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Federal Form 1040x

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Federal Form 1040x

Federal form 1040x 5. Federal form 1040x   Recordkeeping Table of Contents How To Prove ExpensesWhat Are Adequate Records? What If I Have Incomplete Records? Separating and Combining Expenses How Long To Keep Records and Receipts Examples of Records If you deduct travel, entertainment, gift, or transportation expenses, you must be able to prove (substantiate) certain elements of expense. Federal form 1040x This chapter discusses the records you need to keep to prove these expenses. Federal form 1040x If you keep timely and accurate records, you will have support to show the IRS if your tax return is ever examined. Federal form 1040x You will also have proof of expenses that your employer may require if you are reimbursed under an accountable plan. Federal form 1040x These plans are discussed in chapter 6 under Reimbursements . Federal form 1040x How To Prove Expenses Table 5-1 is a summary of records you need to prove each expense discussed in this publication. Federal form 1040x You must be able to prove the elements listed across the top portion of the chart. Federal form 1040x You prove them by having the information and receipts (where needed) for the expenses listed in the first column. Federal form 1040x You cannot deduct amounts that you approximate or estimate. Federal form 1040x You should keep adequate records to prove your expenses or have sufficient evidence that will support your own statement. Federal form 1040x You must generally prepare a written record for it to be considered adequate. Federal form 1040x This is because written evidence is more reliable than oral evidence alone. Federal form 1040x However, if you prepare a record on a computer, it is considered an adequate record. Federal form 1040x What Are Adequate Records? You should keep the proof you need in an account book, diary, log, statement of expense, trip sheets, or similar record. Federal form 1040x You should also keep documentary evidence that, together with your record, will support each element of an expense. Federal form 1040x Documentary evidence. Federal form 1040x   You generally must have documentary evidence, such as receipts, canceled checks, or bills, to support your expenses. Federal form 1040x Exception. Federal form 1040x   Documentary evidence is not needed if any of the following conditions apply. Federal form 1040x You have meals or lodging expenses while traveling away from home for which you account to your employer under an accountable plan, and you use a per diem allowance method that includes meals and/or lodging. Federal form 1040x ( Accountable plans and per diem allowances are discussed in chapter 6. Federal form 1040x ) Your expense, other than lodging, is less than $75. Federal form 1040x You have a transportation expense for which a receipt is not readily available. Federal form 1040x Adequate evidence. Federal form 1040x   Documentary evidence ordinarily will be considered adequate if it shows the amount, date, place, and essential character of the expense. Federal form 1040x   For example, a hotel receipt is enough to support expenses for business travel if it has all of the following information. Federal form 1040x The name and location of the hotel. Federal form 1040x The dates you stayed there. Federal form 1040x Separate amounts for charges such as lodging, meals, and telephone calls. Federal form 1040x   A restaurant receipt is enough to prove an expense for a business meal if it has all of the following information. Federal form 1040x The name and location of the restaurant. Federal form 1040x The number of people served. Federal form 1040x The date and amount of the expense. Federal form 1040x If a charge is made for items other than food and beverages, the receipt must show that this is the case. Federal form 1040x Canceled check. Federal form 1040x   A canceled check, together with a bill from the payee, ordinarily establishes the cost. Federal form 1040x However, a canceled check by itself does not prove a business expense without other evidence to show that it was for a business purpose. Federal form 1040x Duplicate information. Federal form 1040x   You do not have to record information in your account book or other record that duplicates information shown on a receipt as long as your records and receipts complement each other in an orderly manner. Federal form 1040x   You do not have to record amounts your employer pays directly for any ticket or other travel item. Federal form 1040x However, if you charge these items to your employer, through a credit card or otherwise, you must keep a record of the amounts you spend. Federal form 1040x Timely-kept records. Federal form 1040x   You should record the elements of an expense or of a business use at or near the time of the expense or use and support it with sufficient documentary evidence. Federal form 1040x A timely-kept record has more value than a statement prepared later when generally there is a lack of accurate recall. Federal form 1040x   You do not need to write down the elements of every expense on the day of the expense. Federal form 1040x If you maintain a log on a weekly basis that accounts for use during the week, the log is considered a timely-kept record. Federal form 1040x   If you give your employer, client, or customer an expense account statement, it can also be considered a timely-kept record. Federal