Validate Student for Batch

For the tax year 2022 and later, you can use the 1098-T Validate Student for Batch page to determine why a student did not receive a 1098-T form. The validation process will return the reasons why the student record was not included in the batch that was automatically created by the 1098-T utility. You can then review and adjust the data associated with the student record and, if needed, manually add the student to the 1098-T batch or recreate the batch.

Prerequisites

You must have the following authorization:

• Common - Processes - View

• Regulatory 1098T - Processes - Validate Student For Batch - Validate Student For Batch Data

Access Method

Select the Processes tile > expand IRS 1098-T > select Validate Student For Batch.

Procedure to Validate Student Batch Data

1. On the Validate Student For Batch form, select the Tax Year (2022 or later). The current tax year is selected by default.

   A 1098-T batch for the tax year must have been created. Refer to Manage Batches.

2. In the Batched TCC Number field, select a TCC Number Transmitter Control Code (TCC) supplied by the Internal Revenue Service (IRS)..

3. Select the Select Student button. The Select Student dialog displays a grid listing all students in the database.

   You can search for a student by Name.

   You can also select the Show Filter Row button to sort and filter the grid by Name, SSN, Student Number, Program, Campus, and Phone.

   Select the check box for a student record in the grid and select Select.

4. Select the Apply Filters button. Records matching the student name and filters are displayed in the grid.

5. Review the data in the grid.

   Student Name The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Enrollment The code and name of the enrollment. Citizenship Indicates the type of US citizenship or if the student is not a citizen.

   Result The Result column lists the reasons why a student is not included in the 1098-T batch and indicates whether the student can be added to the batch for the selected tax year and TCC. The grid displays all reasons applicable to the student, that is, there is one row for each reason. Manually Deleted The Manually Deleted column displays a check mark if the student record was manually deleted from the 1098-T batch on the Student Review tab of the Manage Batches page. Manually Added The Manually Added column displays a check mark if the student record was manually added to (or undeleted from) the 1098-T batch on the Student Review tab of the Manage Batches page.

   The table lists the possible reasons that can be displayed in the Results column.

   Reason why the student is not included in the 1098-T Batch	Option	Notes
   Citizenship not a member of the Include designation for the batch	Can be added	Can be one of multiple reasons
   Citizenship not a member of the Include or Allow Add designation for the batch	Cannot be added	No other reason can occur except for 'No Enrollment' if applicable.
   No Enrollment Found in TCC	Cannot be added	No other reason can occur except for Citizenship if applicable.
   No payments to report in the year (including external payments)	Can be added	Can be one of multiple reasons
   No reportable ledger card transactions	Can be added	Can be one of multiple reasons
   Qualified Tuition and Related Expenses (QTRE) entirely paid by scholarships	Can be added	Can be one of multiple reasons
   The student is already in the batch - manually deleted	Can be undeleted	Can be one of multiple reasons
   The student has never attended any classes	Cannot be added	No other reason can occur except for Citizenship if applicable.
   The student is in the batch - not deleted		Can be one of multiple reasons
   The student is not in the batch. (This result covers a scenario where data was updated to allow the student to be in batch, but the batch had not been regathered.)	Can be added	Can be one of multiple reasons

6. To view the Student Profile for a record, select the link on the student's name. The Student Profile page for the selected record is displayed in a new browser tab if you have permission to view student data.

   Depending on the messages in the Result column and your permissions, review and, if necessary, correct the data associated with the student. For example, modify the citizenship, enrollment, attendance, financial aid, or student account transactions.

7. After you have adjusted the student record, return to the Validate Student For Batch page, select the student, select Apply Filters, and review the updated data in the Results column.

   If the Result column does not show any reasons why the student cannot be added to the batch, you can:

   • Manually add the student to the batch (Use the Add Student option on the Student Review tab of the Manage Batches page.)

   • Recreate the batch (The student will be automatically added to the new batch.)

8. To view the data for another student, select Select Student, select a student record, and select Apply Filters. The grid will display the newly selected student record.

9. Select Clear Filters to remove all data from the form.

 

This feature applies to U.S. compliance only.