1098-T Records

This report is part of the  1098-T Reporting Guide

The 1098-T Records form has been updated to be the central hub for 1098-T management. The form allows you to generate, review, publish, submit and print results with just a few clicks.

Instructions

  1. Click the [E] - 1098-T link to open the report and generate results for the current year.
    • Export the results to Excel for easy filtering and review.
    • Records missing critical information such as SSN or Address should be corrected in Northstar so that the results can be re-generated with the updated information.
  2. Import the reviewed results back into Northstar by using the Import button.
    • Columns prefixed with X_ in Excel will not be imported.
    • The imported results will display in the main grid list.
    • Results can be re-imported as long as no records are published. Once a record is published all edits will need to be done manually through Northstar.
  3. Once imported, use the Add, Open, and Remove buttons to further edit and manage the results.
    • Note: Although you can make changes to student information such as Address, Name, and SSN directly on this form, those changes will NOT be reflected on other Northstar forms such as Demographics. If you make any substantial changes, please be sure to also make the relevant change to the student's Demographic record.
  4. New since 2016 is an edit window for College Information. The information entered in this box will be used to fill in the FILER fields on the printed [R] - Form 1098-T report sent to students.
    • Note: IRS guidelines dictate that the College Direct Phone field should be the "...information contact at the institution. Generally, this is and administrative office or department. Do not provide the institution's general telephone number."
  5. Use the Publish All button to publish all of the results at once.  
    • Individual results can be published sooner, or unpublished in cases when an error needs correction.
    • Because students can download and save a copy of their report as soon as it is published, it is not recommended to un-publish results unless the student specifically requests a correction or the change is communicated to the student.
  6. Published results can be officially printed by using the [R] - Form 1098-T and [R] Batch Form 1098-T reports for the appropriate year.
    • To avoid having to send a copy by mail, students have until the time their results are published to update their Electronic Delivery information through the Portal. Once published, their preference at that time is preserved for the current year. Changes to their delivery preference after the publish date will not be reflected in this form and will only apply to future reporting years.
  7. Use the [T] - 1098-T FIRE report to submit your published results to the IRS by March 31.