9.2 1098T Checklist

Purpose: Use this checklist as a guideline for 1098T preparations for Student Financials in ctcLink.

Audience: Student Financials staff

1098T Checklist

Navigation:  see below

  1. Checklist table:
Task
 Navigation (if needed)
 Suggested Timeline
Verify your 1098-T TIN Table information is correct for the current calendar year. If you have not copied over the TIN for the upcoming calendar, please do so.
  1. 1098-T Institution Address
  2. Address Usage
  3. Name Usage
  4. Contact Name
  5. Contact Phone
  6. Template Definition
  7. 1098-T Citizenship
 Set Up SACR > Product Related > Student Financials > Taxes > 1098-T TIN Table
 October or November
Verify Charge item types are flagged as 1098-T eligible (use query: QCS_SF_1098T_ITM_TYPE)
 Set Up SACR > Product Related > Student Financials > Item Types > Item Types
 October through December, depending on how often new item types are created
Verify your Enrollment Services department has been sending out missing SSN letters to students. *The update TIN request process looks at the communications table to see if it has been set to completed.
November through January. Based on when you begin validating 1098-T
In order to update the TIN Request field, you will need to generate and validate 1098-T for student population (see QRG on Generating and Editing 1098-T).
*Please do not run the Print process until you are ready for students to receive their 1098-Ts
  1. Student Financials > Taxes > Generate 1098-T
  2. Student Financials > Taxes > Update 1098-T TIN Request
  3. Student Financials > Taxes > Tax Reports > 1098-T Audit Report
 November through January
Communicate to students to do the following in their self-service:
  1. Grant electronic consent for electronic 1098-T
  2. Update their mailing address, if needed.
At least once per term
Determine who on campus will print the 1098-T for those students that did not select to receive their form electronically.



Print:
Electronic
Hard Copy and mail
 Student Financials > Taxes > Tax Reports > 1098-T Form Print

 End of January at the latest.
For those schools that have not processed 1098-Ts in ctcLink: Create a FIRE account with the IRS to send transmittal file.
 https://fire.irs.gov/
 Test transmittal files may be sent from November to the beginning of March.  Filing Information Returns Electronically
Produce the transmit file to the IRS using FIRE account Student Financials > Taxes > Tax Reports > 1098-T Form Print
  1. Screenshot of the 1098-T TIN table page:
1098 T T I N Detail tab
  1. Process complete.
Checklist 2

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