SVB Analytics - CapMx®
FORM 3921 – COPY A – ELECTRONIC FILING
Tax Year 2011
Form 3921 – General Info
Copy A – Electronic Filing
Information Covered
How to Generate in CapMx
URLs, Phone Numbers,
and Where to Find Stuff…
Form 3921 – General Info
Form 3921 – Where Do I Find It?
• Information on Form 3921 can be found at:
http://www.irs.gov/pub/irs-pdf/f3921.pdf
Attention:
This form is provided for informational purposes only. Copy A appears in red, similar to the
official IRS form. Do not file copy A downloaded from this website with the SSA. The official printed
version of this IRS form is scannable, but the online version of it, printed from this website, is not. A
penalty may be imposed for filing forms that can’t be scanned. See the penalties section in the
current General Instructions for Forms W-2 and W-3 for more information.
To order official IRS forms, call 1-800-TAX-FORM (1-800-829-3676) or Order Information
Returns and Employer Returns Online, and we’ll mail you the scannable forms and other
products.
You may file Forms W-2 and W-3 electronically on the SSA’s website at Employer
Reporting Instructions & Information. You can create fill-in versions of Forms W-2 and W-3
for filing with SSA. You may also print out copies for filing with state or local governments,
distribution to your employees, and for your records.
See IRS Publications 1141, 1167, 1179 and other IRS resources for information about
printing these tax forms.
4
Form 3921 – Copy A – a Few Filing Reminders
• Filed with the IRS
• Hard-copy (paper) filing
o
o
Permitted if < 250 forms/transactions
IRS encourages (prefers) electronic filing even if < 250
• Electronic filing (e-filing)
o
o
Required if => 250 forms/transactions
Do not aggregate with any other information return (see
next slide)
5
Copy A
Electronic Filing
Form 3921 – Copy A – Electronic Filing
• IRS Publication “2011 General
Instructions for Certain
Information Returns (Forms 1097,
1098, 1099, 3921, 3922, 5498 and
W-2G)” explains when electronic
filing is required.
• Get the publication noted above
at:
http://www.irs.gov/pub/irspdf/i1099gi.pdf
• The publication covers general
info regarding the listed
information returns, and contains
limited info on electronic filing.
7
Form 3921 – Copy A – Electronic Filing
• IRS Publication 3609, “Filing Information Returns Electronically”,
is a good overview of using electronic filing.
• Find the publication at:
http://www.irs.gov/pub/irs-pdf/p3609.pdf
8
Form 3921 – Copy A – Electronic Filing
• Electronic filing due date: APRIL 2, 2012
• Not sure you will be ready to file by that date?
• What do you do? File for an automatic 30-day extension by completing
Form 8809, Application for Extension of Time to File Information
Returns.
• The form may be submitted on paper, or through the FIRE system either
as a fill-in form or an electronic file.
o
o
If using the FIRE system to file Form 8809, you do not need a TCC.
If using the FIRE system to file Form 3921, you do need a TCC.
• No signature or explanation is required for the extension. However, if you
will electronically file Form 3921, you must file Form 8809 by the April 2,
2012 due date of the Form 3921 in order to get the 30-day extension.
9
CapMx can Generate the Electronic File for Form 3921
• With CapMx, electronic filing is straight forward.
• CapMx will generate the properly formatted (per the IRS specifications)
data file to be filed with the IRS through the IRS FIRE system.
• The only way you can file electronically with the IRS is through their
FIRE system.
• To file electronically through the IRS FIRE system, you will need:
An account on the FIRE system; and
o A “TCC” (Transmitter Control Code)
o
10
What You Need to Do NOW
• Electronic filing
o
Download and read the “2011 General Instructions for Certain Information
Returns (Forms 1097, 1098, 1099, 3921, 3922, 5498 and W-2G)”
o
Setup a FIRE system account (see the next slide)
o
Apply for a TCC – it takes 2 – 4 weeks to get it so you should apply now
• Apply by completing and faxing Form 4419, Application for Filing
Information Returns Electronically
• Get the form here: http://www.irs.gov/pub/irs-pdf/f4419.pdf
11
What You Need to Do NOW
• Form 4419 - Application for TCC for use on the FIRE site
o
New users are required to submit Form 4419, Application for Filing Information
Returns Electronically, to request authorization to file Information Returns with the
IRS. Mail your completed Form 4419 to:
Internal Revenue Service
Enterprise Computing Center – Martinsburg Information Reporting Program
230 Murall Drive
Kearneysville, WV 25430
Or fax your completed Form 4419 to:
877-477-0572 (toll-free)
• Upon approval, a five-character alpha/numeric Transmitter Control Code
(TCC) will be assigned and mailed to you. Form 4419 should be
submitted to IRS at least 30 days before the due date of the return.
