1099/W2 Maintenance & Screens User Manual
Contents
1. Help 2 characters Include the vendor business type code used by the IRS Values are as follows Blank Not Valid On Line Batch Only BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government FI Foreign Individual FN Financial Institution 1 character Type Y to delete this 1099 MISC voucher record See the Appendix for an explanation of the standard PF Keys 1099 W2 Maintenance User Manual Page Il 7 1099 MISC Vendor Browse Delete This screen is used as part of the Federal Government 1099 MISC tax reporting process The information shown is pulled from the voucher file according to the selection criteria which makes a payment reportable as a 1099 Once the 1099 data has been extracted and loaded VBYR110 in the file it can be viewed and deleted using Screen 182 Deletions made to the information on this screen do not change the information on the voucher file only that which is reported to the IRS Screen 182 1099 MISC Vendor Browse Delete 182 1099 MISC Vendor Browse Delete 11 16 10 09 00 MY RESOURCE COMPUTER amp SERVICE FY 2011 CC 02 Screen Vendor lvvvvvvvvv2 Tax Year 2009 IRS Sel Voucher Itm FEI FY Amount Ind Description Date Pd _ 1041189 1 7xxxxxxx4 2009 119 00 7 IMAC 24 COMPUTER 01 05 2009 _ 1051559 1 7xxxxxxx4 2009 183 00 7 COMPUTER MACBOOK 01 07 2009 1055145 2 7xxxxxxx4 2009 357 00 7 VMWARE FUSION 2 0 01 21 2009 _ 10575352. SSN 3xxxxxxxl Name AMOS A ANDERSON Date Paid 12 22 2009 Emolument Amt 140 72 Mileage Amt Qual Moving Amt This screen is used as part of the Federal Government W2 reporting process The information displayed should be verified for accuracy Correct any errors and supply missing information to avoid penalties W2 vouchers selected should be paid within the calendar from November 1st through October 31st Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp SS _ ___ _ ____ __ __5 1099 W2 Maintenance User Manual Page III 3 Screen 181 W2 Record Add Modify Delete cont d Basic Steps e Advance to Screen 181 e Type a voucher number item number and fiscal year on the Action Line To pull vouchers from Accounts Payable type Y in the Pull From AP field and press ENTER e Ifthe voucher is found the appropriate fields will be filled in automatically You must enter the dollar amount emolument qualified moving or mileage in the appropriate field Only one amount should be filled in per voucher item e Add modify or delete the information as needed Type an asterisk in the SSN field to view a pop up window that will allow you to search for the appropriate Social Security number Type X by the number to select it and pass the name and number back to Screen 181 If the record needs to be deleted enter Y in the Delete field e Press EN
3. Voucher 7 digits Displays the voucher number associated with the vendor Itm 3 digits Indicates the item number on the voucher FEI 9 digits Shows the Federal Employee Identification number assigned to the vendor FY 4 digits Identifies the fiscal year in which the voucher was created Amount 10 digits Indicates the amount on the voucher IRS Ind 1 character digit Displays the type of 1099 payment Examples are as follows 1 Unemployment Compensation 2 State or Local Income Tax Refunds Credits or Offsets 4 Federal Income Tax Withheld 6 Taxable Grants 7 Agriculture Payments Description 35 characters Shows a description of the item Date Pd 8 digits Identifies date the voucher was paid Additional Functions PF KEYS See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page Il 19 1099 Extracts Reports VBYR106 VBYR108 VBYR109 VBYR113 VBYR110 VBYR114 VBYR116 VBYR111 VBYR115 VBYR117 VBYR101 VBYR102 VBYR103 VBYR112 Extracts 1099 records for 1099 G It creates a WORKFILE of 1099 G data It reports statistical information such as total number of records extracted and warnings Extracts 1099 records for 1099 MISC and 1099 INT It creates a WORKFILE of 1099 MISC 1099 INT and 1099 Foreign data It reports statistical information such as total number of each record type extracted warnings and GL records to be reviewed manually
4. PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing ENTER to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or 3 will appear You cannot enter additional information until the system is finished processing If any
5. Reports 1099 MISC data either from the VYBR108 extract or from the 1099 database after it has been loaded Reports 1099 INT data either from the VYBR108 extract or from the 1099 database after it has been loaded Loads VBYR108 1099 MISC extracted data to the database for edits Loads VBYR108 1099 INT extracted data to the database for edits Loads VBYR106 1099 G extracted data to the database for edits Reloads the WORKFILE with edits made on Screen 180 Reloads the WORKFILE with edits made on Screen 187 Reloads the WORKFILE with edits made on Screen 189 Reports 1099 MISC data that will be printed on forms and sent to the IRS electronically It also creates a formatted file of data to meet IRS requirements Reports 1099 INT data that will be printed on forms and sent to the IRS electronically It also creates a formatted file of data to meet IRS requirements Produces a report 1099 G Letters and download of 1099G records Formats and combines 1099 data for all TAMUS Parts into the IRS record layouts for transmission to the IRS 1099 W2 Maintenance User Manual Page Il 20 Section III W2 Inquiry amp Maintenance 1099 W2 Maintenance User Manual Page III 2 Add Modify Delete W2 Record A voucher must pass both of the following criteria to be considered a reportable expense in the W2 process 1 Voucher void drop or state voucher void flag is not equal to Y 2 Check date for local vouchers or state voucher print dat
