Print 1098-T's

The Print 1098-T's module serves as a way to generate annual 1098-T forms and ensure applicable fees, tuition, and funding sources are indicated to make generation an easy and efficient process.

Settings Before Printing 1098-Ts

1. Ensure all applicable settings are enabled via Setup > Settings > 1098-T tab before generating 1098-Ts.

2. Before moving on to printing, it is important to check the Facilities settings. In order to do so, from the Setup menu, click Settings.

Settings

3. Click the Facilities tab.

4. Scroll all the way to the right to view the last column: Exclude from 1098-T. Here districts have the option to exclude specific facilities, such as the Applicant School, when printing 1098-Ts, by selecting the check box.

Settings

See Facilities for more information.

Before printing 1098-Ts, you must also consider Product List settings.

5. From the Accounts Receivable menu, click Product List and/or Internal Product List depending on where your products have been set up.

Portal

6. If there are specific products that qualify for 1098-T reporting, be sure the check box shown in the 1098-T column is selected.

7. You must also review the Funding Sources screen in setting 1098-Ts. From the Accounts Receivable menu, click Funding Sources.

Portal

8. From the Funding Sources screen, click the Funding Sources tab.

9. Locate the 1098-T check box and select it to designate whether or not to include fees deferred to this source on the 1098-T.

See Funding Sources for more information.

10. Additional screens to review for setting 1098-Ts are the Fee Templates in the Student Information System. Click SIS to switch to the Student Information System (SIS) from ERP.

Funding Sources

11. From the Billing menu, click Manage Fee Templates, Manage District Fee Templates, Manage Individual Fees, and/or Manage Limited Fees.

Portal

12. Review each fee listed and ensure all applicable fees are selected for 1098-T consideration.

The 1098-T Less Than Half Time check box displayed via SIS > Students > Student Info determines whether or not Box 8 (Check if at least half time student) on the 1098-T is selected. 

If the 1098-T Less Than Half Time check box is selected, Box 8 will not be selected. If the 1098-T Less Than Half Time check box is not selected, Box will be selected.

Users can customize the new student field via SIS > Students > Student Fields.

Printing 1098-Ts

All students must have an entered Social Security Number (SSN) in order to generate a 1098-T.

1098-Ts printed from the student record are district wide so that all amounts for a student in the district print on a single 1098-T for a reporting year; this is especially applicable if a student is enrolled in and has fees at more than one school.

The calendar year that the money is received is the year that the monies will be listed in Box 5 of the 1098-T. If the money is applied the next calendar year, it will not appear on the 1098-T because it was included in the previous year’s 1098-T.

1. From the Accounts Receivable menu, click Print 1098-T’s.

2. If wanting to print all 1098-Ts, stay on the Print tab of the Print 1098-T’s screen.

3. Start by selecting the Year from which you’d like to pull data for your 1098-Ts. The Year will default to the current year.

For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could type in 17 for the year 2017. Note: This feature is available on most pull-downs.

4. Printing 1098-Ts is broken up by school(s). Select the School(s) for printing from the pull-down.

Notice that the pull-downs allow you to choose one, multiple, all, or none. You can also utilize the Check all visible and Clear selected links. Note: This feature is also available on select pull-downs.

5. Select the type of Paper you will be using for printing from the pull-down.

If you select Carbon Copy, you must have the appropriate paper purchased and installed in the printer before printing.

6. When ready, click the Print button.

If you selected Official for the Paper type, clicking Print will generate a PDF with the official background as shown in the image provided.

If you selected Carbon Copy for the Paper type, your PDF will look like the image below as these will be printed on your paper 1098-T forms.

a. To print, click the printer icon located in the upper right corner of the screen.

Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

b. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Electronic 1098-Ts

All students must have an entered Social Security Number (SSN) in order to generate a 1098-T.

1. From the Accounts Receivable menu, click Print 1098-T’s.

2. If wanting to generate an electronic file for all 1098-Ts, stay on the Print tab of the Print 1098-T’s screen.

3. For Electronic 1098-Ts, select the appropriate Year from the pull-down and click Generate Electronic File. Note: No other selections are required to generate the file.

