Manage Batches

The title of the Student Review Batch grid indicates the year, TCC number, and lock status of the selected batch, e.g.,

"Student Review Batch - <year>, TCC <tcc number> (Not Locked)"

For year 2018 and earlier batches, if Box 3 is selected, the title also displays the text:

"Reporting Method Changed"

The records and actions available in the grid depend on whether you selected View All Students (Batch Mode) or View Individuals (Individuals Mode) on the Selection Criteria tab and whether the batch is locked or unlocked.

Batch Mode

In Batch mode, records for all students in a batch are generated. This may take some time depending on the number of records in the batch.

1. In the Selection Type drop-down list, select Campus or Student Group.

   • When you select Campus, a search field for campuses appears. Select one or more campuses.

   • When you select Student Group, a drop-down list of student groups appears. The list is populated with all active public student groups, plus student groups the user owns, plus student groups the user can access. Select one student group.

2. Select the Exclude accepted electronic delivery check box if you want to exclude records that have been accepted electronically. This prevents the redundant printing of 1098-T forms for students who downloaded their 1098-T forms from the Student Portal. You can apply this filter with or without the Campus or Student Group filter.

3. Click the Apply Selection button.

   When you click this button, check marks will appear in the first column of the grid for student records that match the Campus, Student Group, and "Exclude accepted electronic delivery" filters.

   Any actions you take in the following steps will apply to the filtered list, i.e., the records marked with a check mark in the first column. The Print/Export Count and TIN Solicited Count numbers at the bottom right below the grid indicate the number of filtered records.

4. Review the columns in the Student Review Batch grid:

   Selected Record A check mark indicates that the record matches the selection criteria (if specified). You can also select or clear selections using the Select All Across Pages/Clear All Across Pages toggle button. TIN Solicited A check mark in the TIN Solicited field indicates that the institution has requested the Taxpayer Identification Number (TIN) for the student. Invalid TIN/No TIN Solicited This column will be blank for all students who have an SSN on file AND have the 'Solicited TIN' flag selected in the Student Review Batch form. A ‘Yes’ in this column indicates that the student does not have an SSN on file AND does not have the 'Solicited TIN' flag selected. If you select and lock a batch that has records with ‘Yes’ in this column, a warning message is displayed (see TIN Warning) to remind you that the IRS requires a valid TIN for each student who is reported. To avoid including student records with “Invalid TIN/No TIN Solicited” in the batch and to avoid the IRS fine, use the “Select All TIN Solicited” option in the grid toolbar while managing batches. TIN Warning For 1098-T export files submitted to the IRS, a valid TIN must be solicited in writing as specified in IRS Regulation 1.605. When the 'TIN Solicited' check box is selected, submitters are certifying that they have made a good faith effort to obtain the student's TIN. Institutions risk a fine by the IRS if they submit a 1098-T export file with students who did not have a TIN and did not specify that they had solicited a TIN for those students. The 1098-T process for tax year 2022 and later displays the following warning when a user attempts to lock a batch if the batch contains records for students that do not have an SSN on file AND do not have the 'TIN Solicited' flag selected. A similar message is displayed when the IRS 1098-T Export file is created. When the warning is displayed, you can: Click Continue Locking to proceed. You can then set the 'TIN Solicited' flag in a locked batch to make quick corrections before creating the export file. — OR — Click Cancel to prevent the batch from being created and proceed as follows: Click View All Students in the grid toolbar to return to the Student Review tab. Sort the records in Student Review Batch grid based on the 'Invalid TIN/No TIN Solicited' column. You can also export the records to an Excel file and then sort the records. The 'Invalid TIN/No TIN Solicited' column: Is blank for all students that have an SSN on file AND have the 'Solicited TIN' flag selected Has a value of 'Yes' for all students that do not have an SSN on file AND do not have the 'Solicited TIN' flag selected For records with a 'Yes' in the 'Invalid TIN/No TIN Solicited' column, take the needed steps to solicit a TIN or navigate to a student's record and add an SSN. If you add an SSN, the batch must be regathered to remove the 'Yes' in the 'Invalid TIN/No TIN Solicited' column. Click Select All TIN Solicited in the grid toolbar and then generate the export file (see Print/Export 1098-Ts). Student The last and first name of the student. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned, is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning the ID. Campus The campus where the transaction was posted. Current Year Payments All current year payments, except Scholarship or Grant payments which are only included as a payment if the fund source is defined by the Fund Source 1098-T attribute — "Include Fund Source in 1098-T Calculations" being checked. Current Year Payments are reduced by Current Year Refunds. Prior Year Adjustment (Box 4) Box 4 shows any adjustment made for a prior year for qualified tuition and related expenses that were reported on a prior year 1098-T form. For example, if a student was billed for Spring semester classes in December and withdrew from classes in January, Box 4 reports the decrease in billed tuition due to the withdrawal. Current Year Scholarship Total amount of scholarships or grants processed by the institution during the calendar year for the payment of the student’s costs of attendance. The amount is reported in Box 5 of the 1098-T form.

