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Mail service

About Mail Service

ONESOURCE Trust Tax allows you to prepare tax documents for printing at your organization (referred to as local print) or to print tax documents through Thomson Reuters (referred to as remote print). When remote printing, you can choose one of the following print and delivery options:
  • Bulk Shipping
    -Allows you to print and mail certain tax documents (for example, tax returns, worksheets and quarterly advice letters) to a single address. The address your bulk shipments are mailed to is defined on the Shipping Addresses page, and the shipping mode (for example, First Class Mail, Second Day Air or Ground) is defined using the Shipping options on the Options and Overrides page.
  • Bulk shipments are separated according to the address identifier selected when the process or print request is submitted. Within each shipment, your printed documents are sorted first by PAN then by the sort sequences defined in the Sort options on the Options and Overrides page. If you want to deliver all of your shipments to the same address but you want your shipments separated by department, you can define multiple shipping addresses, each with a different address identifier, but with the same mailing address details.
  • To print and assemble bulk shipments faster and more accurately, Thomson Reuters uses high-speed roll printers and automated stitching equipment. As a result, accounts that have tax returns or worksheets with more than 40 pages are not stapled or bound together when they are printed using bulk shipping.
  • Mail Service
    -Allows you to ship 1099, 1098, 5498, 1042-S (copies B, C and D and the Instructions), projection returns, and Schedule K-1 tax documents directly to recipients. When Mail Service is used, the Beneficiary section is extracted from the tax return or projection to create a recipient package. The recipient package is printed then mailed to the corresponding recipient.
  • The ability to submit Mail Service requests is controlled by the
    Can request Mailing Service when printing recipient packages
     user right. Users have the option to review the recipient packages before they are printed and directly mailed. Users can track the progress of a Mail Service request from the time it is received for printing until the time the package is mailed to the recipient.

About the Mail Service Process

The following graphic shows the Mail Service process from the time a ONESOURCE Trust Tax user submits the print request to when the recipient receives the printed recipient package:

About Recipient Packages

When you print using Mail Service, your recipient packages are printed double-sided and mailed in window envelopes. Even though the print is double-sided, some forms are forced to print on the fronts of pages to comply with the printed IRS form standards.
An address cover sheet, which is formatted to fit the window envelope, is generated using the address information as it appears in ONESOURCE Trust Tax at the time of your tax return process or print request. The address a recipient package is mailed to is controlled by the recipient's address and, if applicable, the copy-to recipient's address. The return address is controlled by your fiduciary information or your 1099 or 5498 payer information.
For a package with up to 16 pages, the pages are folded and mailed in a 6" x 9" envelope. The pages are typically folded in sets of three and inserted in the envelope. This is a function of the insertion equipment and process and allows for a more efficient insertion. The pages remain in the proper order.
For a package with more than 16 pages, the pages are mailed flat in a 9" x 12" envelope. A package that is too large for a 9" x 12" envelope is mailed in a box.
note
Contact your Client Manager if you prefer to use only 9" x 12" envelopes for the recipient packages you print through Mail Service.

About Custom Inserts

When you use Mail Service, you have the option to print a custom insert with your recipient package. Your custom insert can be up to six pages and is printed on the front and back of up to three sheets of paper. Additional fees may apply when using custom inserts.
Before a custom insert can be printed with recipient packages, it must be prepared (or composed). Your Client Manager will work with you to prepare your insert. After it is prepared, your insert is:
  • Combined with the recipient package when it is remotely printed.
  • Printed after the address cover sheet, as the first page of the recipient package.
  • Printed only when a Mail Service process or print request is submitted. The insert prints for all recipient packages printed through Mail Service for a PAN. A specific return type or subset of accounts within a PAN cannot be selected for printing the insert.
Custom inserts can be used for all of the return types that are available for Mail Service. The custom insert is not visible when viewing the PDF of the tax document, and it is not printed if you use Bulk Shipping.
note
Contact your Client Manager if you do not currently print a custom insert but want to.

This article applies to:

  • Product: ONESOURCE Trust Tax