Rev. Proc. 2004-58

Internal Revenue Bulletin 2004-41 · 2026-10-03 edition · updated 2026-10-04 · United States

TABLE OF CONTENTS

Part 1 General Information

SECTION 1.1 - OVERVIEW OF REVENUE PROCEDURE 2004-58 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603

October 12, 2004 602 2004–41 I.R.B.

SECTION 1.2 - GENERAL REQUIREMENTS FOR ACCEPTABLE SUBSTITUTE FORMS 1096, 1098, 1099,

5498, W-2G, AND 1042-S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

SECTION 1.3 - DEFINITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607

Part 2 Specifications for Substitute Forms 1096 and Copies A of Forms 1098, 1099, and 5498 (All Filed with the IRS)

SECTION 2.1 - SPECIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608

SECTION 2.2 - INSTRUCTIONS FOR PREPARING PAPER FORMS THAT WILL BE FILED WITH THE

IRS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611

Part 3 Specifications for Substitute Form W-2G (Filed with the IRS)

SECTION 3.1 - GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612

SECTION 3.2 - SPECIFICATIONS FOR COPY A OF FORM W-2G . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612

Part 4 Substitute Statements to Form Recipients and Form Recipient Copies

SECTION 4.1 - SPECIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613

SECTION 4.2 - COMPOSITE STATEMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616

SECTION 4.3 - REQUIRED LEGENDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617

SECTION 4.4 - MISCELLANEOUS INSTRUCTIONS FOR COPIES B, C, D, 1, AND 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618

SECTION 4.5 - ELECTRONIC DELIVERY OF FORM 1099 AND FORM 5498 PAYEE STATEMENTS . . . . . . . . . . . . . . . . . . . . . . . . 619

Part 5 Additional Instructions for Substitute Forms 1098, 1099, 5498, W-2G, and 1042-S

SECTION 5.1 - PAPER SUBSTITUTES FOR FORM 1042-S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620

SECTION 5.2 - OMB REQUIREMENTS FOR ALL FORMS IN THIS REVENUE PROCEDURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 622

SECTION 5.3 - REPRODUCIBLE COPIES OF FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 623

SECTION 5.4 - EFFECT ON OTHER REVENUE PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624

Part 6 Exhibits

SECTION 6.1 - EXHIBITS OF FORMS IN THE REVENUE PROCEDURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624

Part 1 General Information

Section 1.1 - Overview of Revenue Procedure 2004-58

1.1.1 Purpose The purpose of this revenue procedure is to set forth the 2004 requirements for:

Rev. Proc. 2004-58

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

• Preparing acceptable substitutes of the official IRS forms to file information…¶

• For copies of the official forms and instructions, call our toll-free number at…¶

• Rules and specifications for Form 1099-SA, were added to the Revenue Procedure. Exhibit¶

• Rules and specifications for Form 5498-SA, were added to the Revenue Procedure. Exhibit¶

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

• Form 1098-T -“This is important tax information and is being furnished to the Internal¶

• Form 5498-ESA -“The information in boxes 1 and 2 is being furnished to the Internal¶

• Form 1099-C - Copy B “For Debtor”; Copy C “For Creditor.” • Form 1099-CAP - Copy B…¶

• Notice of termination. The notice must state under what conditions the statements…¶

• Ensure the electronic format contains all the required information and complies with the¶

• Only original copies may be filed with the Service. Carbon copies and reproductions are¶

• Any substitute form or substitute statement to a recipient must show the OMB number as¶

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