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An international student is defined as a student where on his or her Bios page the International Code is set to Y. International students may optionally be eliminated from the reports.
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For each student in a clock-hour program, the process evaluates if the years to complete is less than or equal to 2 in major maintenance. If so, the process indicates the student was at least half time.
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Graduate student status is determined based on the student's major(s) during the tax (calendar) year. The process first evaluates the student's degree(s) start and end dates on the student's degree detail. The process evaluates only degree rows that fall within the tax (calendar) year. Majors within those degree rows are checked against their configuration in major maintenance. Majors with a Credential Level 4 and above are considered a graduate programs and the students with those majors will be marked as graduate students.
In the event the degree start and end dates do not exist, the process will use the student's degree marked as current and evaluate whether the major is marked as a graduate program in major maintenance.
If the student was both a undergraduate and graduate student during the tax (calendar) year, the system will indicate the student was a graduate student.
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1098-T Data Review Report
This base report provides a way to review the data elements of individual student 1098-Ts. This report includes students without valid Social Security Numbers.
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The ECSI Heartland file is a base report that is formatted for upload to ECSI Heartland for its production of 1098-Ts. This report excludes students without valid Social Security Numbers.
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Navigate to Faculty/Staff > Base Reports
Log in to Base Reports
Click Billing and Accounts Receivable
Click ECSI 1098T report
Set parameters
Enter your ECSI Client Code: The code provided by ECSI that identifies your institution
Select Site(s) for Reporting: The report will display only students from the selected student degree site(s)
Enter Year for 1098T Filling: Enter as four numbers the tax year represented by the data (e.g. 2020)
The Institution has followed proper TIN solicitation procedures: The IRS requires that institutions make a good faith effort to collect student Social Security Numbers. Select Yes to indicate to ECSI that an effort has been made.
Select Student Type: Domestic/International: The report will display only students of the selected type. A student is considered international if on the student's Bios page the International Code is set to Yes.
Exclude Students whose Box 1 (Tuition Paid) Equals Box 5 (Scholarships): Select Yes to not display in the report students who tuition has been entirely covered by grants and scholarships as defined by their billing transaction codes.Click View Report
To export the file, click the blue disk icon and choose Excel (Note it is important to choose Excel)
Save the file to your computer; you will next need to save the file in text format to comply with ECSI requirements. Continue following the directions to do so.
Open the file in Excel
In Excel, navigate to File > Save As
Choose a location to save the file
In the File Name box enter 1098-T.statement.data.CCYY where “CCYY” represents the reporting year of the 1098-T data, for example for tax year 2020 replace CCYY with 2020 so the file would be 1098-T.statement.data.2020
In the Save as type choose Text (MS-DOS) (*.txt)
Click Save
Prior to submitting the text file to ECSI, open the text file and do a Find and Replace. Find all double quotes " and replace with nothing.
Log in to the ECSI Client Portal and upload the file.
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