State of North Carolina
Office of the State Controller
 
James B. Hunt, Jr. 
Governor
Edward Renfrow
State Controller
December 1, 1998
MEMORANDUM NO. 990003
 
TO: Chief Financial Officers/Accounts Payable Personnel 
NCAS Agencies
FROM: Zeke Partin, Assistant State Controller 
Office of the State Controller
SUBJECT: North Carolina Accounting System (NCAS) 1998 1099 Processing
 
Attached is the time schedule and contact list for the 1998 1099 processing activities. All 1099 processing should have been recorded throughout the 1998 year by flagging invoices with 1099 codes and reviewing the monthly 1099 reports. The end-of-year tasks should primarily consist of final review of reports for errors and accuracy of data. To aid in this review process, the Office of the State Controller (OSC) began producing the 1099 reports on a weekly basis starting November 7.

The major difference in 1099 annual processing that will occur for NCAS agencies this year is that the state withholding law requires NC1099PS to be completed for all out of state vendors where money has been withheld. The forms will be completed manually by each agency. Forms can be obtained from the Department of Revenue or Randy Thomas at OSC - 981-5488. OSC has provided reports, mainly the AP-NC002 located in RMDS group OSCOPX(X is C or F depending on your region) AP1099-A NC W/H VERIFY, which should be used to verify withheld amounts and complete the NC1099PS forms. The totals on this report for your agency must agree to the amounts remitted to the Department of Revenue this year.

Another report that will be used is in report group OSCOPX(X is C or F depending on your region) AP1099-9 ANNUAL WITHHOLD. This report shows the amounts that have posted to the withholding liability accounts throughout the year. If you have had any Federal backup withholding on a vendor (31%) it should appear on this report but not on the AP - NC002 report mentioned above. The 31% should appear only on the Federal 1099 and the 4% withholding should appear on the state NC1099PS. If a vendor has had 35% withheld, a Federal 1099 will be created through the NCAS showing 31% in the withholding box and manual state NC1099PS will need to be done showing the 4% withheld.

All other processes will remain the same; the OSC will run the print job one time and print all 1099’s for all NCAS agencies, and in February, the OSC will be the only transmitter for filing with the IRS, sending one tape to the IRS for all NCAS agencies.

Due to the centralization of these functions it is critical that all reports are reviewed and NCAS 1099 data is accurate by the requested deadlines so that the central data files can be created. To ensure accurate and prompt delivery, all forms will be printed and held at the OSC until an agency representative picks them up. All agencies regardless of size and number of 1099’s will be printed by OSC and must be picked up.

Like last year, OSC will be sending in one tape with all agencies’ data using an OSC Transmitter Control Code (TCC). Each agency will be reported under its own Federal ID number and is responsible for its data, but will no longer be responsible for mailing in magnetic tapes or paper forms. There should be no direct reporting of NCAS data by the agency to the IRS. As in the past, all 1099 information that is not on the NCAS will still be the responsibility of the agency.

Forms

We have ordered W-2 and 1099 forms for NCAS agencies. The quantity of forms ordered was based upon past experience. The 1099-MISC, -G, and -INT forms will be two part, self mailer, peel-a-part forms that are acceptable for magnetic reporting similar to last year. We are also ordering 1000 1099-MISC 4 part forms suitable for making corrections, reissuances and off-line reporting.

Should your agency need 1099 forms for non-NCAS systems, it is your agency’s responsibility to obtain its own forms unless prior arrangements have been made with the OSC to place the order. For agencies ordering forms for their own use, the 1998 state contract for W-2 and 1099 forms is with Safeguard in Wilmington, NC. James Crenshaw, the contact person, can be reached at 910-350-0012 or at FAX 800-438-5507.

The following time schedule has been established to process 1998 calendar year 1099 information.

