TO Users of the Creative Solutions Accounting (CSA) software.

Transcription

1 Creative Solutions Accounting, v x.x User Bulletin 8287: Ordering W-2 and 1099 Forms, 2015 November 4, 2015 TO Users of the Creative Solutions Accounting (CSA) software. This user bulletin explains changes made for this version of Creative Solutions Accounting. CONTENTS PURPOSE... 2 ELECTRONIC SUBMISSION OF FORMS... 2 Electronic delivery... 2 Electronic file creation... 2 W-2 forms forms... 2 PRINTING FORMS ON A LASER PRINTER... 2 Facsimiles... 2 Preprinted forms... 2 GLOBAL W-2/1099 ORDERING WORKSHEET... 3 FORM INFORMATION... 3 Copy A and W-3 / Other preprinted forms... 3 Perforated sheets... 3 Pressure-seal forms... 3 USING THE TABLES IN THIS BULLETIN... 3 HOW TO ORDER... 4 PREPRINTED LASER FORMS FOR FEDERAL COPY A... 4 PREPRINTED LASER FORMS FOR OTHER COPIES... 5 BLANK PERFORATED PAPER (2-per-sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms) per-sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms... 6 BLANK PERFORATED PAPER (4-per-sheet W-2 forms) up W-2 forms... 7 Item Nos and 5209 quantity to order... 7 BLANK PERFORATED PAPER (3-per-sheet W-2 and 1099 forms) per-sheet W-2 and 1099 forms (other than 1099-B, 1099-DIV, 1099-MISC & 1099-R)... 7 Item No quantity to order... 8 Item No quantity to order... 8 Item No quantity to order... 8 PRESSURE-SEAL BLANK PERFORATED PAPER (4-per-sheet W-2 forms)... 8 Pressure-seal 4-up W-2 form... 8 PRESSURE-SEAL PREPRINTED 1099 FORMS... 9 PRESSURE-SEAL BLANK 1099 FORMS... 9 HELP & SUPPORT... 9 Help & How-To Center... 9 Product support... 9 Website resources and subscriptions UB

2 PURPOSE This user bulletin provides general information about processing Forms W-2, W-3, 1099, and 1096 and the forms that are available from Forms CS that can be used for printing them. We hope this information will assist you in ordering the correct forms and the appropriate quantity of forms from Forms CS. ELECTRONIC SUBMISSION OF FORMS Electronic delivery Secure electronic delivery of W-2 forms to employees is available through integration with Web Employee. To find out more about this option, please contact CS Sales, or choose Help > Help & How-To and then enter Web Employee overview in the search field. Electronic file creation CSA enables you to produce submittable files that you can file electronically rather than printing and mailing paper copies for Federal Copy A and the accompanying W-3 / 1096 form. W-2 forms The Social Security Administration provides a service for transmitting the W-2 file electronically. For information about registering for this service and transmitting files, point your Internet browser to forms To apply for 1099 electronic filing (IRS Form 4419), contact your local IRS office, or point your Internet browser to to download the form. Any questions about the application should be directed to the IRS at: Internal Revenue Service Enterprise Computing Center - MTB (ECC-MTB) 230 Murall Drive Kearneysville, WV Telephone: mccirp@irs.gov The IRS provides a service for transmitting the 1099 file electronically. For information about registering for this service and transmitting files, point your Internet browser to Professionals/e-File-Providers-&-Partners/Filing-Information-Returns-Electronically-(FIRE). PRINTING FORMS ON A LASER PRINTER Facsimiles For all form copies except Federal 1099 Copy A and the accompanying Form 1096, you can let CSA print the information and draw the form (known as a facsimile ) on your laser printer. You can print facsimiles on blank perforated paper, which you can order from Forms CS, for all forms except the Federal W-2 Copy A and the accompanying W-3. Per instructions, W-2 Copy A and the W-3 laser printed black-and-white forms must be printed on unperforated paper. Preprinted forms If you use a laser printer, you can purchase preprinted forms. For more information, see the corresponding sections for the forms that follow. You can purchase the forms as individual forms in packages of 50 sheets from Forms CS. Important! To avoid having to make the alignment adjustments that are often needed when you use preprinted laser forms, you may want to consider filing via electronic file submission for Federal Copy A or UB

