SECTION 4. EFFECTIVE DATE

This revenue procedure is effective for communications between Appeals Officers and other Internal Revenue Service employees which take place after the date this revenue procedure is published in the Internal Revenue Bulletin in final form.

DRAFTING INFORMATION

The principal author of this revenue procedure is David M. Geber of the Office of Corporate and Individual Income Tax, National Office Appeals. For further information regarding this revenue procedure, contact Mr. Geber at (202) 6941827 (not a toll free number).

Work Opportunity and Welfare- to-Work Tax Credits

Notice 99–51

The Tax and Trade Relief Extension Act of 1998, Pub. L. No. 105-277 (the

Act) was enacted on October 21, 1998. Among the Act’s provisions were (1) the retroactive reenactment and extension of the Work Opportunity Tax Credit (WOTC) under section 51 of the Internal Revenue Code, and (2) the extension of the Welfare-to-Work (WtW) Tax Credit under section 51A of the Code. This notice briefly describes the two credits and clarifies their operation where an individual is employed by more than one employer in the process of moving from welfare to work.

Treasury and the IRS understand that similar questions may arise when individuals who are members of other targeted groups (such as qualified veterans and qualified ex-felons) move from one employer to another. Although this notice focuses primarily on certain former welfare recipients, the analysis set forth herein applies to members of any targeted group.

Background

Substantive Requirements for the WOTC

In general

Section 51 of the Code provides a tax credit to employers who hire individuals belonging to one of the eight targeted groups set forth in section 51(d). The credit generally equals 40 percent of qualified first-year wages up to $6,000 for certified workers who work at least 400 hours in the first year (for a maximum credit of $2,400 per certified worker). Sections 51(a) and (b). The credit percentage is reduced to 25 percent for certified workers who work at least 120 hours but less than 400 hours. Section 51(i)(3).

“Qualified first-year wages” are wages attributable to services rendered during the one-year period beginning on the date the individual begins to work for the employer. Section 51(b) of the Code.

Qualified IV-A Recipients constitute one of the eight targeted WOTC groups. A Qualified IV-A Recipient is a member of a family that receives assistance under a State plan approved under part A of Title IV of the Social Security Act (relating to assistance for needy families with minor children) for any nine months during the 18-month period ending on the hiring date. For purposes of the credit, an individual is not a member of a targeted group

unless the individual is certified as such by a designated local agency, usually a state employment security agency. Section 51(d) of the Code; Notice 96–52, 1996–2 C.B. 218; and Notice 97–54, 1997–2 C.B. 306. Section 52(c) of the Code provides that the WOTC generally is not available to any organization that is exempt from tax.

The Act retroactively reenacted and extended the WOTC to June 30, 1999.

Substantive Requirements for the WtW Tax Credit

In general

Section 51A of the Code provides a tax credit to employers that hire individuals who are Long-Term Family Assistance Recipients, as defined in section 51A(c). The amount of the WtW tax credit differs from the WOTC. The WtW tax credit is 35 percent of qualifying first-year wages and 50 percent of qualifying second-year wages of up to $10,000. Sections 51A(a) and (b)(4).

“Qualified-first year wages” are wages attributable to service rendered during the one-year period beginning on the day the individual begins work for the employer. “Qualified second-year wages” are wages attributable to service rendered during the one-year period beginning on the day after the last day of the one-year period for measuring “qualified first-year wages.” Section 51A(b) of the Code. For purposes of the WtW tax credit (although not for the WOTC), wages include certain tax-exempt amounts relating to accident and health coverage, educational assistance programs, and dependent care assistance programs. Section 51A(b)(5). The maximum WtW tax credit for first-year wages is $3,500 and for second-year wages is $5,000. Section 51A(a).

A Long-Term Family Assistance Recipient is an individual whom the designated local agency certifies as belonging in one of the following groups:

(a) members of a family that have received family assistance under a State plan approved under part A of title IV of the Social Security Act for at least 18 consecutive months ending on the hiring date; (b) members of a family that have received family assistance for a total of at least 18 months (whether or not con

1999–40 I.R.B. 447 October 4, 1999

for services rendered during the one-year period commencing on January 1, 1999, the day A begins to work for Y.

Example 2: The facts are the same as in Example 1, except that A works for X for 12 months, and Y hires A on October 1, 1999. On the day Y hires A, A is not a qualified IV-A recipient for purposes of the WOTC, because A’s family only received assistance under a qualified IV-A program for six of the 18 months preceding the October 1, 1999 hiring date. Thus, Y may not claim the WOTC for any wages that it pays to A.

Example 3: On October 1, 1998, Z, a taxable business, hires B. B’s family has been receiving assistance under a qualified IV-A program for the nine consecutive months ending on September 30, 1998. B works for Z for three months, and Z claims the WOTC with respect to wages paid to B. On January 1, 1999, Y, a taxable business, hires B. On the day Y hires B, B is a qualified IV-A recipient for purposes of the WOTC, because B’s family has received assistance under a qualified IV-A program during nine of the preceding 18 months. (In fact, B’s family has received such assistance for nine of the preceding 12 months.) Y has no relationship to Z. Therefore, Y is not a successor employer to Z and is not part of the same controlled group of businesses as Z. Y may claim the WOTC for up to $6,000 of the wages Y pays to B for services rendered during the one-year period commencing on January 1, 1999, the day B begins to work for Y.

Example 4: The facts are the same as in Example 3, except that on January 1, 1999, Y acquired from Z substantially all of the property used in the trade or business in which Z employed B. As part of the same transaction, Y became B’s employer. In the three months during which B worked for Z, Z claimed the WOTC with respect to $4,000 of wages paid to B. Because Y is a successor employer to Z, Y is treated as a continuation of Z for purposes of the WOTC. Thus, Y may claim the WOTC only with respect to $2,000 of wages that Y pays to B for services rendered during the nine-month period beginning on January 1, 1999, the day B starts to work for Y.

Example 5: On March 1, 1999, X, a charitable organization that is exempt from tax under section 501(a) of the

secutive) beginning after August 5, 1997, who are hired by the employer after February 5, 1999, and who have a hiring date which is not more than two years after the end of the earliest such 18-month period; or (c) members of a family that cease after August 5, 1997, to be eligible for family assistance by reason of a limitation imposed by Federal or State law on the maximum period such assistance can be paid and who have a hiring date which is not more than two years after the date of such cessation. Like the WOTC, the WtW tax credit generally is not available to any organization that is exempt from tax. Section 51A(d) of the Code. The Act extended the WtW tax credit to June 30, 1999.

Coordination of the WOTC and WtW Tax Credit

In some instances, an individual meets the requirements both as a Qualified IV-A Recipient for purposes of the WOTC and as a Long-Term Family Assistance Recipient for purposes of the WtW tax credit. In any taxable year, an employer who hires such an individual may choose to claim either the WOTC or the WtW tax credit, but not both, with respect to that employee. Section 51A(e) of the Code. For a further discussion of the coordination of the WOTC and WtW tax credit, see Notice 97–54, supra.

