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:
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.

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.
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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