Entering foreign addresses on payroll tax forms

Alerts and notices

Use the following procedures to include a foreign address on Forms W-2 and 1099.

  1. For W-2 forms, you need only to add the foreign address to the employee record.
  2. For 1099 forms, you need to edit the form layout in the layout editor and then add the foreign address to the vendor record.

Note: Editing the 1099 form layout is a global change and will affect 1099s for all clients.

W-2 forms

Adding a foreign address to the employee record

  1. Choose Setup > Employees and click the Main tab.
  2. Select Other as the address type from the drop-down list. (See Setting up mailing vs. taxing addresses for more details.)
  3. Use only the Address 1 and Address 2 fields to enter the foreign street address, province, country code and country, and postal code.

    Note: Do NOT enter anything in the Lookup field or the other address fields. Foreign addresses cannot be verified using the Address Verification feature.

  4. Mark the Mailing address checkbox. (Accounting CS sends the employee copies of payroll tax forms to the address that is specified as the mailing address.)

Foreign address in Employees screen

1099 forms

Editing a 1099 payroll tax form in the Layout Designer

Notes

  • If you add a variable or change something in the layout, be sure that you change each copy of the layout.
  • If you need to undo your modifications on the 1099 form and return to the original (default) form, choose File > Restore Default when the form is displayed in the Layout Designer.

Adjusting 1099 form layouts that use a variable combining the recipient’s Address Line 1 and Address Line 2

These steps are appropriate for the following forms: 1098-E, 1098-T, 1099-A, 1099-C, 1099-G, 1099-PATR, 1099-S, 1099-SA, 5498, 5498-SA, and W-2G

We are modifying Form 1099C Copy A in this example.

  1. Choose File > Layout Designer.
  2. Click the plus sign next to the 1099 Forms folder to expand it, and then expand the folder for the specific year.
  3. Double-click the 1099Ca layout to open it. Show me.
    Select 1099C Copy A
  4. Select the variable [TaxForm.1099Recipient.AddressLine1andAddressLine2] in the Street address (including apt. no.) box and press the DELETE key on your keyboard to remove the variable.
  5. In the same manner as step 4, select the variable [TaxForm.1099Recipient.AddressCityStateandZip] in the City or town, state or province, country, and ZIP or foreign postal code box and press the DELETE key on your keyboard to remove the variable. Show me steps 4 and 5.
  6. In the Variables section of the Design Tools pane, expand Tax Form and then 1099 Recipient and double click the Address Line 1 variable.
  7. Use the arrow keys on your keyboard to move the variable [TaxForm.1099Recipient.AddressLine1] from the top-left corner of the layout into the Street address (including apt. no.) box. Show me steps 6 and 7.
  8. With Tax form > 1099 Recipient still expanded in the Variables section of the Design Tools pane, double click the Address Line 2 variable.
  9. Use the arrow keys on your keyboard to move the variable [TaxForm.1099Recipient.AddressLine2] from the top-left corner of the layout to the City or town, state or province, country, and ZIP or foreign postal code box.
  10. Choose File > Save to save your changes.

Adjusting 1099 form layouts that use separate variables for the recipient’s Address Line 1 and Address Line 2

These steps are appropriate for the following forms: 1098, 1098-C, 1099-B, 1099-DIV, 1099-INT, 1099-MISC, 1099-OID, and 1099-R

We are modifying Form 1099-Misc Copy A in this example.

  1. Choose File > Layout Designer.
  2. Click the plus sign next to the 1099 Forms folder to expand it, and then expand the folder for the specific year.
  3. Scroll down the list of layouts and double-click the 1099MISa layout to open it.
  4. Select the variable [TaxForm.1099Recipient.CityStateandZip] in the City or town, state or province, country, and ZIP or foreign postal code box and press the DELETE key on your keyboard to remove the variable.
  5. Move the two variables in the Street address (including apt. no.) box - [TaxForm.1099Recipient.AddressLine1] and [TaxForm.1099Recipient.AddressLine2] - into the City or town, state or province, country, and ZIP or foreign postal code box Show me steps 5 and 6.
    .

    Note: You can select both variables in the Street address (including apt. no.) box by holding down the CTRL key on your keyboard and then clicking each variable. When they are both selected, press the directional arrows on your keyboard to move the variables into the City or town, state or province, country, and ZIP or foreign postal code box.

  6. Choose File > Save to save your changes.

Adding the foreign address to the vendor record

  1. Choose Setup > Vendors and click the Main tab.
  2. Select Other as the address type from the drop-down list. (See Setting up employees and vendors with different taxing and mailing addresses for more details.)
  3. Use only the first two address lines to enter to enter the foreign street address, province, country code and country, and postal code.

    Note: Do not click the Address Verification button and do not enter anything in the other address fields. Foreign addresses cannot be verified using the Address Verification feature.

  4. Mark the Mailing address checkbox. (Accounting CS sends the employee copies of payroll tax forms to the address that is specified as the mailing address.)

Foreign address in Vendors screen

 

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