USAS
Closing Procedures
NWOCA Calendar Year-end 2015
1
When closing for the calendar year, please use the USAS CYE Closing
Checklist. This Powerpoint is just a supplement to the actual checklist
2
Vendor TIN Type for 1099s

TIN Type is used to determine whether the Taxpayer Identification
Number is a SSN or an EIN on the vendor record so that the ID number
can be formatted correctly on the printed 1099's

It will be necessary to enter a TIN Type for all 1099 vendors before
your final run of F1099. NWOCA will be unable to print any 1099
forms on your behalf if there are any vendors without a TIN Type.

Use VENSCN to enter a TIN type in the new “SSN/EIN” field


Enter “S” for SSN or “E” for EIN
May use VENLOAD to load TIN types from CSV file.

Column header TIN_TYPE on the
spreadsheet with “S” or “E”
1099 TIN Type

The F1099 program was updated to include the hyphens in the correct
location when formatting the TIN on the printed form.

Included on the .DAT file used with the 1099 printing software
provided by EDGE.

Included in the .TAP file that gets submitted to IRS.

An error will be displayed at the end of your F1099 run as well
as printed on the F1099.TXT report if a 1099 vendor does not
have a TIN type filled in.
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1099 TIN Type

If you are unsure whether the vendor’s ID number is a SSN or EIN:

Look at the vendor's W-9 form

Utilize the IRS Interactive TIN/Name matching program. Allows you to enter
up to 25 TIN/Name combinations and get immediate results. (optional)

Utilize the IRS Bulk TIN/Name matching program. This allows you to enter a
file with TIN/Name combinations and submit it to IRS. You will receive a file
with results within 24 hours of the submission. (optional)

Please see IRS publication 2108A for specifics on the use of their interactive and
bulk TIN/Name matching programs. Both require the district to have an IRS eServices account set up before the matching programs can be used

Run the new TINMATCH program to assist with generating a file to submit to the
IRS Bulk TIN/Name Matching program.
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Preliminary Calendar
Year-End Closing
Check
1099 vendor data with Datatrieve report
VENSSN
Check
that all vendors flagged to receive 1099’s are accurate and have a
social security or tax ID number
Check
that YTD amounts for 1099 vendors are accurate
Check
for vendors that have not been flagged
6
7
VENSSN - Verify 1099 Vendors

Option 5

Check that all vendors that should be are flagged

Review list for any vendors that should get 1099
8
9
*Make sure Vendor Name, 1099 ID#, 1099 Type, is valid/legal*
(look up in USASWEB/Vendors to view details of each 1099 vendor)
NOTE: There will be a charge for 1099 reprints so please be sure your 1099
vendors are correct and complete before printing them
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From the IRS 2015 General Instructions
for Certain Information Returns

“Sole Proprietors: You must show the individual’s name on the first name
line; on the second name line, you may enter the ‘doing business as (DBA)’
name. You may not enter only the DBA name. For the TIN, enter either the
individual’s SSN or the EIN of the business (sole proprietorship). The IRS
prefers that you enter the SSN.”

“Limited liability company (LLC). For a single-member LLC (including a
foreign LLC with a U.S. owner) that is disregarded as an entity separate from
its owner under Regulations section 301.7701-3, enter the owner's name only
on the first name line and the LLC's name on the second name line. For the
TIN, enter the owner's SSN (or EIN, if applicable). If the LLC is taxed as a
corporation, partnership, etc., enter the entity's EIN. “
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Vendor Names
•
If the vendor uses a different name for 1099 reporting, enter the
1099 reportable name on the “2nd Name” field on the Vendor
Record
•
Enter the digits 1099: followed by the IRS-1099 name.
•
The F1099 program will strip off the “1099:” and use the name
following it as the primary name on the 1099 reporting form and
submission file
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To display individual’s name on 1099 but keep
business name as the first line on PO, enter
1099:individual’s name on the 2nd name field of the
vendor record. PO will display:
The 1099 will exclude the first name, and strip
the “1099:” from the second name field, using
the 2nd name as the name on the printed 1099
(below)
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1099 Vendors