Electronic 1098-Ts are available for districts that need an electronic .txt file in order to transmit 1098-Ts electronically. This file will pull all 2017 data regardless of information selected in the Print 1098-Ts section.

4. The .txt file will download. Click it open the file. However, note that the document is strictly for transmission purposes.

Printing 1098-Ts for an Individual Student

1. From the Print 1098-T’s screen, click the Search for Individual tab.

2. Start by selecting the Year from which you’d like to pull data for your 1098-T. The Year will default to the current year.

For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could type in 17 for the year 2017. Note: This feature is available on most pull-downs.

3. Select the School from the pull-down for the individual student.

4. Once a School is selected, you will have a list of students to choose from. Select the correct Student from the pull-down.

5. Select the type of Paper you will be using for printing from the pull-down.

If you select Carbon Copy, you must have the appropriate paper purchased and installed in the printer before printing.

6. Click View to display Student 1098-T Information including Student ID, Student Name, etc.

7. Click Print to print the student’s 1098-T.

If you selected Official for the Paper type, clicking Print will generate a PDF with the official background as shown in the image provided.

If you selected Carbon Copy for the Paper type, your PDF will look completely different. See the image provided for an example.

8. To print, click the printer icon located in the upper right corner of the screen.

Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

a. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Click the Excel icon in the Export section to export the report to an Excel spreadsheet.

To print the report, click the Printer icon in the Export section as shown in the image above. Depending on browser settings, this will generate a print preview where you will have the ability to change the layout, print two-sided, etc.

Making Additional Adjustment for 1098-Ts

1. From the Print 1098-T’s screen, click the Additional Adjustments tab.

The Additional Adjustments tab will allow you to input data from other accounting systems if needed; this usually occurs if the district implemented Focus in the middle of a school year. Therefore, it is pertinent to add any additional information captured on the previous software. Note: This option will only be available if the two following check boxes were selected during the set up process: Check if you have changed your reporting method and Adjustments. See Settings Before Printing 1098-Ts section for more information on getting set up to print 1098-Ts.

2. Start by selecting the Year from which you’d like to pull data for your 1098-T. The Year will default to the current year.

For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could type in 17 for the year 2017. Note: This feature is available on most pull-downs.

3. Select the Facility in question from the pull-down.

Notice that the pull-down allows you to choose one, multiple, all, or none. You can also utilize the Check all visible and Clear selected links. Note: This feature is available on select pull-downs.

4. When all selections have been made, click the Look Up Students button.

Clicking Look Up Students will generate a new section, Input Prior Student Information.

5. Select a Student from the pull-down to begin adding information.

All students recorded in the Student Information System (SIS) with a SSN display in the Student pull-down.

6. Once the student has been selected, you can begin adding Payments and Adjustments To Prior Year in the text boxes provided.

7. Enter applicable Scholarships And Grants and any Adjustments to Scholarships and Grants in the provided text boxes.

8. When information has been added, be sure to save the line of data by pressing Enter while clicked into a text field. You will know the data has saved when the line turns blue, at which point, you will have the option to delete the committed line using the red minus sign to the far left of the table.

You can generate 1098-Ts for students with an adjustment record created from the Additional Adjustments tab even if the CRC setting is enabled (via Setup > Settings > 1098-T> Only generate 1098-Ts for students scheduled in courses with selected CRC(s)) and the student does not have a paid invoice for an appropriate schedule.

If you already have adjustments worked out in a spreadsheet, the information can be imported via the Import button directly from Excel.

a. Click Import, search for and select your spreadsheet. An Import CSV pop-up displays.

b. Before importation, be sure to title each column correctly.

c. The system will match the information, but you must verify that each pull-down is correct.

d. Once complete, click Import CSV to transport data.

Click the Excel icon in the Export section to export the report to an Excel spreadsheet.

To print the report, click the Print icon in the Export section as shown in the image above. Depending on browser settings, this will generate a print preview where you will have the ability to change the layout, print two-sided, etc.