6. Screen Advances to the next screen required Notes Notes Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward F and Backwards B through the text or End E to exit the window 4 F0013 Please enter desired modifications I P600026 1 0 Position at line Line k kk Note Text 1 gt gt Notes Entered 10 12 95 BY CARSON ALLEN M 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS 3 PRIOR TO THE AWARD I I 4 I 5 CONTACT DR JAMES M WADDLESWORK FOR FURTHER_ 6 DETAILS CLARIFICATION ABOUT THE REQUESTED I I 7 ITEMS I I 8 I I 9 I I 10 I I 11 I I 12 I Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right 1099 W2 Maintenance User Manual Page IV 9 1099 W2 Screens List M18 180 181 182 183 184 187 188 189 1099 W2 MENU iconic eon i ca aaa Lists the available screens for 1099 and W2 reporting 1099 MISC Record Add Modify Delete ee eeeee esee eene eene nennen eee ninni ne niee ee nioze sione Used to add modify delete 1099 miscellaneous not interest records as part of the Federal Government 1099 M
7. displayed with the valid values for the field By typing an X next to the desired value and pressing ENTER that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit Fund Group Help Pop Up Window More Codes Press ENTER to View l AFR Sub Fund Fund Fund Description I 01 CLEARING ACCOUNTS I 20 DS DF DESIGNATED FUNCTIONAL amp GENERAL 21 DS DS DESIGNATED SERVICE DEPARTMENTS 22 DS ST DESIGNATED SERV DEPT MATERIAL amp SUP 23 DS SM DESIGNATED SERV DEPT COMM amp UTIL 24 DS SU DESIGNATED SERV DEPT REPAIRS amp MAIN 25 DS SR DESIGNATED SERV DEPT RENTALS amp LEAS 26 DS SL DESIGNATED SERV DEPT PRINTING amp REP 27 DS SP DESIGNATED SERV DEPT CLAIMS amp LOSSE 28 DS sc DESIGNATED SERV DEPT OTHER OPER EXP 29 DS so DESIGNATED SERV DEPT OTHER OPER EXP IASYS AFR FUND GROUP Select an AFR Fund Group or Press lt PF4 gt to Quit Ex 10 FG FUNCTIONAL AND GENERAL I 1099 W2 Maintenance User Manual Page IV 7 Standard PF Keys PF Keys are used in the FAMIS modules to access additional information Wherever possible the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list should help you identify the functionality behind the PF keys that you will see on the many screens in FAMIS Many screens have extended informa
8. other symbols appear press your RESET key often the ESCAPE key on a PC 1099 W2 Maintenance User Manual Page IV 3 Appendix Instructions cont d ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line
9. 1 7xxxxxxx4 2009 596 00 7 TS355LL A COMPUTR 01 27 2009 __ 1057535 4 7xxxxxxx4 2009 199 00 7 TS355LL A COMPUTR 01 27 2009 _ 1058863 1 7xxxxxxx4 2009 119 00 7 IMAC 24 INTEL COR 01 28 2009 _ 1062783 1 7xxxxxxx4 2009 99 00 7 MAC MINI 2 0GHZ FO 02 05 2009 _ 1063571 1 7xxxxxxx4 2009 239 00 7 LAPTOP APPLE MACB 02 06 2009 __ 1063841 2 7xxxxxxx4 2009 239 00 7 COMPUTER MACBOOK 02 06 2009 _ 1069617 2 7xxxxxxx4 2009 239 00 7 BLACK NYLON SLEEVE 02 23 2009 _ 1071653 1 7xxxxxxx4 2009 234 99 7 LAPTOP COMPUTER RE 02 25 2009 _ 1074638 1 7xxxxxxx4 2009 476 00 7 IMAC 20 2 4GHZ C2 03 03 2009 _ 1074750 1 7xxxxxxx4 2009 65 00 7 COMPUTER CHECK 03 03 2009 _ 1075960 2 7xxxxxxx4 2009 99 00 7 MINI MAC 2 0 GHZ C 03 25 2009 Press ENTER For More 1099 Vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 182 e Enter a valid vendor identification number If the vendor number is unknown you may type the vendor s name or type an and press ENTER to view a pop up window displaying a list of vendors from which to choose Type an X in front of the vendor to be selected and press ENTER to pass the vendor ID number back to Screen 182 e Specify a fiscal year if other than the default year and press ENTER Delete Record e To delete records from the file mark the records by typing D in the Sel field You may mark multiple records for deletion on t
10. 1099 W2 Maintenance amp Screens os User Manual FAMIS Services The Texas A amp M University System 1099 W2 Maintenance User Manual Page l 2 Table of Contents I Introduction PAGE M18 1099 2 Me duces 22m enni no 1 4 Il 1099 Inquiry amp Maintenance 1099 Record EXtFaCt iiu iiie aaa cenni arcaici Il 3 Non A P Payments Il 3 EXtract Reports Il 4 Foreign Vendor oe eret esteso ii Il 4 GL ive e LC HR Il 4 Alternate Vendor Warning esses Il 4 Extract Statistics odere iaia Il 4 Screen 180 1099 MISC Record Add Modify Delete sess Il 5 Screen 182 1099 MISC Vendor Browse Delete eee Il 8 Screen 187 1099 INT Record Add Modify Delete cccccccesseccsseceessesesseeees 11 10 Screen 188 1099 INT Vendor Browse Delete eene 11 13 Screen 184 1099 G Record Add Modify Delete 11 15 Screen 189 1099 G Vendor Browse Delete rire Il 18 1099 Extracts Reports Il 20 lll W2 Inquiry amp Maintenance Screen 181 W2 Record Add Modify Delete I11 3 Screen 183 W2 SSN Browse Delete seen Ill 6 W2 Extracts Reports nnne treten Ill 8 IV Appendix Instr ctiOns ica IV 3 Standard PF Keys lead IV 8 1099 W2 Screens LIS
