
  1. The Query Prompts window displays.
  2. Enter Institution.
  3. Enter From Term.
  4. Enter To Term.
  5. Enter Career.
  6. Select OK.
Query Prompts window
  1. The 3C Engine Parameters tab displays.
  2. You may select Preview Selection Results to preview results.
  3. Select the Manage Duplicate Assignment tab.
3C Engine Parameters tab
  1. The Manage Duplicate Assignment tab displays.
  2. If you do not want this communication to go to students that have already received this communication, confirm the Check Duplicate Communication box is checked.
  3. Variable Data: Select "Match" if you want the duplicate communication process to only consider it a duplicate communication if the variable data matches.
  4. Communication Status: Leave blank--this will prevent the assignment of duplicate letters
  5. In this case, you do not need to check the Check Duplicate Checklist box.
  6. Select Run.  Refer to the Process Scheduling QRG for instructions.
Manage Duplication Assignment tab

Communication Management

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

  1. The Communication Generation run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Communication Generation Add a New Value tab
  1. The Selection Parameters tab displays.
  2. Select ID Selection = "Population Selection."
  3. Select Selection Tool = "PS Query."
  4. Select Query Name = "CTC_SR_MIS_NID_COMM_GEN."
  5. Select Edit Prompts.
Selection Parameters Tab
  1. The Query Prompts window displays.
  2. Enter Institution.
  3. Enter your designated Letter Code (may be different from image below.)
  4. Select OK to close.
  5. Select the Process Parameters tab.
Query Prompts window
  1. The Process Parameters tab displays.
  2. Select Address.
  3. Select Address Name.
  4. Select Salutation.
  5. Select Extra Name.
  6. Enter  *From Date and *To  These dates must cover the range for your 3C Engine run date.
  7. Select Org Recipient.
  8. Select Contact Name.
  9. Verify Produce Communication and Complete Communication selections are checked in the Missing Critical Data section IF you want to see the generated communication on the student's page.  This will complete the communication, but it will show a Send error if the communication is not successfully sent.  Use the query CTC_COMMUNICATION_LIST_BY_DATE  to review errors.
  10. Select the Email Parameters tab.
Selection Parmeters tab
  1. The Email Parameters tab displays.
  2. Enter From.
  3. Enter Subject.
  4. Enter Reply To.
  5. Enter Sender.
  6. Enter Bounce to.
  7. Select Run. Refer to the Process Scheduling QRG for instructions.
Email Parameters tab

Confirm the Assignment of the Communication

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communications Management

Note: If you go to the communication screen for some of the students you identified, you will be able to see if the communication codes have been assigned to them.

  1. If the communication is completed the Communication Completed checkbox will be checked and a date will be displayed, if the process is unsuccessful the Unsuccessful Outcome checkbox will be checked and a reason will be displayed.
Person Communication tab

To produce a report of emails sent by institution, date range, and letter code, you can execute the following query:

CTC_COMMUNICATION_LIST_BY_DATE

When reviewing this query, please note the row labeled "Unsuccessful." If this row displays a value of "Y," the communication was not sent to the student.  The row labeled Outcome Reason will give you a reason that the communication was not successful. The following reasons are possible on email communications

  • Missing Critical Data
  • Invalid Email Address
  • Email Send Error
CTC Communication List By Date Query displays
Instruction Set 2 (All institutions except Set 1)

Run 3C Engine (e-mail)

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > 3C Engine > Run 3C Engine

  1. The 3C Engine run control search page displays.
  2. Add or find the Run Control ID.
    1. If this is the first time, consider a Run Control ID that includes reference to the communication type and method (maybe WA###TINreqEmail_1 or...).
  3. Select the Search or Add button to continue.
Image of entry page for 3C communication
  1. The Run 3C Engine page displays.
  2. It has 2 tabs of fields to review: 3C Engine Parameters and Manage Duplicate Assignment.

Please submit a ticket for any and all letter template updates.

