Accessing the Print Features:
The Print Menu on the main "Form 1099 - Year" screen is where users select printing options and print forms. This menu is organized into three columns: IRS Copies, Other Copies, and Reports.
Selecting Payees for Printing
Payee Selection:
Only Payees selected under "Select Payees" in the "Edit Payees" box will be included in the print job.- If fewer Payees are selected than the total participant count, not all Payee copies will be printed.
Printing and Mailing Forms:
If forms will be printed and mailed by the user, access the Print Menu on the main 1099-X - Year screen. Alternatively, users can utilize the ftwilliam.com Fulfillment Service. for printing, mailing, and e-filing.Ordering Special Paper:
If printing is handled in-house, specialized paper is required for different copies. For paper needs, Nelco Solutions is recommended.
Aligning Print Settings
Before printing Form 1096 and Copy A, ensure proper alignment by setting up Acrobat correctly:
- Adjust Print Scaling:
- Click the printer icon in the Acrobat toolbar (below the main browser toolbar).
- Under Page Handling, set Page Scaling to None (default is often "Fit to Page," which shrinks the form to 94%).
- Confirm the zoom in the Preview section is at 100%.
Alternative Option:
- If the Page Scaling option outlined above is unavailable, select Actual Size and perform a test print on blank paper.
- Hold the printed test against the red Copy 1096 form to verify alignment.
For Firefox Users:
- If Page Scaling options are not visible, refer to the provided instructional recording for guidance.
Additional Menu Features
At the top of the Print Menu, two links offer further customization:
Print Options:
- Adjust print margins to ensure alignment with Copy 1096 and Copy A.
- Test print on blank paper and compare against the special red paper before final printing. Adjust margins as needed within Print Options.
TIN Masking:
- Enable TIN Masking (hides all but the last 4 digits of the Payee’s SSN) for Other Copies (Copy B, Copy C, and Copy 2).
- Note: Only Designated Admin Users can enable global TIN Masking.
Users need to print these returns on '1-up' Preprinted paper. This is obtainable from Nelco Solutions, a vendor that ftwilliam.com works with. Users should feel free to use other vendors. Before printing copies of Form 1096 it is necessary to check the printer. Every printer is different and it's important that the printer is aligned correctly before users begin to print multiple forms. First, ftwilliam.com suggests reviewing Aligning Your Printing above.
Then, users should click on the "1096 Single", in the "Print Menu" box. This will produce a blank Form 1096 just containing the payer data. It is a good idea to test print on blank paper and hold it up to the special red paper for the Copy 1096 before actually printing on the special red paper. Users can make adjustment in "Print Options" until the alignment is correct.
Users can print copies of Form 1099-R for the payee (Copy C), and for filing with state (Copy 2) and federal (Copy B) taxes. Users should print these on '3-up' blank perforated paper. Click on "Copy B/C/2 (Blank)". Put the '3-up' blank perforated paper in the printer and print the copies. Users should also print the Recipient Instructions, either on the back or separately, and mail with the Copy B/C/2.
Note: Copy 1 will not be available unless users have entered a state in box 15 of the draft 1099-R within the "Edit Payees" box. Also, when users click to print a final form, account numbers will automatically be added to the form if they have not already been added by the user.
