Re: bursar-l: 1098T notification

Maria,

 

Thanks for posting that. Does anyone have an example of a consent form they wish to share?

 

I like Teresa’s idea with printing the electronic (web) version and mailing it. One nice thing is that copies are not required to be included with the student’s return so any alternative form detailing the amounts to be included in the return is acceptable.

 

Anson

 

From: bursar-l-bounces_at_list.mail.virginia.edu [mailto:bursar-l-bounces_at_list.mail.virginia.edu] On Behalf Of Maria Brown
Sent: Wednesday, October 07, 2009 8:29 AM
To: bursar-l_at_list.mail.virginia.edu; Deb Brondsema; Teresa Houston
Subject: Re: bursar-l: 1098T notification

 

Our interpretation is that the student must consent to have an electronic 1098-T. It they don't consent, you must send it by mail:

 

http://www.irs.gov/instructions/i1099gi/ar02.html#d0e1354 (about 1/2 way through this document):

 

Consent. The recipient must consent in the affirmative and not have withdrawn the consent before the statement is furnished. The consent by the recipient must be made electronically in a way that shows that he or she can access the statement in the electronic format in which it will be furnished.

 

You must notify the recipient of any hardware or software changes prior to furnishing the statement. A new consent to receive the statement electronically is required after the new hardware or software is put into service.

 Prior to furnishing the statements electronically, you must provide the recipient a statement with the following statements prominently displayed.

· If the recipient does not consent to receive the statement electronically, a paper copy will be provided.

· The scope and duration of the consent. For example, whether the consent applies to every year the statement is furnished or only for the January 31 immediately following the date of the consent.

· How to obtain a paper copy after giving consent.

· How to withdraw the consent. The consent may be withdrawn at any time by furnishing the withdrawal in writing (electronically or on paper) to the person whose name appears on the statement. Confirmation of the withdrawal also will be in writing (electronically or on paper).

· Notice of termination. The notice must state under what conditions the statements will no longer be furnished to the recipient.

· Procedures to update the recipient's information.

· A description of the hardware and software required to access, print, and retain a statement, and a date the statement will no longer be available on the website.

· Maria L. Brown
Associate Director
University Cashier's Office
North Carolina State University
2005 Harris Hall, CB#7213
Raleigh, NC 27695-7213

(919) 515-9762
(919) 515-1164 fax
Maria_Brown_at_ncsu.edu
 
"Just Gimme the Good News"



>>> "Deb Brondsema" <Deb.Brondsema_at_davenport.edu> 10/6/2009 2:52 PM >>>

I would absolutely love it, if this was a fair interpretation!!

 

Deb

 

Deb Brondsema
General Accounting Manager
Davenport University
1.616.732.1116






>>> "Teresa Houston" <thouston_at_deltastate.edu> 10/6/2009 11:30 AM >>>

Jay,

 

Our interpretation is that the statement must be available to the student. We provide an electronic version on-line and notify the student via e-mail. If the student requests a copy, we print it off the web. 1098Ts are not attached to the tax returns .

 

Teresa Houston

Delta State University

 

 

From: bursar-l-bounces_at_list.mail.virginia.edu [mailto:bursar-l-bounces_at_list.mail.virginia.edu] On Behalf Of Pope, Anson
Sent: Tuesday, October 06, 2009 8:12 AM
To: Jay Harper; bursar-l_at_list.mail.virginia.edu
Subject: Re: bursar-l: 1098T notification

 

Jay,

 

My understanding of it is that you need to obtain consent from the students to provide an electronic only version. The consent must be in writing, but may also be electronic (so an email blast with students responding should be fine).

 

Another option is to provide it electronically and also send paper versions. This way if a student does not receive the paper version, but has access to the electronic one, then you are able to provide the electronic without their consent.

 

Anson

 

From: bursar-l-bounces_at_list.mail.virginia.edu [mailto:bursar-l-bounces_at_list.mail.virginia.edu] On Behalf Of Jay Harper
Sent: Monday, October 05, 2009 2:37 PM
To: bursar-l_at_list.mail.virginia.edu
Subject: bursar-l: 1098T notification

 

Good afternoon:

 

I think I remember seeing this somewhere, but can anyone verify if we have to send out paper 1098T’s, or will an electronic copy or posting on a secure site along with proper notification suffice? Thanks!

 

__________________

Jay Harper '94

Bursar

Elon University

Campus Box 2050

P.O. Box 398

Elon, NC 27244

(336) 278-5277 phone

(336) 278-5276 fax

https://ebill.elon.edu

http://www.elon.edu/bursar

 

 

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