3 by printing black-and-white forms to unperforated paper and then generating facsimile forms from CSA for all other copies. GLOBAL W-2/1099 ORDERING WORKSHEET The Global W-2/1099 Ordering Worksheet is a utility in CSA that allows you to run a report that calculates the minimum number of sheets you need to order for printing W-2 and 1099 forms for your clients. Choose either W-2 Form Processing or 1099 Form Processing from the Utilities menu, and then choose Global W-2/1099 Ordering Worksheet to run the report. Note: This worksheet calculates the absolute minimum number of sheets you need to order. It does not take into account additional factors such as the W-2 separator option, additional copies needed for Copy 1, or additional copies needed per your business practices. You should also allow for reruns of forms due to printer malfunctions or other problems. We recommend that you order enough extra forms to account for these potential factors. FORM INFORMATION If you are using a laser printer, note that CSA prints Forms W-2, W-2G, 1099-B, 1099-DIV, 1099-INT, 1099-MISC, 1099-OID, and 1099-R in a 2-per-sheet format and all other 1099 forms in a 3-per-sheet format. CSA can also print the W-2 employee copies in 4-per-sheet, 3-per-sheet and 2-per-sheet formats. No matter which format you choose, the tables in this user bulletin, in conjunction with the Global W- 2/1099 Ordering Worksheet, will help you determine the quantities you should order. Copy A and W-3 / 1096 If you are not filing via electronic file submission or printing black and white copies to blank paper for Forms W-2 Copy A or W-3, CSA can print the Copy A or W-3 and 1096 on scannable preprinted forms. You can order these forms from Forms CS. For ordering information, please refer to the section below entitled Preprinted Laser Forms for Federal Copy A. Other preprinted forms Forms CS sells individual preprinted forms in packages of 50 sheets. For ordering information, please refer to the section below entitled Preprinted Laser Forms for Other Copies. Perforated sheets You can order blank perforated laser sheets in packages of 50 sheets. For ordering information, please refer to the following sections of this user bulletin: Blank Perforated Paper (2-Per-Sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms) Blank Perforated Paper (4-Per-Sheet W-2 forms) Blank Perforated Paper (3-Per-Sheet W-2 and 1099 forms) Pressure-seal forms You can order pressure-seal forms in packages of 500 sheets. For ordering information, please refer to the following sections of this user bulletin: Pressure-Seal Blank Perforated Paper (4-Per-Sheet W-2 forms) Pressure-Seal Preprinted 1099 Forms Pressure-Seal Blank 1099 Forms USING THE TABLES IN THIS BULLETIN When using the tables in this bulletin to determine the quantity of preprinted forms and/or blank perforated paper to order, you should first decide how you want to print each part of the W-2 / 1099 (for example, Copy A electronically, Copy B on blank perforated paper, and so on). Then, refer to the appropriate sections in this user bulletin for order numbers and suggested quantities. UB

4 Preprinted Laser Forms for Federal Copy A Preprinted Laser Forms for Other Copies Blank Perforated Paper (2-per-sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms) Blank Perforated Paper (4-per-sheet W-2 forms) Blank Perforated Paper (3-Per-Sheet W-2 and 1099 forms) Pressure-Seal Blank Perforated Paper (4-per-sheet W-2 forms) Pressure-Seal Preprinted 1099 Forms Pressure-Seal Blank 1099 Forms HOW TO ORDER To request a current catalog, to order forms, or to request information about order quantities, forms, or prices, please contact: Forms CS P.O. Box 681 Tarrytown, NY Telephone: Fax: address: info@formscs.com Internet address: FormsCS.com Important! If you use preprinted forms, we recommend that you purchase the preprinted forms from Forms CS to ensure correct alignment when printing. CSA applications are aligned to Forms CS preprinted forms and we cannot guarantee alignment to other vendors or government preprinted forms. PREPRINTED LASER FORMS FOR FEDERAL COPY A If you are filing the W-2 and 1099 Federal Copy A forms via electronic file submission or are printing blackand-white copies to blank paper for W-2 Federal Copy A, you do not need to order any forms from this table. Instead, you should order blank perforated paper for recipient copies from the section below entitled Blank Perforated Paper (2-Per-Sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms). If you are not filing via electronic file submission or printing black-and-white copies to blank paper for W-2 Copy A, use the following table to order preprinted forms from Forms CS. Order the number of forms equivalent to the number of employees or recipients. Item No. Form Description 5201 W-2, Copy A Federal copy 5200 W-3* Transmittal for W-2s Copy A Federal copy A, Copy A Federal copy B, Copy A Federal copy DIV, Copy A Federal copy G, Copy A Federal copy INT, Copy A Federal copy MISC, Copy A Federal copy OID, Copy A Federal copy UB