  1. The 3C Engine Parameters tab defaults.
  2. Within the Process 3Cs section, select the Population Selection checkbox.
  3. Within the Process Joint Records section, select the No Joint Processing checkbox.
  4. Within the Event Selection section:
    1. Academic Institution field:  Enter or select the institution #.
    2. Administrative Function field:  Select or enter GEN (General).
    3. Event ID field:  Enter or select the event associated with the letter communication (ex. B_GBL_B03 - GBL SF missing SSN).
  5. The remaining fields within the Event Selection field are used to describe the type of communication. Only the Communication Key should indicate event data.

If this communication is to be delivered to all students, use the Population Selection option.

If this communication will be sent to a specific set of your student population (like excluding international students for example), select the External File option. The CSV file only needs to include ID and institution number.

Population Selection
  1. Within the Population Selection section:
    1. Selection Tool:  Select PS Query.
    2. Query Name:  Enter or select the query named of CTC_SF_PS_3C_SSN_TIN
    3. Select the Edit Prompts link next to the PS Query drop-down selection.
Image of the 3C page with fields
  1. The Query Prompts pagelet displays.
    1. Enter the Tax Year for which you are processing.
    2. Enter your Business Unit.
    3. Select the OK button to close.
Image of the edit prompts link for population selection
External File
  1. Within the Population Selection section of the page:
  2. In the Selection Tool field, select External File.
  3. An Upload File pagelet displays.
    1. Select the Upload File button.
    2. Choose the CSV file.
    3. Select Upload.
  4. The name should now be viewable next to Attached File.
  5. Select the Create File Mapping link.
population selection section
  1. The Population Selection File Map page displays.
  2. Within the File Mapping Definition section:
    1. Add a descriptive title to the File Mapping field (example of STUDBILLNOTIFY).
    2. Select Delimited from the File Type field.
    3. Select Header Row if the CSV file included one.
    4. Select the Header Row Number for the CSV file (1 usually).
    5. Select Comma in the Field Delimiter selection.
    6. Review or include the Field Qualifier selection to include " (quotation mark).
    7. Select the Map from Header button.
  3. The Field Mapping section should display (if it already hasn't.) This is where the data in the CSV file is matched to the required Field Name.
  4. Assign the proper CSV file column number in the Field Number column for each row (for example, our CSV file included the institution number beneath column number 2).
  5. Select the OK button.
population selection file map page
  1. The 3C Engine Parameters tab displays.
  2. This may be a time to select the Preview Selection Results link to confirm a population has been generated.
  3. The Preview Selection Results page displays.
  4. Review and select the Return button when finished.
Image of the preview selection page on the 3C page
  1. The 3C Engine Parameters tab displays.
  2. Select the Management Duplicate Assignment tab.
  3. Within the Manage Duplicate Assignment tab, no fields are selected. When the Check Duplicate Communication box is not selected, it will send a message out if the system has already sent one (also allowing for multiple communications).
Image of the Manage Duplicate Assignment page
  1. Select the Run button.
  2. The Process Scheduler Request page displays.
  3. Select the OK button.
Image of the process scheduler page for the 3C page
  1. The 3C Engine page displays.
  2. Select the Process Monitor link.
  3. On the Process List tab, Refresh until Success/Posted notation displays.
Image of the process monitor
  1. Proceed to the next step of processing the Communication Generation (Com Gen) page.

Run Communication Generation (e-mail)

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

  1. The Communication Generation run control search page displays.
  2. Add or find the Run Control ID:
    1. If this is the first time, consider a Run Control ID that includes reference to the communication type and method (maybe WA###TINreqEmail_2).
  3. Select the Search or Add button to continue.
Image of the entry page for communication generation page
  1. The Communication Generation page displays.
  2. Notice that 4 tabs of fields will need to be reviewed.
  1. Selection Parameters tab defaults.
  2. ID Selection:  Select Population Selection.
  3. Population Selection:  
    1. Selection Tool:  PS Query.
    2. Query Name:  CTC_SF_PS_COMGEN_LIMIT.
  4. Select the Edit Prompts link.  
Image of the selection parameters tab
  1. The Query Prompts pagelet displays.
    1. Institution:  WA###.
    2. Limit to:  A large number (consider previous 1098T communications) like 5000
    3. Letter Code:  Enter your institution specific letter code (may not display with looking glass selection).
    4. Select the OK button to return.
Image of the edit prompts link on the selection parameters tab

Please submit a ticket for any and all letter template updates.