Availability of Credits Where an Individual Moves from Employer to Employer while Moving from Welfare to Work

If an individual qualifies as a Qualified IV-A Recipient and/or a Long-Term Family Assistance Recipient on the hiring date, the WOTC and/or WtW tax credit, as applicable, generally is available to employers other than those described in section 52(c) of the Code, regardless of any other circumstances applicable to the individual on that date.

For example, if the individual meets the applicable statutory requirements (e.g., the nine out of 18-month requirement for WOTC purposes or one of the requirements for purposes of the WtW tax credit) on the hiring date, the employer may claim the applicable credit even if

the individual was working for another employer immediately before the hiring date and even if that other employer claimed the same credit for all or part of the wages paid to the individual. However, a successor employer or a second employer that is part of the same controlled group of businesses generally is treated as a continuation of the first employer. Sections 51(k), 51A(d) and 52(a) and (b) of the Code.

For WOTC purposes, as noted above, the same analysis applies in the case of individuals other than Qualified IV-A Recipients. In each case, employment by an unrelated employer immediately prior to the hiring date does not preclude an individual from being a member of a targeted group if the individual can still meet the applicable statutory requirements on the hiring date.

Examples

The following examples illustrate the application of these requirements where an employee is employed by more than one employer while moving from welfare to work.

For purposes of these examples, it is assumed that all of the applicable requirements for credit eligibility are met.

Example 1: On October 1, 1998, X, a charitable organization that is exempt from tax under section 501(a) of the Internal Revenue Code, hires A to participate in a transition-to-work program. A’s family has been receiving assistance under a qualified IV-A program for the nine consecutive months ending on September 30, 1998. A works for X for three months in the job training program. On January 1, 1999, Y, a taxable business, hires A for a permanent job. On the day Y hires A, A is a qualified IV-A recipient for purposes of the WOTC, because A’s family has received assistance under a qualified IV-A program during nine of the preceding 18 months. (In fact, A’s family has received such assistance for nine of the preceding 12 months.) Y’s only relationship to X is that it hires workers from X’s transitionto-work program and occasionally makes charitable contributions to X. Therefore, Y is not a successor employer to X and is not part of the same controlled group of businesses as X. Y may claim the WOTC for up to $6,000 of the wages Y pays to A

October 4, 1999 448 1999–40 I.R.B.

Code, hires C to participate in its transition-to-work program. C’s family received assistance under a qualified IV-A program for the 18 consecutive months beginning August 6, 1997, and ending February 5, 1999. C participates in X’s program for four months. On June 30, 1999, Z, a taxable business, hires C. On the day Z hires C, C is a long-term family assistance recipient for purposes of the WtW tax credit, because C’s family has received assistance under a qualified IVA program for a total of 18 months beginning after August 5, 1997, C is hired by Z after February 5, 1999, and C has a hiring date which is not more than two years after the end of the 18-month period. Z’s only relationship to X is that Z hires

workers from X’s transition-to-work program and occasionally provides technical assistance to X. Therefore, Z is not a successor employer to X and is not part of the same controlled group of businesses as X. Z may claim the WtW tax credit both for up to $10,000 of the wages Z pays to C for services rendered during the one-year period commencing on June 30, 1999, the day C begins to work for Z, and for up to $10,000 of the wages Z pays to C for services rendered during the next one-year period commencing on June 30, 2000.

(Under the facts of this example 5, C also is a qualified IV-A recipient for purposes of the WOTC. Thus, for any particular taxable year of Z in which Z pays C for services rendered during C’s first one

year period of employment with Z, Z may elect to claim the WOTC rather than the WTW tax credit for wages paid to C. Notice 97-54, supra.)

Drafting Information

The principal author of this Notice is Robert Wheeler, Office of Assistant Chief Counsel (Employee Benefits and Exempt Organizations). However, other personnel from the IRS and Treasury Department participated in its development. For further information regarding this Notice, contact Robert Wheeler at (202) 6226060 (not a toll-free call).

1999–40 I.R.B. 449 October 4, 1999

26 CFR 601.602: Forms and instructions. (Also Part 1, sections 220, 408, 408A, 6041, 6041A, 6042, 6043, 6044, 6045, 6047, 6049, 6050A, 6050B, 6050D, 6050E, 6050H, 6050J, 6050N, 6050P, 6050Q, 6050R, 6050S, 1.408–5, 1.408–7, 1.408A–7, 1.6041–1, 7.6041–1, 1.6042–2, 1.6042–4, 1.6044–2, 1.6044–5, 1.6045–1, 5f.6045–1, 1.6045–2, 1.6045–4, 1.6047–1, 1.6049–4, 1.6049–6, 1.6049–7, 1.6050A–1, 1.6050B–1, 1.6050D–1, 1.6050E–1, 1.6050H–1, 1.6050H–2, 1.6050J–1T, 1.6050N–1, 1.6050P–1).

Rev. Proc. 99–34

TABLE OF CONTENTS

PART ONE – GENERAL INFORMATION

Section 1.1 – Overview of Revenue Procedure 99–34 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451 Section 1.2 – Requirements for Acceptable Substitute Forms 1096, 1098, 1099, 5498, and W-2G . . . . . . . . . . . . . . . . . . . 454 Section 1.3 – Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Section 1.4 – Instructions for Preparing Paper Forms That Will Be Filed With the IRS (Copy A) . . . . . . . . . . . . . . . . . . . 457 Section 1.5 – Substitute Statements to Form Recipients and Form Recipient Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459

PART TWO – SPECIFICATIONS FOR SUBSTITUTE FORMS TO BE FILED WITH THE IRS (EXCEPT FORM W-2G)

Section 2.1 – Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464

PART THREE – SPECIFICATIONS FOR SUBSTITUTE FORM W-2G TO BE FILED WITH THE IRS

Section 3.1 – General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Section 3.2 – Specifications for Copy A of Form W-2G . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467

PART FOUR – ADDITIONAL INSTRUCTIONS FOR SUBSTITUTE FORMS 1098, 1099, 5498, AND W-2G

Section 4.1 – Copies B, C, D, 1, and 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 468 Section 4.2 – OMB Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469 Section 4.3 – Reproducible Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 Section 4.4 – Effect on Other Revenue Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471

PART FIVE – EXHIBITS

Section 5.1 – Exhibits of Forms in the Revenue Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472

October 4, 1999 450 1999–40 I.R.B.

Part 1

General Information

Section 1.1 – Overview of Revenue Procedure 99–34

1.1.1 Purpose The purpose of this revenue procedure is to set forth the 1999 requirements for:

• Using official Internal Revenue Service (IRS) forms to file information returns with the IRS,

• Preparing acceptable substitutes of the official IRS forms to file information returns with the IRS, and

• Using official or acceptable substitute forms to furnish information to a recipient.

