Who Must File Magnetically

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The requirements to file electronically or magnetically depend on the type of information returns you must file.

Any person, including a corporation, partnership, employer, estate and trust, who files 250 or more information returns of any Forms 1042-S, 1098, 1099, 5498, 8027, W-2 and W-2G for any calendar year, must file these returns electronically or magnetically. This requirement applies separately for each type of form. All requirements apply separately to both original and corrected forms.

Forms 1098, 1099, 5498 and W-2G may be filed with the Internal Revenue Service (IRS), Enterprise Computing Center-Martinsburg (ECC-MTB) magnetically using IBM 3480, 3490, 3490E, 3590, 3590E tape cartridges, 3 1/2 inch diskettes or electronically. General information on filing and making corrections, as well as specifications for electronic and magnetic media filing, are found in Publication 1220 (PDF), Specifications for Filing Forms 1098, 1099, 5498, and W-2G Electronically or Magnetically.

Form 8027 (PDF) may be filed with the IRS/ECC-MTB on compatible tape cartridges, 3 1/2-inch diskettes or electronically. Specifications for Form 8027 may be found in Publication 1239 (PDF), Specifications for Filing Form 8027, Annual Information Return of Tip Income and Allocated Tips Electronically or Magnetically.

Form 1042-S (PDF) may be filed with the IRS/ECC-MTB on compatible tape cartridges, 3 1/2- inch diskettes or electronically. Specifications for Form 1042-S may be found in Publication 1187, Specifications for Filing Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding, Electronically or Magnetically.

For assistance with Publications 1187, 1220 and 1239, contact the IRS/ECC-MTB Information Reporting Program Customer Service Section, by calling toll-free at (866) 455-7438, or by using Telecommunications Device for the Deaf (TDD) at (304) 267-3367 between 8:30 a.m. and 4:30 p.m. Eastern Standard Time.

All specifications for magnetic/electronic filing of Forms W-2 with the SSA may be found in the technical bulletins available from the Social Security Administration.

If you are unable to prepare the files yourself and want to purchase software or locate someone to file on your behalf, refer to IRS Publication 1582 (PDF), Information Returns Vendor List. The Publication 1582 (PDF) is for information only, and in no way implies IRS approval or endorsement of products or services. You may also check your telephone directory for service bureaus.

Forms and publications may be downloaded from the IRS Website at www.irs.gov or by calling toll-free at (800) 829-3676.

Source: IRS.gov

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