  1. The Selection Parameters tab displays.
  2. Letter Code Selection:
    1. Letter Code:  Enter/Select your institution specific letter code (Confirm the proper template selection data displays)
  3. Template Selection:
    1. Select the Report Name link.
Image of the selection parameters tab
  1. The Look Up Report Name page displays.
  2. For the Email Communication, you’ll want to select the Report CTCSFGBL_SSN - GBL SF missing SSN Email.
Image of the Report Name link
  1. The Report will display.
  2. No Matching Template Found
    1. Select Use Default Template
  3. Communication Language Usage
    1. Select Preferred, selecting the preferred option tells the system to look for your institutions template
  4. Communication Method Usage
    1. Select Specified
    2. Method:  E-Mail
  5. Return to the Communication Generation page.
  6. Select the Process Parameters tab.
  1. The Process Parameters page displays.
  2. Usage Tables:
    1. Person Communication Usage
      1. Address:  SF Email Campus, Home, Business.
      2. Address Name:  Full Name - Prf, Prf, Leg.
      3. Salutation:   Full Name - Prf, Prf, Leg.
      4. Extra Name:   Full Name - Prf, Prf, Leg.
      5. Use Preferred Email Address:  Leave unchecked.
    2. Joint Salutation Usage
      1. Joint Name:  Leave Blank.
    3. Org Communication Usage
      1. Org Recipient:  All Cntc, All Dept, All Loc.
      2. Contact Name:  Full Name - Prf, Prf, Leg.
  3. Communication Processing Dates.
    1. Communication Date Range Selection
      1. From Date:  Current Date.
      2. To Date:  Future Date.
    2. Update Communication Generation Date With
      1. Select System Date.
    3. Update Communication Completed Date With
      1. Select System Date.
  4. Output Settings
    1. Missing Critical Data (the fields are only utilized)
      1. Produce Communication:  Select/Check box.
      2. Complete Communication:  Uncheck this box (It is important to uncheck this box so students who do not have an email will be able to get a letter.
    2. Select the Email Parameters tab.
Image of the Process Parameters tab
  1. Email Parameters tab displays.
  2. From:  Email address sending the message.
  3. Subject:  Use a clear simple message about collecting student SS#'s, there need to be multiple lines of the subject input because of the way the Report Definition is set up. This will not affect anything, just allows the job to run.
  4. Reply to: Optional - Overrides the From email address above when recipient replies.
  5. Sender:  Optional - Overrides.
  6. Bounce to:  Email address set to receive all emails that do not send successfully.
  7. Importance:  Optional.
  8. Sensitivity:  Optional.
  9. Select the Checklist Parameters tab.
Image of the Email parameters tab
  1. The Checklist Parameters tab displays.
  2. No fields on this tab are utilized.
  3. Prior to completing this Communication Generation step, use this opportunity to select through the tabs to be sure of the data entered into the necessary fields.
  4. Select the Run button.
Image of the checklist parameters tab
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Image of the process scheduler request page
  1. The Communication Generation page displays.
  2. Select the Process Monitor link.
  3. The Process List tab displays.
  4. After the process runs to Success and Posted, select the Details link.
  5. Use the included instructions below to verify the student's receipt of message.
Image of process scheduler with success posted
  1. The Process Detail page displays.
  2. Next, select the Message Log link.
Image of the process detail page
  1. The Message Log page displays.
Image of the Message Log page with the number of records line highlighted.

If you view the last page of data, you will see that this Message Log shows how many communications were processed successfully and how many were unsuccessful. The unsuccessful records are the students who did not have an email in the system, so now we will move to the next step of sending those students a letter.