1.1.2 Which Forms This revenue procedure contains specifications for the following information returns: Are Covered?

Form Title

1096 Annual Summary and Transmittal of U.S. Information Returns

1098 Mortgage Interest Statement

1098-E Student Loan Interest Statement

1098-T Tuition Payments Statement

1099-A Acquisition or Abandonment of Secured Property

1099-B Proceeds From Broker and Barter Exchange Transactions

1099-C Cancellation of Debt

1099-DIV Dividends and Distributions

1099-G Certain Government and Qualified State Tuition Program Payments

1099-INT Interest Income

1099-LTC Long-Term Care and Accelerated Death Benefits

1099-MISC Miscellaneous Income

1099-MSA Distributions From an MSA or Medicare+Choice MSA

1099-OID Original Issue Discount

1099-PATR Taxable Distributions Received From Cooperatives

1099-R Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.

1099-S Proceeds From Real Estate Transactions

5498 IRA Contribution Information

5498-MSA MSA or Medicare+Choice MSA Information

W-2G Certain Gambling Winnings

1999–40 I.R.B. 451 October 4, 1999

1.1.3 Scope For purposes of this revenue procedure, a substitute form or statement is one that is not printed by the IRS. For a substitute form or statement to be acceptable to the IRS, it must conform to the official form or the specifications outlined in this revenue procedure. Do not submit any substitute forms or state- ments to the IRS for approval. Privately printed forms may not state “This is an IRS approved form.”

Filers making payments to certain recipients during a calendar year are required by the Internal Revenue Code (IRC) to file information returns with the IRS for these payments. These filers must also provide this information to their recipients. In some cases, this also applies to payments received. See Section 1.5 for the specifications that apply to form recipient statements (generally Copy B).

In general, section 6011 of the IRC contains requirements for filers of information returns. A filer must file information returns on magnetic media (including electronic filing) or on paper. A filer who is required to file 250 or more information returns of any one type during a calendar year must file those returns on magnetic media. Exception. Filers are not required to use magnetic media when filing 250 or more Forms 1098-E or 1098-T.

Although not required, small volume filers (fewer than 250 returns during a calendar year) and Form 1098-E and 1098-T filers may file the forms on magnetic media. See the legal requirements for filing information returns (and providing a copy to a payee) in the 1999 Instructions for Forms 1099, 1098, 5498, and W-2G. In addition, see Pub. 1220, Specifications for Filing Forms 1098, 1099, 5498, and W- 2G Magnetically or Electronically.

1.1.4 For More The IRS prints and provides the forms on which various payments must be reported. Alternatively, filers Information may prepare substitute copies of these IRS forms and use such forms to report payments to the IRS.

• For copies of the official forms and the instruction booklet for the reporting year, call our toll-free number 1-800-TAX-FORM (1-800-829-3676).

• The IRS operates a central call site in Martinsburg, WV, to answer questions related to information returns, penalties, and backup withholding. Call 304-263-8700 Monday through Friday 8:30 a.m. to 4:30

p.m. eastern time. The TTY/TDD number is 304-267-3367.

October 4, 1999 452 1999–40 I.R.B.

1.1.5 Changes to the The following changes have been made to the Revenue Procedure and exhibits: Revenue Procedure - Form 1099-G 1. The title was changed to “Certain Government and Qualified State Tuition Program Payments.” 2. Box 5, “Qualified state tuition program earnings,” was added.

• Form 1099-INT

1. Box 5, “Investment expenses,” was added. 2. Boxes 5 and 6 were renumbered 6 and 7.

• Form 1099-MSA

1. The title was changed to “Distributions From an MSA or Medicare+Choice MSA.” 2. Box 4 was added to report the account’s fair market value on the date of the account holder’s death. 3. A checkbox for a Medicare+Choice MSA was added in new box 5. 4. New code 6 was added to the distribution codes in box 3 for a death distribution to a nonspouse beneficiary from an MSA after the year of death.

• Form 1099-OID

1. Box 6, “Original issue discount on U.S. Treasury obligations,” was added. 2. Box 7, “Investment expenses,” was added.

- Form 1099-R - The following changes were made to box 7:

1. Code J was changed to “Distribution from a Roth IRA.” 2. Code R, “Recharacterized IRA Contribution,” was added. 3. Codes B, C, and K were eliminated.

- Form 5498 - The “Roth conv.” checkbox in box 6 was deleted and a new checkbox titled “Rechar.”

was added to identify recharacterized IRA contributions in a trustee-to-trustee transfer.

• Form 5498-MSA 1. The title was changed to “MSA or Medicare+Choice MSA Information.” 2. A “Medicare+Choice MSA” checkbox was added to box 6.

  • The IRS mailing address in Section 1.2 has changed as follows:

Internal Revenue Service Attn: Substitute Forms Program OP:FS:FP:F:CD 1111 Constitution Ave., NW Room 5244 IR Washington, DC 20224

• The Information Reporting Program Bulletin Board System (IRP-BBS) is no longer available and has

been deleted from Sections 1.1 and 4.3.

1999–40 I.R.B. 453 October 4, 1999

Section 1.2 – Requirements for Acceptable Substitute Forms 1096, 1098, 1099, 5498, and W-2G

1.2.1 Introduction Paper substitutes for Form 1096 and Copy A of Forms 1098, 1099, 5498, and W-2G that totally conform to the specifications listed in this revenue procedure may be privately printed and filed as returns with the IRS. The reference to the Department of the Treasury - Internal Revenue Service should be included on all such forms. If you are uncertain of any specification and want it clarified, you may submit a letter citing the specification, stating your understanding and interpretation of the specification, and enclosing an example of the form (if appropriate) to:

Internal Revenue Service Attn: Substitute Forms Program OP:FS:FP:F:CD 1111 Constitution Ave., NW Room 5244 IR Washington, DC 20224

Note: Allow at least 45 days for the IRS to respond.

Forms 1096, 1098, 1099, 5498, and W-2G are subject to annual review and possible change. Therefore, filers are cautioned against overstocking supplies of privately printed substitutes. The specifications contained in this revenue procedure apply to 1999 forms only.

1.2.2 Copy A Proposed substitutes for Copy A that do not conform to the specifications in this revenue procedure are not acceptable. Further, if you file such forms with the IRS, you may be subject to a penalty for failure to file an information return under section 6721 of the IRC. Generally, the penalty is $50 for each failure to file a form (up to $250,000) that the IRS cannot accept as a return because it does not meet the provisions in this revenue procedure. No IRS office is authorized to allow deviations from this revenue procedure.

October 4, 1999 454 1999–40 I.R.B.

1.2.3 Copy B and Copies B and Copies C of the following forms must contain the information in Section 1.5 to be conCopy C sidered a “statement” or “official form” under the applicable provisions of the IRC. The format of this information is at the discretion of the filer with the exception of the location of the tax year, form number, form name, and the information for composite Form 1099 statements as outlined under Sections 1.5.3 and 1.5.8.

