Publication 3823 (Rev. 9 2014) P3823

User Manual: 3823

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2014

For

Authorized

IRS e-file

Providers

Publication 3823 (Rev. 9-2014) Catalog number 32077F Department of the Treasury Internal Revenue Service www.irs.gov

Employment Tax

e-file

System

Implementation and User Guide

2014

Publication 3823

INTERNAL REVENUE SERVICE

ELECTRONIC TAX ADMINISTRATION

THE IRS MISSION

Provide America’s taxpayers top quality service by helping them understand and meet

their tax responsibilities, and by applying the tax law with integrity and fairness to all.

TABLE OF CONTENTS

THE IRS MISSION ......................................................................................................................... I

TABLE OF CONTENTS ................................................................................................................ II

LIST OF FIGURES ...................................................................................................................... IV

LIST OF TABLES .......................................................................................................................... V

1.0 INTRODUCTION TO 94X EMPLOYMENT TAX E-FILE SYSTEM .........................1

1.1 Publication Upgrades ...............................................................................................2

1.2 Communications ......................................................................................................2

1.3 Transition Operations ...............................................................................................3

2.0 94X E-FILE PROGRAM ADMINISTRATION ..................................................................4

2.1 Legal and Administrative Guidelines ....................................................................4

2.2 Participation in 94x e-file and OnLine e-Filer Programs .....................................4

2.2.1 94x e-file Program Method ........................................................................4

2.2.2 94x OnLine e-Filer Program Method.........................................................5

2.3 Who Can Participate in 94x Programs .......................................................................5

2.3.1 94x Aggregate Return e-Filer Participants ..................................................5

2.3.2 94x OnLine e-Filer Participants ................................................................6

2.3.3 Authorized Signer of the Business Entity .................................................6

2.3.4 Acceptable Contact(s) for 94x as IRS Authorized Signer ........................7

2.3.5 PIN Registration Processing Rules ..........................................................10

2.3.6 Rules for 94x OnLine e-Filers ..................................................................10

2.4 94x e-file and 94x OnLine e-Filer Program Customer Roles ........................... 11

2.4.1 Software Developers .................................................................................. 11

2.4.2 Transmitters .............................................................................................. 11

2.4.3 Reporting Agents ....................................................................................... 11

2.4.4 Electronic Return Originators (EROs) ................................................... 11

2.4.5 94x OnLine Filing Provider .....................................................................12

2.4.6 94x OnLine e-Filer ....................................................................................12

2.5 Responsibilities of 94x Electronic Filers .................................................................13

2.5.1 General .......................................................................................................13

2.5.2 Requirements for Electronic Filing of Forms 940/941/944 .................13

2.5.3 Penalty for Failure to Timely File a Return ................................................15

2.5.4 Authorized Signer and Userid/Password Responsibilities ............................15

3.0 IRS E-FILE APPLICATION AND 94X PIN REGISTRATION .........................................16

3.1 E-File Application for Participation in the IRS e-file Program .............................17

3.1.2 Reporting Agent IRS e-file Application Process Requirements ...........17

3.1.3 Revising the Agent’s List ...........................................................................18

3.1.4 Software Developer IRS e-file Applications ..............................................18

3.1.5 Due Dates for Software Developer IRS e-file Applications .....................18

3.1.6 Transmitter IRS e-file Application ............................................................18

iii

3.2 94x OnLine e-Filer PIN Registration Process (Authorized Signer) ............................19

3.2.1 Compromised 94x OnLine e-Filer PIN and Other Issues ...................20

3.2.2 Authorized Signer Changes ....................................................................20

3.3 Communications Testing Procedures ....................................................................21

3.4 Assurance Testing Procedures ...............................................................................21

3.4.1 Assurance Testing Requirements .............................................................21

3.4.2 Pre-Validation of XML Data ......................................................................22

3.4.3 Test Transmissions .....................................................................................22

4.0 IRS E-FILE APPLICATION AND 94X PIN REGISTRATION ...........................................22

4.1 Acceptance into IRS e-file .......................................................................................23

4.2 IRS e-file Application and 94x PIN Registration – Rejection .................................24

5.0 XML SCHEMA AND VERSION CONTROL ....................................................................25

5.1 Schema Conventions ..................................................................................................25

5.2 Schema Location ........................................................................................................25

5.3 Version Control ..........................................................................................................25

6.0 BUILDING XML TRANSMISSION FILES .....................................................................26

6.1 A Guide to Creating PIN Registration Transmission Files ....................................49

7.0 VALIDATION CRITERIA – BUSINESS RULES & ERROR CONDITIONS ......................65

7.1 Business Rule & Error Condition Matrix ..............................................................65

8.0 ACKNOWLEDGEMENT FILES .......................................................................................79

8.1 A Guide to Creating 94x Acknowledgement Files ................................................79

8.2 Acknowledgement File Construction ....................................................................79

APPENDIX A FORMS & SCHEDULES ACCEPTED ELECTRONICALLY ..........................92

APPENDIX B NAME CONTROL CONVENTIONS ...........................................................95

APPENDIX C STREET ABBREVIATIONS .........................................................................106

APPENDIX D POSTAL SERVICE STATE ABBREVIATIONS & ZIP CODE

RANGES .........................................................................................................................109

APPENDIX E GLOSSARY OF TERMS ............................................................................... 113

APPENDIX F 94X XML SCHEMA SAMPLES .................................................................. 115

LIST OF FIGURES

Figure 6-1 Open xsd schema and Generate Sample File ...............................................................28

Figure 6-2 Open xsd schema and Generate Sample File ...............................................................29

Figure 6-3 Select a Root Element – Origin Headers ......................................................................31

Figure 6-4 Select a Root Element – Return Data ...........................................................................35

Figure 6-5 Open Message/efile Message – DTD/Schema – Generate Sample XML file .............50

Figure 6-6 Select a Root Element–Origin Header .........................................................................51

Figure 6-7 Select a Root Element – Origin Headers ......................................................................53

Figure 6-8 Select a Root Element – Find Data ..............................................................................57

Figure 8-1 Open Message/efile Message – DTD/Schema – Generate Sample XML File .......80

Figure 8-2 Select a Root Element – Acknowledgement Action ................................................81

Figure 8-3 Generate Sample XML File – Attributes and Elements ........................................81

LIST OF TABLES

Table 3-1. Reference Revenue Procedures for Other Applications .........................................16

Table 3-2. Due Dates for Software Developer Applications .........................................................18

Table 3-3 Test File Due Date for Each Filing Quarter ..............................................................21

Table 4.1 Identification Items by Type ..........................................................................................23

Table 7-2 Business Rule and Error Condition Matrix ...................................................................65

1.0 INTRODUCTION TO 94X EMPLOYMENT TAX E-FILE SYSTEM

The Employment Tax e-file System is used to receive and process 94x (944, 941 and 940)

Family of Tax Returns electronically. Participants must apply to participate.