12
What You Need to Do NOW
• Familiarize yourself with the IRS FIRE system and setup and account
FIRE = Filing Information Returns Electronically
o Website: fire.irs.gov
o
13
What You Need to Do NOW
• Create your FIRE System Account
14
Form 3921 – Copy A – Electronic File
How to Generate in CapMx
Steps to Generate the Electronic File for Form 3921
cont’d
At the Reports Main
Menu, select “Form
3921” under the Option
& Stock Purchase Right
category.
16
Steps to Generate the Electronic File for Form 3921
cont’d
At the report generation screen, CapMx will automatically default to the
2011 tax year, i.e., the calendar year in which the ISOs were exercised.
•The year cannot be earlier than 2010 because Form 3921 is
required only for ISO exercises after 12/31/09.
•For ISO exercises before 01/01/10, run the “ISO Year-End
Statement”.
17
Steps to Generate the Electronic File for Form 3921
cont’d
•At the report generation screen, complete the information on the bottom grid
for “Electronic File Generation – Copy A”. Click “Generate”.
•A warning message appears regarding having the correct FMVs (Fair
Market Values) in place. Click “OK” to continue or “Cancel” to exit to make
adjustments as needed to the FMV Table.
•After clicking “OK”, the file is generated via a File Download window.
•Click “Save” and save it to your computer in a “.txt” format on the “Save As”
window. You can change the file name but do not change the “.txt” extension
•NOTE: The file is generated in an ASCII format in strict accordance with
IRS requirements for electronic files. If you “Open” the file the layout will be
unfamiliar to you and any change to the file will make it unacceptable to the
IRS. Accordingly, simply “Save” the file.
18
Steps to Generate the Hard Copy of Form 3921
cont’d
19
Steps to Generate the Electronic File for Form 3921
cont’d
20
Steps to Generate the Electronic File for Copy A of
Form 3921 - “Corrected” Forms
• At the generation screen, CapMx has a “Corrected” check box.
• Checking that box will cause all of the selected exercises to have the
“Corrected” status on the electronic file.
• When generating “Corrected” electronic file, be sure to select only
those exercises that are actually being corrected.
21
After Generating the Electronic File…
• Go to the fire.irs.gov site and upload the file. The screens at the FIRE
site are self-explanatory; you should not have any trouble uploading
your file.
• It will take a couple of days for the IRS to send an email regarding
whether or not the file went through.
• If the file fails, the email will tell you what the problem is.
22
URLs, Phone Numbers, and Where to
Find Stuff…
URLs, Phone Numbers and Where to Find Stuff…
1. Information on Form 3921 can be found at:
http://www.irs.gov/pub/irs-pdf/f3921.pdf
2. Download Form 8809 here:
http://www.irs.gov/pub/irs-pdf/f8809.pdf
3. IRS Publication “2010 General Instructions for Forms, 1099, 1098,
3921, 3922, 5498 and W-2G” is here:
http://www.irs.gov/pub/irs-pdf/i1099gi.pdf
4. IRS Publication 3609, “Filing Information Returns Electronically”, is
here:
http://www.irs.gov/pub/irs-pdf/p3609.pdf
24
URLs, Phone Numbers and Where to Find Stuff…
5. Application for TCC – Form 4419 can be found at:
http://www.irs.gov/pub/irs-pdf/f4419.pdf
6. Create your FIRE System Account here:
fire.irs.gov
7. IRS Forms Order Desk:
1-800-829-3676
8. IRS Information Help Line:
1-866-455-7438
25
Really?!?!?
What If I Don’t Want to Deal with This –
Can’t I Get Someone Else to Do It For Me?
Hire Somebody!
• The IRS FIRE website has a list of approved vendors for handling
electronic filing.
• The NASPP is a good resource for finding a consultant.
• FRS Equity Strategies – knows CapMx and has worked with CapMx
clients for many years.
• Marianne Brannock-Hill
• marianne@equity-strategies.com
• 1-408-727-0227
• NOTE: Contracting with FRS is strictly between your company and
FRS. SVB Analytics – CapMx has no financial interest in any such
relationship. Standard best business practices require that you exercise
due diligence before contracting with any consultant.
27
Questions?
•Contact your CapMx Account Representative
directly.
•Call the CapMx Support Line:
415-764-4783
•email the CapMx Support Team:
capmxsupport@svb.com
28
Disclosures
This material is provided for informational purposes only. The material is based in part upon information from
third-party sources that we believe to be reliable, but which has not been independently verified by us and, as
such, we do not represent that the information is accurate or complete. The information should not be viewed
as tax, investment, legal or other advice nor is it to be relied on in making any decision. You should obtain
relevant and specific professional advice before making any decision. Nothing relating to the material should
be construed as a solicitation or offer, or recommendation, to engage in any other transaction.
Products and services offered by SVB Analytics are not insured by the FDIC or any other Federal Government
Agency and are not guaranteed by Silicon Valley Bank or its affiliates. Silicon Valley Bank is a member of the
FDIC and the Federal Reserve and it is the California bank subsidiary of SVB Financial Group, which is also a
member of the Federal Reserve.
29