   Prior Year Scholarship Adjustment (Box 6) Adjustments made to scholarships or grants reported on a prior year 1098-T in Box 5. The amount reported in Box 6 represents a reduction in scholarships or grants reported for a prior calendar year. Box 7 If selected, Box 7 indicates that Box 1 includes amounts for an academic period beginning in the next calendar year. For example, if a student registered and paid for the upcoming Spring semester during November or December, Box 7 will be selected. Box 8 If selected, Box 8 indicates that the student was at least a half-time student during any academic period that began in the calendar year. If Box 8 is selected, the student meets one of the requirements for the Hope tax credit. Box 9 If selected, Box 9 indicates whether the student is considered to be enrolled in a program leading to a graduate degree, graduate-level certificate, or other recognized graduate-level educational credential. If enrolled in a graduate program, a student qualify for the tuition and fee deduction or the lifetime learning credit. Manually Added If selected, indicates that the student record was manually added to the 1098-T batch. If a student who was originally gathered in the batch process is removed and then re-added, the student will not be considered as "Manually Added". Manually Added Date Date when the student record was added to the 1098-T batch. Last Modified By The name of the staff member that last modified the item. Exempt Student Included If selected, indicates that the student met the criteria in the "Include IRS Exempt Student into the Batch" options on the Selection Criteria for the 1098-T batch. Calculated Amounts Edited If selected, indicates that the calculated amounts were edited and saved.

   By default, the rows are sorted in ascending order by Student.

5. The actions you can take depend on whether the batch is locked or unlocked.

   Locked Batch - Batch Mode

   Task	Action to Take
   Select records	Click Select All Across Pages if you want to select all records. To select specific records, click Clear All Across Pages and then select individual rows.
   Print/Export	When you click Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.
   View Details	1.  Select a student record in the grid. 2.  Click the View Details button in the grid toolbar. Continue with View/Modify 1098-T Details.

   Unlocked Batch - Batch Mode

   Task	Action to Take
   Select records	Click Select All Across Pages if you want to select all records. To select specific records, click Clear All Across Pages and then select individual rows.
   Change TIN Solicited	Click Select All TIN Solicited if you want to select all records. To select specific records, click Clear All TIN Solicited and then select individual rows.
   Add a student to the batch	1.  Click the Add Student button in the grid toolbar. The Select Student dialog displays a grid listing all students in the database. 2.  In the Select Student dialog, search for a student by name or select a student in the grid. When you click the Show Filter Row button, you can sort and filter the grid by Name, SSN (if you have permissions to view SSNs), Student Number, Program, Campus, or Phone. 3.  Click Select to add the student to the batch. If the student exists in the batch, a validation message indicates that the student already exists, and the student is not added. If the student exists in the batch and was previously marked as deleted from the batch, the deleted flag is updated in the database, and the student is added to the batch. If the student does not exist in the batch, the tool performs the following validation: The student's campus must match the campus associated with the TCC number of the batch AND the student's citizenship must be a member of the "Include 1098" or "Allow Add" setting for the batch. If validation fails, a message is displayed, and the student is not added to the batch. If the validation is successful, the student is added to the batch, the "Manually Added" flag is set to true, and the "Manually Added Date" is updated.
   Remove a student from the batch	1.  Select a student record in the grid. 2.  Click the Remove Student button in the grid toolbar. 3.  Click Remove to confirm.
   Print 1098-T forms / Create export files / Generate Reports	When you click Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.
   Modify Details	1.  Select a student record in the grid. 2.  Click the Modify Details button in the grid toolbar. Continue with View/Modify 1098-T Details.