All approved 94x

e-file

participants must comply with the provisions of this publication and all

other applicable revenue procedures, publications and notices governing IRS

e-file

Employers are responsible to ensure that their tax returns are filed timely and deposits and

payments are made when due, even if the employer contracts with a third party. The employer

remains liable if the third party fails to perform a required action.

Publication 3823 provides the 94x

e-file

Program Criteria, and Legal and Administrative

Guidelines for filing 94x

e-file

returns.

Publication 3823 contains the Form 94x electronic filing instructions, procedural guidelines

and validation criteria for the Employment Tax

e-file

System. Form 94x returns received

through this system must be transmitted in an eXtensible Mark-up Language (XML) format.

Publication 3823 is available electronically at www.irs.gov on the 94x XML Developers’

Forum web page. Simply search under the 94x XML Developer’ Forum – Employment Tax

e-file System.

2014 Accepted Forms, Schedules, and Attachments

 Form 941

 Form 941PR

 Form 941SS

 Form 940

 Form 940PR

 Form 944

 Form 941 Schedule B

 Form 941PR Anexo B

 Schedule D (Form 941)

 Schedule R (Form 941) and (Form 940)

 Schedule A (Form 940)

 PIN Registration

 Payment Record

Formatted 94x XML return files will be transmitted electronically via the IRS Electronic

Management System (EMS), located at the Enterprise Computing Center in Memphis, Tennessee

(ECC-MEM).

Formatted 94x PIN Registration files will be transmitted electronically via EMS at ECC-MEM .

NOTE: Amended Returns (Forms 940, 941-X and 944-X) are not accepted electronically.

2014 Payment Options

The Employment Tax

e-file

System provides convenient, safe, and secure methods for paying

taxes for IRS

e-file

participants as follows:

 Authorize an Electronic Funds Withdrawal (EFW),

 Authorize use of a credit or debit card

 Enroll in the U.S. Treasury’s Electronic Federal Tax Payment System (EFTPS)®.

The EFW and EFTPS options are free!

For additional information research under e-file payment options on the IRS web site at

www.irs.gov

1.1 Publication Upgrades

If information in this publication changes between its’ annual revision, change page(s) will be

issued. Any information that is changed, added, or deleted in this publication will be posted to

the IRS Web Site, under the 94x XML Developers’ Forum – Employment Tax e-file System,

and will be communicated to current and potential partners via the communications method

outlined below.

1.2 Communications

The following communication vehicle will be used to distribute information and updates to

Employment Tax

e-file

System Partners:

 QuickAlerts – The Quick Alerts system allows IRS

e-file

Software Developers, Reporting

Agents, Electronic Return Originators (EROs) and Transmitters to receive important news

and information about the IRS

e-file

programs, urgent messages and information from the

IRS

e-file

Submission Processing and Computing Centers, and notices of upcoming seminars

and conferences. Quick Alerts lets you decide how you want to receive your messages (e.g.,

fax, e-mail, phone, cell phone). You must sign up to gain access through the IRS Web Site at

www.irs.gov Search for Subscribe to Quick Alerts.

1.3 Transition Operations

The Employment Tax e-file System was designed to replace all previous electronic filing options

available for returns in the 940, 941 and 944 programs.

Employment Tax Returns can now be filed through the Modernized e-File (MeF) System. MeF

will accept Forms 940, 940-PR, 941, 941-PR, 941-SS, 943, 943-PR, 944, and 945.

The following MeF publications are available for the 94x MeF program and are found on the

MeF User Guides and Publications page on IRS.gov: Publication 4163, MeF Information for

Authorized e-Filed Providers for Business Returns, Publication 4164, MeF Guide for Software

Developers and Transmitter, Publication 5078, MeF Test Package and the MeF Submission

Composition Guide.

2.0 94X E-FILE PROGRAM ADMINISTRATION

2.1 Legal and Administrative Guidelines

All Employment Tax e-file System participants must adhere to all rules and regulations as set

forth in the following documents, as applicable:

 Publication 3823, Employment Tax

e-file

System Implementation and User Guide

 Publication 15 (Circular E),

Employer’s Tax Guide

 Revenue Procedure 2007-40, Authorized IRS e-file Provider Responsibilities (This

Revenue Procedure combines the rules governing IRS

e-file

)

 Publication 3112,

IRS e-file Application and Participation

 Revenue Procedure 2012-32,

Requirements for Completing and Submitting Form

8655, Reporting Agent Authorization

 Publication 1474,

Technical Specification Guide for Reporting Agent Authorization

and Federal Tax Depositors

These revenue procedures and publications provide legal and administrative guidelines for

participation in the 94x

e-file and 94x OnLine

e-Filer Programs. Additional responsibilities

and guidelines may be provided in postings to the IRS web site at www.irs.gov . Click on

Businesses then click the Employment Taxes link.

When the guidance provided in this Publication 3823 differs from procedures outlined in the

above referenced revenue procedures follow this publication as your guide.

2.2 Participation in 94x e-file and OnLine e-Filer Programs

Two Methods of e-Filing 94x Returns

There are only two methods to electronically file 94x Family of Tax Returns. All employers

with a 94x filing requirement who choose to file electronic 94x returns must apply. To

participate in either the 94x

e-file

Program or the 94x OnLine e-Filer Program, follow one of the

two methods below:

2.2.1 94x e-file Program Method

Become a Reporting Agent, and receive a 5 digit PIN to sign 94x e-file returns transmitted via

the Employment Tax e-file System. Potential e-file participants that use the 94x e-file Program

select the Reporting Agent provider option on their IRS e-file Application. Applications can be

completed on-line after first registering for e-Services.