form 1040x This is true if you copy it from your account book, diary, log, statement of expense, trip sheets, or similar record. Federal form 1040x Proving business purpose. Federal form 1040x   You must generally provide a written statement of the business purpose of an expense. Federal form 1040x However, the degree of proof varies according to the circumstances in each case. Federal form 1040x If the business purpose of an expense is clear from the surrounding circumstances, then you do not need to give a written explanation. Federal form 1040x Example. Federal form 1040x If you are a sales representative who calls on customers on an established sales route, you do not have to give a written explanation of the business purpose for traveling that route. Federal form 1040x You can satisfy the requirements by recording the length of the delivery route once, the date of each trip at or near the time of the trips, and the total miles you drove the car during the tax year. Federal form 1040x You could also establish the date of each trip with a receipt, record of delivery, or other documentary evidence. Federal form 1040x Confidential information. Federal form 1040x   You do not need to put confidential information relating to an element of a deductible expense (such as the place, business purpose, or business relationship) in your account book, diary, or other record. Federal form 1040x However, you do have to record the information elsewhere at or near the time of the expense and have it available to fully prove that element of the expense. Federal form 1040x What If I Have Incomplete Records? If you do not have complete records to prove an element of an expense, then you must prove the element with: Your own written or oral statement containing specific information about the element, and Other supporting evidence that is sufficient to establish the element. Federal form 1040x If the element is the description of a gift, or the cost, time, place, or date of an expense, the supporting evidence must be either direct evidence or documentary evidence. Federal form 1040x Direct evidence can be written statements or the oral testimony of your guests or other witnesses setting forth detailed information about the element. Federal form 1040x Documentary evidence can be receipts, paid bills, or similar evidence. Federal form 1040x If the element is either the business relationship of your guests or the business purpose of the amount spent, the supporting evidence can be circumstantial rather than direct. Federal form 1040x For example, the nature of your work, such as making deliveries, provides circumstantial evidence of the use of your car for business purposes. Federal form 1040x Invoices of deliveries establish when you used the car for business. Federal form 1040x Table 5-1. Federal form 1040x How To Prove Certain Business Expenses IF you have expenses for . Federal form 1040x . Federal form 1040x THEN you must keep records that show details of the following elements . Federal form 1040x . Federal form 1040x . Federal form 1040x   Amount Time Place or  Description Business Purpose Business Relationship Travel Cost of each separate expense for travel, lodging, and meals. Federal form 1040x Incidental expenses may be totaled in reasonable categories such as taxis, fees and tips, etc. Federal form 1040x Dates you left and returned for each trip and number of days spent on business. Federal form 1040x Destination or area of your travel (name of city, town, or other designation). Federal form 1040x Purpose: Business purpose for the expense or the business benefit gained or expected to be gained. Federal form 1040x    Relationship: N/A Entertainment Cost of each separate expense. Federal form 1040x Incidental expenses such as taxis, telephones, etc. Federal form 1040x , may be totaled on a daily basis. Federal form 1040x Date of entertainment. Federal form 1040x (Also see Business Purpose. Federal form 1040x ) Name and address or location of place of entertainment. Federal form 1040x Type of entertainment if not otherwise apparent. Federal form 1040x (Also see Business Purpose. Federal form 1040x ) Purpose: Business purpose for the expense or the business benefit gained or expected to be gained. Federal form 1040x  For entertainment, the nature of the business discussion or activity. Federal form 1040x If the entertainment was directly before or after a business discussion: the date, place, nature, and duration of the business discussion, and the identities of the persons who took part in both the business discussion and the entertainment activity. Federal form 1040x    Relationship: Occupations or other information (such as names, titles, or other designations) about the recipients that shows their business relationship to you. Federal form 1040x  For entertainment, you must also prove that you or your employee was present if the entertainment was a business meal. Federal form 1040x Gifts Cost of the gift. Federal form 1040x Date of the gift. Federal form 1040x Description of the gift. Federal form 1040x   Transportation Cost of each separate expense. Federal form 1040x For car expenses, the cost of the car and any improvements, the date you started using it for business, the mileage for each business use, and the total miles for the year. Federal form 1040x Date of the expense. Federal form 1040x For car expenses, the date of the use of the car. Federal form 1040x Your business destination. Federal form 1040x Purpose: Business purpose