11. 9 MISC form 40 characters digits 4 lines Indicate the address to where the 1099 MISC should be mailed 21 characters Enter city for the remit to address Help 2 characters Type the state code for the indicated address 9 digits Include the Zip Code for the mailing address 3 characters Type the code for the country to which the voucher will be mailed 9 digits Enter the Federal Tax Identification number for the vendor 1099 W2 Maintenance User Manual Page Il 11 Screen 187 1099 INT Record Add Modify Delete cont d IRS Indicator 1 character digit Identify the code for the type of 1099 payment as one of the following A e c 5 za Il 0 0 OU WRRBOZNA Il Vndr 1099 Cd 1 character Crop Insurance After 1997 Not Required Gross Proceeds Paid to Attorney Foreign Indiv 1042S Reportable Not 1099 Crop Insurance Rents Royalties Other Income Federal Income Tax Withheld Fishing Boat Proceeds Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales gt 5000 for Resale Enter a valid 1099 vendor code Values are as follows Blank Ozz mmo Il Vndr Business Type Do Not Report Corporation Employee Foreign Individual Individual Medical Health Corporation Non Profit Corporation Other Help 2 characters Include the vendor business type code used by the IRS to describe the type of busines
12. ISC tax information W2 Modify Delete vis sisscssscsssssssssssscssassassascacesasscscsssvacsssavsacdsonsascsescaecebovacssvanesiesesacedeadsass essessdeass Used to modify delete W2 information as part of the Federal Government W2 reporting process 1099 MISC Vendor Browse Delete scccccccsssssssccecceesessssnceeeesesessssnceeeceseeecsscceeeesseeeessssseeeeeeeeess Used to browse delete 1099 Miscellaneous not interest records by vendor W2 Browse Delete sssscccsscsssssssceeccesecesssneeeeessesecssceceeeseccssncccesesesecessenceeseeseeesssseeseeeeeeseeags Used to search delete W2 information by Social Security Number SSN 1099 G Record Add Modify Delete ee eeeee esee eene eese enne esee nenne nnns ne nione ceci enezieizenionene Used to maintain 1099 G record information 1099 INT RECOrd ici Used to add modify delete 1099 interest records as part of the Federal Government 1099 INT tax information 1099 INT Browse Delete 5 x reir eid sito rera eda et davon Pa kn Eae Roin Ro aaa aan aa opa na Pana viscosa adn adno de Used to browse delete 1099 interest records by vendor 1099 G Vendor Browse Delete sssscccccccsssssssccececeesssssseeceeeeecsssneeeeceseeesssceeeeeeseeeessssseeeeeeeeens Used to view 1099 G information for vendors K FA DOC WRKNPRCS AP 1099 1099W2currNF docx 1099 W2 Mainten
13. TER to record the information Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line Voucher 7 digits Enter the number to be created modified or deleted Item 3 digits Enter the item number on the voucher to be edited The default is 1 Fiscal Year 4 digits Indicate the fiscal year in which the voucher was paid The default is the current fiscal year Pull from AP 1 character Type Y to pull data from the Accounts Payable database Screen Information Tax Year 4 digits Shows the calendar year for which you are reporting information to the IRS Account 15 digits Enter the FAMIS account number from which the voucher item was paid Work Stat 1 character Displays the payroll work station for the campus code This will automatically be filled in when adding a record Dept Ref 7 characters digits Enter a departmental voucher reference number SSN 9 digits Enter the Social Security number or Tax Identification number 1099 W2 Maintenance User Manual Page III 4 Screen 181 W2 Record Add Modify Delete cont d Name Date Paid Emolument Amt Mileage Amt Qual Moving Amt Delete Y N Additional Functions PF KEYS 21 characters Type the name as it should appear on the W2 form 8 digits Designate the payment date of the voucher 8 digits Include the dollar amount of the em
14. ance User Manual Page IV 10
15. and press ENTER Delete Record e To delete a record type Y in the Delete field and press ENTER Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line Voucher 7 digits Enter a valid voucher number Item 3 digits Type the item number on the voucher to be modified or deleted The default is 1 Fiscal Year 4 digits Indicate the fiscal year in which the voucher was paid 1099 W2 Maintenance User Manual Page Il 15 Pull from AP Screen Information Tax Year Account Net Amount Description Date Paid Vendor Name Remit To Address City St Zip Code Country Fed Tax Id IRS Indicator 1099 W2 Maintenance User Manual Screen 184 1099 G Record Add Modify Delete cont d 1 character Type Y to pull data from the Accounts Payable database 4 digits Displays the calendar year for which you are reporting information to the IRS 15 digits Enter the account number from which the voucher item was paid 14 digits Include the net amount for the item on the voucher 35 characters Type a description of the voucher item 8 digits Enter the date the voucher was paid 11 digits character Indicate the vendor identification number 40 characters Enter the name as it should appear on the 1099 MISC form 40 characters digits 4 lines Indicate the address to which the 1099 MISC should be mail