Authorized Reporting Agents prepare, sign and e-file all 94x Family of Returns for

his/her clients. For complete guidelines refer to Publication 3112 and Revenue Procedure 2007-

40.

2.2.2 94x OnLine e-Filer Program Method

Become a 94x OnLine e-Filer, also known as the IRS Authorized Signer and sign using a 10

digit PIN to e-file your own 94x Family of Returns.

2.3 Who Can Participate in 94x Programs

Businesses and organizations that have employees and a liability to file employment and

unemployment tax returns and a desire to file returns electronically, can apply to participate in

IRS e-file.

NOTE:

94x Legacy will no longer accept testing for new software developers to e-file

returns. This will not affect current software developers for 94x Legacy testing.

New software developers are to use Modernized e-File (MeF) when testing.

2.3.1 94x Aggregate Return e-Filer Participants

Agents approved by the Internal Revenue Service to file Schedule R (Form 941 and 940),

Allocation Schedule for Aggregate Form 941/940 filers are defined by Section 3504 of the

Internal Revenue Code. The general procedures for designating an agent and reporting and

filing as an agent are set forth in Rev. Proc 70-6, 1970-1C.B. 420.

The Schedule R (Form 941 and 940) is filed electronically via the Employment Tax e-file

System. To be eligible to file the Schedule R (Form 941 and 940) the Form 2678,

Employer/Payer Appointment of Agent, is required to be mailed to the applicable address listed

on the instructions for approval before the Schedule R (Form 941 and 940) can be filed.

Once the application for Form 2678 has been approved the agent must file one 941 and 940

return for each tax period, using the agent’s own Employer Identification Number (EIN)

regardless of the number of employers for whom the agent acts. The agent must maintain

records that will disclose the full wages paid for each of his clients, as reported on the Schedule

An Agent may:

 Elect to perform all of the agent tasks himself, or

 Enter a contract with a third party, such as a Reporting Agent or certified public

accountant.

All agents, employers, and payers are liable for filing all returns and making all tax deposits and

payments while the Form 2678 appointment is in effect.

To file the Schedule R (Form 941 and 940) Aggregate return electronically, the approved agent

must decide which of the following Customer Roles to use to sign and transmit the return:

 Apply to become a Reporting Agent and use the 5-digit PIN to sign e-file returns for your

clients

 Apply for a 94x On-line 10 digit PIN, used to sign your own returns.

The agent can choose from the Authorized IRS e-File Provider options listed in Section 2.4,

Customer Roles and Responsibilities.

2.3.2 94x OnLine e-Filer Participants

Employers that want to sign and file their own 94x family of returns electronically must

complete the 94x PIN Registration Process to become a participant in the 94x OnLine e-Filer

Program

Use IRS Approved Commercial-Off-the-Shelf (COTS) software to complete the 94x On-Line

PIN Registration Process. IRS Approved (COTS) software is made available through an

Authorized IRS Online Filing Provider who provides software that can be downloaded from

an Internet site and prepared Off-line, or through an Online Internet site.

Once the PIN Registration is completed and approved, the applicant will become a 94x OnLine

e-Filer Participant also referred to as the IRS Authorized Signer.

The IRS Authorized Signer will receive a 10 digit PIN used to sign electronically filed 94x

returns through the IRS Approved COTS software through a designated Transmitter that will

batch, bundle, and transmit files to the IRS.

The designated Third Party Transmitter sends the returns to the Service for processing via

Employment Tax

e-file

System.

Complete guidelines are referenced in Publication 3823, under Section 2.4, 94x e-file and 94x

OnLine e-Filer Customer Roles.

2.3.3 Authorized Signer of the Business Entity

The signature provisions for electronically filed Forms 94x (944, 941 and 940) are defined in this

section. Employers with a 94x filing requirement must decide how to file electronic returns and

who will be the authorized signer of the return. Only a Principal for the business or organization

can apply to become the IRS Authorized Signer and participate in the 94x OnLine e-Filer

Program.

This method is not acceptable for tax professionals. Form 8655 Reporting Agent Authorization,

gives the tax professional authority to sign the client’s return with their Reporting Agent’s 5 digit

PIN, NOT the OnLine e-filer’s assigned 10 digit PIN. The OnLine e-filer’s 10 digit PIN is not to

be shared; therefore, if the tax professional enters the client’s 10 digit PIN on their behalf, they

are doing so without a signed authorization.

The Authorized Signer acts for the entity in legal and/or tax matters and is held liable for filing

all 94x returns and making all 94x tax deposits and payments, adhering to all rules and

regulations as set forth in this Publication 3823, Publication 15 (Circular E), Employer’s Tax

Guide and Revenue Procedures 2007-40.

An Authorized signer of the Business Entity must complete the 94x OnLine PIN Registration

Process 45 days in advance of the return due date, to allow time to timely file returns as required.

2.3.4 Acceptable Contact(s) for 94x as IRS Authorized Signer

The IRS Authorized Signer for Forms 94x (944, 941, 944) should be a Principal for the

business or organization represented, as follows:

If 94x Filing Requirement and Type of Return is:

Then Acceptable

Contact(s) as IRS

Authorized

Signer for 94x e-

file returns is:

Form 1065/Form 1065B (Partnership Returns)

Partner with 5% or more interest in a partnership or person authorized to act in legal and or

tax matters (Forms 1065/1065B)

Partner LLC

Member Limited

Partner General

Partner Member

President

Manager

Managing Member

Owner (See Form

1065 instructions)

Tax Matter Partner

(TMP) (See Form

1065 instructions)

Form 1120 ( Family of Returns)

(Corporate Returns)

President

Vice President

Treasurer

Assistant Treasurer

Tax Officer

Chief Accounting

Officer (CAO)

Chief Executive

Officer (CEO)

Chief Financial

Officer (CFO)

Chief Operating

Officer

Corporate

Treasurer

Corporate

Secretary/Secretary

Secretary

Treasurer

Member

* Any Corporate

Officer

Form 990 (Family of Returns)

(Exempt Organization Returns)

Chief Executive

Officer (CEO)

President

Vice President

Treasurer

Assistant Treasurer

Tax Officer

Chief Accounting

Officer

Receiver

Chief Operating

Officer

Trustee

Chief Financial

Officer

Executive

Director/Director

Chairman

Executive

Administrator/

Administrator

*Any Corporate

Officer

Leader of a

religious

organization

(Pastor, assistant

to religious

leader, Reverend,

Priest, Minister,

Rabbi, etc.)

