Corrected Forms - Electronic
This section is only for the 1099 series. If you are correcting a W-2 you must prepare a W-2C form.
Correcting 1099 forms electronically is simple but requires a little bit of thought. There are 3 types of errors which are:
1.Changing a dollar amount
2.Changing a Taxpayer ID# (TIN) - EIN or SSN
3.Changing a name or address
Tip: We recommend that you batch your corrections for upload. Correcting records and uploading them piecemeal will take significantly more time than if you batch them. It really makes no difference to the IRS if they receive it in the first week of February or the end of February. They are so backlogged with processing the files submitted during the last few days prior to the deadline that the corrections will take a few weeks to get in to their system.
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How to change your data in our program:
This is the simplest type of correction. Access the original record under the form you created. Change the dollar amount in a box. Change the Correction Type at the bottom to a "G".
Tip: You can save yourself a little time by creating a copy of the information from the incorrect TIN. Go to the 2 people icon on the top toolbar. This is where you make global changes to a recipient's record. Locate the incorrect record in the list. Select the "Copy" button at the bottom of the list. That will create an exact copy except for the TIN. On the newly created record change the TIN.
Step 1:
Locate the original record you created in the list that contains the incorrect taxpayer identification number. Make a copy of it. There is a "Copy" button available at the bottom of the list to do this.
Step 2:
Edit the original record that has the incorrect TIN. Zero out the dollar amounts on this record. Change the Correction Type at the bottom to a "G"
Now edit the record that is a copy of the original. Change the TIN on this record to the correct TIN. If the TIN is not in the system, you will be setting up a new recipient. If the TIN is already in the system that information will be pulled up. If it is not, the recipient you are looking for then you may need to investigate further and see if the TIN is being used by another form. A correction may be necessary for that recipient. Change the Correction Type at the bottom to a "C".
Tip: You can save yourself a little time by creating a copy of the information from the incorrect TIN. Go to the 2 people icon on the top toolbar. This is where you make global changes to a recipient's record. Locate the incorrect record in the list. Select the "Copy" button at the bottom of the list. That will create an exact copy except for the TIN. On the newly created record change the TIN.
Step 1:
Locate the original record you created in the list that contains the incorrect taxpayer identification number. Make a copy of it. There is a "Copy" button available at the bottom of the list to do this.
Step 2:
Edit the original record. First manually copy only the original portions of the name / address to the section of this screen called "Override Name/Address" Then update the recipient's name/address at the top of the screen. Zero out the dollar amounts on this record. Change the Correction Type at the bottom to a "G". The reason for entering the name and address in the Override Section is to capture the incorrect name and address originally entered.
Now edit the record that is a copy of the original. The updated name/address will appear here. Change the Correction Type at the bottom to a "C".
How to file the corrected records electronically:
1. Go to Reports / Electronic Filing
2. Go to Step 2. Select your form and then taxing authority as you would normally. Then look in the middle of the screen for a checkbox asking if you are sending in correction records. Check off that box. This tells our program to only look for records marked as a "G" or a "C"
3. Go to Step 3. Select the payors having the corrected records.
Note: If this is the first time you are uploading corrected records for a payor, all the records marked with a "G" or a "C" will be included. If you have previously filed corrected records for a payor then you will have to use the feature to "Select Individual Recipients" which is located at the bottom of Step 3. When selecting individual recipients you can only include 1 payor at a time at the top of Step 3.
4. Go to Step 4 and "Generate" the file as your normally would. Look at the entry in the log at the top of Step 4 and confirm that the record count for the payor shows the correct number of records.
Error in Reporting the Issuer
If an error is discovered in reporting the issuer's (not recipient) name and/or TIN, the issuer should write a letter to the IRS containing the following information:
• Name and address of issuer
• Type of error (include the incorrect issuer name/TIN that was reported)
• Tax year
• Correct issuer TIN
• TCC
• Type of return
• Number of payees
• Filing method, paper or electronic
• If federal income tax was withheld
Mail correspondence to:
Internal Revenue Service
230 Murall Drive, Mail Stop 4360
Kearneysville, WV 25430