1099R Summary & Timeline.docx
DOCX document 14 KB Posted
- Attached to
- 1099R FORMS & MAILING
- Solicitation number
- RFB 758 1900000231 3
- Issued by
- Elliott County, Kentucky
About this file
This is a project summary and timeline document from the Kentucky Retirement Systems (KRS) for Request for Bid (RFB) 758 1900000231 regarding 1099R forms printing and mailing services. KRS requires a print vendor to produce and mail approximately 138,000 to 140,000 1099R forms to payees annually, with the forms printed on perforated stock and mailed in #10 window envelopes with first-class presort postage and return service requested. The vendor must have coding resources to apply KRS' existing file layout, populate 1099R forms using KRS-provided data files, run NCOA and CASS programs on address data prior to printing, and deliver a return address file to KRS after mailing. Sample submissions are required at multiple stages in the process with 4-5 day turnaround times for KRS review. The critical mailing deadline is January 15, 2019, with delays potentially resulting in IRS penalties and jeopardizing KRS' qualified plan status. The detailed timeline shows work beginning in October with test case files, sample reviews progressing through December, NCOA processing in January, and final mail drops occurring by mid-January.
The vendor is responsible for all mailing costs and postage. Approximately 150 recipients have addresses that should not be updated by the NCOA process, which KRS will identify in the provided data file. The recipient's mailing address must include a US Post Office barcode, and envelopes must display "Return Service Requested" with KRS' return address. Document security is critical due to personal information contained in the 1099R forms. Samples must be delivered to Kentucky Retirement Systems at 1260 Louisville Road, Frankfort, Kentucky 40601, attention David Nix, Director-Retiree Services. In the prior year example provided, 132,324 1099Rs were mailed, with projections of 138,000 to 140,000 forms for the current cycle.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Attach B Annual Affidavit.pdf | ||
| Final_RFB_758_1900000231_1_SO_FORM.PDF | ||
| Attach D Qualified Bidder Affidavit.doc | DOC document | |
| Attach C Resident Bidder Affidavit.doc | DOC document | |
| KRS 1099R #10 ENVELOPE PROOF.pdf | ||
| Final_RFB_758_1900000231_2_SO_FORM.PDF | ||
| 1099R_2018 BLANK FORM.pdf | ||
| Attach A-3 RFB 758 1900000231.pdf | ||
| Final_RFB_758_1900000231_3_SO_FORM.PDF |
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Text version
RFB 758 1900000231 KY RETIREMENT SYSTEM 1099R FORMS & MAILING
Kentucky Retirement Systems (KRS) typically begins working with the print vendor in October to prepare for mailing 1099Rs to all payees in January. KRS will provide 1099R template, 1099R file layout & a 1099R text file with data to populate each payee's 1099R form, including address. Prior to mailing, KRS requests at least 3 sets of samples be provided at specific steps in the process. More sample sets may be required if corrections are needed. Samples must be submitted to KRS for review within 4-5 days of request. Once the full file is provided, the print vendor will run NCOA & CASS programs on the file data prior to printing. There are approximately 150 recipients who should not be updated. The1099R data file KRS provides includes an indicator if a recipient's address should not be updated by NCOA. Once printing is authorized by KRS, the print vendor will supply a text file that conforms to KRS' 1099R address file layout & includes the address each 1099R document was actually mailed to. The vendor must have resources for coding in order to apply KRS' 1099R existing file layout & populate all appropriate fields on the 1099R forms using the 1099R data file, & provide the return address file back to KRS. Job will include #10 window envelopes & postage.1099R Documents will be printed on perforated stock. The recipient's mailing address should include the US Post Office bar code. Envelopes should have "Return Service Requested" printed & use KRS' return address. In 2017, KRS mailed 132,324 1099Rs. DOCUMENT SECURITY IS CRITICAL DUE TO PERSONAL INFORMATION CONTAINED IN 1099Rs.DELAYS IN PRINTING CAN RESULT IN IRS PENALTIES & RISK KRS'S QUALIFIED PLAN STATUS. The vendor's ability to adhere to a mailing deadline of 1/15/19 is essential.1099R Forms will be sent first class-pre-sort with return service requested. Samples will be delivered to Kentucky Retirement Systems at 1260 Louisville Road, Frankfort KY 40601 to the attention of David Nix, Director-Retiree Services.
In 2017, 132,324 1099Rs were mailed. KRS expects to print between 138,000&140,000 forms. The vendor is responsible for mailing.
Timeline from last mailing year:
1099R Statements for 2017 Timeline (provided as an example) Task Target Date KRS sends following to the print vendor: 1.Text File layout 2.Data formatting 3.Data mapping from file to 1099-R image 4.Contact list 5. 1099R Template (once it's uploaded to test environment) 10/12/17 Approval of 1099-R Project timeline by printer10/19/17 KRS give specific test case file to printer vendor through KRS secure site. Appx. 50 to be printed.10/30/17 Printer delivers paper samples of the specific test case records to KRS. KRS will review & give feedback. Additional samples may be needed to correct the document, font etc.11/07/17 Last Supplemental Payroll for 201712/18/17 KRS uploads complete test file to printer section of our secure site(Contains Dec & last supplemental payroll)12/21/17 HOLIDAY-Christmas12/25-26/17 David returned PAF form to print vendor authorizing NCOA & Cass12/27/17 Delivery of samples to KRS by print vendor in envelopes & on perforated stock & intelligent barcode.12/28/17 HOLIDAY-New Years12/29/17-01/01/18 KRS sends LIVE data to printers by 4:30 01/04/18 Printer sends data to NCOA 01/05/18 Printer provides data to KRS from NCOA report.01/08/18 Conference call/email to discuss outcome 01/10/18 Delivery of paper samples to KRS-50 as they will look when mailed, in envelopes, having intelligent bar code, etc.01/11/18 Printer provides address return file to KRS for PRODUCTION (in the format provided).01/12/18 Printer provides postage request to KRS 01/12/18 HOLIDAY-MLK Day01/15/18 KRS Gives Final Approval01/17/18 KRS to provide postage check to vendor01/17/18 1st batch is dropped in mail.01/18/18 2nd batch is dropped in mail.1/19/18 Provide vendor a list of findings from drops 2/1/18
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