(Church Only)

Chairman

Secretary

Director of

Taxation

Director of

Personnel

Form 1041 (Estates and Trusts Tax Returns)

Administrator

Executor

Trustee

Fiduciary (See

Form 1041

instructions)

Form 941

Owner

Sole Proprietor

Fiduciary (Form

941 instructions)

Forms 1040 Schedule C and Schedule SE

(Sole Proprietor for a Sole proprietorship)

Sole

Proprietor/Owner

Sole Member

Member

* Anyone that is legally authorized to act for or bind the organization.

NOTE:

If dual titles are present and one of them appears on the above matrix, the

application should be accepted.

2.3.5 PIN Registration Processing Rules

The IRS will send the PIN to the IRS Authorized Signer via U.S. Mail within 7 – 10 days, after

the PIN Registration Process is completed. Allow 45 days for the PIN Registration Process to

complete.

IRS can not activate the PIN until the signed Statement of Receipt has been returned back,

acknowledging that the PIN was received by the signer of the PIN Registration. The statement of

Receipt should be returned within 10 days.

The Service has prescribed in Publication 3823 (94x electronic filing instructions) that an

electronically filed Form 94x is signed by the entry of the IRS Authorized Signer’s PIN. The

IRS Authorized Signer is allowed to electronically file the 94x Family of Returns designated on

the 94x PIN Registration Record, through a designated Transmitter that will batch, bundle, and

transmit files to the IRS.

2.3.6 Rules for 94x OnLine e-Filers

Adhere to IRS provided host of information on the services of Authorized IRS e-file Providers

and IRS e-file products available to assist in making e-file decisions.

IRS Approved COTS software should only be used by the IRS Authorized Signer referenced on

the PIN Registration, as the business signer.

94x OnLine e-Filers cannot send returns directly to the Service therefore must determine what

types of services are needed by their business.

Review the 94x e-file Program Customer Roles referenced below in Section 2.4., for information

on the services of other Authorized IRS e-file Providers that may be needed, when ready to file

returns electronically.

Approved 94x OnLine e-Filers are only allowed submission of 5 returns a year, using the IRS

Approved COTS software.

Approved 94x OnLine e-Filers can not file bulk returns or e-file returns for other businesses.

Review the additional governing rules and regulations for information you need to know,

regarding the roles and responsibilities of Authorized IRS e-file Providers:

 Revenue Procedure 2007-40,

Authorized IRS e-file Provider Responsibilities

 Publication 3112, IRS e-file Application and Participation

2.4 94x e-file and 94x OnLine e-Filer Program Customer Roles

2.4.1 Software Developers

A Software Developer develops software for the purposes of formatting electronic return

information according to publications issued by the IRS that set forth electronic return

specifications and record layouts or tax returns.

2.4.2 Transmitters

A Transmitter is a firm, organization, or individual that receives returns and 94x PIN

Registrations electronically, from clients, reformats the data (if necessary), batches them with

returns or electronic 94x PIN Registrations from other clients, and then transmits the data to the

IRS. A Transmitter does not have signature authority for the taxpayers that it services.

Transmitters are identified with an Electronic Transmitter Identification Number (ETIN).

2.4.3 Reporting Agents

A Reporting Agent is an accounting service, franchiser, bank, or other entity that complies with

Rev. Proc. 2012-32, IRB 2012-34, and is authorized to prepare and electronically file Forms 940,

941, and 944 for a taxpayer. Reporting Agents sign all of the electronic returns they file with a 5-

digit PIN signature. The Reporting Agent PIN is issued through the IRS

e-file

Application

Process as a result of selecting Reporting Agent as a provider option on the application.

Reporting Agents may transmit their own returns, or may use the services of a third party

transmitter.

2.4.4 Electronic Return Originators (EROs)

An Electronic Return Originator (ERO) is any entity that "originates" the electronic submission

of tax returns to the IRS. The ERO is identified by an Electronic Filing Identification Number

(EFIN). An ERO does not originate its own employment tax returns (Form 94x family); a third

party provider must be used for this purpose.

An ERO does not have signature authority and should not be issued a PIN to sign an OnLine

Employment Tax Return as the signer for the employer. If the ERO applied for multiple roles,

indicating on his IRS e-File Application that he wants to be a Reporting Agent then and only

then will he be granted signature authority for the client and tax periods referenced on his Form

8655 submitted to IRS for processing.

2.4.5 94x OnLine Filing Provider

A 94x OnLine Filing Provider allows taxpayers to self-prepare returns by entering return data

directly into commercially available IRS approved software. This software can be downloaded

from an Internet site and prepared Off-line, or through an On-line Internet site.

2.4.6 94x OnLine e-Filer

The employer’s authorized signer must apply to become a 94x OnLine e-Filer. Once approved,

he must sign the returns using the 10 digit PIN received from the Service. The PIN should not be

disclosed to anyone. PINs are confidential.

The 94x OnLine e-Filer is an Authorized Signer that electronically files Forms 94x for his

business through a designated Transmitter that will batch, bundle, and transmit files to the IRS,

using IRS Approved Commercial Off-the-Shelf (COTS) software.

2.5 Responsibilities of 94x Electronic Filers

All IRS e-file participants must adhere to the electronic filing requirements set forth in Revenue

Procedure 2007-40, Authorized IRS e-file Provider Responsibilities, as applicable. Additionally,

adhering to the guidelines referenced in this Publication 3823 and other published resources

referenced in Section 2.1, Legal and Administrative Guidelines, are required. This section

provides specific responsibilities of the 94x electronic filers.