Request student TIN via mail (printed letter/snail mail)

Run Communication Generation (letter)

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

  1. The Communication Generation page displays.
  2. Add or find the Run Control ID.
    1. If this is the first time, consider a Run Control ID that includes reference to the communication type and method (maybe WA###TINreqLetter).
  3. Select the Search or Add button to continue.
  4. The Communication Generation page displays.
  5. Notice 4 tabs of fields will need to be reviewed.
  1. Selection Parameters tab defaults.
  2. ID Selection: Select Population Selection
  3. Population Selection:
    1. Selection Tool: PS Query.
    2. Query Name: CTC_SF_PS_COMGEN_LIMIT.
  4. Population Selection: Select the Edit Prompts link.
Image of the Communication Generation page with Report Name highlighted
  1. The Query Promptspagelet displays.  Enter the following:
    1. Institution: WA###.
    2. Limit to: A large number (consider previous 1098T communications) like 5000.
    3. Letter Code: Enter B03 - OR your designated letter code.
    4. Select the OK button.
Image of the Query prompts page with completed fields
  1. The Selection Parameters tab displays.
  2. Letter Code Selection:
    1. Letter Code: Enter/Select your institution specific letter code(Confirm the proper template selection data displays)
  3. Template Selection:
    1. Select the Report Name link.
select report name link
  1. The Look Up Report Name pagelet displays.
    1. For the Letter Communication, you’ll want to select the Report CTCSFGBLSSNL: GBL SF missing SSN Letter.
Image of the report name link
  1. The Report displays.
  2. No Matching Template Found:
    1. Select Use Default Template.
  3. Communication Language Usage
    1. Select Preferred, selecting the preferred option tells the system to look for your institutions template.
  4. Communication Method Usage
    1. Select Specified.
    2. Method: Letter.
  5. Select the Process Parameters tab.
  1. Process Parameters tab (above image)
  2. Usage Tables
    1. Person Communication Usage
      1. Address: Student Postal Address
      2. Address Name:  Full Name - Prf, Prf, Leg
      3. Salutation:  Full Name - Prf, Prf, Leg
      4. Extra Name:  Full Name - Prf, Prf, Leg
      5. Use Preferred Email Address: Leave unchecked
    2. Joint Salutation Usage
      1. Joint Name: Leave Blank
    3. Org Communication Usage
      1. Org Recipient: All Cntc, All Dept, All Loc
      2. Contact Name:  Full Name - Prf, Prf, Leg
  3. Communication Processing Dates
    1. Communication Date Range Selection
      1. From Date: Current Date
      2. To Date: Future Date
    2. Update Communication Generation Date With
      1. Select System Date
    3. Update Communication Completed Date With
      1. Select System Date
  4. Output Settings
    1. Missing Critical Data(the fields are only utilized).
      1. Produce Communication: Select/Check box.
      2. Complete Communication: Select/Check box.
Image of the com gen page
  1. Email Parameters tab - no fields on this tab are utilized.
  2. Checklist Parameters tab - no fields on this tab are utilized.
Image of the 4 tabs with the Email Parameters and Checklist parameters tabs crossed through
  1. Prior to completing this Communication Generation step, use this opportunity to select through the tabs to be sure of the data entered into the necessary fields.
  2. Select the Run button.
  3. Follow the process until it runs to Success/Posted.
  4. Select the Message Log link on the Process Detail page.
  5. Scroll through and find the URL within the Message Log where the letter output was sent (it's usually towards the end of the list.) Copy just the portion of the URL that is beyond the 'SFCollections' notation within the URL.

This copied portion of the URL is what will be used to download the file. The following image contains a highlighted example. Make note/copy out in order to paste into the field of the next process.

Image of the Message Log with the URL highlighted to copy out for the print process

Download PDF File

You must have at least one of these local college managed security roles:

  • ZD FA Director
  • ZD FA FISAP Prcs
  • ZZ FA AId Year Activation
  • ZZ FA Award Processor
  • ZZ FA CTC Reports
  • ZZ FA College Bound Schlrship
  • ZZ FA Direct Loan Processor
  • ZZ FA Funds Manager
  • ZZ FA ISIR Corrections
  • ZZ FA ISIR Processor
  • ZZ FA NSLDS Prcs
  • ZZ FA Pell Processor
  • ZZ FA SAP Prcs
  • ZZ FA Verification Prcs
  • ZZ FA WCG Eligibility
  • ZZ SF Collections
  • ZZ Upload Doc ADM
  • ZZ Upload Doc ADV
  • ZZ Upload Doc SR