16. de on this screen change the data that is reported to the IRS Screen 180 1099 MISC Record Add Modify Delete 180 1099 MISC Record Add Modify Delete 11 16 10 10 37 FY 2011 CC 02 Screen Voucher 3002538 Item 1__ Fiscal Year 2010 Pull from AP Y Tax Year 2010 Account 953730 10000 5880 Net Amount 180 00 Description REIMBURSE Date Paid 10 22 2009 Vendor lvvvvvvvvv2 Name A Z SELF STORAGE Remit To Address 1001 S EARL RUDDER City BRYAN St TX Zip Code 77803 Country __ Fed Tax Id 7xxxxxxx8 IRS Indicator 1 Vndr 1099 Cd Vndr Business Type BU This screen is used as part of the Federal Government 1099 MISC tax reporting process The information displayed should be verified for accuracy to avoid any IRS penalties 1099 MISC Vouchers selected should be paid within the calendar year from Jan 1st through Dec 31st Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Advance to Screen 180 Enter a valid voucher number in the Voucher field and include the item number and the fiscal year of the voucher to be displayed If the voucher number doesn t exist in the 1099 file you may search the voucher file by entering Y in the Pull from AP field and the required information will be filled in automatically Make necessary modifications and press ENTER Add or modify information as needed and press ENTER To search for th
17. dor number Federal Tax ID and IRS Indicator Reporting Box fields e These entries can be validated by printing a copy of the VBYR101 report to verify that the entries do appear on the report 1099 W2 Maintenance User Manual Page Il 3 1099 Record Extract cont d Extract Reports Foreign Vendor A list is created for vouchers where the voucher is flagged 1099 F or the vendor is flagged 1099 R Foreign These vouchers appear on a report and are written to a downloadable file of the following format K amp XXFA DOWNLOAD F1099 VBYR108 DYYMM XX TAMUS Part YYMM Year and Month GL Report Items vouchered are using a GL where the vendor is not flagged 1099zN or Blank These items are not posted in the 1099 Edit screens but must be reviewed and added manually Alternate Vendor Warning This is a report of all items selected for Travel Reimbursement where the Alternate Vendor has been substituted for the Vendor Extract Statistics Total records extracted total MISC total INT Alt Vendor substitutions and Foreign Records totals are printed 1099 W2 Maintenance User Manual Page Il 4 1099 MISC Record Add Modify Delete Screen 180 is used as part of the Federal Government 1099 MISC tax reporting process The information shown is pulled from the voucher file according to the selection criteria which makes a payment reportable as a 1099 This screen is used to access and edit the 1099 data in FAMIS The edits ma
18. e for state vouchers must be in the specified calendar year 11 01 96 10 31 97 If a voucher does not meet the criteria it is rejected and not considered reportable If it passes the object code on the voucher is compared against the Emoluments Mileage and Qualified Moving subcode tables on Screen 853 which were set up for that calendar year to determine whether the type of W2 is Automatic A or Manual M Only the type A W2s are written to the extract file VBYR152 Screen 181 is used as part of the Federal Government W2 reporting process The information displayed is pulled from the voucher file according to the selection criteria that makes a payment reportable as a W2 The results of the edits made on Screen 181 will be sent to BPP to be combined with payroll W2 information Each voucher should be reviewed to determine whether or not it should be sent on to BPP Once the W2 data has been extracted and loaded VBYR153 in the file it can be accessed and edited using this screen Edits made to the information on this screen do not change the information on the voucher file only that which is reported to the IRS VBYR155 is used to report the W2 information after edits have been entered Screen 181 W2 Record Add Modify Delete 181 W2 Record Add Modify Delete 11 16 10 10 43 FY 2011 CC 02 Screen Voucher 3007016 Item 1__ Fiscal Year 2010 Pull from AP N Tax Year 2010 Account 942700 20000 5240 Work Stat M Dept Ref 2000
19. e the vendor identification number 40 characters Enter the name as it should appear on the 1099 MISC form 40 characters digits 4 lines Indicate the address to which the 1099 MISC should be mailed 21 characters Enter the city for the remit to address 2 characters Type the state code for the indicated address 9 digits Indicate the Zip Code for the mailing address 1099 W2 Maintenance User Manual Page Il 6 Screen 180 1099 MISC Record Add Modify Delete cont d Country Fed Tax Id IRS Indicator Vndr 1099 Cd Vndr Business Type Delete Y N Additional Functions PF KEYS 3 characters Type the code for the country where the voucher will be mailed 9 digits Enter the Federal Tax Identification number for the vendor 1 character digit Indicate the type of 1099 payment Examples are as follows Blank Not Required Foreign Indiv 1042S Reportable Not 1099 Crop Insurance Rents Royalties Other Income Federal Income Tax Withheld Fishing Boat Proceeds Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales 5000 For Resale 0 HD NDUIIDSLWNrFrozn I Help 1 character Enter a valid 1099 vendor code Values are as follows Blank Do Not Report Corporation Employee Foreign Individual Individual Medical Health Corporation Non Profit Corporation Other Ozz nmno Il
