Print/Export 1098-Ts

After you have selected a 1098-T batch on the Selection Criteria tab and accessed the Student Review tab by clicking View All Students or View Individuals (see Manage Batches), you can use the Print/Export button to:

  • Print 1098-T forms
  • Set the date range for display of 1098-T forms in the Student Portal
  • Create the electronic file for the IRS
  • Create student statement and 1098-T summary reports

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Regulatory 1098T - Processes - Manage Batches - Manage Batch Data

You should also be familiar with Background for 1098-T Processing.

Access Method

Select the Processes tile > expand IRS 1098-T > select Manage Batches in the tree.

Procedure to Print/Export 1098-Ts

  1. On the Selection Criteria tab of the Manage Batches form, select a batch.

  2. Decide whether you want to work in Batch mode or Individuals mode.

    • In Batch mode, click View All Students in the grid toolbar.

      You are navigated to the Student Review tab which displays a grid listing all students in the batch.

    • In Individuals mode, click View Individuals in the grid toolbar.

      You are navigated to the Student Review tab which displays an empty grid.

      Click Add Student in the grid toolbar and select the student record you want to work with.

  3. On the Student Review tab, filter the list of students.

    • In the Selection Type drop-down, 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.

    • 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.

    • 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. Click Print/Export in the grid toolbar.

    The area below the grid displays the Print, Publish to Portal, Export, and Reports tabs. The Print tab is in the foreground by default. Select the tab you want to use.

Print Tab

The Print tab is enabled for locked and unlocked batches when at least one student is selected in the grid above. Use this tab to specify print options for 1098-T forms.

Note: Batch printing of 1098-T forms is enabled only if you are NOT using a Print Servicer.

  1. (Optional)  To use the student's most recently added billing address on the 1098-T output, select the check box Generate 1098-Ts using billing address. If a billing address does not exist, the address from the student profile will be used.

    If the check box is cleared, the "Student Profile" address for the student is used.

  2. In the Report field, select one of the following options:

    • Substitute Statement (B) (default)
    • Filer's Statement (C)

  3. For an unlocked batch, select one of the following options for printing the Official School Name of the institution:

    • TIN Campus
    • TIN Campus with the Attending Campus on the second line
    • Attending Campus

    By default the field value is blank, unless there was a saved value.

    This field is disabled when the batch is locked. If the batch is locked and this value has not been provided, you must unlock the batch prior to printing or queueing a job.

  4. For an unlocked batch, select the Transmitter TIN.

    The drop-down list displays persisted values from the Anthology Student database sorted alphabetically.

    By default the field value is blank. This field is disabled when the batch is locked.

    When "Attending Campus" is selected in the "Official School Name" field, the field is disabled.

  5. Select a Sort By option:

    • Name (default)
    • SSN
    • ZIP Code
    • Campus

  6. The Truncate Student's SSN check box is selected by default to mask the first five digits of the 9-digit Social Security Number (SSN) on the 1098-T form with asterisks (***-**-xxxx).

    Note: The 1098-T tool will not truncate the student's SSN when creating electronic files, regardless of whether this option was selected for the printed forms.

  7. If the batch is unlocked and you want to:

    • Save the print options, click Save.
    • Save the print options and close the form, click Save & Close.

  8. If you are working in Batch mode, click the Queue Print button to submit the batch print job for processing.

    The Queue Print message displays name of the batch print job in the following format:

    Manage Batches Print - <year>, <TCC #> <date> <time>.

    You can edit the batch name.

    Click the Queue button to proceed. When the job is completed, a confirmation message is displayed, the Print tab is collapsed, and focus is returned to the Student Review batch grid.

    To view details about the print job, continue with the History Tab tab. Select the  Reports subtab.

  9. If you are working in Individuals mode, click the Print button. A report will be generated using the given print options.

    You can download or view a PDF file of the 1098-T form for the selected student.

Publish to Portal

The Publish to Portal tab is enabled only for locked batches.

Institutions can post 1098-T forms to the Student Portal so that students can download their 1098-T forms. The Publish to Portal tab enables you to set up the date range for the availability of 1098-T forms in your Student Portal.

The Student Portal can be configured to prompt students to confirm acceptance of the 1098-T form via electronic delivery. The system tracks student's acceptance by returning a specific document type to Anthology Student. The Financial Aid Document Tracking functionality in Anthology Student enables administrator to check the status of the 1098-T document. Any 1098-T document status other than OK means that the electronic delivery has not been accepted by the student.

