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Frequently Asked Questions (FAQs)
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Questions in 'Combined Fed/State Filing' 
How can I participate in the Combined Federal/State Filing Program?
As a service bureau, should I notify my clients of participation in the program?
What must I do within Account Ability to participate in the Combined Federal/State Filing Program?
What is the Combined Federal/State Filing (CF/SF) Program?
How do I create a TEST file coded for participation in the CF/SF program?
Must I notify my state of my participation in the Combined Federal/State Filing Program?
If I participated in the Combined Federal/State Filing Program last year, do I have to send another test file this year?
I am a Combined Federal/State Filer. Why weren't my 1099s reported to my state?
Do all states participate in the Combined Federal/State Filing Program?
Answers
How can I participate in the Combined Federal/State Filing Program?
Anyone with a valid Transmitter Control Code (TCC) can request approval from IRS for participation in the Combined Federal/State Filing (CF/SF) program. If you don't have a TCC, you can apply for one by selecting 'Form 4419 - Application for TCC' from Account Ability's 'Help' menu.

To request approval to participate, an electronic test file coded for this program must be submitted to IRS/IRB electronically between November 12 and February 28. If the test file is acceptable, IRS/IRB will send you an approval letter.

While a test file is only required for the first year a filer applies to participate in the program, IRS/IRB highly recommends that a test file be sent every year a filer participates in the program.

For detailed information on the Combined Federal/State Filing program, refer to IRS Publication 1220 or contact IRS/IRB customer service at 1-866-455-7438, Monday through Friday, 8:30AM to 4:30PM EST.
As a service bureau, should I notify my clients of participation in the program?
It is strongly suggested that you send a letter to each of your clients in participating states indicating that you can, if they desire, report the following information returns to their state electronically: 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-K, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, 5498. If they would like to participate in the Program, have them sign and date the letter and mail it back to you. Once you have received their approval, check the 'Combined Fed/State Filer' indicator on their master record and leave the rest to Account Ability. Until you receive a written approval from your client, leave the 'Combined Fed/State Filer' indicator unchecked.
What must I do within Account Ability to participate in the Combined Federal/State Filing Program?
Ensure that the 'Combined Fed/State Filer' indicator, located on the 'General' page of the client's master record, is checked. If checked, Account Ability will then create appropriate reporting records for each reporting state entered in the CFSP field of each recipient's return during the creation of the electronic IRSTAX transmittal file.

IMPORTANT: If you are a service bureau, it is strongly suggested that you send a letter to each of your clients in participating states indicating that you can, if they desire, report the following information returns to their state electronically: 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-K, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, 5498. If they would like to participate in the Program, have them sign and date the letter and mail it back to you. Once you have received their approval, check the 'Combined Fed/State Filer' indicator on their master record and leave the rest to Account Ability. Until you receive a written approval from your client, leave the 'Combined Fed/State Filer' indicator unchecked.
What is the Combined Federal/State Filing (CF/SF) Program?
IRS established the Combined Federal/State Filing Program to simplify information returns filing for the taxpayer. IRS/IRB will forward this information to participating states free of charge for approved filers. Separate reporting to those states is not necessary.

The following information returns may be filed under the CF/SF Program: 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-K, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, 5498.

For detailed information on the Combined Federal/State Filing program, refer to IRS Publication 1220 or contact IRS/IRB customer service at 1-866-455-7438, Monday through Friday, 8:30AM to 4:30PM EST.
How do I create a TEST file coded for participation in the CF/SF program?
In order to create a TEST file from Account Ability,

a) Open the 'Client (Filer) Management' module.
b) If you haven't already done so, create a client (filer) record for your company.
c) Double-click your company's client record and open Form 1099-MISC.
d) From the 'File' menu of Form 1099-MISC, select 'Edit Filer ...'
e) Place a check in front of the 'Combined Fed/State Filer' indicator located on the 'General' page and click OK.
f) Create a recipient record for Form 1099-MISC making sure to specify a reporting state in the CFSP field. If you double-click the CFSP field, a list of participating states will be displayed. For additional help on the CFSP field, right-click the field and select 'What's this?'.
g) Repeat step (f) until you have created at least 3 or 4 recipient records.
h) From the 'File' menu, select 'Electronic Reporting...'. If this selection is disabled (dim), you are probably in the add or edit mode, so select 'Cancel' on the 'File' menu and try step (h) again.
i) Check the TEST indicator on the 'Electronic Reporting Options' dialog.
j) Click OK to create an IRSTAX file in the 'Destination Folder' you specify.

The IRSTAX file you just created is the desired TEST file.
Must I notify my state of my participation in the Combined Federal/State Filing Program?
Some participating states require separate notification. IRS/IRB simply acts as a forwarding agent, so it is the Payer's responsibility to contact the appropriate state for further information.
If I participated in the Combined Federal/State Filing Program last year, do I have to send another test file this year?
While a test file is only required for the first year a filer applies to participate in the program, IRS/IRB highly recommends that a test file be sent every year a filer participates in the program.

For detailed information on the Combined Federal/State Filing program, refer to IRS Publication 1220 or contact IRS/IRB customer service at 1-866-455-7438, Monday through Friday, 8:30AM to 4:30PM EST.
I am a Combined Federal/State Filer. Why weren't my 1099s reported to my state?
This can result from any of the following:

  • The 'Combined Fed/State Filer' indicator on the client's master is not checked
  • The CFSP field on the 1099 form does not contain a reporting state
  • The 1099 form is marked VOID
  • The 'EFile' indicator on the 1099 form is not checked
  • Do all states participate in the Combined Federal/State Filing Program?
    No. For a list of participating states, select 'CFSP/FIPS Codes' on Account Ability's 'Help' menu. Participating states will have a numeric code appearing in the CFSP column.

    FYI: The 'FIPS' column lists each state's Federal Information Processing Standards (FIPS) code. FIPS codes are a standardized set of numeric or alphabetic codes issued by the National Institute of Standards and Technology (NIST) to ensure uniform identification of geographic entities through all federal government agencies. FIPS codes are primarily used when reporting annual wage reports electronically.
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