20. e vendor ID type an asterisk in the Vendor field and press ENTER Type X by the vendor to be selected and the information will be passed back to Screen 180 If an address change is required on a voucher all other vouchers with the same vendor number and tax ID will also be updated If the record is to be deleted type Y in the Delete field and press ENTER 1099 W2 Maintenance User Manual Page Il 5 Screen 180 1099 MISC Record Add Modify Delete cont d Field Desc ri ptions 9 Required PF2 or Field Help Available Action Line Voucher 7 digits Item Fiscal Year Pull from AP Screen Information Tax Year Account Net Amount Description Date Paid Vendor Name Remit To Address City Zip Code Enter a valid voucher number 3 digits Type the item number on the voucher to be modified or deleted The default is 1 4 digits Indicate the fiscal year in which the voucher was paid 1 character Type Y to pull data from the Accounts Payable database 4 digits Displays the calendar year for which you are reporting information to the IRS 15 digits Enter the account number from which the voucher item was paid 14 digits Include the net amount for the item on the voucher 35 characters Type a description of the voucher item Help 8 digits Enter the date the voucher was paid 11 digits Indicat
21. ed 21 characters Enter city for the remit to address Help 2 characters Type the state code for the indicated address 9 digits Indicate the Zip Code for the mailing address Help 3 characters Type the code for the country to which the voucher will be mailed 9 digits Enter the Federal Tax Identification number for the vendor 1 character digit Include the code for the type of 1099 payment Examples are as follows Unemployment Compensation State or Local Income Tax Refunds Credits or Offsets Federal Income Tax Withheld Taxable Grants Agriculture Payments NO PNP Il Page 11 16 Screen 184 1099 G Record Add Modify Delete cont d Vndr 1099 Cd 1 character Enter a valid 1099 vendor code Values are as follows Blank Do Not Report C Corporation E Employee F Foreign Individual I Individual M Medical Health Corporation N Non Profit Corporation O Other Vndr Business 2 characters Type Include the vendor business type code used by the IRS to describe the type of business Delete Y N 1 character Type Y to delete this 1099 G voucher record Additional Functions PF KEYS See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page Il 17 1099 G Vendor Browse Delete Screen 189 may be used to view 1099 G information for vendors This screen provides a list of vouchers showing the amount a description and the date the
22. his screen After all records have been marked press ENTER Confirm the deletion on the pop up window and press ENTER Field Desc ri ptions 9 Required PF2 or Field Help Available Action Line Vendor Help 11 digits Enter a valid vendor identification number 1099 W2 Maintenance User Manual Page Il 8 Screen 182 1099 MISC Vendor Browse Delete cont d Tax Year 4 digits Type the tax year for the information you wish to be displayed if other than the default year Screen Information Sel 1 character Type X to select voucher and advance to Screen 180 Type D to delete Voucher 7 digits Displays associated voucher numbers for vendor Itm 3 digits Indicates the item number on the voucher FEI 9 digits Shows the Federal Employee Identification number assigned to the vendor FY 4 digits Displays fiscal year in which voucher was created Amount 13 digits Shows the amount on the voucher IRS Ind 1 character digit Identifies the type of 1099 payment as one of the following Blank Not Required Foreign Indiv 1042S Reportable Not 1099 Crop Insurance Rents Royalties Other Income Federal Income Tax Withheld Fishing Boat Proceeds Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales 5000 for Resale 0 CON DUBPWNPRP OZ T Il Description 18 characters Shows a descrip
23. itional Functions PF KEYS See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page II 14 1099 G Record Add Modify Delete Screen 184 is used to maintain 1099 G record information This screen can be used to add modify or delete records To populate the screen with data you may type Y in the Pull from AP field and press ENTER Screen 184 1099 G Record Add Modify Delete 184 1099 G Record Add Modify Delete 11 16 10 10 40 FY 2011 CC 02 Screen Voucher 3002529 Item 1__ Fiscal Year 2010 Pull from AP Y Tax Year 2010 Account 952580 00000 5453 Net Amount 11 88 Description COPIES Date Paid 20091022 Vendor lvvvvvvvvv6 Name COPY CENTER Remit To Address 1100 TEJAS DRIVE SUITE Z City COLLEGE STATION St TX Zip Code 778404654 Country __ Fed Tax Id 7xxxxxxx3 IRS Indicator 7 Vndr 1099 Cd N Vndr Business Type BU This screen is used as part of the Federal Government 1099 G tax reporting process The information displayed should be verified for accuracy to avoid any IRS penalties 1099 G Vouchers selected should iero ey eee TE PT Hmenu Help EHelp Basic Steps e Advance to Screen 184 e Type a valid voucher item number and year on the Action Line and press ENTER If you are modifying a record and want information to be pulled from FAMIS type Y in the Pull from AP field and press ENTER e Fill in the other fields as desired