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. The File Upload/Download search page displays.
  2. Enter Academic Institution.
  3. Enter Functional Area= "Student Financials".
  4. Select Search.
Image of the entry page for printing 1098 docs
  1. The Upload Files tab displays.
  2. Select the Download Files tab.
  3. The Download Files page displays.
  4. Enter the url file name copied out of the message log from the Com Gen process into the File Name field
  5. Select the Download File button
  6. The file should appear and be able to be opened, saved, and printed.
  7. Scroll through and spot check the letters for any issues. If you see any communications without an address, this means they do not have one in the system.
Image of the download file box

Verify message receipt

Individual communications can be viewed on the Communication Management page.  It will display as shown in the following image, except with the parameters and dates specified based on what was entered in the steps above.

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

  1. The Communication Management search page displays.
  2. Enter the student's identification number into the ID field
  3. Select the green Search button.
  4. The Person Communication tab displays.
Image of the Communicatio Management page with the View Generated Communication link circled
Image of the View Communication page with the View button circled
Image of the letter/communication.
Set Up/Test the Fire Account with the IRS

Use this document as a reference for how to send test 1098-T transmittal files to the IRS in ctcLink.

Be aware, this test can take from 1 to 4 weeks.

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.

Navigation:  NavBar > Navigator > Student Financials > Taxes > Tax Reports > 1098-T Form Print

  1. The 1098-T Form Print run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID (unique name to this process.)
  4. Select Add.
1098 T Form Print Add a New Value tab
  1. The 1098-T Print page displays.
  2. Enter Transmitter's TIN.
  3. Enter Calendar Year.
  4. Enter Media.
  5. Enter Filing Status.
    1. "Original" - If this is the first TEST run of the year.
  6. Check the Test File checkbox to cause a test file to be generated to send to the IRS.
  7. Enter Primary Sort.
  8. Enter Secondary Sort.
  9. Enter TIN.
  10. Enter Calendar Year.
  11. When corrections to individual students are necessary, check the Student Override checkbox, then enter student IDs.
  12. Select Run.  
1098 T Print page
  1. The Process Scheduler Request page displays.
  2. Check the Print 1098-T Forms checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.
  2. The updated 1098-T Print page displays.  Note the Process Instance number.
  3. Select Process Monitor.
updated 1098 T Print page
  1. The Process List tab displays.
  2. Select Refresh until Run Status = "Success" and Distribution Status = "Posted".
  3. Select Details.
Process List tab
  1. The Process Detail page displays.
  2. Select View Log/Trace.
Process Detail page
  1. The View Log/Trace page displays.
  2. The transmittal file is titled "IRSTAX.001".
  3. Right click on the "IRSTAX.001" file, then choose Save Link As or Save Target As and save to your desktop or other file location.
  4. Rename the file.  Ensure that the renamed file is kept as a text document (.TXT file extension). The file may need to be opened by MicroSoft Notepad to view its contents.
View Log Trace page
Save File window
IRS Tax file in Notepad
  1. Log in to the IRS FIRE system by selecting the following link and proceed with specified directions to upload the file.

The file I transmitted to the IRS is BAD, what do I do?

If you need to resubmit your file and have a good file to send and is not released - first call the IRS and have them change the already loaded/released file to bad (can take up to 48 hours.)  Once the file is noted as bad, you can resubmit the new file as replacement.

Thank you Linda!

All of the above process steps should be completed prior to December...

IF all of the above steps have been completed to success and it's that time of year to begin building out the 1098-T (around the beginning of December), then it's time to create a new ticket with the State Board.

This ticket will be the main communication line for the 1098-T generation process.  Please send any and all communications via this ticket (emails can and may be overlooked). 

  1. Process complete.

2 Comments

Frances

If a student doesn't want to provide their SSN, how/where do we indicate this in the system? That way next year we don't sent the same communication out to them.

Tanjagay Martin

Hello Frances, Thank you for your comment. PeopleSoft has no specific field to indicate that a student chooses to opt-out of providing their SSN. As a result, your college would be responsible for developing a best practice. With this in mind, it makes student groups a useful means of defining, tracking, and processing students. Have a great day, Frances! ~Tanjagay Martin

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