Step 1:  Verify Employer 1099 Vendor Payer Master


Important Reminders


  •  The employer information should be verified annually.  There should be a separate pay master number for each EIN your organization is responsible for reporting (create additional ones if necessary).


Procedure


  •  From the Modules Bar:   Procurement → 1099s
  •  From the Resource Bar:  Other → 1099s → Vendor Payer Master   
  •  Highlight the Vendor Payer Master.  If the browse screen is empty, indicating that the Vendor Payer Master does not exist, please call our Helpdesk.  If the Vendor Payer master displayed in the browse is not the correct one, see Note 1 below before proceeding.
  •  Click Select– The Vendor Payer Maintain Screen displays.    
    •  PAYER Name, Address, City, State, ZIP, Phone. Correct if necessary.    
    •  Payer FIN – Verify the Federal Identification Number. Enter or change it if incorrect or blank.
    •  Payer Name Control – REQUIRED to access the 1099 Electronic File process. The Payer Name Control is part of the A and B record in the electronic file (position 21-24).  This is explained in Publication 1220:  A record (2013: page 39),  B record (2013: page 58).
    •  The Payer name Control can be determined by using the first four significant characters of the business (organization) name. Disregard “the” when it is the first word of the name, unless there are only two words in the name. If the tax identification in the vendor master is a social security number and an individual's name has been entered, the vendor name control is the first four characters of the 1099 Individual's Name (if using the Create Vendor Masters process, the vendor name will automatically be formatted as LAST NAME, FIRST NAME).  For example, John Smith will have a Payer Name Control of 'Smit'.  A dash and an Ampersand are the only acceptable special characters.  Any data in this field is erased if you run the steps referred to in NOTE 1.
    •  Transmitter Control Code – REQUIRED to access the 1099 Electronic File Process. This is a 5-character alpha/numeric code assigned by the IRS once Form 4419 is sent in and approved. The number is used when the electronic file is created. (See Section 2, Step 2).


Additional fields:


  •  Payer Combined Filer – A true flag is required for the Combined Federal/State Filing Federal State Program.
  •  Payer Foreign Indicator Boolean – Set to true if the payer is a foreign entity.
  •  Payer Last Filing Boolean – Set to true if this is the last year the payer will file.
  •  Click Save if changes made or Cancel if no changes made.    
  •  Click Cancel.


Note 1: Adding Additional Vendor Payer Masters


  •  From the Modules Bar:  Procurement → 1099s
  •  From the Resource Bar: Other → 1099s → Vendor Payer Master
  •  Click Add which is the + sign on the bottom left.
  •  Add the Vendor Payer Information.
  •  Click Save button.