24. ity number in the SSN field and tax year from which vouchers would have been pulled and press ENTER If the number is not known you may type an asterisk in this field to view a pop up window to search for a person by name Type X next to the selected name will pass the correct SSN back to this field e f records exist for the individual selected a list of vouchers will be displayed If not the system will respond with No vouchers found e To view a displayed voucher type X in the Sel field and press ENTER to view the information on Screen 181 Delete Record e To delete records from the file mark them by typing D in the Sel field and press ENTER Multiple records may be marked for deletion A pop up window will appear to confirm the deletion s Press ENTER to record 1099 W2 Maintenance User Manual Page III 6 W2 SSN Browse Delete cont d Field Desc ri ptions 9 Required PF2 or Field Help Available Action Line SSN Help 9 digits Enter a valid Social Security number to view vouchers paid for the specified Social Security number Tax Year 4 digits Enter the tax year to be viewed Screen Information Sel 1 character Type an X to select an item and advance to Screen 181 Voucher 7 digits Displays the voucher number Itm 3 digits Designates the item number on the voucher Emolument 6 digits Shows the amount of the emolument Mi
25. leage 6 digits Indicates the mileage to be paid Qualified Moving 6 digits Displays the amount qualified for moving expense Dept Ref 7 characters digits Shows the departmental reference indicator Date Paid 8 digits Designates the payment date FY 4 digits Indicates the fiscal year in which the voucher was paid Additional Functions PF KEYS See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page III 7 W2 Extracts Reports VBYR152 Creates the extract file for the W2 information VBYR153 Loads the W2 information into FAMIS and makes it available for on line edits VBYR155 Creates a report of data that will be passed to BPP to be combined with Payroll W2 information for the IRS 1099 W2 Maintenance User Manual Page IlI 8 Section IV Appendix 1099 W2 Maintenance User Manual Page IV 2 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer
26. olument 8 digits Indicate the dollar amount of mileage to be paid 8 digits Enter the dollar amount qualified for moving expense 1 character Type Y to delete the W2 voucher record See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page III 5 W2 SSN Browse Delete Screen 183 is used as part of the Federal Government W2 tax reporting process The information shown is pulled from the voucher file according to the selection criteria which makes a payment reportable as a W2 Each voucher should be reviewed to determine whether or not the voucher should be sent on to BPP Once the W2 data has been extracted and loaded in the file it can be viewed and deleted with this screen Deletions made to the information on this screen do not change the information on the voucher file only that which is reported to the IRS Screen 183 W2 SSN Browse Delete 183 W2 SSN Browse Delete END OF VOUCHER LIST Hmenu Help EHelp Basic Steps e Advance to Screen 183 X amp Y MOVING AND Screen __ SSN 4xxxxxxx1 Tax Year 2010 Qualified Sel Voucher Itm Emolument Mileage Moving _ 1282300 1 5 618 00 1282303 1 1 415 00 1401976 1 1 894 99 kk Dept Ref 11 16 10 10 46 FY 2011 CC 02 Date Paid 04 02 2010 04 02 2010 09 23 2010 FY 2010 2010 2011 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 e Enter a valid Social Secur
27. on Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press ENTER or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing ENTER will take you back to the original screen 1099 W2 Maintenance User Manual Page IV 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the PF2 key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key For example place the cursor in the Year end Process field and press PF2 The first screen displayed explains the purpose of the field Sometimes you will be shown the values immediately without a definition or explanation Screen 002 GL 6 Digit 002 GL 6 Digit 08 01 11 09 15 FY 2011 cc 02 Screen Account 014000 MEDICINE Account Title MEDICINE OSRS _ Resp Person luuuuuuu7 COLLINS CINDY C Old Acct 0284 Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ Flag to indicate what action to take with balance at year end From the definition screen press ENTER to view
28. owing conditions are met e The object code is in the 1099 MISC table found on Screen 853 and the vendor is not flagged 1099zN on Screen 203 e The object code is in the 1099 Travel table found on Screen 853 the Alt Vendor has been used and the Alt Vendor is not an employee e The object code is 5610 5672 and the vendor is an individual If the vendor number begins with 2 or if the vendor type code equals IN or EM The voucher represents a payment of personal services e The voucher 1099 override equals 0 through 9 When the voucher was entered it was flagged as 1099 A voucher will be considered a 1099 Interest voucher if it is any one of the following e Posted voucher with GL transactions using subcode 5680 e Posted voucher with SL transactions using subcode 6230 e Pending voucher with Origin Code Interest Once the 1099 data has been extracted and loaded VBYR110 in the online edit file they can be accessed and edited with Screen 180 or Screen 187 Edits made to the information do not change the information on the voucher file only that which is reported to the IRS Non A P Payments Non A P payments may be reported via the 1099 process by making a manual entry on Screen 180 MISC or Screen 187 INT The process is as follows e Type a dummy voucher number and voucher item number on the Action Line Leave Pull from A P field as N and press ENTER e Enter the net amount a valid ven