for the expense. Federal form 1040x    Relationship: N/A Sampling. Federal form 1040x   You can keep an adequate record for parts of a tax year and use that record to prove the amount of business or investment use for the entire year. Federal form 1040x You must demonstrate by other evidence that the periods for which an adequate record is kept are representative of the use throughout the tax year. Federal form 1040x Example. Federal form 1040x You use your car to visit the offices of clients, meet with suppliers and other subcontractors, and pick up and deliver items to clients. Federal form 1040x There is no other business use of the car, but you and your family use the car for personal purposes. Federal form 1040x You keep adequate records during the first week of each month that show that 75% of the use of the car is for business. Federal form 1040x Invoices and bills show that your business use continues at the same rate during the later weeks of each month. Federal form 1040x Your weekly records are representative of the use of the car each month and are sufficient evidence to support the percentage of business use for the year. Federal form 1040x Exceptional circumstances. Federal form 1040x   You can satisfy the substantiation requirements with other evidence if, because of the nature of the situation in which an expense is made, you cannot get a receipt. Federal form 1040x This applies if all the following are true. Federal form 1040x You were unable to obtain evidence for an element of the expense or use that completely satisfies the requirements explained earlier under What Are Adequate Records . Federal form 1040x You are unable to obtain evidence for an element that completely satisfies the two rules listed earlier under What If I Have Incomplete Records . Federal form 1040x You have presented other evidence for the element that is the best proof possible under the circumstances. Federal form 1040x Destroyed records. Federal form 1040x   If you cannot produce a receipt because of reasons beyond your control, you can prove a deduction by reconstructing your records or expenses. Federal form 1040x Reasons beyond your control include fire, flood, and other casualties. Federal form 1040x    Table 5-2. Federal form 1040x Daily Business Mileage and Expense Log Name:       Odometer Readings Expenses Date Destination  (City, Town, or Area) Business Purpose Start Stop Miles  this trip Type  (Gas, oil, tolls, etc. Federal form 1040x ) Amount                                                                                                                   Weekly  Total             Total Year-to-Date             Separating and Combining Expenses This section explains when expenses must be kept separate and when expenses can be combined. Federal form 1040x Separating expenses. Federal form 1040x   Each separate payment is generally considered a separate expense. Federal form 1040x For example, if you entertain a customer or client at dinner and then go to the theater, the dinner expense and the cost of the theater tickets are two separate expenses. Federal form 1040x You must record them separately in your records. Federal form 1040x Season or series tickets. Federal form 1040x   If you buy season or series tickets for business use, you must treat each ticket in the series as a separate item. Federal form 1040x To determine the cost of individual tickets, divide the total cost (but not more than face value) by the number of games or performances in the series. Federal form 1040x You must keep records to show whether you use each ticket as a gift or entertainment. Federal form 1040x Also, you must be able to prove the cost of nonluxury box seat tickets if you rent a skybox or other private luxury box for more than one event. Federal form 1040x See Entertainment tickets in chapter 2. Federal form 1040x Combining items. Federal form 1040x   You can make one daily entry in your record for reasonable categories of expenses. Federal form 1040x Examples are taxi fares, telephone calls, or other incidental travel costs. Federal form 1040x Meals should be in a separate category. Federal form 1040x You can include tips for meal-related services with the costs of the meals. Federal form 1040x   Expenses of a similar nature occurring during the course of a single event are considered a single expense. Federal form 1040x For example, if during entertainment at a cocktail lounge, you pay separately for each serving of refreshments, the total expense for the refreshments is treated as a single expense. Federal form 1040x Car expenses. Federal form 1040x   You can account for several uses of your car that can be considered part of a single use, such as a round trip or uninterrupted business use, with a single record. Federal form 1040x Minimal personal use, such as a stop for lunch on the way between two business stops, is not an interruption of business use. Federal form 1040x Example. Federal form 1040x You make deliveries at several different locations on a route that begins and ends at your employer's business premises and that includes a stop at the business premises between two deliveries. Federal form 1040x You can account for these using a single record of miles driven. Federal form 1040x Gift expenses. Federal form 1040x   You do not always have to record the name of each recipient of a gift. Federal form 1040x A general listing will be enough if it is evident that you are not trying to avoid the $25 annual limit on the amount you can deduct