5 PATR, Copy A Federal copy R, Copy A Federal copy S, Copy A Federal copy SA, Copy A Federal copy , Copy A Federal copy SA, Copy A Federal copy * Transmittal for 1099s 5230 W-2G, Copy A Federal copy * If you order two forms per employer or two forms for each 1099 type per payer, this will provide one copy to be filed with Copy A and one copy for the employer/issuer file. CSA allows you to specify the exact number of Form W-3 / 1096 copies to print, so you should adjust this number if you require more or fewer copies. PREPRINTED LASER FORMS FOR OTHER COPIES If you use a laser printer to print any of the remaining W-2 and 1099 copies on preprinted forms, select from the following preprinted forms. Order the number of forms equivalent to the number of employees or recipients. Item No. Form Description Compatible 5212 W-2, Copy B/C Employee Federal & record W-2, Copy 2/2 Employee State/city copy W-2, Copy D Employer record copy W-2, Copy 1* Employer State/city copy W-2, 4-Up Employee Federal, state/city, & record copy , Copy B Payer/Borrower copy B , Copy C Recipient /Lender or State A, Copy B Recipient copy ** 1099-A, Copy C Payer or State copy B, Copy B Recipient copy ** 1099-B, Copy C Payer or State copy DIV, Copy B Recipient copy ** 1099-DIV, Copy C Payer or State copy G, Copy B Recipient copy ** 1099-G, Copy C Payer or State copy INT, Copy B Recipient copy ** 1099-INT, Copy C Payer or State copy MISC, Copy B Recipient record copy MISC, Copy C Payer copy MISC, Copy 1 State copy MISC, Copy 2 Recipient state copy OID, Copy B Recipient copy OID, Copy C Payer or State copy --- UB

6 PATR, Copy B Recipient copy ** 1099-PATR, Copy C Payer or State copy R, Copy B Recipient Federal copy R, Copy C Recipient record copy R, Copy 1 Payer or State copy R, Copy 2 Recipient state/city copy S Copy B Transferor copy ** 1099-S Copy C Payer or State copy SA, Copy B Recipient copy SA, Copy C Payer copy , Copy B Participant copy , Copy C Issuer or Trustee copy SA, Copy B Participant copy SA, Copy C Issuer or Trustee copy W-2G, Copy B Recipient copy W-2G, Copy C Recipient record copy W-2G, Copy 1 State copy W-2G, Copy 2 Recipient state copy * For Copies 1 and 2, order two forms per employee/recipient if both state and local tax is required. Note that for Copy 2, if state or local tax is required and you want to print an extra Copy 2 for ease of collation, you should order two forms per employee/recipient. ** This form can be used as a payer, state, and record copy. BLANK PERFORATED PAPER (2-per-sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms) You can use an HP LaserJet printer or 100% HP-compatible laser printer to generate facsimiles of all forms but Copy A for Forms 1099-B, 1099-DIV, 1099-MISC and 1099-R, as well as to print instructions. You can print facsimiles on blank perforated paper except for the W-2 Federal Copy A, which must be on unperforated paper. The information in this section pertains to perforated paper used with the 2-per-sheet format. The following table shows the type of perforated paper available and the corresponding item codes. Important! For W-2s, the 2-per-sheet perforated forms can only be used for the state, local, or employer file copy. 2-per-sheet W-2, 1099-B, 1099-DIV, 1099-MISC, and 1099-R forms Item No. Description Perforation 5207 For 2-per-sheet W-2, this sheet must be folded to fit in the companion window envelope For 2-per-sheet 1099-B, 1099-DIV, 1099-MISC, and 1099-R Blank perforated sheets with horizontal perforation in the middle of the page. Blank perforated sheets with horizontal perforation in the middle of the page, narrower width. Note: For Copy 1 and 2, order one sheet per employee if local and state tax required. Note that for Copy 2, if state or local tax is required and you want to print an extra Copy 2 for ease of collation, you should order one sheet per employee/recipient. UB

7 BLANK PERFORATED PAPER (4-per-sheet W-2 forms) You can use an HP LaserJet printer or 100% HP-compatible laser printer to print facsimiles of the employee copies in a 4-per-sheet format. You can print facsimiles on blank unperforated paper, blank perforated paper, or perforated paper with instructions preprinted on the back. The information in this section pertains to perforated paper used with the 4-per-sheet format. The first table shows the type of perforated paper available and the corresponding item code. The Quantity to Order table lists the number of sheets you should order per employee. 4-up W-2 forms Item No. Description Perforation 5221 For 4-up employee W-2 copies (A special 4-up envelope is available for use with this paper.) 5209 For 4-up employee W-2 copies with instructions preprinted on the back of the paper (A special 4-up envelope is available for use with this paper.) Blank sheets perforated in quadrants. Blank sheets perforated in quadrants and with instructions preprinted on the back of the paper. Item Nos and 5209 quantity to order Form Description No. of Sheets Compatible Form W-2, Copies B, C, and two Copy 2s 4-up employee W-2 copies BLANK PERFORATED PAPER (3-per-sheet W-2 and 1099 forms) You can use an HP LaserJet printer or 100% HP-compatible laser printer to generate facsimiles of all but Copy A of the entire form, as well as to print instructions. You can print facsimiles on blank unperforated paper or on blank perforated paper. The information in this section pertains to blank perforated paper used with the 3-per-sheet format. The first table shows the type of perforated paper available and the corresponding item codes. The Quantity to Order table lists the number of sheets you should order per recipient. 3-per-sheet W-2 and 1099 forms (other than 1099-B, 1099-DIV, 1099-MISC & 1099-R) Item No. Description Perforation 5211 For 3-per-sheet W-2. Blank sheets perforated in thirds, narrower width, with instructions preprinted on the back of the paper For 3-per-sheet 1099 (except 1099-B, 1099-DIV, 1099-MISC and 1099-R; see the appropriate section above regarding paper for those four forms). This sheet must be folded to fit in the companion window envelope. Blank sheets perforated in thirds for full sheet width. UB