Copy B of the following forms are:

Form Recipient

1098 For Payer

1098-E; 1099-A For Borrower

1098-T For Student

1099-C For Debtor

1099-LTC For Policyholder

1099-S For Transferor

All other Forms 1099 For Recipient

Forms 5498; 5498-MSA For Participant

Forms W-2G; 1099-R (These forms may require Copy B to be attached to the Federal income tax return.)

Copy C of the following forms are:

Form Recipient

1099-LTC For Insured

1099-R For Recipient’s Records

W-2G For Winner’s Records

Note: On Copy C, Form 1099-LTC, you may reverse the locations of the policyholder’s and the insured’s name, street address, city, state, and ZIP code for easier mailing.

1999–40 I.R.B. 455 October 4, 1999

Section 1.3 – Definitions

1.3.1 Form Recipient Form recipient means the person to whom you are required by law to furnish a copy of the official form or information statement. The form recipient may be referred to by different names on various Forms 1099 and related forms (“payer/borrower,” “borrower,” “student,” “debtor,” “policyholder,” “insured,” “transferor,” “payment recipient,” “participant,” or, in the case of Form W-2G, the “winner”). See Sec- tion 1.2.3 earlier.

1.3.2 Filer Filer means the person or organization required by law to file a form listed in Section 1.1.2 with the IRS. As outlined earlier, a filer may be a payer, creditor, recipient of mortgage or student loan interest payments, educational institution, broker, barter exchange, person reporting real estate transactions, trustee or issuer of any individual retirement arrangement or medical savings account, or lender who acquires an interest in secured property or who has reason to know that the property has been abandoned.

1.3.3 Substitute Form Substitute form means a paper substitute of Copy A of an official form listed in Section 1.1.2 that totally conforms to the provisions in this revenue procedure.

1.3.4 Substitute Form Substitute form recipient statement means a paper statement of the information reported on a form Recipient Statement listed in Section 1.1.2 that must be furnished to a person (form recipient), as defined under the applicable provisions of the IRC and the applicable regulations.

1.3.5 Composite Composite substitute statement means one in which two or more required statements (e.g., Forms Substitute Statement 1099-INT and 1099-DIV) are furnished to the recipient on one document. However, each statement must be designated separately and must contain all the requisite Form 1099 information except as provided under Section 1.5. A composite statement may not be filed with the IRS.

October 4, 1999 456 1999–40 I.R.B.

Section 1.4 – Instructions for Preparing Paper Forms That Will Be Filed With the IRS (Copy A)

1.4.1 Recipient The form recipient’s name, street address, city, state, and ZIP code information should be typed or Information machine printed in black ink in the same format as shown on the official IRS form. Although handwritten forms will be accepted, the IRS prefers that filers t ype or machine print data entries. Also, filers should insert data in the middle of blocks well separated from other printing and guidelines, and take measures to guarantee clear, dark black, sharp images. Carbon copies and photocopies are not acceptable. The city, state, and ZIP code must be on the same line.

The following rules apply to the form recipient’s name(s):

• The name of the appropriate form recipient must be shown on the first or second name line in the area provided for the form recipient’s name.

  • No descriptive information or other name may precede the form recipient’s name.

  • Only one form recipient’s name may appear on the first name line of the form.

  • If the multiple recipients’ names are required on the form, enter on the first name line the recipient

name that corresponds to the recipient taxpayer identification number (TIN) shown on the form. Place the other form recipients’ names on the second name line (only 2 name lines are allowable).

Because certain states require that trust accounts be provided in a different format, generally filers should provide information returns reflecting payments to trust accounts with the:

• Trust’s employer identification number (EIN) in the recipient’s TIN area,

• Trust’s name on the recipient’s first name line, and

• Name of the trustee on the recipient’s second name line.

1.4.2 Account You should use the account number box for an account number designation. This number must not Number Box appear anywhere else on the form, and this box may not be used for any other item.

Showing the account number is optional. However, it may be to your benefit to include the recipient’s account number or designation on paper documents if your recordkeeping system uses for identification purposes the account number or designation in conjunction with, or instead of, the name, social security number, or employer identification number.

If you furnish the account number, the IRS will include it in future notices to you about backup withholding. If you use window envelopes and a reduced rate to mail statements to recipients, be sure the account number does not appear in the window. Otherwise, the Postal Service may not accept them for mailing.

1999–40 I.R.B. 457 October 4, 1999

1.4.3 Specifications Machine-printed forms should be printed using a 6 lines/inch option, and should be printed in 10 pitch and Restrictions pica (10 print positions per inch) or 12 pitch elite (12 print positions per inch). Proportional spaced fonts are unacceptable. Substitute forms prepared in continuous or strip form must be burst and stripped to conform to the size specified for a single sheet before they are filed with the IRS. The size specified does not include pinfeed holes. Pinfeed holes must not be present on forms filed with the IRS.

DO NOT:

• Use a felt tip marker. The machine used to “read” paper forms generally cannot read this ink type.

• Use dollar signs ($), ampersands (&), asterisks (*), commas (,), or other special characters in the numbered money boxes.

Exception. Use decimal points to indicate dollars and cents (e.g., 2000.00 is acceptable).

• Fold Forms 1096, 1098, 1099, or 5498 mailed to the IRS. Mail these forms flat in an appropriately

sized envelope or box. Folded documents cannot be readily moved through the machine used in IRS processing.

• Staple Forms 1096 to the transmitted returns. Any staple holes near the return code number may impair the IRS’s ability to machine scan the type of documents.

  • Type other information on Copy A.

  • Cut or separate the individual forms on the sheet of forms of Copy A (except Forms W-2G).

1.4.4 Where To File Mail completed paper forms to the IRS service center shown on the back of Form 1096 and in the 1999 Instructions for Forms 1099, 1098, 5498, and W-2G. Specific information needed to complete the forms in this revenue procedure is given in those instructions. A chart is included in those instructions giving a quick guide to which form must be filed to report a particular payment.

October 4, 1999 458 1999–40 I.R.B.

Section 1.5 – Substitute Statements to Form Recipients and Form Recipient Copies

1.5.1 Introduction If you do not use the official IRS form to furnish statements to recipients, you must furnish an acceptable substitute statement. To be acceptable, your substitute statement must comply with the rules in this section. In general, see Regulations sections 1.6042–4, 1.6044–5, 1.6049–6, and 1.6050N-1 to determine how certain statements must be provided to recipients (statement mailing requirements for most Forms 1099DIV and 1099-INT, all Forms 1099-OID and 1099-PATR, and Form 1099-MISC or 1099-S for royalties).

Note: A trustee of a grantor-type trust may choose to file Forms 1099 and furnish a statement to the grantor under Regulations sections 1.671–4(b)(2)(iii) and (b)(3)(ii). The statement required by those regulations is not subject to the requirements outlined in this section.

