Employers use the Form 1099-R to report individuals' annual pension distribution information to employees, retirees, the IRS, state, and local governments.
Note: Oracle Payroll supports all 1099-R distribution codes, but just one code per employee reported. Oracle does not support the printing of multiple codes for a single employee.
You can print a single 1099-R or a range of 1099-Rs that you define, and sort options give you further flexibility in 1099-R distribution. Oracle Payroll supports paper 1099-R PDF output for printing in accordance with Evergreen #5179 blank perforated paper (envelope #9999-1). Perforations are required between forms on all copies except Copy A to make separating the forms easier.
You must print Copy A of form 1099-R in Flint J-6983 red OCR dropout ink or an exact match. The four-digit form identifying number must be in nonreflective carbon-based black ink in OCR A font. You cannot send Copy A of the pdf output to the IRS unless you use the correct ink. However, you can still use the pdf output to furnish paper copies to the payees.
Note: You must complete the Year End Pre-Process for your enterprise before you can run the Paper 1099-R report.
Oracle Payroll also supports the following forms which are available from RR Donnelley (formerly Moore) for 1099-Rs:
Blank perforated 1099R (with printed instructions on back) - ORLR4UPB (50 PK).
Blank perforated 1099R (with printed instructions on back) - ORLR4UPBBULK (2000 BULK).
Blank perforated 1099R (blank on back) - ORL4UPBLANK (50 PK) .
Blank perforated 1099R (blank on back) - ORL4UPBLANKBULK (2000 BULK).
Window envelope for 1099R - DW4ALT.
The following process explains how to generate corrected Forms 1099-R for recipients, in the case where the 1099-R data is changed after it was originally archived and the 1099-R was already issued to the person, but before the data is submitted to the IRS.
1099-Rs (Information Returns) need to be checked as Corrected if there is any change to the data after the retiree received their 1099-R. The application should only generate Corrected 1099-Rs when the data is changed, but not when you add a new employee to the archive. When you add employees to the archive after the date set in profile option 'HR: Original 1099-R on or before (MM/DD)', you must use 'Add Assignment Actions To The Year End Pre-Process'. When you run the Retry US Payroll Process, retiree assignments added using the 'Add Assignment Actions To The Year End Pre-Process' will not be marked as Corrected.
The application uses the value of the HR: Original 1099-R on or before (MM/DD) profile option to check the Corrected check box if the year end archive process is completed or a report is generated after the date or month for the reporting year derived from the process. When the value of the profile option is set to a month and day, the value will be used to compare to the date the data is archived. The Year End Preprocessor (YEPP) archives the date for an assignment action as the A_ARCHIVE_DATE. If the A_ARCHIVE_DATE is found to be greater than the profile option date when the 1099-R PDF is run, then the 1099-R is printed with the 'Corrected' check box checked.
The following section is an example of how to issue 1099-R's with the Corrected check box checked:
Set the profile option 'HR: Original 1099-R on or before (MM/DD)' to a day and month (for example: 02/01). The application dynamically adds the year as one year after the year for which the 1099-Rs are being generated. In this case, the 1099-Rs are being issued for 2010, so the profile date is 02/01/2011. This is the date after which any 1099-Rs will be re-issued and therefore require 'Corrected' to be checked.
On Dec 31, 2010 or any date in January 2011, you run the Year End Preprocessor as normal. This will archive the assignment action dates (A_ARCHIVE_DATE) and will also archive the profile option date.
Prior to January 31st, 2011, you run the 1099-R PDF report. This will generate all 1099-R's with the Corrected box unchecked.
On February 15th, 2011 a retiree reports an incorrect value on their 1099-R and balance adjustments are made for 2010 to correct their data.
The retiree's data is re-archived. Then, the 1099-R PDF process is rerun for this person (A_ARCHIVE_DATE gets set to 02/15/2011 which is later than the profile option date of 02/01/2011), and now their 1099-R is printed with the Corrected checkbox checked as required.
See: Running the 1099R Information Return PDF
If corrections need to be made and the Form 1099-R has already been provided to the recipient for the reporting year, and the data has already been submitted to the IRS, then a corrected Form 1099-R must be provided to the recipient while maintaining the data archived from the original information return.
Oracle Payroll provides the following concurrent processes to generate the corrected 1099-Information Return PDF reports after submission to the IRS:
1099R Corrections Pre-Process: This process archives employee information after year end corrections processing is complete. See: Running the 1099R Corrections Pre-Process.
Corrected 1099R Information Return - PDF: This process allows you to generate Corrected 1099-R information returns for recipients based on the corrected data archived by running the 1099R Corrections Pre-Process. See: Running the Corrected 1099R Information Return - PDF.
The corrected 1099-R return data needs to be submitted to the IRS, if corrected Forms 1099-R have been provided to recipients after the original 1099-R return data has already been submitted to the IRS. Run the Corrected Federal 1099R Magnetic Report program to process the corrected 1099-R data and generate the required magnetic media output in order to submit to the IRS. See: Running the Corrected Federal 1099R Magnetic Report
You can select sort criteria (or sort options) for Paper 1099-R distribution purposes. The sort options available for the 1099-R Information Return are:
| Field Name | Description |
|---|---|
| Employee Name (last, middle, first) | As of archive date. This is the default sort option. |
| Social Security Number | As of archive date. If you select Social Security Number as a sort option, you may not select Employee Name as a subordinate sort option. |
| Zip Code | Use the current Zip Code from the employee's primary address. |
Note: Selecting a value in the Selection Criterion field enables the corresponding field.
You select 1099-Rs by the following criteria:
Reporting Year
GRE Archived by Year End Pre-Process
When generating paper 1099-Rs, you have additional selection criteria. You can choose one of the following to further restrict your paper 1099-R report:
| Field Name | Description |
|---|---|
| Organization | From employee's primary assignment as of the effective date. |
| Location | From employee's primary assignment as of the effective date. |
| Employee Name (last, middle, first) | As of 12/31 of year selected. |
| Social Security Number | As of 12/31 of year selected. |
| State | If you select a state in this field, 1099-Rs print for all employees that have taxable wages in that state. If an employee has taxable wages in an additional state, all 1099-Rs for that employee are printed. |