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Client Support Guide for 1098-T 

Creation date: 12/1/2023 10:58 AM    Updated: 11/3/2026 9:42 AM
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1098-T Reporting Guide

Use this guide to review, validate, print, and electronically file 1098-T forms through OnlineSMART.

Before You Begin
  • 1098-T reporting is based on the tax year selected when generating the report.
  • Only students who were active during the selected tax year and made payments toward qualified educational expenses may generate a 1098-T.
  • Accurate ledger coding is required for accurate 1098-T reporting.
  • Verify ledger entries contain accurate:
    • Post Dates
    • Program Codes
    • Ledger Types
    • Allocation Types

Report Location

Reports (Standard) → Annual → 1098-T

Select the tax year being reported.


Included Students

Students who were active during the selected tax year and had payment ledger entries applied toward qualified educational expenses.

To generate a list of qualifying students:

  1. Reports (Query) → Ledger → Receipts → Receipts Date Range
  2. Query students active during the tax year being reported.
  3. Print using the same tax year date range.
Important

You are only required to file a 1098-T if the student was enrolled during the tax year being filed.

If a student made payments outside of an active enrollment year, provide a copy of the student's ledger statement and advise them to retain all receipts for their tax professional.

Available Reports

  • 1098-T [Year]
    • The primary report used to generate filer and student copies.
    • Select the tax year being filed.
  • 1098-T [Year] Grid View
    • Provides a spreadsheet view of all students included in the 1098-T filing.
    • Displays applicable box values for quick auditing and verification.
    • Useful when researching individual student totals.
  • 1098-T [Year] Labels
    • Generates mailing labels for students receiving a 1098-T.
    • Labels may be exported and adjusted to fit the specific label stock being used.
    • Because label templates vary by manufacturer, alignment cannot be guaranteed without adjustment.

1098-T Box Details

Box Description
Box 1 All allowable educational expenses related to Tuition, Books, Equipment, Tools, Kits, and Fees paid during the selected tax year.

If the total is negative, Box 1 displays 0 and the amount appears in Box 4 as a positive value.

Verification:
  1. Ledger (Query) → Earnings & Receivables Detail
  2. Run for the tax year being filed.
  3. Total Paid Contract less Other Paid should equal Box 1.
Boxes 2 & 3 The IRS no longer requires these fields.
Box 4 Adjustments to qualified educational expenses. Negative Box 1 totals are reported here as positive amounts.
Box 5 Includes grants and scholarships posted as CARD, CASH, DISB, and MISC during the selected tax year.

See Table 1.1 for eligible Program Codes and Ledger Types.

If the total is negative due to ADJB or REFD transactions, Box 5 displays 0 and the amount appears in Box 6.

Verification:
  1. Ledger (Query) → Receipts → Receipts Date Range
  2. Select a Program Code on the Financial tab.
  3. Run once for each Program Code utilized during the tax year.
  4. Add all Program totals together.
  5. The grand total should equal Box 5.
Box 6 Displays negative Box 5 totals as positive amounts.
Box 7 Does not apply.
Box 8 Checked when Enrollment Type is Half-Time, Three-Quarter Time, or Full-Time.

Part-Time students will not have this box checked.

If adjustment is required:
  1. Reports → Student (Query) → Student Demographics
  2. Query Enrollment Type = Part
  3. Identify affected students.
  4. Student Profile → Academics → Enrollment Type
  5. Generate both Paper and Electronic copies.
  6. Return Enrollment Type to its original value.
Boxes 9 & 10 Do not apply.

Electronic Filing

Refer to the 1098-T Electronic Filing knowledge base article for electronic file generation and submission instructions.


How to Generate Paper Copies for Students

Note

The Print to Form option should only be used when printing on blank 1098-T forms.

  1. Navigate to:
    Reports → Standard → Annual → 1098-T → [Tax Year]
  2. Select:
    1098-T [Year]
  3. Set Change Reporting Method to No.
  4. Set Print to Form to No, unless using blank 1098-T forms.
  5. Set Which Copy to B (Student Copy).
  6. Export to PDF.
Printing Tip

When printing the PDF, Page Sizing & Handling should be set to:

Actual Size

Do not use:
  • Fit
  • Shrink Oversized Pages
  • Custom Scale

Frequently Asked Questions

Question Answer
What is the deadline for providing student copies? January 31
What is the deadline for electronic filing with the IRS? March 31
How do I find my Filer Federal Identification Number? The TIN Number located on the School Licenses tab within Basic Setup.
What is my Payer Name? The first four characters your institution files under.
Why are my totals incorrect? Only Title IV aid should be disbursed. Improper ledger coding or disbursement methods may affect 1098-T calculations.

Reference Tables

Table 1.1

Legend:

  • Red values represent negative amounts and subtract from Box 5 totals.
  • If Box 5 becomes negative, the value displays as 0 in Box 5 and as a positive amount in Box 6.
  • Green values represent positive Box 5 amounts.
  • White values do not generate 1098-T data.
1098-T Table.png
Step-by-step guides for utilizing various functions, reports, and data verification in OnlineSMART.
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