Individuals Mode

After a 1098-T batch has been created for a tax reporting year, you can generate 1098-T forms for individual students on demand. To generate the 1098-T in this scenario, you would work in Individuals mode by clicking the View Individuals button on the Selection Criteria tab.

In Individuals mode, an empty grid is displayed on the Student Review tab.

1. The grid columns are the same as in Batch mode.

   Selected Record A check mark indicates that the record matches the selection criteria (if specified). You can also select or clear selections using the Select All Across Pages/Clear All Across Pages toggle button. TIN Solicited A check mark in the TIN Solicited field indicates that the institution has requested the Taxpayer Identification Number (TIN) for the student. Invalid TIN/No TIN Solicited This column will be blank for all students who have an SSN on file AND have the 'Solicited TIN' flag selected in the Student Review Batch form. A ‘Yes’ in this column indicates that the student does not have an SSN on file AND does not have the 'Solicited TIN' flag selected. If you select and lock a batch that has records with ‘Yes’ in this column, a warning message is displayed (see TIN Warning) to remind you that the IRS requires a valid TIN for each student who is reported. To avoid including student records with “Invalid TIN/No TIN Solicited” in the batch and to avoid the IRS fine, use the “Select All TIN Solicited” option in the grid toolbar while managing batches. Student The last and first name of the student. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned, is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning the ID. Campus The campus where the transaction was posted. Current Year Payments All current year payments, except Scholarship or Grant payments which are only included as a payment if the fund source is defined by the Fund Source 1098-T attribute — "Include Fund Source in 1098-T Calculations" being checked. Current Year Payments are reduced by Current Year Refunds. Prior Year Adjustment (Box 4) Box 4 shows any adjustment made for a prior year for qualified tuition and related expenses that were reported on a prior year 1098-T form. For example, if a student was billed for Spring semester classes in December and withdrew from classes in January, Box 4 reports the decrease in billed tuition due to the withdrawal. Current Year Scholarship Total amount of scholarships or grants processed by the institution during the calendar year for the payment of the student’s costs of attendance. The amount is reported in Box 5 of the 1098-T form. Prior Year Scholarship Adjustment (Box 6) Adjustments made to scholarships or grants reported on a prior year 1098-T in Box 5. The amount reported in Box 6 represents a reduction in scholarships or grants reported for a prior calendar year.

   Box 7 If selected, Box 7 indicates that Box 1 includes amounts for an academic period beginning in the next calendar year. For example, if a student registered and paid for the upcoming Spring semester during November or December, Box 7 will be selected. Box 8 If selected, Box 8 indicates that the student was at least a half-time student during any academic period that began in the calendar year. If Box 8 is selected, the student meets one of the requirements for the Hope tax credit. Box 9 If selected, Box 9 indicates whether the student is considered to be enrolled in a program leading to a graduate degree, graduate-level certificate, or other recognized graduate-level educational credential. If enrolled in a graduate program, a student qualify for the tuition and fee deduction or the lifetime learning credit. Manually Added If selected, indicates that the student record was manually added to the 1098-T batch. If a student who was originally gathered in the batch process is removed and then re-added, the student will not be considered as "Manually Added". Manually Added Date Date when the student record was added to the 1098-T batch. Last Modified By The name of the staff member that last modified the item. Exempt Student Included If selected, indicates that the student met the criteria in the "Include IRS Exempt Student into the Batch" options on the Selection Criteria for the 1098-T batch. Calculated Amounts Edited If selected, indicates that the calculated amounts were edited and saved.

