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  3. Accounts Payable

Tax Preparation Prerequisites

Karen Minnick
Updated

For agencies utilizing myAvail's Accounts Payable (AP), Payroll (PR), and Human Resources (HR) solutions, this article walks you through the various elements of preparation before submitting your taxes. 

Beginning with the 2023 tax year, if you have 10 or more information returns (such as W2s), you must file them electronically. To do so, you must have a Transmitter Control Code (TCC) for each application (AIR and FIRE systems). The five-character, alphanumeric code identifies your organization when you e-file.

IMPORTANT: It may take up to 45 days for your TCC application(s) to process. Do not delay in completing your application(s).

This article covers:

TIP: Not all elements may apply to your agency. Please consult a tax professional if you are unsure.

E-file and TCC Application Overview

The IRS provides the most detailed information about TCC applications and requirements. It also links to the FIRE and AIR systems. Head to https://www.irs.gov/filing/e-file-information-returns to learn more.

The main page displays which forms are filed with each system. You will need accounts for each system for which you are filing forms. 

Already have a TCC code but not sure which system it's for? FIRE TCCs start with a numeric character and ACA TCCs start with "B", "C", or "T". The responsible official listed on your application has access to view assigned TCCs.

IMPORTANT:
  • You must apply for a TCC for each system you use (AIR and/or FIRE systems). Each system requires a unique TCC - The same TCC cannot be used for both system applications. If you file in both systems, you will need two TCCs.
  • Please do not apply for a TCC in the IRIS System as our file formats are only compatible with FIRE and AIR Systems.

FIRE System TCC Application (for 1099 filing)

You'll require a Filing Information Returns Electronically (FIRE) system TCC for 1099 e-filing. If you have never electronically submitted your 1099 files, you will need to create a new FIRE system TCC. If you electronically submitted your 1099 files in previous tax years, please log into the FIRE system to check your TCC status.

When applying for the FIRE TCC, you must indicate that you will be filing 1099’s, specifically the 1099-NEC and 1099-MISC forms. 

The IRS describes the entire FIRE system TCC process, but here is a snapshot for quick reference:

If you have questions about this process or would like more information about the FIRE system, refer to the IRS's FIRE page.

NOTE: You do not need to wait for the TCC status to be in production to begin creating your 1099 files.  You can begin creating 1099 files after your last payments for 2024 have been processed. Refer to Preparing and Printing 1099 and 1096 Forms for more information about preparing your taxes from the myAvail perspective. The article will be updated by year-end to represent the process for the 2024 tax year.

AIR System TCC Application (for ACA filing)

You'll need an Affordable Care Act Information Returns (AIR) system TCC for ACA e-filing. If you have never electronically submitted your ACA files, you will need to create a new AIR system TCC. If you electronically submitted your ACA files in previous tax years, please log into the AIR system to check your TCC status.

Head to the AIR system to begin:

  1. If you don't already have an AIR TCC, apply for a new one.
  2. Check for updates on your status.
  3. Once a TCC is assigned, the status will show as Test. You must give Avail your agency's TCC number so the AIR system can generate a Test Scenario for you. This Test Scenario will be uploaded to the UI ACA Assurance Testing System (AATS)

    NOTE: It will take approximately 5 business days for the IRS to accept the Test Files and change the TCC Status from Test.
  4. Once Test files have a status of "Accepted", contact the AIR Help Desk for a final review and promotion of your TCC to Production status. Contact the AIR Help Desk at 1-866-937-4130. 
  5. Check for updates on your status.
  6. Once TCC Status is changed to Production, your agency can upload actual ACA files to the UI Production System.

If you have questions about this process or would like more information about the AIR system, refer to the IRS's AIR page.

NOTE: You do not need to wait for the TCC status to be in production to begin creating your ACA files.  You can begin creating ACA files after your last payroll for the year. Refer to Affordable Care Act (ACA) Year End Reporting for more information about preparing your taxes from the myAvail perspective. The article will be updated by year-end to represent the process for the 2024 tax year.

SSA Account Application (for W2 filing)

If you haven't already, create an account with the Social Security Administration (SSA) to file your agency's W2s.

Begin by heading to the SSA's Employer W-2 Filing page:

Order Printable Forms

Order forms for printing from Greatland. We only support the printed formats listed below. Please note that all other previous formats will be removed from the program and will no longer be available.

  • 1095-C
  • 1099-MISC, 2 per page
  • 1099-NEC, 3 per page
  • W2 – Traditional, 2 Up
  • W2 – 4 Up
  • W2 – Horizontal, 4 Up
    IMPORTANT: There are multiple versions of the W2 - Horizontal 4 Up. The only supported formats include sections 12 and 13 as pictured below. Other formats of the W2 - Horizontal 4 Up are not supported.

Please verify that you are ordering the correct forms as there are many package varieties depending on individual needs. Forms should be pre-printed and not blank sheets.

The following forms are filed electronically and are no longer needed in paper form:

  • 1096
  • W3
  • 1094-C

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