2.5.1 General

94x OnLine e-Filers and Reporting Agents, as applicable, must retain the following material

for four years after the due date of the return, unless otherwise notified by the IRS:

 a complete copy of the electronically filed Forms 940/941/944

 a copy of the Service’s acknowledgement of receipt of the return

 a copy of each Form 8655, Reporting Agent Authorization

An Authorized IRS

e-file

Provider that is a Reporting Agent or Transmitter, as applicable,

must:

 Provide the taxpayer a copy of the taxpayer’s electronically filed Forms 940/941/944 (this

information may be provided on a replica of an official form or in any other format that

provides all of the return information and references the line numbers of the official form);

 Advise the taxpayer to retain a copy of the return and any supporting material;

 Inform the taxpayer of the Submission Processing Campus that processes the taxpayer’s

returns;

 Provide the taxpayer, upon request, with the date the return was transmitted to the Service

and the date the Service acknowledged receipt of the taxpayer’s return.

2.5.2 Requirements for Electronic Filing of Forms 940/941/944

94x OnLine e-Filers and Reporting Agents must ensure that current electronic Forms

940/941/944 are filed on or before the due date of the return.

An electronic filer that is a Transmitter must ensure that electronic Forms 940/941/944 are

transmitted to the Service by the later of:

 Three days after receipt of the return

 Or, the due date of the return without regard to extensions

The due dates prescribed for filing paper Forms 940/941/944 with the Service also apply to

returns filed under the Form 940/941/944 e-file Programs, as follows:

Forms 940/944 are due on January 31st

following the year for which the return is

made.

Form 940/944 for which all tax deposits were

made when due for the period may be filed by

the 10th day of the month following the due

date.

Note: When filing Forms 940 and 944

electronically, you may only file a current

year return.

Forms 941 are due on or before the last day of

the first calendar month following the period

for which the return is made.

Form 941 for which all tax deposits were made

when due for the quarter may be filed by the

10th day of the month following the due date.

Note: When filing Form 941 electronically,

you may only file the current quarter and

the previous four quarters.

An Accepted Return

An electronically filed return is not considered filed until it has been acknowledged as accepted

for processing by the Service. If an electronically filed return is transmitted to the Service on or

before the due date, the return will be deemed timely.

A Rejected Return

An electronic transmission that causes a processing interruption may not be accepted. A

Reporting Agent will be asked to resubmit the return(s). If the transmission is acknowledged as

rejected by the Service, the Reporting Agent should correct the error(s) and retransmit the

return(s) on the same calendar day. If the Reporting Agent chooses not to have the previously

rejected returns retransmitted, or if the return still cannot be accepted for processing, a paper

return must be filed by the later of: (1) the due date of the return; or (2) within five calendar days

of the rejection or notice that the return cannot be retransmitted, with an explanation of why the

return is being filed after the due date.

If a processing interruption occurs due to an electronic transmission, and the Transmitter cannot

promptly correct any transmission error that cause the electronic transmission to reject, then the

Transmitter must take reasonable steps within 24 hours of receiving the rejection to inform the

94x OnLine e-Filer that the return has not been filed. When the Transmitter advises the 94x

OnLine e-Filer that the return has not been filed, the Transmitter must provide the 94x OnLine e-

Filer with the reject code(s), and the sequence number of each reject code(s).

If the 94x OnLine e-Filer chooses not to have the electronic portion of the return corrected and

transmitted to the Service, or if the electronic portion of the return cannot be accepted for

processing by the Service, the 94x On-Line e-Filer must file a paper return by the later of: (1) the

due date of the return; or (2) within five calendar days of the rejection or notice that the return

cannot be retransmitted, with an explanation of why the return is being filed after the due date.

Acknowledgement File

Within two days of the transmission, a Transmitter must retrieve the acknowledgement file in

which the Service states whether it accepts or rejects the returns; match the acknowledgement

file to the original transmission file and send the 94x OnLine e-Filer either an acceptance notice

or a rejection notice. If the Transmitter does not receive an acknowledgement of acceptance

within two work days of the transmission or receives an acknowledgement for a return that was

not transmitted on the designated transmission, the Transmitter should immediately contact the

IRS e-help Desk at 1 (866) 255-0654.

Software Developer

A Software Developer must promptly correct any software errors that may cause, or causes, an

electronic return to be rejected; promptly distribute any such software correction(s); and, ensure

any software package that will be used to transmit returns from multiple Electronic Filers that are

Reporting Agents has the capability of combining these returns into one Service transmission

file.

2.5.3 Penalty for Failure to Timely File a Return

Section 6651(a)(1) of the Internal Revenue Code provides that for each month (or part thereof) a

return is not filed when required, there is a penalty of 5 percent of the unpaid tax not to exceed

25 percent, absent reasonable cause. A taxpayer does not establish reasonable cause simply by

engaging a competent Electronic Filer to file the taxpayer’s return. However, if the Electronic

Filer has reasonable cause under Section 6651(a) for failing to file the taxpayer’s return, the

taxpayer will also have reasonable cause for that failure, and the failure-to-file penalty will be

abated.

2.5.4 Authorized Signer and Userid/Password Responsibilities

2.5.4.1 94x Signature Requirements

This publication provides complete guidelines and program criteria for employers who are

allowed to file his returns through the Employment Tax

e-file

System. All 94x returns must be

signed electronically.

There are two Authorized Signer options available to Employment Tax

e-file

System

participants, as follows:

Option 1 - Reporting Agent PIN

Reporting Agents are issued a 5 Digit PIN to sign 94x returns for their clients. Reporting Agents

sign all of the electronic returns they file with a single 5-digit PIN signature. Reporting Agents

are issued their 5-digit PIN through the Third Party Data Store (TPDS) during the

e-file

application process, as a result of selecting Reporting Agent as a provider option.

*Note Special Option for Electronic Return Originator (ERO):

If the ERO applied for multiple roles, indicating on his IRS

e-file

Application that he

wants to be a Reporting Agent then and only then will he be granted signature authority

for the client and tax periods referenced on his Form 8655, submitted for processing.