1.5.2 Substitute The rules in this section apply to Form 1099-INT (except for interest reportable under section 6041), Statements to 1099-DIV (except for section 404(k) dividends), 1099-OID, and 1099-PATR. You may furnish form Recipients for Certain recipients with Copy B of the official Form 1099 or a substitute Form 1099 (form recipient statement) if Forms 1099-INT and it contains the same language as the official IRS form (such as aggregate amounts paid to the form 1099-DIV, and for recipient, any backup withholding, the name, address, and TIN of the person making the return, and any Forms 1099-OID other information required by the official form). Information not required by the official form should not and 109 9- PATR be included on the substitute form except state income tax withholding information.

You may enter a total of the individual accounts listed on the form only if they have been paid by the same payer. For example, if you are listing interest paid on several accounts by one financial institution on Form 1099-INT, you may also enter the total interest amount. You may also enter a date next to the corrected box if that box is checked.

A substitute form recipient statement for Forms 1099-INT, 1099-DIV, 1099-OID, or 1099-PATR must comply with the following requirements:

1. Box captions and numbers that are applicable must be clearly identified, using the same wording and numbering as on the official form. Note: For Form 1099-INT, if box 3 is not on your substitute form, you may drop “not included in box 3” from the box 1 caption. 2. The form recipient statement must contain all applicable form recipient instructions provided on the front and back of the official IRS form. Those instructions may be provided on a separate sheet of paper. 3. The form recipient statement must contain the following in bold and conspicuous type: This important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you if this income is taxable and the IRS determines that it has not been reported. 4. The box caption “Federal income tax withheld” must be in boldface type on the form recipient statement. 5. The form recipient statement must contain the Office of Management and Budget (OMB) number as shown on the official IRS form. See Part 4. 6. The form recipient statement must contain the tax year (e.g., 1999), form number (e.g., Form 1099INT), and form name (e.g., Interest Income) of the official IRS Form 1099. This information must be displayed prominently together in one area of the statement. For example, the tax year, form number, and form name could be shown in the upper right part of the statement. Each copy must be appropriately labeled (such as Copy B, For Recipient). See Part 4 for applicable labels and arrangement of assembly of forms. Note: Do not include the words “Substitute for” or “In lieu of” on the form recipient statement. 7. Layout and format of the form is at the discretion of the filer. However, the IRS encourages the use of boxes so that the statement has the appearance of a form and can be easily distinguished from other nontax statements. 8. Each recipient statement must include the direct access telephone number of an individual who can answer questions about the statement. You must include the telephone number conspicuously anywhere on the recipient statement. 9. Until new regulations are issued, the IRS will not assess penalties for use of a logo (e.g., the name of the payer in any typeface, font, or style, and/or a symbolic icon) or slogan on a recipient statement if the logo or slogan is used by the payer in the ordinary course of its trade or business. In addition, use

1999–40 I.R.B. 459 October 4, 1999

of the logo or slogan must not make it less likely for a reasonable payee to recognize the importance of the statement for tax reporting purposes. 10. A mutual fund family may state separately on one document (e.g., one piece of paper) the dividend income earned by a recipient from each fund within the family of funds as required by Form 1099DIV. However, each fund and its earnings must be stated separately. The form must contain an instruction to the recipient that each fund’s dividends and name, not the name of the mutual fund family, must be reported on the recipient’s tax return. The form cannot contain an aggregate total of all funds. In addition, a mutual fund family may furnish a single statement (as a single filer) for Forms 1099-INT, 1099-DIV, and 1099-OID information. Each fund and its earnings must be stated separately. The form must contain an instruction to the recipient that each fund’s earnings and name, not the name of the mutual fund family, must be reported on the recipient’s tax return. The form cannot contain an aggregate total of all funds.

1.5.3 Composite A composite form recipient statement is permitted for reportable payments of interest, dividends, original Substitute Statements issue discount, patronage dividends, and royalties (Forms 1099-INT (except for interest reportable under for Certain Forms section 6041), 1099-DIV (except for section 404(k) dividends), 1099-MISC or 1099-S (for royalties 1099-INT, 1099-DIV, only), 1099-OID, or 1099-PATR) when one payer is reporting more than one of these payments during a 1099-MISC, and calendar year to the same form recipient. Generally, do not include any other Form 1099 information 1099-S, and for Forms (e.g., 1098 or 1099-A) on a composite statement with the information required on the forms listed in the 1099-OID and preceding sentence. 1099-PATR Exception. A filer may include Form 1099-B information on a composite form with the forms listed above.

Although the composite form recipient statement may be on one sheet, the format of the composite form recipient statement must satisfy the following requirements in addition to the requirements listed earlier in Section 1.5.2. 1. All information pertaining to a particular type of payment must be located and blocked together on the form and separate from any information covering other types of payments included on the form. For example, if you are reporting interest and dividends, the Form 1099-INT information must be presented separately from the Form 1099-DIV information. 2. The composite form recipient statement must prominently display the tax year, form number, and form name of the official IRS form together in one area at the beginning of each appropriate block of information. 3. Any information required by the official IRS forms that would otherwise be repeated in each information block is required to be listed only once in the first information block on the composite form. For example, there is no requirement to report the name of the filer in each information block. This rule does not apply to any money amounts (e.g., Federal income tax withheld) or to any other information that applies to money amounts. 4. A composite statement is an acceptable substitute only if the type of payment and the recipient’s tax obligation with respect to the payment are as clear as if each required statement were furnished separately on an official form.

1.5.4 Substitute Statements to form recipients for Forms 1098, 1098-E, 1098-T, 1099-A, 1099-B, 1099-C, 1099-G, Statements to 1099-LTC, 1099-MISC, 1099-MSA, 1099-R, 1099-S, 5498, 5498-MSA, W-2G, 1099-DIV (only for Recipients for Certain section 404(k) dividends reportable under section 6047), and 1099-INT (only for interest of $600 or more Forms 1098, 1099, made in the course of a trade or business reportable under section 6041) can be copies of the official 5498, and W-2G forms or an acceptable substitute. To be acceptable, a substitute form recipient statement must meet the following requirements. 1. The tax year, form number, and form name must be the same as the official form and must be displayed prominently together in one area on the statement. For example, they may be shown in the upper right part of the statement. 2. The filer’s and the form recipient’s identifying information required on the official IRS form must be included. 3 . Each substitute recipient statement for Forms W-2G, 1098, 1098-E, 1098-T, 1099-A, 1099-B, 1099DIV, 1099-G (excluding state and local income tax refunds), 1099-INT, 1099-LTC, 1099-MISC (excluding fishing boat proceeds), 1099-OID, 1099-PATR, and 1099-S must include the direct access telephone number of an individual who can answer questions about the statement. You may include

October 4, 1999 460 1999–40 I.R.B.

