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Administrator Guide
Last Updated: 2023-06-23
Print 1099 and 1096 Forms

Print 1099 and 1096 Forms

  • Confirm form, printing, and mailing instructions with the IRS.
  • Create a 1099 run or a 1099 corrected run.
  • Ensure that the 1099 data reported in the 1099 run is complete and accurate.
  • Security:
    Reports: Supplier Accounts 1099 - USA
     in the Supplier Accounts functional area.
We plan to retire the 1099 MISC, 1099 NEC, and 1096 official IRS BIRT forms in a future release. We continue to enable you to e-file your 1099 returns and plan on delivering 1099 MISC and 1099 NEC substitute Copy B forms for your payees.
In Workday, you can create 1096 and 1099 forms that you can print and mail to your payees and the IRS.
  1. Access the
    Print 1099 and 1096 Forms
     task.
  2. As you complete the task, consider:
    Option Description
    Filters
    To locate the run that you want to print more easily, you can filter the options in the
    1099 Run
     prompt by:
    • 1099 Form Type
    • Tax Year
    • Company
    Print Layouts
    Workday delivers several layouts, enabling you to print your reporting details onto:
    • A preprinted IRS form.
    • Blank paper.
    To file 1096, 1099 MISC and 1099 NEC forms with the IRS, you must use the corresponding preprinted layout. The IRS requires approved third-party forms for paper filing that it prints with a specialized magnetic ink. The display-only layouts print the display image on blank paper. You can use the display-only layouts for review and record-keeping.
    You can change how Workday populates these layouts with the
    Edit 1099 and 1096 Print Form Layout
     task.
    Contact
    Workday uses the details of this contact to populate the payer information on the 1096 and 1099 forms:
    • Location.
    • Phone number.
    • Email address.
    Correction
    You can change this option on or after the second time you print a 1099 run. You can't change this option when you print a corrected 1099 run.
    When you select this check box, Workday generates forms in the corrected format required by the IRS.
    Print One Payee per Page
    You can only change this option when you print 1099 forms for payees (Copy B display-only layouts).
    When you don't select this option, Workday generates a file with:
    • 2 forms per page for 1099 MISC forms.
    • 3 forms per page for 1099 NEC forms.
    Truncate Tax ID on Payee Statement
    You can only change this option when you print 1099 forms for payees (Copy B display-only layouts).
    Select for Workday to mask the tax ID of the payee partially. When you select this option, only the last 4 digits of the tax ID display on the 1099 form.
  3. As you review the list of 1099 payees in the
    Print Run Summary
    , consider:
    Column
    Description
    Payee
    Lists 1099 payees with payment activity for the specified tax year. The list excludes payees with no payment activity.
    Supplier Tax ID
    When the tax ID of a 1099 payee is missing or incorrect, you can update the payee to enter or correct the tax ID.
    Address Exists
    Make sure that you have an address on file for each 1099 payee.
    Total Amount for All Boxes
    Verify the total payment amount of all 1099 categories for each payee. To see payment details, use the
    1099 Report
    .
Workday:
  • Creates 1 PDF file per company that you can print and mail to the IRS.
  • Saves a 1099 Printing Run Group from which you can reprint 1096 or 1099 forms.
The Workday-delivered layouts ensure that amounts print in the correct position on IRS preprinted stock.
Depending on the layout that you've selected, either:
  • Load preprinted IRS forms into your printer and print the reporting details onto the preprinted forms.
  • Print the IRS form layout and reporting details onto blank paper.
You can reprint 1099 and 1096 forms with the
Print 1096 and 1099 from existing Print Run Group
 task, saving you the effort to generate a new print run group. Workday enables you to reprint 1096 and 1099 forms:
  • For all payees or a selection of payees.
  • With or without truncating the tax ID on the payee statement.