Tax forms

Higher education billing clerks can prepare 1089-T forms for students and the Internal Revenue Service. Tax information is dynamically calculated based on transactions that have taken place within Billing management.

Billing management allows Billing clerks to:

  • Automatically assemble a legally valid 1098-T document using data recorded throughout Billing management.

  • Publish 1098-T documents to student billing profiles.

  • Print individual 1098-T for physical distribution.

To customize the list results, select Filter()  and choose relevant filters to refine results. Next, select Columns () to hide or show additional data columns. Select Export to download a .csv file that follows the exact layout you customized and contains the results featured in the list.

Note: Billing clerks cannot view student social security numbers (SSN) by default due to security restrictions. To view the SSN associated with a student, the setting SSN/NI Access under Special access in Core must be toggled for a Billing clerk.


To define Filer's fields:

  1. Under Tax forms, select More. Then select Settings.

  2. Enter all required credentials.

  3. Select Save.

 

The specific columns in the table correspond to the boxes that appear on the formalized 1098T document. They include:

  • Payments received (Box 1):
    Payments received include:

    • Payments that are part of a qualifying charge,

    • Tuition payments,

    • And other fees (e.g., Miscellaneous fees) that have Include in Tax Forms enabled.

  • Scholarships/grants (Box 5):
    The total found in the Scholarship/grants box comprises the following calculations:

    • The sum of all awarded Financial aid.

    • Payments when the Funding type is Scholarship/Grant.

    • Credit when Crediting for Financial aid.

  • At Least Half Time (Box 8):
    Appears as Yes if a student:
    Is enrolled in a session for the current tax year where a student is participating in courses that cause their total credit to fall within the range of Full Time, 3/4 Time, or Half-Time defined Enrollment statuses.

  • Graduate (Box 9):
    Appears as Yes if a student:
    Has an incomplete degree where the Degree type is Graduate.

Note: Adjustments(Box 4) and Scholarships/grants adjustments (Box 6) will total $0 for the 2019 tax year.

 

Automatic tax calculation can be overridden with manual edits. To view students with overridden tax years, select Columns and add the Calculation status column to the list; students with modified tax years have a Calculation status of Manually Overridden.

To manually override a student tax year:

  1. Select the context menu () in the row of the student you wish to edit.

  2. Select Edit tax year.

  3. Under Manual override, enter the values that take precedence over the Calculated column.

  4. Select Save.

When published, the tax form will indicate the values were manually edited.

 

Exclude prevents student tax information from being published to the Internal Revenue Service or to the student and their statement recipients.

To Exclude a student, select the context menu () on the row belonging to the student to be excluded, and select Exclude.

Students who have had their tax year information published cannot be excluded.

 

Corrections take place when adjustments are made to the current year tax record data after a 1098-T has been published. For example, if you published a student's 1098-T on December 30, but a payment was made on December 31, Correction needed will then appear under Student status on the related tax year row record.

A status of Correction needed can be resolved by simply publishing the 1098-T again, either via:

  • Mark the student tax year row, select More, and then select Print.

  • Mark the student tax year row and then select Publish to students

The updated tax form then appears in the student portal.

 

Publish the 1098-T to student billing profiles to enable students to access them. This distribution method will lock-down records, meaning published student tax year records cannot be altered.

Students with published records have Published displayed under the Student status column in the Tax year list and Published to student under Activity under Form history.

To publish tax forms to students:

  1. Mark each student tax record row that should be published.

  2. Select Publish to students

  3. Optional: Select Reporting method changed to have Box 3 in the 1098-T update to reflect the chosen delivery method.

  4. Select Publish.

The tax documents are now available in the student billing profile.

 

Print tax forms to distribute physical copies to students. This distribution method will lock-down records, meaning printed student tax year records cannot be altered.

  1. Mark each student tax to prepare.

  2. Select More.

  3. Select Print.

 

Records in the list are exportable by Billing clerks with the correct permissions. Exported lists are formatted as comma-separated value (.csv) files and therefore are compatible with third-party software solutions such as Microsoft Excel.

Export the list to a .csv file:

  1. Format the list as desired by leveraging Filters () and Columns () to comprise the list results needed in your exported file.

  2. Rearrange the column headers as needed, noting that their orientation persists in the exported list.

  3. Select More and then select Export.

  4. Save the file when prompted and open in your desired spreadsheet editor.