the telephone number conspicuously anywhere on the recipient statement. Although not required, payers reporting on Forms 1099-C, 1099-MSA, 1099-R, 5498, and 5498-MSA are encouraged to furnish telephone numbers. 4. All applicable money amounts and information, including box numbers, required to be reported to the form recipient must be titled on the form recipient statement in substantially the same manner as those on the official IRS form. The box caption “Federal income tax withheld” must be in boldface type on the form recipient statement. Exception. If you are reporting a payment as “Other income” in box 3 of Form 1099-MISC, you may substitute appropriate language for the box title. For example, for payments of accrued wages and leave to a beneficiary of a deceased employee, you might change the title of box 3 to “Beneficiary payments” or something similar. Note: You cannot make this change on Copy A. 5. You must provide appropriate instructions to the form recipient, similar to those on the official IRS form, to aid in the proper reporting on the form recipient’s income tax return. For payments reported on Form 1099-B, the requirement to include instructions substantially similar to those on the official IRS form may be satisfied by providing form recipients with a single set of instructions for all Forms 1099-B statements required to be furnished in a calendar year. Note: If Federal income tax is withheld and shown on Form 1099-R or W-2G, Copy B and Copy C must be furnished to the recipient. If Federal income tax is not withheld, only Copy C of Form 1099- R or W-2G must be furnished. However, for Form 1099-R, instructions similar to those on the back of the official Copy B and Copy C of Form 1099-R must be furnished to the recipient. For convenience, you may choose to provide both Copies B and C of Form 1099-R to the recipient. 6. If you use carbon to produce recipient statements, the quality of the carbon must meet the following standards:

• All copies must be clearly legible,

• All copies must be able to be photocopied, and

• Fading must not diminish legibility and the ability to photocopy. In general, black chemical transfer inks are preferred, but other colors are permitted if the above standards are met. Hot wax and cold carbon spots are not permitted on any of the internal form plies. The back of a mailer top envelope ply may contain these spots. 7 . A mutual fund family may state separately on one document (e.g., one piece of paper) the Form 1099B information for a recipient from each fund as required by Form 1099-B. However, the gross proceeds, etc., from each transaction within a fund must be stated separately. The form must contain an instruction to the recipient that each fund’s (not the mutual fund family’s) name and amount must be reported on the recipient’s tax return. The form cannot contain an aggregate total of all funds. 8 . You may use a Uniform Settlement Statement (under the Real Estate Settlement Procedures Act of 1974 (RESPA)) for Form 1099-S. The Uniform Settlement Statement is acceptable as the written statement to the transferor if you include the legend for Form 1099-S below and indicate which information on the Uniform Settlement Statement is being reported to the IRS on Form 1099-S. 9 . For reporting state income tax withholding and state payments, you may add an additional box(es) to recipient copies as appropriate. Note: You cannot make this change on Copy A. 10 . On Copy C of Form 1099-LTC, you may reverse the location of the policyholder’s and the insured’s name, street address, city, state, and ZIP code for easier mailing. 11. Logos are permitted on substitute recipient statements for the forms listed in this section (Section 1.5.4).

1999–40 I.R.B. 461 October 4, 1999

1.5.5 Required Form 1098 recipient statements must contain the following legends: Legends for - Form 1098 Forms 1098 1. “The information in boxes 1, 2, and 3 is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you if the IRS determines that an underpayment of tax results because you overstated a deduction for this mortgage interest or for these points or because you did not report this refund of interest on your return.” 2. “Caution: The amount shown may not be fully deductible by you. Limits based on the loan amount and the cost and value of the secured property may apply. Also, you may only deduct interest to the extent it was incurred by you, actually paid by you, and not reimbursed by another person.”

- Form 1098-E - “This is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you

if the IRS determines that an underpayment of tax results because you overstated a deduction for student loan interest.”

- Form 1098-T - “This is important tax information and is being furnished to the Internal Revenue Service.”

1.5.6 Required Forms 1099 and W-2G recipient statements must contain the following legends: Legends for Forms - Forms 1099-A and 1099-C - “This is important tax information and is being furnished to the Internal 1099 and W-2G Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you if taxable income results from this transaction and the IRS determines that it has not been reported.”

• Forms 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-MISC, 1099-OID, 1099-PATR, and W-2G

(Copy C) - “This is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you if this income is taxable and the IRS determines that it has not been reported.”

- Form W-2G (Copy B) - “This information is being furnished to the Internal Revenue Service. Report

this income on your Federal tax return. If this form shows Federal income tax withheld in box 2, attach this copy to your return.”

• Form 1099-LTC

Copy B - “This is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you if this item is required to be reported and the IRS determines that it has not been reported.” Copy C - “Copy C is provided to you for information only. Only the policyholder is required to report this information on a tax return.”

- Form 1099-MSA - “This information is being furnished to the Internal Revenue Service.”

- Form 1099-R

Copy B - “Report this income on your Federal tax return. If this form shows Federal income tax withheld in box 4, attach this copy to your return. This information is being furnished to the Internal Revenue Service.” Copy C - “This information is being furnished to the Internal Revenue Service.”

- Form 1099-S - “This is important tax information and is being furnished to the Internal Revenue Service. If you are required to file a return, a negligence penalty or other sanction may be imposed on you

if this item is required to be reported and the IRS determines that it has not been reported.”

October 4, 1999 462 1999–40 I.R.B.

1.5.7 Required Form 5498 recipient statements must contain the following legends: Legends for Forms - Form 5498 - “This information is being furnished to the Internal Revenue Service.” 5498 Note: If you do not furnish another statement to the participant because no contributions were made for the year, the statement of the fair market value of the account must contain this legend and a desig- nation of which information is being furnished to the Internal Revenue Service.

- Form 5498-MSA - “The information in boxes 1 through 6 is being furnished to the Internal Revenue

Service.”

1 .5.8 Composite A composite form recipient statement for the forms specified in Section 1.5.4 is permitted when one filer Substitute Statements is reporting more than one type of payment during a calendar year to the same form recipient. A comto Recipients for posite statement is not allowed for a combination of forms listed in Section 1.5.4 and forms listed in Forms Specified in Section 1.5.2. Section 1.5.4

Exceptions. Form 1099-B information may be reported on a composite form with the forms specified in Section 1.5.2 as described in Section 1.5.3. In addition, royalties reported on Form 1099-MISC or 1099-S may be reported on a composite form only with the forms specified in Section 1.5.2.

Although the composite form recipient statement may be on one sheet, the format of the composite form recipient statement must satisfy the requirements listed in Section 1.5.3 as well as the requirements in Section 1.5.4. A composite statement of Forms 1098 and 1099-INT (for interest reportable under section 6049) is not allowed.

1999–40 I.R.B. 463 October 4, 1999

Part 2

Specifications for Substitute Forms To Be Filed With the IRS (Except Form W-2G)

Section 2.1 – Specifications

2.1.1 Introduction The following specifications prescribe the format requirements for Forms 1096 and Copy A of Forms 1098, 1099, and 5498. (See Part 3 for Form W-2G specifications.)