for gifts to any one person. Federal form 1040x For example, if you buy a large number of tickets to local high school basketball games and give one or two tickets to each of many customers, it is usually enough to record a general description of the recipients. Federal form 1040x Allocating total cost. Federal form 1040x   If you can prove the total cost of travel or entertainment but you cannot prove how much it cost for each person who participated in the event, you may have to allocate the total cost among you and your guests on a pro rata basis. Federal form 1040x To do so, you must establish the number of persons who participated in the event. Federal form 1040x   An allocation would be needed, for example, if you did not have a business relationship with all of your guests. Federal form 1040x See Allocating between business and nonbusiness in chapter 2. Federal form 1040x If your return is examined. Federal form 1040x    If your return is examined, you may have to provide additional information to the IRS. Federal form 1040x This information could be needed to clarify or to establish the accuracy or reliability of information contained in your records, statements, testimony, or documentary evidence before a deduction is allowed. Federal form 1040x    THIS IS NOT AN OFFICIAL INTERNAL REVENUE FORM Table 5-3. Federal form 1040x Weekly Traveling Expense and Entertainment Record From: To: Name: Expenses Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total 1. Federal form 1040x Travel Expenses: Airlines                                 Excess Baggage                                 Bus – Train                                 Cab and Limousine                                 Tips                                 Porter                                 2. Federal form 1040x Meals and Lodging:  Breakfast                                 Lunch                                 Dinner                                 Hotel and Motel  (Detail in Schedule B)                                 3. Federal form 1040x Entertainment  (Detail in Schedule C)                                 4. Federal form 1040x Other Expenses:  Postage                                 Telephone & Telegraph                                 Stationery & Printing                                 Stenographer                                 Sample Room                                 Advertising                                 Assistant(s)                                 Trade Shows                                 5. Federal form 1040x Car Expenses: (List all car expenses - the division between business and personal expenses may be made at the end of the year. Federal form 1040x ) (Detail mileage in Schedule A. Federal form 1040x ) Gas, oil, lube, wash                                 Repairs, parts                                 Tires, supplies                                 Parking fees, tolls                                 6. Federal form 1040x Other (Identify)                                 Total                                 Note: Attach receipted bills for (1) ALL lodging and (2) any other expenses of $75. Federal form 1040x 00 or more. Federal form 1040x Schedule A – Car Mileage: End                 Start                 Total                 Business Mileage                 Schedule B – Lodging Hotel or Motel Name                 City                 Schedule C – Entertainment Date Item Place Amount Business Purpose Business Relationship                                             WEEKLY REIMBURSEMENTS:     Travel and transportation expenses     Other reimbursements     TOTAL   How Long To Keep Records and Receipts You must keep records as long as they may be needed for the administration of any provision of the Internal Revenue Code. Federal form 1040x Generally, this means you must keep records that support your deduction (or an item of income) for 3 years from the date you file the income tax return on which the deduction is claimed. Federal form 1040x A return filed early is considered filed on the due date. Federal form 1040x For a more complete explanation of how long to keep records, see Publication 583, Starting a Business and Keeping Records. Federal form 1040x You must keep records of the business use of your car for each year of the recovery period. Federal form 1040x See More-than-50%-use test in chapter 4 under Depreciation Deduction. Federal form 1040x Reimbursed for expenses. Federal form 1040x   Employees who give their records and documentation to their employers and are reimbursed for their expenses generally do not have to keep copies of this information. Federal form 1040x However, you may have to prove your expenses if any of the following conditions apply. Federal form 1040x You claim deductions for expenses that are more than reimbursements. Federal form 1040x Your expenses are reimbursed under a nonaccountable plan. Federal form 1040x Your employer does not use adequate accounting procedures to verify expense accounts. Federal form 1040x You are related to your employer as defined under Per Diem and Car Allowances , in chapter 6. Federal form 1040x Reimbursements , adequate accounting , and nonaccountable plans are discussed in chapter 6. Federal form 1040x Examples of Records Table 5-2 and Table 5-3 are examples of worksheets which can be used for tracking business expenses. Federal form 1040x Prev  Up  Next   Home   More Online Publications
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Mobile App Gallery API Documentation