An ERO that applied, using Form 8655, to become a Reporting Agent, will receive an

IRS issued Reporting Agent 5-digit PIN, once the application is processed. This PIN is

used by the ERO/RA to sign returns for his clients.

Option 2 - 94x OnLine e-Filer PIN

94x OnLine e-Filer (Authorized Signer) is issued a 10 Digit PIN to sign his/her own 94x

returns On-Line. The Authorized Signer must sign their own returns via the approved software

and should not disclose the PIN to anyone. PINs are confidential.

Employers who want to sign and file their own Forms 94x, electronically, must complete the 94x

PIN Registration Process, as an Authorized Signer for their business or organization. For

details, see Section 2.3 under

Authorized Signer should be a Principal for the business or

organization

The 10-digit PIN is issued by the Electronic Management System (EMS) Customer Data Base

(CDB) to the IRS Authorized Signer to sign the 94x returns, once the approval process is

completed.

3.0 IRS E-FILE APPLICATION AND 94X PIN REGISTRATION

Application Issue

An IRS

e-file

Application may not be used to include a request to make FTD payments and

submit FTD information to the Service electronically. Instead, an Applicant interested in

participating in these programs should submit the appropriate Application in accordance with the

following revenue procedure:

Table 3-1. Reference Revenue Procedures for Other Applications

Rev. Proc.

Subject

97-33

Electronic transmission of FTDs

3.1 E-File Application for Participation in the IRS e-file Program

Prospective participants must complete and submit an IRS e-file application to participate in the

IRS e-file Program. Complete the IRS

e-file

application on-line after registering for e-Services

on the IRS web site at www.irs.gov. Additional guidance can be found in Publication 3112,

IRS e-file Application and Participation

which can also be downloaded on the IRS web site.

Follow the instructions provided in Publication 3112 to complete your application.

NOTE:

94x Legacy will no longer accept testing for new software developers to e-file

returns. This will not affect current software developers for 94x Legacy testing.

3.1.2 Reporting Agent IRS e-file Application Process Requirements

Special Note:

Reporting Agents must adhere to the following:

 Revenue Procedure 2012-32

, Requirements for Completing and Submitting Form

8655, Reporting Agent Authorization

 Publication 1474

, Technical Specification Guide for Reporting Agent Authorization

and Federal Tax Depositors

Reporting Agents must:

 Submit an Agent’s List containing the names, EINs, and addresses of the taxpayers for whom

they will file returns. Publication 1474 page 13 Exhibit 2 shows how to create an agent list.

 Submit an authorization made on Form 8655,

Reporting Agent Authorization

with a

revision date of May 2005 or later (or its equivalent), for each taxpayer included on the

Agent’s List. For instructions on preparing Form 8655, see Rev. Proc. 2012-32.

NOTE: A revised Authorization is not required to replace an Authorization that was

previously submitted to the Service, provided that the Authorization in place gives the

Reporting Agent authority to file the return on behalf of the client and places no

restrictions on the medium for filing Forms 940/941/944, and the Reporting Agent.

 Advise his or her client that their Forms 940/941/944 may be filed electronically, and

provides the client with the option of rejecting electronic filing as the medium for filing its

Forms 940/941/944. An Agent may use the most efficient and timely method of clearly

providing this notification to a client. A client’s rejection of electronic filing for its Forms

940/941/944 must be submitted in writing to the Agent.

 Remove immediately any client that objects to having the Forms 940/941/944 filed

electronically from the Reporting Agent’s electronic filing client base.

3.1.3 Revising the Agent’s List

After a Reporting Agent is notified that the application for electronic filing has been approved,

the Agent may want to add and delete taxpayers from the Agent’s List.

To add taxpayers, the Agent must submit the added names and EINs (Add List) and

authorization for each taxpayer added. The Service must validate the Add List and return it to the

Agent before the Agent can electronically file returns for these taxpayers. The Service will

generally validate and mail the Add List to the Agent within 10 business days of receiving the

Add List.

To delete taxpayers, the Agent must submit a list of those taxpayers to be deleted (Delete List)

and, if known, a short statement indicating which taxpayers will not remain in business.

NOTE: See Publication 1774 Technical Specification Guide for Reporting Agent Authorization

and Federal Tax Depositors for complete instructions on submitting additions and deletions.

3.1.4 Software Developer IRS e-file Applications

An IRS e-file Application for a Software Developer must also contain the following:

 The brand name of the software translation package, or the development name if no brand

name exists

 Whether the software is stand-alone or interfaces with a named payroll package

3.1.5 Due Dates for Software Developer IRS e-file Applications

Applications must be received by the following dates in order to be eligible to file for the

specified quarter:

Table 3-2. Due Dates for Software Developer Applications

Application Due Date

Quarter Ending

December 15

March 31

March 15

June 30

June 15

September 30

September 15

December 31

3.1.6 Transmitter IRS e-file Application

Transmitters must complete the IRS e-file Application to participate in IRS e-file, by first

registering for e-Services on-line.

3.2 94x OnLine e-Filer PIN Registration Process (Authorized Signer)

Special Note:

Employers who want to file for themselves using the 94x On-Line e-file Program must adhere to

the applicable business rules provided in this Publication 3823 and must follow the guidelines

provided in Publication 15

, (Circular E) Employer’s Tax Guide.

To become a 94x OnLine e-Filer participant, the applicant must first complete the electronic

94x PIN Registration Process. The 94x PIN Registration Process is used to request an IRS

issued 10-digit PIN, used by the Authorized Signer to sign the 94x Family of OnLine e-filed

returns.

The Authorized Signer must register for the 94x OnLine e-Filer PIN through an approved

software provider who offers this service to their clients, by completing the 94x PIN Registration

via the Internet, using a personal computer, modem, and IRS Approved Commercial Off-the-

Shelf (COTS) software. The IRS Approved software must be downloaded from an Internet site

and prepared off-line or the software can be used on-line. Prospective 94x OnLine e-Filers must

submit the 94x Registration at least 45 days in advance of the due date of the 94x return to

ensure timely filing of 94x

e-file

returns.