2.1.2 Form The form identifying number (e.g., 9191 for Form 1099-DIV) must be printed in nonreflective black Identifying Numbers carbon-based ink in print positions 15 through 19 using an OCR A font. The checkboxes to the right of the form identifying number must be 10-point boxes; the void checkbox is in print position 25 and the corrected checkbox is in position 33. These measurements are from the left edge of the paper, not including the perforated strip.

2.1.3 Specifications The substitute form must be an exact replica of the official IRS form with respect to layout and content. for Form 1096 and Copy A of Forms Note: To determine the correct form measurements, see Exhibits A through T at the end of this publi- 1098, 1099, and 5498 cation.

• Hot wax and cold carbon spots are not permitted on any of the internal form plies. These spots are permitted on the back of a mailer top envelope ply.

• Use of chemical transfer paper for Copy A is acceptable.

• The Government Printing Office (GPO) symbol must be deleted.

2.1.4 Color and Color and paper quality for Copy A (cut sheets and continuous pinfeed forms) as specified by JCP Code Paper Quality 0-25, dated November 29, 1978, must be white 100% bleached chemical wood, optical character recognition (OCR) bond produced in accordance with the following specifications.

Note: Reclaimed fiber in any percentage is permitted provided the requirements of this standard are met.

• Acidity: Ph value, average, not less than . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4.5

• Basis Weight 17 � 22 500 cut sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-20 Metric equivalent—g/m ² . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 A tolerance of ± 5 pct. is allowed.

  • Stiffness: Average, each direction, not less than—milligrams . . . . . . . . . . . . . . . . . . . . . . . . 50

  • Tearing strength: Average, each direction, not less than—grams . . . . . . . . . . . . . . . . . . . . . 40

    • Opacity: Average, not less than—percent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

    • Thickness: Average—inch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0.0038

Metric equivalent—mm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0.097 A tolerance of +0.0005 inch (0.0127 mm) is allowed. Paper cannot vary more than

0.0004 inch (0.0102 mm) from one edge to the other.

• Porosity: Average, not less than—seconds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

• Finish (smoothness): Average, each side—seconds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-55

For information only, the Sheffield equivalent—units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170-100

• Dirt: Average, each side, not to exceed—parts per million . . . . . . . . . . . . . . . . . . . . . . . . . . 8

October 4, 1999 464 1999–40 I.R.B.

2.1.5 Chemical Chemical transfer paper is permitted for Copy A only if the following standards are met: Transfer Paper - Only chemically backed paper is acceptable for Copy A.

• Carbon-coated forms are not permitted. Front and back chemically treated paper cannot be processed

properly by machine.

• Chemically transferred images must be black.

All copies must be clearly legible. Hot wax and cold carbon spots are not permitted for Copy A. Inter- leaved carbon should be black and must be of good quality to assure legibility on all copies and to avoid smudging. Fading must be minimized to assure legibility.

2.1.6 Printing All printing on Copy A of Forms 1098, 1099, 5498, and the Form 1096 printing above the statement “Please return this entire page to the Internal Revenue Service. Photocopies are NOT acceptable.” must be in Flint J-6983 red OCR dropout ink or an exact match. However, the four-digit form identifying number must be in nonreflective carbon-based black ink in OCR A font.

The shaded areas of any substitute form should generally correspond to the format of the official form.

The printing for the Form 1096 statement and the following text may be in any shade or tone of black ink. Black ink should only appear on the lower part of the reverse side of Form 1096 where it will not bleed through and interfere with scanning.

Note: The instructions on the back of Form 1096, which include filing addresses, must be printed.

Separation between fields must be 0.1 inch.

Except for Form 1099-R, the numbered captions are printed as solid with no shaded background.

Other printing requirements are discussed below.

2.1.7 OCR The contractor must initiate or have a quality control program to assure OCR ink density. In addition, the Specifications contractor must have access to either a MacBeth PCM-II, Kidder 082A, or similar tester to regularly evaluate the ink throughout a shift.

2.1.8 Paper and Ink Readings will be made when printed on approved 20 lb. white OCR bond with a reflectance of not less than 80%. Black ink must not have a reflectance greater than 15%. These readings are based on requirements of the “Scan-Optics Series 9000” Optical Scanner using Flint J-6983 red OCR dropout ink or an exact match.

2.1.9 Testers The following testers and ranges are acceptable:

• MacBeth PCM-II. The tested Print Contrast Signal (PCS) values when using the MacBeth PCM-II

tester on the “C” scale must range from .01 minimum to .06 maximum.

• Kidder 082A. The tested PCS values when using the Kidder 082A tester on the Infra Red (IR) scale

must range from .12 minimum to .21 maximum. White calibration disc must be 100%; sensitivity must be set at one (1).

• Alternative testers. Alternative testers must be approved by the Government so that tested PCS values

can be established. You may obtain approval by writing to the following address:

Commissioner of Internal Revenue Attn: OP:FS:M:T:M Room 1225 Tax Products 1111 Constitution Avenue, NW Washington, DC 20224

1999–40 I.R.B. 465 October 4, 1999

2.1.10 Typography Type must be substantially identical in size and shape to the official form. All rules are either ¹ ⁄2-point or 3 ⁄4-point. Rules must be identical to that on the official IRS form.

Note: The form identifying number must be nonreflective carbon-based black ink in OCR A font.

2.1.11 Dimensions Three Forms 1098, 1099, or 5498 (Copy A) are contained on a single page, 8 inches wide (without any snap-stubs and/or pinfeed holes) by 11 inches deep.

Exception. Form 1099-R contains two documents per page.

There is a .33 inch top margin from the top of the corrected box, and a .25 inch right margin. There is a 1/32” (0.0313”) tolerance for the right margin. If the right and top margins are properly aligned, the left margin for all forms will be correct. All margins must be free of print. See Exhibits A through T in this publication for the correct form measurements.

These measurements are constant for all Forms 1098, 1099, and 5498. These measurements are shown only once in this publication, on Form 1098 (Exhibit B). Exceptions to these measurements are shown on the rest of the exhibits.

The depth of the individual trim size of each form on a page must be 3 ² ⁄3 inches, the same depth as the official form.

Exception. The depth of Form 1099-R is 5 ¹ ⁄2 inches.

2.1.12 Other The words “For Privacy Act and Paperwork Reduction Act Notice and instructions for completing this Specifications form, see the 1 999 Instructions for Forms 1099, 1098, 5498, and W-2G” must be printed on Copy A; “For more information and the Privacy Act and Paperwork Reduction Act Notice, see the 1999 In- structions for Forms 1099, 1098, 5498, and W-2G” must be printed on Form 1096.

2.1.13 Perforation Copy A (three per page; two per page for Form 1099-R) of privately printed continuous substitute forms must be perforated at each 11” page depth. No perforations are allowed between the 3 ² ⁄3” forms (5 ¹ ⁄2” for Form 1099-R) on a single copy page of Copy A.