 
1998 - 1099 PROCESSING SCHEDULE
November 7 OSC begins running 1099 reports weekly.
November 30 Ensure OSC Transmittal Control Code is received and file a test file with IRS.
December 14-31 "Zero-dollar checks" will run for all paying entities.
December 31 1998 tax year reporting cycle ends.
January 15 Last day to make changes to 1099 data on NCAS.
January 19- February 22 Agency produces manual 1099 corrections and updates NCAS for IRS tape reporting.
January 19 OSC Print 1099 forms.
January 20-31 Agencies pick up 1099 forms from OSC. 
OSC to call 1099 contact when forms are ready.
February 1 Due date for issuing 1099 forms to recipients.
February 22 OSC produces 1099 magnetic tape for filing with IRS.
February 22 and forward Agency produces manual 1099 corrections and manually reports to IRS.
March 1 Due date for mailing tape to IRS.
 
Please verify the following list to make sure the information for your agency is correct. The phone number will be used to print on the 1099. This is a 10 digit field, 3 digit area code and the 7 digit number, (XXX) XXX-XXXX. The names and extensions will not show on the 1099.

Please call the OSC NCAS Client Support at (919)875-HELP if you have any questions, concerns, or require assistance with NCAS 1099 activities.

Click here to view Memorandum No. 9-28 - Year-end Tax Update

ZP/cw
 
Pay Entities
Agency
Tax ID #
Contact Name-1997
Phone #
P REGION
A9 PE, PN, PT Board of Electrolysis 56-1761135 Diane Van Dyke 336-373-1212
B0 PE, PN,PT Board of Barber Examiners 56-1763216 Kelly Brahm 715-4666
B1 PE, PN, PT State Board of Cosmetic Arts 56-1612969 Carolyn Woolard 733-4117
B2 PE, PN, PT State Board of Opticians 56-1544811 Carolyn Allen 733-9321
B3 PE, PN, PT State Board of Psychologists 56-1128241 Debbie Hartley 828-262-2258
B4 PE, PN, PT Nursing Home Administrators 56-1448653 Jane Baker 919-571-4164
B5 PE, PN, PT Auctioneer Licensing Board 56-1823908 Teresa Watson 981-5066
02 PA, PE, PN, PT Administrative Office of the Courts 56-0847358 Virginia Dean 662-3092
03 PE, PN, PT Governor's Office 56-1310675 Becky Medlin 733-7061
05 PE, PN, PT Secretary of State 56-1611340 Bettie Pulley 733-4132
06 PE, PT Office of the State Auditor 56-1350827 Cindy Gilliam 733-3217
08 CN, PE, PM, PT, WC Dept of Public Instruction 56-1492826 Sarah Harris 715-1332
09 PA, PE, PI, PN, PT Dept of Justice 56-1161525 Jan Prevo 716-6420
14 PE, PP, PT Office of the State Controller 56-1611588 Judi Santoliquido 871-6481
16 CN, PC, PD, PE, PI, PN, PT DEHNR 56-6000372 Jean Stone 733-1702
17 PE, PN, PT Wildlife 73-6502734 Nancy Boyer 733-4566
42 PE, PG, PM, PT, TR, WC Dept of Corrections 56-6017634 Karlene Perry 716-3300
47 PE, PN, PT Crime Control and Public Safety 56-6000004 Donna Cox 733-2193 
60 PE, PN, PT Board of Elections 56-1935214 Gary Bartlett 733-7173
70 PEN, PN, PT Rules review Commission 56-1634639 Glenda Gruber 733-2721
NC23 REGION
01 PE, PN, PT General Assembly 56-6003239 Carol Starr 733-7500