The 94x PIN Registration Process requires the applicant to provide information about the

company and the authorized signer of the 94x family of e-filed returns for IRS records. This

information is used to validate that the signer and PIN used to sign the e-filed return is the same

signer and PIN found in IRS records, provided during the 94x PIN Registration Process. A

prospective 94x OnLine e-Filer will receive an acceptance or rejection status letter regarding

their 94x PIN Registration within 45 days of the Service’s receipt of their completed 94x PIN

Registration.

Once the applicant’s 94x PIN Registration record is completed the Authorized IRS

e-file

Provider will transmit the registration to the IRS to request the 94x OnLine e-Filer PIN. After

the 94x PIN Registration Process has been completed and information has been successfully

processed and approved, the IRS will send the Authorized Signer a 10-digit PIN via U.S. Mail

within 7 – 10 days.

Once the 94x OnLine e-Filer PIN is received by the Authorized Signer, named in the 94x PIN

Registration record, he/she must return the Acknowledgment Receipt. Returning the signed

acknowledgment indicates possession of, and responsibility for the proper use of the 94x OnLine

e-Filer PIN used for signing tax returns (pursuant to § 301.6061-1) filed through the 94x

e-file

Program.

When the Authorized Signer is ready to

e-file

the returns, he/she must manually enter the 94x

OnLine e-Filer PIN signature for each transmission of electronically filed Forms 94x via an

Authorized IRS

e-file

Provider, as referenced in this publication.

3.2.1 Compromised 94x OnLine e-Filer PIN and Other Issues

The Authorized Signer identified on the registration record is responsible for safeguarding the

94x OnLine e-Filer PIN. If the Authorized Signer suspects that the confidentiality of the PIN has

been compromised, the electronic filer must contact the IRS e-help Desk at 1(866) 255-0654

within 24 hours for instructions on how to proceed. The 94x OnLine e-Filer PIN will be

deactivated, and a new 94x OnLine e-Filer PIN will be issued.

The 94x OnLine e-Filer PIN is valid for filing all returns through the Employment Tax

e-file

System. In addition, if the taxpayer decides to use the services of another Authorized IRS

e-file

Provider after they have received their PIN, they DO NOT need to re-register. The PIN

identifies the IRS Authorized Signer, and is not linked to the provider that transmitted the

original registration.

NOTE: At this time, only one 94x OnLine e-Filer PIN can be issued for an Employer

Identification Number.

3.2.2 Authorized Signer Changes

If the Authorized Signer changes, the Electronic Filer or OnLine e-Filer must notify the Service

of the name and title of the new Authorized Signer and request a new 94x OnLine e-Filer PIN no

later than 15 days before the filing of another return.

Notification of the change must be faxed or mailed to the Cincinnati e-help Desk on company

letterhead and signed by the owner, partner or officer of the business. The letter must include the

following:

 EIN for the business

 Business name and address

 The name and title of the person signing the letter must be printed on the letter

 The name of the previous Authorized Signer and the name, title and phone number of the

new Authorized Signer.

After this notification is received, the Service will deactivate the current 94x OnLine e-Filer PIN

and issue a new 94x OnLine e-Filer PIN to the new Authorized Signer.

 Fax number for Cincinnati - 1-877-477-0569

Mailing Address for the Cincinnati e-help Desk:

Internal Revenue Service

Mail Stop 2701G

Cincinnati, OH 45999

3.3 Communications Testing Procedures

Transmitters must complete Communications Testing with the

e-file

system prior to filing live

tax returns, as part of their IRS e-file Application process. Transmitters send information

directly to the Service. IRS will be provided with a telephone number in order to arrange for a

test transmission.

3.4 Assurance Testing Procedures

Note: For complete Assurance Testing Procedures, please search the 94x XML Developers

Forum – Employment Tax

e-file

System web site at www.irs.gov

3.4.1 Assurance Testing Requirements

All Software Developers will be required to complete the Assurance Testing process for each

Software package that they will use with the Employment Tax

e-file

Program. In addition,

Transmitters are required to complete a communications test with the

e-file

system prior to filing

live tax returns through the system.

Transmitters and Software Developers will be provided with a telephone number in order to

arrange for a test transmission.

To electronically file tax returns for a specific quarter, an applicant must complete Assurance

Testing prior to the due date for that quarter’s returns, but no later than the dates shown below in

Table 3-3.

To transmit subsequent test files, contact the e- help Desk. Transmission of a test file does not

constitute the filing of a tax return.

If an Applicant’s test file fails to meet the evaluation criteria, the Applicant must, within 15 days

of the Service’s notification of the failure, transmit a new test file or contact the e-help Desk to

make other arrangements.

Table 3-3 Test File Due Date for Each Filing Quarter

Quarter Ending Date

Test File Due Date

March 31

April 10

June 30

July 10

September 30

October 10

December 31

January 10

3.4.2 Pre-Validation of XML Data

Each developer should develop their own test data. Once the XML Data has been developed, the

developer should use a validating XML parser to determine if their records are valid XML files.

This pre-validation is intended to identify the majority of potential error conditions, and

minimize the chance of receiving error conditions on their test transmission.

3.4.3 Test Transmissions

Once the data has been validated against the 94x XML schemas you are ready to submit a test

transmission. Transmitters and Software Developers should call the e-help Deck at 1-866-255-

0654 in order to arranage a test transmision.

Once the test transmission has been submitted, the file will be processed through the

Employment Tax

e-file

System, and an Acknowledgement will be prepared for each test return

submitted. If errors are identified during processing, an error message will be returned for each

of the conditions identified during validation.

For example:

 Improperly formatted test transmission

 Failure to submit a successful test transmission within one year of the issuance of the test

identification codes.

If a return has no errors, an acceptance Acknowledgement will be received for that return.

4.0 IRS E-FILE APPLICATION AND 94X PIN REGISTRATION

All applicants will be notified of their acceptance or rejection into the Employment Tax e-file

System within 45 days of the receipt of their e-file Application or 94x OnLine PIN Registration.

