Welcome to Sprintax Calculus!

Institutions who have calculated the information for 1042-S forms outside of Sprintax Calculus can import the data.

If your Institution was previously using Payments Entry Module (PEM) the uploaded spreadsheet containing the financial data for form 1042-S will overwrite the calculations from the Payments Module.

Enable 1042-S Import Function

1. Login to your Calculus account.

2. On the left-hand side, Click on Settings.

3. Click on 1042s Form Settings.

4. Scroll down to Individual User.

5. Select to enable the 1042-S Import Function.

Note: The Payments Module must be turned off before you can enable the 1042-S import setting.

For more information, please see General Settings.

Import Data

Once the 1042-S Import Function is enabled:

1. On the left-hand side, click on Imports.

2. Click on New Import.

3. Select Individual 1042s

4. A sample spreadsheet file is linked to download.

5. Start completing your file.

Note: this file collects only the financial part of 1042-S form.

The financial data for 1042-S forms of foreign recipients must include the following mandatory fields/values for the 1042-S file:

• Unique Form Identifier (UFI)- The UFI is a random 10-digit number that must be unique for each 1042-S form. If a recipient has more than one 1042-S form, each form must have a different UFI.

Note: If you need to update or amend a previously imported form with a system-generated UFI, you must first locate the form in Calculus, obtain the UFI, and include it in your updated import file. Updates and amendments are only possible based on the unique UFI.

Tip: To streamline the update/amend process, it is recommended to assign UFIs in your initial file.

Example Entries:
- 2020031591 (any random 10-digit number)
- 0000023563 (any random 10-digit number)
- 256 (the system will pad the number with leading zeroes to meet the 10-digit format, resulting in 0000000256)
- 1 (the system will pad the number with leading zeroes to meet the 10-digit format, resulting in 0000000001)

• Box 1: Income code (see [1042-S Instructions](https://www.irs.gov/pub/irs-pdf/i1042s.pdf), p.36)
• Box 2: Gross income
• Box 3: Chapter indicator (Generally 3 unless Ch.4 withholding applies)
  - Box 3a: Chapter 3 Exemption Code (see IRS 1042-S Instructions pg. 37)
  - Box 3b: Tax rate
• Box 4a: Chapter 4 Exemption code (see IRS 1042-S Instructions, pg.33)
  - Box 4b: Chapter 4 Tax Rate (Generally 00.00 unless Ch. 4 withholding applies)
• Box 7a: Federal Tax Withheld
• Box 10: Total withholding credit (mandatory if different from 7a; if 10 = 7a, enter either 7a in Box 10 or leave blank)
• Box 13f: Recipient’s Chapter 3 Status Code (see IRS 1042-S Instructions, pg.37)
  - Box 13g: Recipient’s Chapter 4 Status code (see IRS 1042-S Instructions, p.38; Generally blank unless Ch. 4 withholding applies)

Ensure the corresponding row in the file matches a specific Calculus registered user.

The match must be made using either the recipient’s registered email address (Column A) or Student ID (Column B), which may be customized in System and Security Settings (Under Imported Finance Properties)

Note: The red-colored columns indicate mandatory information for producing 1042-S forms. Complete any applicable information in the relevant columns.

Required Information for 1042-S Recipients

Ensure the following information is available in the profiles of 1042-S recipients before importing data:
1. US TIN/Foreign Tax Number/Date of birth (use the latter two if the recipient does not have or is not required to have a US TIN)
2. Address (non-mandatory but recommended)
3. Country of residence (mandatory if a lower tax treaty rate was applied)

Note: Calculus will not validate the entries in your external 1042-S data CSV file with the recipient’s account information. Ensure the reported 1042-S data (tax rates and exemption codes) match the proper determination and that sufficient data is present in the payees’ accounts to support the imported data.

Ready for Upload

1. Once your file is ready, ensure it is saved in CSV or CSV - MS-DOS format.
2. Navigate to Imports -> New Import and select Individual 1042-S.

3. Drag and drop your file or click the Browse files button to select and upload the file.

4. After uploading, you will be redirected to the Imports History page.

5. Click the Import button.

6. A pop-up message will ask you to confirm the upload.

7. Wait for the import to complete.

8. Once done, a View Result link will replace the Import button. The Status column will update to Imported.

9. Click View Result to see the results of the import, the rows imported and any errors.

Note: If you receive any errors you can update the spreadsheet or the recipient’s Calculus profile accordingly and re-upload the file.

10. For successfully imported rows, the User List 1042-S status column will change to 'Completed'.

Missing Info

Administrators can create a View in the User List to identify which user's do not have the mandatory fields completed in their Profile.

1. Login to your Calculus Accounts

2. On the left-side menu, click on the Users Tab and Select All Accounts.

3. Click on the Columns button and create a New View.

4. Select the the mandatory columns:

• Email
• Student ID
• Tax Number,
• Foreign Tax number
• Date of birth
• Country of residence
• Address (Optional)

5. Name the view and Save & Apply.

6. You can Export the information for your records.

Tip: Email the users with missing information, see more here.