The words “Do NOT Cut or Separate Forms on This Page” must be printed in red dropout ink (as required by form specifications) between the three forms (two for Form 1099-R).

Note: Perforations are required between all the other individual copies (Copies B and C, and Copies 1 and 2 for Form 1099-R and Form 1099-MISC, and Copy D for Form 1099-R) included in the set.

2.1.14 What To You must include the OMB Number on Copies A and Form 1096 in the same location as on the official Include form.

Printer’s symbol — The GPO symbol must not be printed on substitute Copy A. Instead, the employer identification number (EIN) of the forms printer must be entered in the bottom margin on the face of each individual form of Copy A, or the bottom margin on the reverse side of each Form 1096.

A postal indicia may be used if it meets the following criteria:

• It is printed in the OCR ink color prescribed for the form, and

• No part of the indicia is within one print position of the scannable area.

The Catalog Number (Cat. No.) shown on the 1999 forms is used for IRS distribution purposes and need not be printed on any substitute forms.

The form must not contain the statement “IRS approved” or any similar statement.

October 4, 1999 466 1999–40 I.R.B.

Part 3

Specifications for Substitute Form W-2G To Be Filed With the IRS

Section 3.1 – General

3.1.1 Purpose The following specifications give the format requirements for Form W-2G (Copy A only).

A filer may use a substitute Form W-2G to file with the IRS (referred to as “substitute Copy A”). The substitute form must be an exact replica of the official form with respect to layout and content.

Section 3.2 – Specifications for Copy A of Form W-2G

3.2.1 Substitute You must follow these specifications when printing substitute Copy A of Form W-2G. Form W-2G (Copy A)

1999–40 I.R.B. 467 October 4, 1999

Part 4

Additional Instructions for Substitute Forms 1098, 1099, 5498, and W-2G

Section 4.1 - Copies B, C, D, 1, and 2

4.1.1 The following table gives additional instructions concerning copies B, C, D, 1, and 2 of the forms. Miscellaneous Instructions

October 4, 1999 468 1999–40 I.R.B.

Section 4.2 - OMB Requirements

4.2.1 OMB Official Office of Management and Budget (OMB) numbers are shown on official IRS printed forms, and Requirements are also shown on the forms in the exhibits.

Public Law 96-511 requires that:

• The OMB approve IRS tax forms.

• Each form show the OMB approval number in the upper right corner. (The official OMB numbers may be found on the official IRS printed forms and are also shown on the forms in the exhibits in Part 5.)

  • The form (or its instructions) state:

1. Why the IRS is collecting the information, 2. How it will be used, and 3. Whether it must be given to the IRS. (Any substitute IRS forms or instructions must also contain this information.)

4.2.2 Substitute The OMB requirements for substitute IRS forms are: Form Requirements - Any substitute form or substitute statement to recipient must show the OMB number as it appears on the official IRS form.

• For Copy A, the OMB number must appear exactly as shown on the official IRS form.

• For any copy other than Copy A, the OMB number must use one of the following formats.

1. OMB No. XXXX-XXXX (preferred) or 2. OMB # XXXX-XXXX

• All substitute forms (Copy A only) must state “For Privacy Act and Paperwork

Reduction Act Notice, see the 1999 Instructions for Forms 1099, 1098, 5498, and W-2G.”

1999–40 I.R.B. 469 October 4, 1999

Section 4.3 – Reproducible Copies

4.3.1 Introduction The IRS does not take orders for reproducible and information copies of Federal tax materials. However, other ways to get Federal tax material include:

• The Internet.

• CD-ROM.

  • GPO Superintendent of Documents Bookstores.

Forms 1096, 1098, 1099 series, and 5498 series are provided electronically on the IRS home page and on the Federal Tax Forms CD-ROM, but cannot be used for filing with the IRS when printed from a conventional printer. These forms contain drop-out ink requirements as described in Part 2 of this publication.

You can download tax materials from the Internet.

4.3.3 IRS Federal The IRS also offers an alternative to downloading electronic files and provides current and prior-year Tax Forms CD-ROM access to tax forms and instructions through its Federal Tax Forms CD-ROM. The CD will be available for the upcoming filing season. Order Pub. 1796, Federal Tax Products on CD-ROM, by either:

• Calling the National Technical Information Service (NTIS) at 1-877-233-6767 toll free,

• Using the IRS’s Internet Web Site at www.irs.gov/cdorders, or

• Faxing at 703-605-6900.

4.3.4 GPO Supt. of The Government Printing Office (GPO) Superintendent of Documents Bookstores also sell individual Documents Bookstores copies of tax forms, instructions, and publications. Call 202-512-1800 to find the bookstore nearest you.

October 4, 1999 470 1999–40 I.R.B.

Section 4.4 – Effect on Other Revenue Procedures

4.4.1 Other Revenue Procedure 98–37, 1998–26 I.R.B. 6, which provides rules and specifications for private printing Revenue of 1998 substitute forms and statements to recipients, is superseded. Procedures

1999–40 I.R.B. 471 October 4, 1999

Part 5

Exhibits

Section 5.1 – Exhibits of Forms in the Revenue Procedure

5.1.1 Purpose Exhibits A through T illustrate some of the specifications that were discussed earlier in this revenue procedure. The dimensions apply to the actual size forms, but the exhibits have been reduced in size.

Generally, the illustrated dimensions apply to all like forms. For example, Exhibit B shows 11.00” from the top edge to the bottom edge of Form 1098 and .85” between the bottom rule of the top form and the top rule of the second form on the page. These dimensions apply to all forms that are printed three to a page.

5.1.2 Guidelines Keep in mind the following guidelines when printing substitute forms.

• Closely follow the specifications to avoid delays in processing the forms.

• Always use the specifications as outlined in this revenue procedure and illustrated in the exhibits.

• Do not add the text line “Do NOT Cut or Separate Forms on This Page” to the bottom form. This will

cause inconsistency with the specifications.

October 4, 1999 472 1999–40 I.R.B.

1999–40 I.R.B. 473 October 4, 1999

October 4, 1999 474 1999–40 I.R.B.

1999–40 I.R.B. 475 October 4, 1999

October 4, 1999 476 1999–40 I.R.B.

1999–40 I.R.B. 477 October 4, 1999

October 4, 1999 478 1999–40 I.R.B.

October 4, 1999 480 1999–40 I.R.B.

1999–40 I.R.B. 481 October 4, 1999

October 4, 1999 482 1999–40 I.R.B.

October 4, 1999 484 1999–40 I.R.B.

1999–40 I.R.B. 485 October 4, 1999

October 4, 1999 486 1999–40 I.R.B.

1999–40 I.R.B. 487 October 4, 1999

October 4, 1999 488 1999–40 I.R.B.

1999–40 I.R.B. 489 October 4, 1999

October 4, 1999 490 1999–40 I.R.B.

1999–40 I.R.B. 491 October 4, 1999

October 4, 1999 492 1999–40 I.R.B.