“2015 General Instructions for Certain Information Returns” (Forms 1097,
1098, 1099, 3921, 3922, 5498 and W-2G”
http://www.irs.gov/pub/irs-pdf/i1099gi.pdf
Includes more general information on when/where to file, correcting returns
on paper form, guidelines on recipient names and taxpayer identification
numbers (TINs), payments to corporations/partnerships and how to get tax
help or forms and publications

“2015 Instructions for Form 1099-MISC”

http://www.irs.gov/pub/irs-pdf/i1099msc.pdf
Details specific instructions on the 1099-MISC form
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Month-End Closing
Proceed with closing out for the month of December as you would any other
month.

Enter all transactions for the current month

Perform Bank Reconciliation from the USAS User Guide “USAS Useful Procedures”
chapter (section 12.5)

USAEMSEDT– Cash Reconciliation – Option 1

Run BALCHK and outstanding PODETL reports

MTD, FTD, YTD expended amounts on BALCHK are identical

MTD, FTD, YTD received amounts on BALCHK are identical

BALCHK current encumbered totals agree with outstanding PODETL encumbered amount. If
they don’t, run FIXENC.
15
Month-End Closing

Run FINSUMM selecting “Y” to generate FINDET at the same time. The current
fund balances should be identical on each report.

Optional…..Run SM2CALC option (if tracking SM12 figures). SM2CALC
calculates SM2 for month… you may print the resulting report

Perform the monthly COPY routine from your “B” account by typing in
MONTHEND at the MENU prompt
 VERY
IMPORTANT!! Watch copy process to make sure no errors are displayed.
16
MONTHLYCD

From your “B” Account, run MONTHLYCD to generate December’s
reports.
You will be prompted whether you want to generate the report NOW or LATER.
NOW would cause reports to run immediately whereas LATER will run them
overnight. We recommend LATER to relieve load on the system during the day.
Upon completion, you will receive an email message in your “B” account
stating they are finished; Access the reports from NWOCA’s MONTHLYCD
website https://nwoca.org/fiscdrom/index.html by clicking on your district’s
link
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MONTHLYCD
This procedure will generate a standard set of Monthly reports for later archival on CDRom. Continue? (Y/N <Y>): Y
Please ignore
this paragraph
because you are
running
MONTHLYCD
from your “B”
account instead
of your live data
Start NOW or LATER? <LATER>
Job MONTHLYCD (queue OECN$BATCH, entry 430) holding until 03-OCT-2006 18:00
Please wait for this procedure to complete before running ADJUST to close for the month.
Since you chose the LATER option, you will need to wait until tomorrow before running
ADJUST.
You will receive an email notification when the procedure has completed. We recommend
using the LATER option if at all possible to relieve load on the system during the day. After
receiving the email message that the procedure has completed, please use the DASdesignated URL to access the reports
.
You will be prompted for a username/password to access the web site. Please contact your
DAS to set up a username/password to access the web site as well as others at your district
who wish to access the reports on the web site.
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After receiving the email message that
MONTHLYCD has completed for the
month, please access December’s link
from your district’s MONTHLYCD
website to confirm that the reports are
there and the data is correct.
19
Month-End Closing

Generate any additional month-end reports from your “B” account

Run ADJUST from your NORMAL account and select “month-end”


You must NOT be running any other programs from your normal account during this
process.
You have completed the monthly closing. You may continue on with the
calendar year-end closing.
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Calendar Year-End Closing

Generate any additional CYE reports (i.e. WORKCOMP)

