COMPTROLLER'S MEMORANDUM NO. 15 (1990-91)
SUBJECT: INFORMATION RETURN PENALTIES
Salary refunds and warrant cancellations processed subsequent to the year in which the payments occurred require corrections to amounts previously reported and thereby subject the State to penalty assessments. Therefore, agencies are requested to make every effort to submit salary refunds and warrant cancellations in the calendar year in which the overpayment occurred. Additionally, to help ensure the accuracy of the Form W-2 information, agencies are requested to use extra care in submitting employees' social security numbers, addresses, payroll amounts and retirement codes.
With regard to the Form 1099, care should be taken in adding or making changes to vendors on the vendor file to ensure that the correct tax identification number is used. The tax identification number for a sole proprietor or self-employed individual is the individual's social security number. The federal employer identification number (FEIN) is the appropriate taxpayer identification number to use for all other entities.
In the event the State is assessed penalties by the Internal Revenue Service which resulted from incorrect or late information furnished by an agency to the Division of Accounting and Auditing or because of other actions by an agency, such agency will be charged for the penalties.
Questions regarding the Form W-2 should be directed to the Bureau of State Payrolls at (904) 488-7762, Suncom 278-7762. Questions regarding the Form 1099 should be directed to the Bureau of Accounting at (904) 488-2921, Suncom 278-2921.