04 PE, PT Lieutenant Governor's Office 56-1648081 Samuel Jacobs 733-2650
07 PE, PT State Treasurer 56-1545517 Van Lindley 508-5184
1A PE, PN, PT State Fair 56-6000732 Pam Winstead 733-2113
10 PE, PN, PT Agriculture 56-6000732 Pam Winstead 733-2113
11 PE, PN, PT Dept of Labor 56-1611252 Margaret Pate 733-7426
12 PE, PN, PR, PT, PW Dept of Insurance 56-1401519 Tammie Hicks/Joan Watson 733-3352
13 HO, PE, PH, PN, PT Dept of Administration 56-1130957 Samuel Jacobs 733-2650
2A PE, PM, PT Disability determination services 56-1443653 Janet Pearce 715-9041 x 322
2B CN, PC, PD, PE, PI, PM, PN, PT Division of Health Services 56-2033116 Dianne Dammann 715-5846 x 351
20 PE, PN, PT DHR-Central 56-1636462 Celia Pait 715-9058 x 339
21 PE, PN, PT Division of Aging 56-1669820 Janet Pearce 715-9041 x 322
22 PE, PN, PT Division of Child Development 56-1828230 Janet Pearce 715-9041 x 322 
23 PE, PN, PT Services for the Deaf 56-1614102 Celia Pait 715-9058 x 339
24 PD, PE, PM, PN, PT, PW Division of Social Services 56-1376506 Donna Barnes 715-8985 x 236
25 PE, PM, PT Division of Medical Assistance 56-1250855 Donna Barnes 715-8985 x 236
26PC, PE, PG, PS, PT Division of Blind Services 56-1232012 Donna Barnes 715-8985 x 236
27 PE, PN, PT Division of Facility Services 56-1618223 Janet Pearce 715-9041 x 322
28 PD, PE, PM, PN, PT, PW Division of Vocational Rehab 56-1445465 Lane Sutton 715-9058 x 239
29 PE, PN, PT Division of Youth Services 56-1622586 Janet Pearce 715-9041 x 322
3A PC, PE, PT ARC-Black Mountain 56-1541747 Jim Lampley 715-9058
3B PC, PE, PT ARC-Butner 56-1541747 Jim Lampley 715-9058
3C PC, PE, PT ARC-Greenville 56-1541747 Jim Lampley 715-9058
3D PC, PE, PT NC Special Care Center 56-1541747 Jim Lampley 715-9058
30 PE, PT DHR-mental health 56-1541747 Celia Pait 715-9058 x 339
31 PC, PE, PN, PT Black Mountain Center 56-1541747 Jim Lampley 715-9058
32 PC, PE, PN, PT Western Carolina Center 56-1541747 Jim Lampley 715-9058
33 PC, PE, PT O'Berry Center 56-1541747 Jim Lampley 715-9058
34 PC, PE, PT Murdoch Center 56-1541747 Jim Lampley 715-9058
35 PC, PE, PN, PT Caswell Center 56-1541747 Jim Lampley 715-9058
36 PC, PE, PT Dorothea Dix 56-1541747 Celia Pait 715-9058 x 339
37 PC, PE, PT Broughton Hospital 56-1541747 Jim Lampley 715-9058
38 PC, PE, PT Cherry Hospital 56-1541747 Jim Lampley 715-9058
39 PC, PE, PT, PW John Umstead Hospital 56-1541747 Jim Lampley 715-9058
41 PE, PP, PT State Information Processing Serv 56-2032825 Valerie Carter 981-5333
43 PE, PN, PT Dept of Commerce 56-1611847 Connie Johnson 715-5605
45 PE, PN, PT Dept of Revenue 56-1611838 Ann Cole 733-7346
46 PE, PN, PT Dept of Cultural Resources 56-6062189 Charlene Sutton 733-7847
50 PE, PN, PT Dept of Community Colleges 56-1288079 Alice Smith 733-7051 x 205
6A PE, PT Major Medical 56-1444693 Jeff Hallett 881-2300
67 PE, PN, PT Office of Admin Hearings 56-1527030 Camille Winston 733-2691
87 PE, PN, PT School of Science & Math 56-1425643 Mary Thompson 286-3366 
 

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