Perform a Calendar Year End COPY Routine.
 From

your NORMAL account enter the command CALCOPY from the MENU prompt
Run the program F1099 program
 If
you are ready to process your 1099s, run F1099 from your NORMAL account.
 Make
sure you say Y to create the tape file as it is the file that is submitted to
the IRS
 If
you are NOT ready to process your 1099s, continue with the rest of the closing
procedures and when you are ready, run the F1099 program from your B account.
 Contact
NWOCA by E-Mail (mail_staff_fis@nwoca.org) or Service Desk within 48
hours of running the F1099 program to print the 1099’s.
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NOTE: There will be a charge for 1099 reprints so please be sure your 1099s are complete
before printing them.
F1099 Program
District Information:
1. Federal EIN
: 346400770
2. District name line 1
: SARA'S TEST FILES
3. District name line 2
: TESTING
4. District Address line 1
: P.O. BOX 434
5. District City, State, Zip
: SAMPLE OH 43532
6. District Telephone Number : 419-533-5011
Reporting Requirements:
7. Minimum Amount to Report: 600.00
8. Minimum Royalty Payment to Report: 10.00
9. Report vendors with no ID number : N
10. Utilize check name, address: N
Tape Submission Information:
11. Create Tape File
:Y
13. Payer Name Control :
12. Payment Year
: 2015
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Calendar Year-End Closing

From Normal account, run
VENHIRE, then VHRESET

Resets all vendors flagged as
“Reported” to “Reportable”

Last Reported Date will be left
as is for historical tracking
purposes
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Calendar Year-End Closing

For your NORMAL account, run ADJUST again

Select “Year-End” and run for “Calendar”

You must NOT be running any other
programs from your normal account during
this process

You may begin processing for January
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NWOCA 1099 Procedures

District runs the F1099 program which generates the following:

F1099.TXT – report of 1099 vendors sorted by miscellaneous income type

Please review report for any error messages due to missing TIN_TYPE

F1099.DAT – file containing the 1099 data that is to be used with lasergenerated forms

F1099.FRM – file containing vendor 1099 information to be printed on blank
pin-fed 1099 forms

F1099.TAP – tape file containing the vendor 1099 information to be sent to
the IRS
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NWOCA 1099 Procedures

After NWOCA receives email that the district has completed the F1099
program, we check to see that the F1099 files were created completely
during the district’s F1099 run.

We rename the files to a different extension in order to save them for
later use.

We take the F1099.DAT file and merge it with EDGE software designed to
generate 1099 forms to print on self-sealing 1099-MISC laser forms.
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NWOCA 1099 Procedures

After the 1099s are printed and the district copy of the 1099 is made, we
run the 1099s through an envelope sealer to seal the 1099s.

Each district will receive the following packet:
Copies
of each 1099 (1099 vendor copy and district
copy)

The VENDOR copy is sealed and ready for postage and mailed out

The DISTRICT copy is an 8 ½ x 11 print-out (two vendors printed per page)

The F1099.TXT report

Instructions on how to distribute the 1099s
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Further 1099 information

NWOCA fiscal department will charge $4.00 for each W2 or 1099 that needs
to be re-printed

If you have specific questions about a vendor/1099, review the 1099 Guides
on-line, or contact the IRS or your tax advisor/legal counsel.

Questions?
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CYE FAQ’s
Q: I’m not ready to run my 1099s yet. Can I still close December, run CYE
ADJUST and do my 1099s later?
A: Yes. When you are ready to run your 1099s, you MUST run them from your
B account!
NOTE: They have to be run from your B account before you run MONTHEND
copy for January.
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CYE FAQ’s
Q: What if I need to make changes to my vendors before I run F1099 in
my B account?
A: You must log into USASWEB using your B account username and
password. When doing so, you may have to select between your B
account and your live data. If you see the following screen, click
on the down arrow to select the B account.
NOTE: If the changes warrant the vendor to be updated in the live files as
well (address change, tax ID #, etc), please make sure to log into your live
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account and update the vendor data.
CYE FAQ’s
Q: I forgot to run CYE ADJUST and have been processing in January.
Can I still run CYE ADJUST in my live files?
A: No! Manual intervention must be done from NWOCA’s fiscal staff to
adjust your CTD amounts on both the account and vendor file.
Please contact NWOCA. If you aren’t sure you ran it, you can
confirm by running a BUDSUM, including CTD expended amounts.
At the beginning of a calendar year, your CTD and your MTD
expended should match. If your CYTD amounts are much higher
than MTD, it’s a good indication you did not run CYE ADJUST.
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CYE FAQ’s
Q: I forgot to run WORKCOMP at calendar year-end time. Can I run it from my
B account?
A: It depends on what month your “B” account is in..