Prior to posting 1098-T forms to the Student Portal, the 1098-T batch must be locked. 1098-T forms will be posted for ALL students in the batch.

  1. Select the Setup Portal Display Date Range check box to enable the fields on this tab.

  2. In the From and To fields, select the date range when 1098-T forms will be available in the Student Portal. The date range must be in the year following the tax year (or later).

  3. In the Select Acceptance Tracking Document Type field, select the document type your institution uses to track the students' acceptance of the 1098-T form.

    1098-T forms will be published to the Student Portal only if a date range and document type have been selected.

  4. (Optional) Select the Portal Acceptance Tracking Expiration Date. The date must be within the date range specified above.

    If the tracking expiration date is not selected initially, it can be added or changed later.

  5. Click Save to save the changes.  

Export Tab

Prerequisite: The Export tab is enabled only if the Student Account configuration in Anthology Student allows 1098-T Electronic Processing. See Configure General Student Accounts Settings for Campuses.

Important: Setting the 1098-T Export File Path

Before exporting 1098-T files, ensure that you have configured the export file path for your system.

  • The 1098-T process does not use the default export file path associated with the user's default campus session; it uses the selected TCC number of the batch.

  • All campuses that share the same TCC number should have the same 1098-T File Path configured.

To configure the 1098-T File Path:

  1. Select the Settings tile > locate System in the tree > select Campuses > select the name of your campus in the list > select the Student Accounts tile, and select the General tab.

  2. Under 1098-T Electronic Processing, in the File Path field, specify the location in which export files will be stored.

You export 1098-T records for:

  • Electronic filing with the Internal Revenue Service (IRS)
  • Print Servicers that handle the printing and mailing of 1098-T forms

The Export tab is available in Batch mode and Individuals mode for a current and previous year batch if the batch is locked and at least one student is selected on the "Student Review" grid.

  1. The Generate 1098-Ts using billing address. If a billing address does not exist, the address from the student profile will be used. field is read-only. It displays the value of the "Use Billing Address" field from the Selection Criteria tab. You can change the setting on the Selection Criteria tab when the batch is unlocked.

  2. The Export File Folder field is read-only. It displays the previously configured location of the export file.

    If the export job is successful, the file is created in the export path.

  3. Select the Transmitter TIN. The values available for selection are associated with the TCC number for the batch.

  4. (Optional) Select the Test File check box. The History grid will indicate whether this option was selected.

    Click OK to acknowledge the following message: 

    "Please note: this file has been designated as a test file. If uploaded to the IRS FIRE system, it will be treated as a test file and will not qualify as the final submission."

  5. (Optional) Select the Replacement File check box. The History grid will indicate whether this option was selected.

  6. If you selected the Replacement File option, you must specify the Replacement File Name.

    The export file will replace the file with specified file name.

  7. Click Queue Export in the toolbar of the Export tab.

  8. The Submit Batch dialog displays the batch name. You can change the name.

    Click Submit to proceed.

  9. When the job is submitted successfully, the following message is displayed:

    "The 1098-T Export File Batch was successfully queued."

  10. When the job is completed, a confirmation message is displayed and the Export tab is collapsed.

    To view details about the export job, continue with the History Tab tab.

Reports Tab

The Reports tab is always enabled for locked and unlocked batches even if no students are selected. Use this tab to create student statement reports for all students in a batch and 1098-T Summary Reports.

  1. (Optional) Select the check box Generate 1098-Ts using billing address for this print job. If a billing address does not exist, the address from the student profile will be used. The check box is cleared by default.

  2. In the Report field, select a report type.

    • Student Statement (default)
    • 1098-T Summary (PDF)
    • 1098-T Summary - Excel

    Note: Summary reports are not available in Individuals Mode.

  3. In the Student ID to Print field, select the value you want to print on the report:

    • SSN (default)
    • Student ID
    • Student Number

  4. (Optional) Specify a Comments to be printed in the report.

  1. If you want to save and: 

    • Continue making changes, click the Save button

    • Close, click the Save & Close button

  1. Click Queue Report in the toolbar of the Report tab.

  2. The Queue Batch dialog displays the batch name. You can change the name.

    Click Queueto proceed.

  3. When the job is submitted successfully, the following message is displayed:

    "The 1098-T Report was successfully queued."

  4. When the job is completed, a confirmation message is displayed and the Reports tab is collapsed.

    To view details about the export job, continue with the History Tab tab. Select the Reports sub tab.