9.2 1098T Processing
Purpose: Use this document as a guide for generating the 1098-T notices. Follow the 5 process steps in order.
This process is dependent upon successful completion of the 9.2 1098T Set Up QRG.
Audience: Student Financials staff.
1098T Processing
This is the initial run-through of the 1098-T generation process.
Navigation: NavBar > Navigator > Student Financials > Taxes > Generate 1098-T
- The Generate 1098-T run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The Generate 1098-T page displays.
- Enter Federal TIN.
- Enter Calendar Year.
- Select the appropriate check box in the Bypass Validation Edits section.
- PeopleBooks Definitions:
- Citizenship = Select to bypass the Citizenship edit, so that a 1098–T is produced for all students with eligible charges regardless of citizenship status.
- Academic Credit = Select to bypass the Earned Academic Credit edit, so that a 1098–T is produced for all students with eligible charges, even if they are enrolled in classes that earn no academic credit.
- Financial Aid = Select to bypass the Financial Aid edit, so that a 1098–T is produced for students who have eligible charges paid entirely by Financial Aid.
- Financial Info = Select to produce a 1098–T for students who have no financial information in boxes one through six. If the students are currently enrolled, the 1098-T is produced.
- PeopleBooks Definitions:
- Student Override checkbox remains unchecked.
- Select Run. Please refer to the Process Scheduling QRG for further instructions.

- Section complete.
This process is dependent upon the successful completion of the Request student TIN/SSN communication listed in the 9.2 1098T Set Up QRG.
The below process will check the box in the STUDENT'S TIN field on the 1098-T that is sent to the IRS.
Navigation: NavBar> Navigator > Student Financials > Taxes > Update 1098-T TIN Request
- The Update 1098-T TIN Request run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The 1098-T TIN Request Update page displays.
- Enter Selection Tool = "PS Query".
- Enter Query Name = "QCS_SR_COMM_COMPL_1098UPD".
- Select Edit Prompts.

- The Query Prompts window displays
- Enter Institution.
- Enter Letter Code that indicates who have requested TIN #. Letter codes may vary per institution.
- Select OK.

- The Query Prompts window disappears.
- Enter Federal TIN.
- Enter Calendar Year.
- Select Run. Please refer to the Process Scheduling QRG for further instructions.

- Section complete.
This is a validation step prior to the sending out the 1098-T's. It creates a PDF to download and is used to verify student data.
Navigation: NavBar > Navigator > Student Financials > Taxes > Tax Reports > 1098-T Audit Report
- The 1098-T Audit Report run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The 1098-T Audit Report page displays.
- Enter Report Mode:
- Audit Only: Used to check the data manually before printing or creating a transmittal files.
- Validate Only: Checks each applicable record to determine the validity of it's data. Select this to isolate those missing an SSN, name, or address in the system.
- Audit and Validate (recommended): The 1098-T Audit Report prints all applicable records and assigns a validation status to them.
- Enter Primary Sort.
- Enter Print Selection.
- All 1098-T's (recommended): Includes all types of 1098-T records.
- Not Filed Corrected 1098-T's: Includes only those records that were included in a transmittal file and have the Correction box selected.
- Not Filed Original 1098-T's: Includes only those records that were not included in a transmittal file and do not have the Correction box selected.
- Not Printed Corrected: Includes only those records that have not printed and have the Correct box selected.
- Not Printed Originals: Includes only those records that have not printed and that do not have the Correction box selected.
- Enter Secondary Sort.
- Enter Federal TIN.
- Enter Calendar Year.
- Student Override checkbox remains unchecked for this run. When making corrections, it may be selected..
- Select Run. Please refer to the Process Scheduling QRG for further instructions.

- Section complete.
Navigation: NavBar > Navigator > Student Financials > Taxes > Tax Reports > 1098-T Form Print
These processes will not actually "print" the 1098T, but will:
- Allow students to access their tax form via self-service (aka turn on the 1098T.).
- Creates the file that will be sent to the Department of Enterprise Services for printing, folding, and mailing.
- The 1098-T Form Print run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The 1098-T Print page displays.
- Enter Transmitter's TIN.
- Enter Calendar Year.
- Enter Media = "Print Only".
- Enter Filing Status
- "Original" - If this is the first run of the year.
- "Correction" - After the first run and for any corrections.
- Enter Primary Sort.
- Enter Secondary Sort.
- Enter TIN.
- Enter Calendar Year.
- When corrections are necessary, the Student Override checkbox may be selected. This will enable the ID field in the Student Override section.
- Enter student ID.
- Select Run. Please refer to the Process Scheduling QRG for further instructions.
- See the Sending 1098-T Transmittal File to IRS QRG for the final process to send the IRS the information.
- Section complete.
Use the below instructions as a reference to send 1098-T transmittal files to the IRS in ctcLink.
PLEASE NOTE: Extra attention should be given to the proper file being uploaded, as erroneous files take a significant amount of time to correct.
Navigation: NavBar > Navigator > Student Financials > Taxes > Tax Reports > 1098-T Form Print
- The 1098-T Form Print run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The 1098-T Print page displays.
- Enter Transmitter's TIN.
- Enter Calendar Year.
- Enter Media.
- Extract File Only: Select to create a generic extract file containing the 1098-T Form data.
- Extract and Transmittal Files: Select to create the IRS transmission and extract files simultaneously.
- Print Only: Select to print your 1098-T tax forms using 1098-T print stock.
- Print and Transmittal File: Select to create the IRS transmission file and simultaneously print your 1098-T tax forms using 1098-T print stock.
- Transmittal File Only: Select to create the IRS transmission file.
- Enter Filing Status.
- "Original" - If this is the first run of the year (not including the TEST run)
- "Correction" - After the first run and for any corrections.
- "Replacement" - If the IRS rejected the file originally sent, this only includes original records in the replacement file.
- Enter Primary Sort.
- Enter Secondary Sort.
- Enter TIN.
- Enter Calendar Year.
- When corrections to individual students are necessary, check the Student Override checkbox, then enter student IDs.
- Select Run. Please refer to the Process Scheduling QRG for further instructions.

- The Process Scheduler Request page displays.
- Check the Print 1098-T Forms checkbox.
- Select OK.

- The Process Scheduler Request page disappears.
- The updated 1098-T Print page displays. Note the Process Instance number.
- Select Process Monitor.

- The Process List tab displays.
- Select Refresh until Run Status = "Success" and Distribution Status = "Posted".
- Select Details.

- The Process Detail page displays.
- Select View Log/Trace.

- The View Log/Trace page displays.
- The transmittal file is titled "IRSTAX.001".
- 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,
- 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.



- Log in to the IRS FIRE system by selecting the link below and proceed with specified directions to upload the file.
- Process complete.
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