1099 and W-2 Tax Processing Team Process

Workflow Status: NOT STARTED

Initial status when job has been created but no work has begun

Staff create or confirm that a PE 1099 job exists for any 1099/1098/W-2/1042/1095 request.
Staff create a 1099 or W-2 folder in DMS.
Be sure to include the Federal Tax Other (TAXOTH) and the 1099 Other Income Reporting template.
Staff forwards job to themselves with workflow status of PREPARATION

Workflow Status: PREPARATION

Time Guideline:

Template Preparation
- Current-year templates are available in DMS.
- Templates can be completed by staff or sent to clients for completion.
Documentation
- Staff save all client documentation and the completed Yearli template in DMS.
FORWARD the job to Tax Processing with workflow status of 1099 PROCESSING

Workflow Status: 1099 PROCESSING

Time Guideline: 1 day

Workflow Status: 1099 APPROVAL

Time Guideline: 1 day, unless sending to client for approval

Staff will review the draft forms saved in DMS. Staff may send forms to client for review and approval if necessary.
If corrections are needed:
1. Staff contacts Tax Processing Coordinator that originally processed 1099s with information on what needs to be corrected.
2. Staff forwards job back to original Tax Processing Coordinator with workflow status of 1099 APPROVAL
3. Tax Processor corrects 1099s, prints updated draft forms to PDF, and saves in DMS with the file name of “<Form Type> Updated Draft - <Client Name>”.
4. Tax Processor forwards job to Staff with workflow status of 1099 APPROVAL.
5. Staff reviews/approves updated file in DMS
If no corrections are needed:
1. Staff completes Delivery section of PE job
  - ALL 1099s will be delivered to each recipient via Yearli. Admin will not print 1099s in-house, unless there is a special request.
    - Special request delivery options:
      1. Paper delivery – indicate shipping method and address
      2. HubSync – will go to client workspace
      3. Email – will be emailed to client via ShareFile
2. Staff forwards job to Tax Processing with workflow status of 1099 READY TO E-FILE

Workflow Status: 1099 READY TO E-FILE

Time Guideline: 1 day

TPC will complete Yearli process & e-file
Print forms to PDF and save final copy in DMS with file name “<Form Type> Final - <Client Name>”
Once forms are sent, TPC will forward job to Completed Tax Processing shelf with workflow status of 1099 EFILED.

Workflow Status: 1099 EFILED

Job is considered complete at this status and no further action is necessary.

CORRECTED 1099s and W-2s

Create new job in PE and include “Corrected” at the end of the job name. Make sure that the year for the Corrected 1099/W2 is set up correctly.
Staff to send email to Tax Processing with the following information:
1. Client Number
2. Payer Name
3. Form Type
4. Year being correct
5. What is being corrected?
  - Wrong Recipient TIN
  - Name
  - Address
  - Wrong Amount
    - Include names of recipients being corrected
TPC will send you a custom template to complete
Follow same process as regular 1099s/W2s

Additional Notes
1. Communicate with Tax Processing in advance regarding timelines for large projects.
2. Do not email templates directly to Tax Processing staff.
3. See Yearli Q&A for additional information if needed