8 5174 For 3-per-sheet 1099 (except 1099-B, 1099-DIV, 1099-MISC and 1099-R; see the appropriate section above regarding paper for those four forms). This sheet must be folded to fit in the companion window envelope. Blank sheets perforated in thirds, narrower width. Item No quantity to order Form Description No. of Sheets Compatible Form W-2, Copy B/2/C Employee federal, state and record copy Item No quantity to order Form Description No. of Sheets Compatible Form 1099, Copy B Recipient copy Form 1099, Copy C Issuer or state copy Form 1099, Copy D Record copy Item No quantity to order Form Description No. of Sheets Compatible Form 1099, Copy B Recipient copy Form 1099, Copy C Issuer or state copy Form 1099, Copy D Record copy PRESSURE-SEAL BLANK PERFORATED PAPER (4-per-sheet W-2 forms) You can print facsimiles on blank perforated paper with instructions preprinted on the back that is processed through an Autoseal Folder/Sealer that folds the form into a pressure sealed one-piece form/envelope. The information in this section pertains to pressure seal, blank perforated paper used with the 4-per-sheet format. Order the number of forms equivalent to the number of employees. Pressure-seal 4-up W-2 form Item No. Description Perforation 5225 For Pressure Seal 4-up employee W-2 copies (Copies B, C, and two Copy 2s). (This 8 ½ x 14 form is processed through an Autoseal Folder/Sealer that folds the form into a pressure sealed one-piece form/envelope.) Blank sheets perforated in quadrants and with instructions preprinted on the back of the paper UB

9 PRESSURE-SEAL PREPRINTED 1099 FORMS You can print any of the 1099 copies listed in the following table on preprinted forms that are processed through an Autoseal Folder/Sealer that folds the form into a pressure sealed one-piece form/envelope. Order the number of forms equivalent to the number of recipients. Item No. Form Description Compatible 5116 B Form 1098, Copy B Recipient copy N/A 5115 B Form 1099-INT, Copy B Recipient copy N/A 5113 B Form 1099-MISC, Copy B/2 Recipient copy and State copy N/A PRESSURE-SEAL BLANK 1099 FORMS You can print any of the 1099 copies listed in the following table on blank forms that are processed through an Autoseal Folder/Sealer that folds the form into a pressure sealed one-piece form/envelope. Order the number of forms equivalent to the number of recipients. Item No. Form Description Compatible 5501 B Form 1099-MISC, Copy B/2 blank sheets with instructions pre-printed on the back of the paper B Blank sheets for Pressure Seal copies of Forms 1098, Copy B, 1099-INT, Copy B, and 1099-MISC, Copy B/2. Recipient copy Recipient copy N/A N/A To order forms or for information about order quantities, forms, or prices, please contact: Forms CS P.O. Box 681 Tarrytown, NY Telephone: Fax: address: info@formscs.com Internet address: FormsCS.com HELP & SUPPORT Help & How-To Center For answers to questions on using CSA, access the Help & How-To Center by choosing Help > Help & How-To, by clicking the button on the toolbar, or by pressing CTRL+Y. For more information, including sample searches, see Finding answers in the Help & How-To Center. Product support From the Support Contact Information page on our website, you can complete a form to send a question to our Support team. To speak directly with a Support Representative, call and follow the prompts. Normal weekday support is available from 9:00 a.m. to 8:00 p.m. eastern time. For additional details (including extended support hours for tax season and hours for other applications), visit the Support section of our website. You can also access the Support section from within CSA by choosing Help > Additional Resources > General Support Information. UB

10 Website resources and subscriptions Visit our website to access the Tax & Accounting Community (formerly ARNE), to learn about training courses, to view blogs and articles, and more. You can access the website from within CSA by choosing Help > On the Web > CS Professional Suite Home Page. We issue software update notices via . You can sign up to receive these notices by visiting the My Account section of our website. You ll need to create a web account (if you don t already have one) and then sign up for the Subscription service where you can indicate which notices you want to receive. UB