Instructions For Forms 1099-Sa And 5498-Sa - 2006 (Page 10 of 25) in pdf

need a waiver for more than 1 tax year, you must reapply at the

on that form. If you are unsure of where to report the data, call

appropriate time each year.

the information reporting call site at 1-866-455-7438 (toll free).

6. Report information only in the appropriate boxes provided

If a waiver for original returns is approved, any corrections

on the forms. Make only one entry in each box unless otherwise

for the same types of returns will be covered under the waiver.

indicated in the form’s specific instructions.

However, if you submit original returns on magnetic media but

7. Do not submit any copy other than Copy A to the IRS.

you want to submit your corrections on paper, a waiver must be

8. Do not use prior year forms unless you are reporting prior

approved for the corrections if you must file 250 or more

year information; do not use subsequent year forms for the

corrections.

current year. Because forms are scanned, you must use the

If you receive an approved waiver, do not send a copy of it to

current year form to report current year information.

the service center where you file your paper returns. Keep the

9. Use the official forms or substitute forms that meet the

waiver for your records only.

specifications in Pub. 1179. If you submit substitute forms that

Single application. Submit both Forms 4419 and 8508 to

do not meet the current specifications and that are not

apply for approval for filing returns on magnetic media, and if

scannable, you may be subject to a penalty of $50 for each

the approval is not granted, to apply for a waiver from the

return for improper format.

magnetic media requirement.

10. Do not use dollar signs ($) (they are preprinted on the

Penalty. If you are required to file on magnetic media but fail to

forms), ampersands (&), asterisks (*), commas (,), or other

do so, and you do not have an approved waiver, you may be

special characters in money amount boxes.

subject to a penalty of $50 per return for failure to file on

11. Do not use apostrophes (’), asterisks (*), or other special

magnetic media unless you establish reasonable cause.

characters on the payee name line.

However, you can file up to 250 returns on paper; those returns

Suggested format. Follow these suggestions:

will not be subject to a penalty for failure to file on magnetic

media.

1. Although handwritten forms are acceptable, the IRS

prefers that you type or machine print data entries using 10

The penalty applies separately to original returns and

pitch (pica) or 12 pitch (elite) black type. Use block print, not

corrected returns. See Filing requirement applies separately to

script characters. Insert data in the middle of the blocks well

originals and corrections on page GEN-5.

separated from other printing and guidelines, and take other

measures to guarantee a dark black, clear, sharp image.

G. Paper Document Reporting

2. Do not enter 0 (zero) or “None” in money amount boxes

when no entry is required. Leave the boxes blank unless the

If you are required to file 250 or more information returns, see

instructions specifically require that you enter a 0 (zero). For

Electronic/Magnetic Media Reporting on page GEN-5.

example, in some cases, you must enter 0 (zero) to make

Common errors. Be sure to check your returns to prevent the

corrections. See Corrected Returns on Paper Forms below.

following common errors.

3. Do not enter number signs (#) — RT 2, not Rt. #2.

1. Duplicate filing. Do not send the same information to the

IRS more than once. Also see Multiple filings below.

2. Filer’s name, address, and TIN are not the same on Form

H. Corrected Returns on Paper Forms

1096 and the attached Forms 1099, 1098, 5498, or W-2G.

3. Decimal point to show dollars and cents omitted. For

To file corrections on magnetic media, see Electronic/

example, 1230.00 is correct, not 1230.

Magnetic Media Reporting on page GEN-5 and Pub.

4. Two or more types of returns submitted with one Form

1220.

1096 (for example, Forms 1099-INT and 1099-MISC with one

CAUTION

Form 1096). You must submit a separate Form 1096 with each

If you filed a return with the IRS and later discover you made

type of return.

an error on it, you must:

•

Correct it as soon as possible and file Copy A and Form 1096

Multiple filings. If, after you file Forms 1099, 1098, 5498, or

with your Internal Revenue Service Center (see Where To File

W-2G, you discover additional forms that are required to be

on page GEN-4).

filed, file these forms with a new Form 1096. Do not include

•

Furnish statements to recipients showing the correction.

copies or information from previously filed returns.

Required format. Because paper forms are scanned, all

When making a correction, complete all information (see

Forms 1096 and Copies A of Forms 1098, 1099, and 5498 must

Filing Corrected Returns on Paper Forms on page GEN-7).

•

be prepared in accordance with the following instructions. If

Do not cut or separate forms that are two or three to a page.

these instructions are not followed, you may be subject to a

Submit the entire page even if only one of the forms on the

penalty of $50 for each incorrectly filed document.

page is completed.

•

Do not staple the forms to Form 1096.

1. Do not cut or separate Copies A of the forms that are

•

Do not send corrected returns to the IRS if you are correcting

printed two or three to a sheet (except Forms W-2G and

state or local information only. Contact the state or local tax

1098-C). Generally, Forms 1098, 1099, and 5498 are printed

department for help with this type of correction.

two or three to an 8 x 11 inch sheet. Form 1096 is printed one

To correct payer information, see Reporting incorrect payer

to an 8 x 11 inch sheet. These forms must be submitted to the

name and/or TIN on page GEN-5.

IRS on the 8 x 11 inch sheet. If at least one form on the page is

correctly completed, you must submit the entire page. Forms

Form 1096. Use a separate Form 1096 for each type of return

W-2G may be separated and submitted as single forms. Send

you are correcting. For the same type of return, you may use

the forms to the IRS in a flat mailing (not folded).

one Form 1096 for both originals and corrections. You do not

2. No photocopies of any forms are acceptable. See How

need to correct a previously filed Form 1096.

To Get Forms and Publications on page GEN-16.

CORRECTED checkbox. Enter an “X” in the corrected

3. Do not staple, tear, or tape any of these forms. It will

checkbox only when correcting a form previously filed with the

interfere with the IRS’s ability to scan the documents.

IRS or furnished to the recipient. Certain errors require two

4. Pinfeed holes on the form are not acceptable. Pinfeed

returns to make the correction. See Filing Corrected Returns on

strips outside the 8 x 11 inch area must be removed before

Paper Forms on page GEN-7 to determine when to mark the

submission, without tearing or ripping the form. Substitute forms

“CORRECTED” checkbox.

prepared in continuous or strip form must be burst and stripped

to conform to the size specified for a single sheet (8 x 11

Account number. If the account number was provided on the

inches) before they are filed with the IRS.

original return, the same account number must be included on

5. Do not change the title of any box on any form. Do not

both the original and corrected return to properly identify and

use a form to report information that is not properly reportable

process the correction. If the account number was not provided

GEN-6

Instructions For Forms 1099-Sa And 5498-Sa - 2006 Page 10

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