29. ptions Required Help PF2 or Field Help Available Action Line Vendor 11 digits Enter a valid vendor identification number Tax Year 4 digits Displays the calendar year for which you are reporting information to the IRS Screen Information Sel 1 character Type X and press Enter to select a voucher and advance to Screen 187 Voucher 7 digits Displays the voucher number associated with the vendor 1099 W2 Maintenance User Manual Screen 188 1099 INT Vendor Browse Delete cont d Itm 3 digits Indicates the item number on the voucher FEI 9 digits Shows the Federal Employee Identification number assigned to the vendor FY 4 digits Identifies the fiscal year in which the voucher was created Amount 10 digits Indicates the amount on the voucher IRS Ind 1 character digit Identifies the type of 1099 payment as one of the following A Crop Insurance After 1997 Blank Not Required C Gross Proceeds Paid to Attorney F Foreign Indiv 1042S Reportable N Not 1099 0 Crop Insurance 1 Rents 2 Royalties 3 Other Income 4 Federal Income Tax Withheld 5 Fishing Boat Proceeds 6 Medical and Health Care Payments 7 Nonemployee Compensation 8 Substitute Payments for Interest 9 Direct Sales 5000 for Resale Description 18 characters Shows a description of the item Date Pd 8 digits Identifies date the voucher was paid Add
30. s Delete Y N 1 character Type Y if this 1099 INT voucher record should be deleted Additional Functions PF KEYS 1099 W2 Maintenance User Manual See Appendix for explanation of standard PF Keys Page II 12 1099 INT Vendor Browse Delete Screen 188 may be used to view 1099 INT information for vendors This screen provides a list of vouchers showing the amount a description and the date the voucher was paid To delete a voucher select it from the list and view the information on Screen 187 Type Y in the Delete field and press ENTER Screen 188 1099 INT Vendor Browse Delete 188 1099 INT Vendor Browse Delete 11 16 10 09 11 ATMOS X RAY amp MEDICAL SUPPLY FY 2011 CC 02 Screen Vendor lvvvvvvvvv2 Tax Year 2009 IRS Sel Voucher Itm FEI FY Amount Ind Description Date Pd 1121260 501 Oxxxxxxx8 2009 09 1 8X10 FILM 06 10 2009 1122007 501 Oxxxxxxx8 2009 40 1 8X10 FILM 06 11 2009 END OF 1099 VOUCHER LIST Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Advance to Screen 188 Type a valid vendor identification number or vendor s name and appropriate year on the Action Line and press ENTER To modify or delete a voucher type an X in the Sel field and press ENTER to advance to Screen 187 To delete a voucher enter Y in the Delete field on Screen 187 and press ENTER Field Descri
31. t eri IV 10 1099 W2 Maintenance User Manual Page 1 3 1099 W2 Menu The 1099 W2 Menu M18 provides a list of screens that you may use for accessing the 1099 W2 information in FAMIS M18 1099 W2 Menu M18 1099 W2 Menu Screen Vendor 180 182 187 188 184 189 181 183 stesa 11 16 10 08 52 FY 2011 CC 02 Voucher Account 1099 Information 1099 MISC Data Maintenance 1099 MISC Browse amp Maintenance 1099 INT Data Maintenance 1099 INT Browse amp Maintenance 1099 G Data Maintenance 1099 G Browse amp Maintenance W2 Data Maintenance W2 Browse amp Maintenance Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp am M FA 1099 W2 Maintenance User Manual Page 1 4 Section Il 1099 Inquiry amp Maintenance 1099 W2 Maintenance User Manual Page Il 2 1099 Record Extract Inquiry and updates to FAMIS sponsor information are handled on Screen 4 Sponsor numbers are created to identify those agencies and institutions that support research within the TAMU System The 7 digit number associated with each sponsor is assigned by the user according to guidelines set by his her System part VBYR108 is used to extract records from pending and posted vouchers that meet the 1099 selection criteria A voucher will be considered a 1099 voucher if any of the foll
32. the valid values for the field F Fiscal Year P Project Year E Encumbrance Only SL s only T Transfer BBA SL s Only D BBA to Different account SL Rule IAFRS FG FS YY END PROC Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS YY END PROC PFl Menu PF4 Exit 1099 W2 Maintenance User Manual Page IV 6 Appendix Instructions cont d Question Mark or Asterisk or Help FAMIS also provides information about selected fields through the Question Mark or Asterisk or Help facility This HELP information may be accessed by typing a question mark or an asterisk in the field in question and pressing the ENTER key Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION OSRS Resp Person 5uuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group Sub Sub Function Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV UN AD C6000 N Secondary VTEA AA CD VM C4457 N Fund Source Account Letter Y Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt 08 26 1991 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next A pop up window is