About the API

The USA.gov Mobile Apps Gallery and GobiernoUSA.gov Aplicaciones (apps) móviles feature mobile apps and websites from government agencies on a variety of platforms in English and Spanish.

The Mobile App Gallery API can be used to retrieve information about all of the apps in the galleries.

If you are using the Mobile App Gallery API and have feedback or want to tell us about your product, please e-mail us.

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Accessing the API

Our Mobile App Gallery API is accessible via HTTP GET requests and does not require a login or API key to use.

The base URL for the API is http://apps.usa.gov/apps-gallery/api/. Append the API call you'd like to make to this URL.

There are 4 URLs available to query against.

Query Examples

Error Handling

  • HTTP Code 500 = internal server error
  • HTTP Code 200 = results found
  • HTTP Code 404 = query error

JSONP

API Data Model

The following fields are associated with mobile apps. Please note that not every record has data in every field, and the API will only return completed fields.

  • Id - Unique Sytem Id of the app.
  • Name – The name of the app.
  • Organization – The agency or organization for the app.
  • Friendly_URL – The URL to the app on the USA.gov or GobiernoUSA.gov App Gallery.
  • Short_Description – A short description of the app.
  • Long_Description – A long description of the app. Please note that the long description may include HTML coding.
  • Language – Whether the app is in English or Spanish.
  • Icon – The path to the icon for the app.
  • Agency - Agency associated with the app as an array.
  • Version_Details - List of version avaiable for the app as an array.

Additionally, each Version Detail secion includes following sub-data elements.

  • Version_Number - This version's number,
  • Published - The date this version of the app was published.
  • Description - Description of this version, should be similar to the registration's long description,
  • Store_Url -The URL to download or access the app.
  • Whats_New - Description of changes or features distinct to this version.
  • Platform - Operating System this version is available for.
  • Device - List of device types this version is available for as an array.
  • Rating - Average rating of this version.
  • Rating_Count - Number of ratings given.
  • Screenshot - List of url paths to screenshots of the app as an array.
  • Video - List of url paths to videos of the app as an array.
  • Language - Whether this version is in English or Spanish.

Results

All results are in json format.

No Results

{
        "metadata": {
            "uri":    "http://apps.usa.gov/apps-gallery/api/registrations.json?Name=NotFound",
            "count":  0,
            "offset": null
        },
        "results": []
    }

Good Results

{
        "metadata": {
            "uri":    "http://apps.usa.gov/apps-gallery/api/registrations.json?limit=3",
            "count":  3,
            "limit":  3,
            "offset": 1
        },
        "results": [ {},{},{} ]
    }

JSONP Results

fname({
        "metadata": {
            "uri":    "http://apps.usa.gov/apps-gallery/api/registrations.json?limit=3&_callback=fname",
            "count":  3,
            "limit":  3,
            "offset": 1
        },
        "results": [ {},{},{} ]
    });

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Terms of Service

By using this data, you agree to the Terms of Service.