2. The only action available is to add a student to the grid. The validation depends on whether the batch is locked or unlocked.

   Locked Batch - Individuals Mode

   Task

   Action to Take

   Add a student to the grid

   1.  Click the Add Student button in the grid toolbar. The following message is displayed: The student {0} does not exist in this Batch. This batch is currently locked. In order to add a student, the batch must be unlocked. 2.  If applicable, unlock the batch and proceed with the unlocked batch. You can only add students that are already in the batch and remove only those students that were added to the form, i.e., the Add and Remove buttons do not impact the actual number of students stored in the batch.

   Unlocked Batch - Individuals Mode

   Task	Action to Take
   Add a student to the grid	1.  Click the Add Student button in the grid toolbar. The Select Student dialog displays a grid listing all students in the database. 2.  In the Select Student dialog, search for a student by name or select a student in the grid. When you click the Show Filter Row button, you can sort and filter the grid by Name, SSN (if you have permissions to view SSNs), Student Number, Program, Campus, or Phone. 3.  Click Select to add the student to the grid. If the student exists in the batch, the student is added to the grid, the "Manually Added" flag is set to true, and the "Manually Added Date" is updated, If the student exists in the batch AND was previously marked as deleted from the batch, the deleted flag is updated in the database, and the student is added to the grid. If the student does not exist, the tool performs the following validation: The student's campus must match the campus associated with the TCC number of the batch AND the student's citizenship must be a member of the "Include 1098" or "Allow Add" setting for the batch. If validation fails, a message is displayed, and the student is not added to the batch. If validation is successful, the student is added to the batch, the "Manually Added" flag is set to true, and the "Manually Added Date" is updated.

3. Once students have been added to the Student Review grid in Individuals mode, all grid toolbar buttons will be enabled. You can:

   • Select All Across Pages or Clear All Across Page (toggle button)

   • Select All TIN Solicited or Clear All TIN Solicited (toggle button)

   • Add Student (see above)

   • Remove Student

     In Individuals mode, the Remove Student option removes a student from the Student Review Batch grid. It does not remove the student from the batch.

   • Print/Export

     When you click Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.

   • Modify Details

     Select a student record in the grid. Click the Modify Details button in the grid toolbar. Continue with View/Modify 1098-T Details.

The Exports tab displays a grid listing all 1098-T export jobs. If an export is done more than once for a single batch, each job will be listed. The jobs can be differentiated by date, time, and file name.

1. Review the columns in the Exports grid.

   Select All / Clear All To select all records on the page, place a check mark in the header row. 1098-T Batch ID The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. Regulatory Job ID Identifier of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.) Job Identifier GUID of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.) Batch Name The name or description of the batch. Report Date The date of the record set. Exported By The name of the staff member who submitted the background job or batch for processing. Export File Name File name of the generated file. Started The start time of the background job.

   Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be at Succeeded state, but at least one of the jobs are at a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Duration The duration of the background job (hours minutes seconds). Results If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Click the link to view the reason for the failure. Year Calendar year TCC Transmitter Control Code (TCC) supplied by the Internal Revenue Service (IRS). Is Test File Indicates whether this is a test file for an unlocked batch. When a test file is created, the following message is displayed: "The following file was created: <filename>. Please note: this file has been designated as a test file. If it’s uploaded to the IRS FIRE system, it will be treated as a test file and will not qualify as the final submission." Is Replacement File Indicates whether this is a replacement file for a previously submitted 1098-T batch. Record Count The number of records in the batch. TIN Represents the 9-digit Taxpayer Identification Number (TIN) selected by the user at the time the1098-T Export was queued.

   By default the records are sorted in descending order by Start Date. You can use column sort and filtering options to customize the grid.

2. If the job status is "Succeeded", the file is created in the Export File Folder. See Export tab.

   If the job status is "Completed" and there is a "Details" link in the Results column indicating that the job did not succeed, you can click the Retry Batch button in the grid toolbar to resubmit the job.

   This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

3. To remove a batch, click the Cancel Batch button in the grid toolbar. You can remove only failed export jobs.