33. tion of the item Date Pd 8 digits Indicates the date voucher was paid Additional Functions PF KEYS See Appendix for explanation of standard PF Keys 1099 W2 Maintenance User Manual Page Il 9 1099 INT Record Add Modify Delete Screen 187 is used to maintain 1099 INT record information This screen can be used to add modify or delete records To populate the screen with data you may type Y in the Pull from AP field and press ENTER Screen 187 1099 INT Record Add Modify Delete 187 1099 INT Record Add Modify Delete 11 16 10 09 09 FY 2011 CC 02 Screen Voucher 1122007 Item 501 Fiscal Year 2009 Tax Year 2010 Account 144050 00000 6230 Net Amount 0 40 Description 8X10 FILM Date Paid 06 11 2009 Vendor lvvvvvvvvv2 Name ATMOS X RAY amp MEDICAL SUPPLY Remit To Address 10000 HWY 99 City JACKSON St CA Zip Code 95622 Country __ Fed Tax Id Oxxxxxxx8 IRS Indicator Vndr 1099 Cd _ Vndr Business This screen is used as part of the Federal Government 1099 INT tax reporting process The information displayed should be verified for accuracy to avoid any IRS penalties 1099 INT Vouchers selected should Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 187 e Type a valid voucher item number and year on the Action Line and press ENTER If you are modifying a record and want information
34. tion windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line To exit a pop up window press PF4 to return to the previous window or inquiry screen If multiple windows have been opened pressing PF3 will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Bkwd Backwards Advances backward to the previous screen or scrolls one page back for a particular item Frwd Forward Advances forward to the next screen or scrolls one page forward for a particular item Left Scroll Left Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left More Desc More Description Displays complete description text for a document or an item R R400007 Document Item Inquiry Item 1 0 Line Descriptions 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING Press PF4 to Exit 1099 W2 Maintenance User Manual Page IV 8 Appendix Standard PF Keys cont d Next Next
35. to be pulled from FAMIS type Y in the Pull from AP field and press ENTER e Fill in the other fields as desired and press ENTER Delete Record e To delete a record type Y in the Delete field and press ENTER Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line Voucher 7 digits Enter a valid voucher number Item 3 digits Type the item number on the voucher to be modified or deleted The default is 1 Fiscal Year 4 digits Indicate the fiscal year in which the voucher was paid 1099 W2 Maintenance User Manual Page II 10 Screen 187 1099 INT Record Add Modify Delete cont d Pull from AP Screen Information Tax Year Account Net Amount Description Date Paid Vendor Name Remit To Address City Zip Code Country Fed Tax Id 1 character Type Y to pull data from the Accounts Payable database 4 digits Displays the calendar year for which you are reporting information to the IRS 15 digits Enter the account number from which the voucher item was paid 14 digits Include the net amount for the item on the voucher 35 characters Type a description of the voucher item Help 8 digits Enter the date on which the voucher was paid 11 digits Indicate the vendor identification number 40 characters Enter the name as it should appear on the 109
36. voucher was paid To delete a voucher select it from the list and view the information on Screen 184 Type Y in the Delete field and press ENTER Screen 189 1099 G Vendor Browse Delete 189 1099 G Vendor Browse Delete 11 16 10 09 36 BARTON INDUSTRIES FY 2011 CC 11 Screen Vendor lvvvvvvvvvl Tax Year 2009 IRS Sel Voucher Itm FEI FY Amount Ind Description Date Pd 0003059 1 7xxxxxxx8 2010 3 200 00 6 SPB C S 09 199 02 11 13 2009 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp END OF 1099 VOUCHER LIST Basic Steps e Advance to Screen 189 e Type a valid vendor identification number and appropriate year on the Action Line Press ENTER to display information e To modify or delete a voucher type an X in the Sel field and press ENTER to advance to Screen 184 e To delete a voucher enter Y in the Delete field on Screen 184 and press ENTER Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line Vendor Tax Year Screen Information Sel 1099 W2 Maintenance User Manual 11 digits Enter a valid vendor identification number 4 digits Enter the calendar year for which you are reporting information to the IRS 1 character Type X and press Enter to select a voucher and advance to Screen 184 Page Il 18 Screen 189 1099 G Vendor Browse Delete cont d
37. will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the action line of the screen below That account will be carried in context until the user keys a different account in the field The ENTER key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing ENTER a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Account Title NAVSO INC 1099 W2 Maintenance User Manual Page IV 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 11 16 10 10 47 Scrolling Through Data Pressing the ENTER key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting ENTER will access a pop up window with specified field informati
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