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

1.  Generate 1098-T

This is the initial run-through of the 1098-T generation process.  

Navigation:  NavBar > Navigator > Student Financials > Taxes > Generate 1098-T

  1. The Generate 1098-T run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Generate 1098 T Add a New Value tab
  1. The Generate 1098-T page displays.
  2. Enter Federal TIN.
  3. Enter Calendar Year.
  4. Select the appropriate check box in the Bypass Validation Edits section.
    1. PeopleBooks Definitions:
      1. Citizenship = Select to bypass the Citizenship edit, so that a 1098–T is produced for all students with eligible charges regardless of citizenship status.
      2. 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.
      3. 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.
      4. 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.
  5. Student Override checkbox remains unchecked.
  6. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Image of the Generate 1098-T page
  1. Section complete.
2.  Updating Student TIN Request Box

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

  1. The Update 1098-T TIN Request run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Update 1098 T T I N Request Add a New Value tab
  1. The 1098-T TIN Request Update page displays.
  2. Enter Selection Tool = "PS Query".
  3. Enter Query Name = "QCS_SR_COMM_COMPL_1098UPD".
  4. Select Edit Prompts.
1098 T T I N Request Update page
  1. The Query Prompts window displays
  2. Enter Institution.
  3. Enter Letter Code that indicates who have requested TIN #. Letter codes may vary per institution.
  4. Select OK.
Query Prompts window
  1. The Query Prompts window disappears.
  2. Enter Federal TIN.
  3. Enter Calendar Year.
  4. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
1098 T T I N Request Update page
  1. Section complete.
3.  Auditing 1098-T

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

  1. The 1098-T Audit Report run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
1098 T Audit Report Add a New Value tab
  1. The 1098-T Audit Report page displays.
  2. Enter Report Mode:
    1. Audit Only: Used to check the data manually before printing or creating a transmittal files.
    2. 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.
    3. Audit and Validate (recommended): The 1098-T Audit Report prints all applicable records and assigns a validation status to them.
  3. Enter Primary Sort.
  4. Enter Print Selection.
    1. All 1098-T's (recommended): Includes all types of 1098-T records.
    2. Not Filed Corrected 1098-T's: Includes only those records that were included in a transmittal file and have the Correction box selected.
    3. 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.
    4. Not Printed Corrected: Includes only those records that have not printed and have the Correct box selected.
    5. Not Printed Originals: Includes only those records that have not printed and that do not have the Correction box selected.
  5. Enter Secondary Sort.
  6. Enter Federal TIN.
  7. Enter Calendar Year.
  8. Student Override checkbox remains unchecked for this run.  When making corrections, it may be selected..
  9. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Image of the 1098-t Audit page in ctcLink
  1. Section complete.
4.  Printing 1098-T

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.
  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.
  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 = "Print Only".
  5. Enter Filing Status
    1. "Original" - If this is the first run of the year.
    2. "Correction" - After the first run and for any corrections.
  6. Enter Primary Sort.
  7. Enter Secondary Sort.
  8. Enter TIN.
  9. Enter Calendar Year.
  10. When corrections are necessary, the Student Override checkbox may be selected. This will enable the ID field in the Student Override section.
  11. Enter student ID.
  12. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
  13. See the Sending 1098-T Transmittal File to IRS QRG for the final process to send the IRS the information.
1098 T Print page
  1. Section complete.
5.  Sending 1098-T Transmittal File to IRS

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

  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.
  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.
    1. Extract File Only: Select to create a generic extract file containing the 1098-T Form data.
    2. Extract and Transmittal Files: Select to create the IRS transmission and extract files simultaneously.
    3. Print Only: Select to print your 1098-T tax forms using 1098-T print stock.
    4. Print and Transmittal File: Select to create the IRS transmission file and simultaneously print your 1098-T tax forms using 1098-T print stock.
    5. Transmittal File Only: Select to create the IRS transmission file.
  5. Enter Filing Status.
    1. "Original" - If this is the first run of the year (not including the TEST run)
    2. "Correction" - After the first run and for any corrections.
    3. "Replacement" - If the IRS rejected the file originally sent, this only includes original records in the replacement file.
  6. Enter Primary Sort.
  7. Enter Secondary Sort.
  8. Enter TIN.
  9. Enter Calendar Year.
  10. When corrections to individual students are necessary, check the Student Override checkbox, then enter student IDs.
  11. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Image of the 1098T print page in ctclink with fields completed.
  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 link below and proceed with specified directions to upload the file.
  2. Process complete.

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