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The Federal Form 1040x

Federal form 1040x Index A Accrual period, Accrual period. Federal form 1040x Acquisition premium, Acquisition premium. Federal form 1040x Adjusted issue price, Adjusted issue price. Federal form 1040x Assistance (see Tax help) B Backup withholding, Backup Withholding Bearer bonds and coupons, Bearer Bonds and Coupons Brokers (see Information for brokers and other middlemen) C Certificates of deposit, Certificates of Deposit Comments and suggestions, Comments and suggestions. Federal form 1040x Contingent payment debt instruments, Contingent Payment Debt Instruments D Debt instrument, Debt instrument. Federal form 1040x Debt instruments Long-term, Long-Term Debt Instruments Short-term, Short-Term Obligations Redeemed at Maturity Debt instruments and coupons purchased after 1984, Debt Instruments and Coupons Purchased After 1984 Debt instruments and coupons purchased after July 1, 1982, and before 1985, Debt Instruments and Coupons Purchased After July 1, 1982, and Before 1985 Debt instruments issued after 1954, corporate, Corporate Debt Instruments Issued After 1954 and Before May 28, 1969, and Government Debt Instruments Issued After 1954 and Before July 2, 1982 Debt instruments issued after 1984, Debt Instruments Issued After 1984 Debt instruments issued after July 1, 1982, Debt Instruments Issued After July 1, 1982, and Before 1985 Debt instruments issued after May 27, 1969, corporate, Corporate Debt Instruments Issued After May 27, 1969, and Before July 2, 1982 Debt instruments not on the OID list, Debt Instruments Not on the OID List Debt Instruments on the OID list, Debt Instruments on the OID List Definitions, Definitions Accrual period, Accrual period. Federal form 1040x Acquisition premium, Acquisition premium. Federal form 1040x Adjusted issue price, Adjusted issue price. Federal form 1040x Debt instrument, Debt instrument. Federal form 1040x Issue price, Issue price. Federal form 1040x Market discount, Market discount. Federal form 1040x Original issue discount (OID), Original issue discount (OID). Federal form 1040x Premium, Premium. Federal form 1040x Qualified stated interest, Qualified stated interest. Federal form 1040x Stated redemption price at maturity, Stated redemption price at maturity. Federal form 1040x Yield to maturity, Yield to maturity (YTM). Federal form 1040x E Electronic payee statements, Electronic payee statements. Federal form 1040x F Form 1099-OID, Form 1099-OID. Federal form 1040x Free tax services, Free help with your tax return. Federal form 1040x H Help (see Tax help) I Inflation-indexed debt instruments, Inflation-Indexed Debt Instruments Information for brokers and other middlemen, Information for Brokers and Other Middlemen Information for owners of OID debt instruments, Information for Owners of OID Debt Instruments Issue price, Issue price. Federal form 1040x Issuers of OID debt instruments, Instructions for, Instructions for issuers of OID debt instruments. Federal form 1040x L Long-term debt instruments, Long-Term Debt Instruments M Market discount, Market discount. Federal form 1040x O OID list, Debt Instruments on, Debt Instruments on the OID List OID on long-term debt instruments, figuring, Figuring OID on Long-Term Debt Instruments OID on stripped bonds and coupons, figuring, Figuring OID on Stripped Bonds and Coupons OID, figuring, Figuring OID. Federal form 1040x Using section I, Using Section I. Federal form 1040x Using the income tax regulations, Using the income tax regulations. Federal form 1040x Original issue discount (OID), Original issue discount (OID). Federal form 1040x Owners of OID debt instruments, information for, Information for Owners of OID Debt Instruments P Premium, Premium. Federal form 1040x Publications (see Tax help) Q Qualified stated interest, Qualified stated interest. Federal form 1040x R REMIC and CDO information reporting requirements, REMIC and CDO information reporting requirements. Federal form 1040x S Section I, Section I. Federal form 1040x Section II, Section II. Federal form 1040x Section III, Section III. Federal form 1040x Short-term obligations redeemed at maturity, Short-Term Obligations Redeemed at Maturity Stated redemption price at maturity, Stated redemption price at maturity. Federal form 1040x Stripped bonds and coupons, figuring OID, Figuring OID on Stripped Bonds and Coupons Suggestions, Comments and, Comments and suggestions. Federal form 1040x T Tax help, How To Get Tax Help Y Yield to maturity, Yield to maturity (YTM). Federal form 1040x , Yield to maturity (YTM). Federal form 1040x Prev  Up     Home   More Online Publications