Electronic 1098-T Reporting for TouchNet

Debra D. Bailey, Accounting Manager, Student Financial ServicesMichael Fox, University Cashier, Cashier’s Office

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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!

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Overview

• Implementation• Communication plan• Obstacles• Recent process changes (Banner)• Summary• Questions & Answers

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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

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Implementation

2010 2011 2012 20130

10,000

20,000

30,000

40,000

1098-Ts Printed by Tax Year

Note: ECU began offering electronic delivery in 2012

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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

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Implementation

Configuring TouchNet:

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Implementation

• Paperless consent pop-up

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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furnish the statement electronically instead of on paper… The recipient must consent in the affirmative and not have withdrawn the consent before the statement is furnished.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.

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Implementation

• Uploading 1098-T statements to TouchNet– Same method as eBill statement loading– File format same as IRS submission file– Error report is generated

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Implementation

Uploading 1098-T statements to TouchNet:

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Communication plan

• 1st Year (2012 tax year for ECU)– 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

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Communication plan

Postcard to home address:

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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:

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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

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Obstacles

• Single sign on– 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

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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

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Questions & Answers

Any questions?

Thank You!Debra D. Bailey, Accounting Manager, Student Financial Services

baileyd@ecu.edu(252) 737-4778

Michael Fox, University Cashier, Cashier’s Officefoxmi@ecu.edu (252) 328-6007