November 18, 1997
 

MEMORANDUM NO. 980010

TO:             Chief Financial Officers
                   NCAS Agencies

FROM:        Chuck Cooper, Assistant State Controller
                  Office of the State Controller

SUBJECT:   North Carolina Accounting System (NCAS) 1997 1099 Processing

Attached is the time schedule and contact list for the 1997 1099 processing activities. All 1099 processing should have been recorded throughout the 1997 year by flagging invoices with 1099 codes and reviewing the monthly 1099 reports. The end-of-y ear 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 17.

The two major differences in 1099 annual processing that will occur for NCAS agencies this year are:

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.

Last year, each agency prepared its own tape and Form 4804, Transmittal; or, did paper filings to the IRS. This 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 informa tion 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. If your agency’s requirements have changed drastically from 1996, please call Randy Thomas at 981-5488 with an estimate of the kind and quantity of forms needed. Due to problems printing through multiple copies last year, the 1099-MISC, -G, and -INT forms will be two part, self mailer, peel-a-part forms that are acceptable for magnetic reporting. We are also ordering 2000 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 1997 state contract for W-2 and 1099 forms is with Data Forms and Systems, Inc., in Hickory NC. Cheryl Clement, the contact person, can be reached at 704 322-8295 or at FAX 704-322-8299.

The following time schedule has been established to process 1997 calendar year 1099 information.
 

1997 - 1099 PROCESSING SCHEDULE 
November 17  OSC begins running 1099 reports weekly. 
November 30  Ensure OSC Transmittal Control Code is received and file a test file with IRS. 
December 13-31  "Zero-dollar checks" will run for all paying entities. 
December 31  1997 tax year reporting cycle ends. 
January 16  Last day to make changes to 1099 data on NCAS. 
January 16- February 23  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. 
January 31  Due date for issuing 1099 forms to recipients. 
February 23  OSC produces 1099 magnetic tape for filing with IRS. 
February 23 and forward  Agency produces manual 1099 corrections and manually reports to IRS. 
February 28 Due date for mailing tape to IRS. 
Please call the OSC NCAS Client Support at (919)715-HELP if you have any questions, concerns, or require assistance with NCAS 1099 activities.

CC/rp
 
Pay Entities
Agency
Tax ID #
Contact Name-1997
Phone #
P REGION
A9 PE, PN, PT Board of Electrolysis 56-1761135 Diane Van Dyke 910-373-1212
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 Susan Watson 850-2796
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 704-262-2258
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 Ann Harris 733-4133
06 PE, PT Office of the State Auditor 56-1350827 Camille Winston 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 Amy Bowman 716-6420
14 PE, PP, PT Office of the State Controller 56-1611588 John Morgan 981-5330
16 CN, PC, PD, PE, PI, PN, PT DEHNR 56-6000372 Jean Stone 733-1702
17 PE, PN, PT Wildlife 73-6502734 Arnetha Ford 733-4566
42 PE, PG, PM, PT, TR, WC Dept of Corrections 56-6017634 Sheila Allen 716-3300
47 PE, PN, PT Crime Control and Public Safety 56-6000004 Donna Cox 733-2193 ext.255
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 Kathy Crooke 733-2650
07 PE, PT State Treasurer 56-1545517 Van Lindley 733-1081
1A PE, PN, PT State Fair 56-6000732 Bonnie Godwin 733-2113
10 PE, PN, PT Agriculture 56-6000732 Bonnie Godwin 733-2113
11 PE, PN, PT Dept of Labor 56-1611252 Margaret Pate 715-5552
12 PE, PN, PR, PT, PW Dept of Insurance 56-1401519 James Newman 733-3352
13 HO, PE, PH, PN, PT Dept of Administration 56-1130957 Kathy Crooke 733-2650
2A PE, PM, PT Disability determination services 56-1443653 Elaine Ross 715-9041 ext.321
2B CN, PC, PD, PE, PI, PM, PN, PT Division of Health Services 56-2033116 Jack Chappell 715-9058
20 PE, PN, PT DHR-Central 56-1636462 Celia Tate 715-9058
21 PE, PN, PT Division of Aging 56-1669820 Elaine Ross 715-9041 ext.321
22 PE, PN, PT Division of Child Development 56-1828230 Diane Dammann 715-8917 ext.206
23 PE, PN, PT Services for the Deaf 56-1614102 Lane Sutton 715-9041
24 PD, PE, PM, PN, PT, PW Division of Social Services 56-1376506 Robin Avery 715-8985 ext.236
25 PE, PM, PT Division of Medical Assistance 56-1250855 Robin Avery 715-8985 ext.236
26PC, PE, PG, PS, PT Division of Blind Services 56-1232012 Robin Avery 715-8985 ext.236
27 PE, PN, PT Division of Facility Services 56-1618223 Diane Dammann 715-8917 ext.206
28 PD, PE, PM, PN, PT, PW Division of Vocational Rehab 56-1445465 Lane Sutton 715-9041
29 PE, PN, PT Division of Youth Services 56-1622586 Ruthie Brock 715-8917
3A PC, PE, PT ARC-Black Mountain 56-1541747 Nancy Brown 715-9063 ext.245
3B PC, PE, PT ARC-Butner 56-1541747 Nancy Brown 715-9063 ext.245
3C PC, PE, PT ARC-Greenville 56-1541747 Nancy Brown 715-9063 ext.245
3D PC, PE, PT NC Special Care Center 56-1541747 Nancy Brown 715-9063 ext.245
30 PE, PT DHR-mental health 56-1541747 Nancy Brown 715-9063 ext.245
31 PC, PE, PN, PT Black Mountain Center 56-1541747 Nancy Brown 715-9063 ext.245
32 PC, PE, PN, PT Western Carolina Center 56-1541747 Nancy Brown 715-9063 ext.245
33 PC, PE, PT O'Berry Center 56-1541747 Nancy Brown 715-9063 ext.245
34 PC, PE, PT Murdoch Center 56-1541747 Nancy Brown 715-9063 ext.245
35 PC, PE, PN, PT Caswell Center 56-1541747 Nancy Brown 715-9063 ext.245
36 PC, PE, PT Dorothea Dix 56-1541747 Nancy Brown 715-9063 ext.245
37 PC, PE, PT Broughton Hospital 56-1541747 Nancy Brown 715-9063 ext.245
38 PC, PE, PT Cherry Hospital 56-1541747 Nancy Brown 715-9063 ext.245
39 PC, PE, PT, PW John Umstead Hospital 56-1541747 Nancy Brown 715-9063 ext.245
41 PE, PP, PT State Information Processing Serv 56-2032825 Judi Santoliquido 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 Joy K. Martin 733-7051 ext.205
6A PE, PT Major Medical 56-1444693 Harold Wright 733-9623
67 PE, PN, PT Office of Admin Hearings 56-1527030 Kathy Gooch 733-2691
87 PE, PN, PT School of Science & Math 56-1425643 Richard Smith 286-3366 ext.208
 

Accounting System Home Page | Information Guide Home Page | OSC Home Page