Implementation - University of North Carolina

Report
Electronic 1098-T Reporting
for TouchNet
Debra D. Bailey, Accounting Manager, Student Financial Services
Michael Fox, University Cashier, Cashier’s Office
Session Etiquette
• Please turn off all cell phones.
• Please keep side conversations to a minimum.
• If you must leave during the presentation, please do so
as quietly as possible.
• Thank you for your cooperation!
2
Overview
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Implementation
Communication plan
Obstacles
Recent process changes (Banner)
Summary
Questions & Answers
3
Implementation
• Before using electronic delivery
– All 1098-Ts printed and mailed
– High volume of returned mail
• Electronic delivery benefits
– Convenient access for students & parents
– Reduced mailing costs
4
Implementation
1098-Ts Printed by Tax Year
40,000
30,000
20,000
10,000
0
2010
2011
2012
2013
Note: ECU began offering electronic delivery in 2012
5
Implementation
• Configuring TouchNet
– Button to turn on and off paperless 1098-T
– Set date range for popup and length of agreement
– Create wording for paperless consent
6
Implementation
Configuring TouchNet:
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Implementation
• Paperless consent pop-up
8
Implementation
• IRS regulations require consent to be obtained
for electronic delivery
• “If you are required to furnish a written statement … to
a recipient, then you may furnish the statement
electronically instead of on paper… The recipient must
consent in the affirmative and not have withdrawn the
consent before the statement is furnished. The consent
by the recipient must be made electronically in a way
that shows that he or she can access the statement in
the electronic format in which it will be furnished.”
– Reference: 2013 General Instructions for Certain Information Returns, Part M.
9
Implementation
• Uploading 1098-T statements to TouchNet
– Same method as eBill statement loading
– File format same as IRS submission file
– Error report is generated
10
Implementation
Uploading 1098-T statements to TouchNet:
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Communication plan
• 1st Year (2012 tax year for ECU)
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Postcard to home address
Website update
Student portal announcement
Email notifications (students & authorized users)
• Following years
– Student portal announcement
– Email notifications (students & authorized users)
– New student orientation
12
Communication plan
Postcard to home address:
13
Communication plan
Website update:
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Communication plan
Student portal announcement:
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Communication plan
Email Notification (students & authorized users):
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Communication plan
Notice sent when statements uploaded:
17
Obstacles
• Users reported seeing “blank” forms
– Adobe PDF Reader required
– Most browsers don’t automatically use Adobe PDF Reader
– Solutions
• Change browser settings
• Save form to desktop & reopen file
18
Obstacles
• Single sign on
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Student portal access removed for former students at ECU
ECU mailed 1098-T to all former students in 2013 tax year
Working on alternatives for future years
Some authorized users able to access 1098-T in TouchNet
19
Recent process changes (Banner)
• International students
– “Remove notification” box marked on TSATAXN
• Two student notification files generated (TSP1098)
– Consent report downloaded from TouchNet
– Print file created
• POPSEL to exclude students listed on TouchNet consent report
• 2013 tax year: former students added back to print file
– Electronic file created
• Forms for all students uploaded to TouchNet
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Recent process changes (Banner)
Electronic 1098-T process flowchart:
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Summary
• Getting Started
– 1098-T Training Webinar offered by TouchNet
– Implementation is simple
• Reminders
– Students must give consent for electronic delivery
– Communicate to students & parents early
– Adobe Reader is required for PDF format
statements; communicate solutions up front
22
Questions & Answers
Any questions?
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Thank You!
Debra D. Bailey, Accounting Manager, Student Financial Services
[email protected]
(252) 737-4778
Michael Fox, University Cashier, Cashier’s Office
[email protected]
(252) 328-6007

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