If your “B” account still contains your December date, yes, you
can run WORKCOMP from your B account.

If your “B” account contains January or later months data, then
you must contact NWOCA and we will copy your CYE data to your
“D” account and you can run it from there.
32
CYE FAQ’s
Q: I forgot to report a 1099 vendor. Can I update the vendor in my B account
and re-run F1099 from my B account?
A: It depends:

If your B account still contains December data and NWOCA _has not_ submitted
your 1099 data to the IRS yet, then YES, you can log into your B account, update
the vendor, and re-run F1099 from your B account. Please notify us afterwards
so we can print the 1099 and replace your saved 1099 data with the information
from your B account.
NOTE: Please update the vendor’s 1099 status in your live files so
that a 1099 is not accidentally missed in future years
33
I forgot to report a 1099 vendor. Can I update the
vendor in my B account and re-run F1099 from my B
account? (cont…)

If your B account no longer contains December’s data, but NWOCA _has
not_ submitted your 1099 data to the IRS yet, you must contact
NWOCA.
We can copy your CYE data to your D account. You will log into your D
account, update the vendor, and re-run F1099 from your D account.
PLEASE compare the F1099.TXT report from your D account with your
prior F1099.TXT report to verify the vendor data matches (with the
exception of the new one). If so, please notify us afterwards so we can
print the 1099 and replace your saved 1099 data with the 1099 data
from your D account.
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I forgot to report a 1099 vendor. Can I update the
vendor in my B account and re-run F1099 from my B
account? (cont…)

If your B account no longer contains December’s data and NWOCA
has submitted your 1099 data to the IRS, you must issue a paper 1099
to the vendor and also report the vendor to the IRS manually. The
instructions for filing paper 1099 forms are contained in the "General
instructions for Certain Information
Returns" http://www.irs.gov/pub/irs-pdf/i1099gi.pdf on IRS
website. Since NWOCA sends them electronically, we do not supply
paper copies of 1099s or FORM 1096 (required to be included with
the 1099 form). Please contact your nearest IRS office to ask where
you can access copies of these.
35
CYE FAQ’s
Q: I created a 1099 to a vendor by mistake. Can I remove the 1099 type on the
vendor and re-run F1099 in my B account?
A: It depends:

If your B account still contains December data and NWOCA _has not_ submitted
your 1099 data to the IRS yet, then YES, you can log into your B account, update
the vendor, and re-run F1099 from your B account. Please notify us afterwards
so we can replace your saved 1099 data with the 1099 data from your B account.
NOTE: Please update the vendor’s 1099 status in your live files so
that a 1099 is not accidentally generated in future years.
36
I created a 1099 to a vendor by mistake. Can I remove
the 1099 type on the vendor and re-run F1099 in my B
account?

If your B account no longer contains December’s data, but NWOCA _has not_
submitted your 1099 data to the IRS yet, you must contact NWOCA.
We can copy your CYE data to your D account. You will log into your D account,
update the vendor, and re-run F1099 from your D account. PLEASE compare the
F1099.TXT report from your D account with your prior F1099.TXT report to
verify the vendor data matches (with the exception of the missing one). If so,
please notify us afterwards so we can replace your saved 1099 data with the
1099 data from your D account.
37
I created a 1099 to a vendor by mistake. Can I remove
the 1099 type on the vendor and re-run F1099 in my B
account?

If your B account no longer contains December’s data and NWOCA
has submitted your 1099 data to the IRS, you must file a corrected
return on paper form to the IRS. The instructions for filing a
corrected return on paper 1099 forms is contained in the "General
instructions for Certain Information
Returns" http://www.irs.gov/pub/irs-pdf/i1099gi.pdf on IRS
website. Since NWOCA sends them electronically, we do not supply
paper copies of 1099s or FORM 1096 (required to be included with
the 1099 form). Please contact your nearest IRS office to ask where
you can access copies of these.
38