4.1 Acceptance into IRS e-file

Once accepted, participants will receive the identification items indicated below in Table 4.1.

IRS will issue a software developer questionnaire that must be completed and returned before

approving software. When all of the returns in a test transmission have been accepted and the

transmission has "passed", the e-help Desk will advise the developer that their software has been

approved. The developer may then begin to market their software. IRS will issue software IDs if

the software is being sold to other companies.

The IRS e-help Desk examiner will change the status for the return type that they are testing

from “Testing” to “Production”. Once in production status, an acceptance letter is issued to the

software developer.

If the software developer wants to continue testing with their own test data, they may continue to

test using their software developer ETIN.

Acceptance of a Software Developer establishes only that the test transmission was formatted

properly and could be processed by the Service. It is not an endorsement of the software or of the

quality of the developer’s service. A Software Developer is not entitled to electronically file

Forms 940/941/944 unless a separate application approval as an Authorized IRS

e-file

Provider

has been granted via an IRS

e-file

Application.

NOTE: Software Developers are never moved to production status: If the

e-file

participant is a

Software Developer and Transmitter, they will be assigned two ETIN numbers; one for testing

their software and the other for transmitting live data.

If the Applicant is a Reporting Agent, the Applicant will receive a Validated Agent’s List within

45 days of the Service receiving the Agent’s Application. Failure to use the names and EINs

provided on the Validated Agent’s List might delay processing.

Table 4.1 Identification Items by Type

Identification Item

94x OnLine e-Filer

*(10 digit PIN)

ERO

Reporting

Agent

*(5 digit

PIN)

Transmitter

Software

Developer

Electronic Transmitter

Identification Number (ETIN)

Password

Electronic Filing

Identification Number (EFIN)

*Personal Identification

Number (PIN)

4.2 IRS e-file Application and 94x PIN Registration – Rejection

An IRS

e-file

application and/or 94x PIN Registration may be rejected for any of the following

reasons, as applicable:

 Required information not included on e-file Application or 94x PIN Registration contact

information is invalid. See 2.3.3.1 for Acceptable Contact(s)

 Required attachments missing from e-file Application

 Previous Suspension from an Electronic Filing Program

 Use of an invalid or inactive EIN

5.0 XML SCHEMA AND VERSION CONTROL

5.1 Schema Conventions

The 94x XML Schemas were designed following the format of each of the paper returns they are

designed to replace. XML tag names are closely aligned with the text from those returns, and the

format and content of each of the data elements is defined in the schema. Common data types

have been identified and defined in the schema efiletypes.xsd.

Please refer to guidelines in Section 5.0 for instructions on how to construct a transmission file,

and Section 7.0 for the construction of an acknowledgement file. In addition, Appendix A

provides guidance on valid attachments to each return type.

5.2 Schema Location

The current 94x XML Schemas are posted to the 94x XML Developers’ Forum on the IRS Web

Site, www.irs.gov

Subsequent changes or updates to the schemas will be posted to the Forum, and communicated to

Employment Tax

e-file

Partners.

5.3 Version Control

The current version and future version releases of the 94x XML schemas will be posted to the

94x XML Developers’ Forum. A formal change control process governs changes to the schema,

and any changes will result in a revised version release with an appropriate version number.

6.0 BUILDING XML TRANSMISSION FILES

The current 94x XML Schema Mapping Matrix is posted to the 94x XML Developers’ Forums

at the IRS Web Site, www.irs.gov

NOTE: Amended Returns (Forms 940-X, 941-X and 944-X) are not accepted electronically.

This section describes the procedure to create a “sample” 94x return transmission file with

dummy return data.

Assumptions:

 The 94x XML Schemas Final Release is used as the base schemas for creating the XML data

instances.

 Altova XMLSpy 2010 is used as the tool for creating and validating XML data instances

generated from the aforementioned base schemas.

 All optional fields will be created to illustrate the widest spectrum of data combinations. The

actual definitions of required vs. optional fields can be found in the base schemas.

 All XML data instances generated are kept in the instances subdirectory directly under the

root of the 94x XML schemas package. If placed elsewhere, the xsi:schemaLocation

attributes in all data instances generated need to be modified to reflect the location of the

XML instance relative to other schemas.

Create the transmission file according to the structure outlined below. Please note the following:

 Required MIME content headers are highlighted.

 Line spacing is important. There is a blank line between the end of the MIME content

headers and the beginning of the MIME part content itself. Also, there is a blank line

between the end of the MIME part content and the beginning of the next MIME part

boundary.

 "MIME-Version: 1.0" must appear as the first line of the MIME message header.

 The parameters on the “Content-Type: “line in each MIME part is required and must be in

the order as shown below.

 The sample below uses “MIME94xBoundary” as the value for the MIME boundary but an

actual transmission file can have any transmitter-defined string as the boundary. The same

applies to the Content-Location MIME content header.

The Content-Location: line must match one of the contentLocation attributes referenced in the

OriginManifest of a ReturnOriginHeader, and the corresponding element ContentLocation in

the ReturnData.

MIME-Version: 1.0

Content-Type: Multipart/Related; boundary=MIME94xBoundary; type=text/xml;

X-eFileRoutingCode: 94x

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: Envelope94x

Transmission Envelope

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigID001

First ReturnData

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigID002

Second ReturnData

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigID003

Third ReturnData

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigID004

Fourth ReturnData

--MIME94xBoundary—

Step 1 – Create 94x Return Transmission Envelope

Step 1.1 – Create Transmission Envelope Skeleton

Here is the transmission envelope skeleton template. After filling in the placeholders, it becomes

the SOAP Envelope in the transmission file.

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/ ../message/SOAP.xsd

http://www.irs.gov/efile ../message/efileMessage.xsd">

<SOAP:Header>

Placeholder for TransmissionHeader

</SOAP:Header>

<SOAP:Body>

Placeholder for OriginHeaders

</SOAP:Body>

</SOAP:Envelope>

Step 1.2 – Create Transmission Header

1. Open message/efileMessage.xsd in XML Spy

2. Select DTD/Schema from the main menu.

3. Select Generate sample XML file…

4. Select Generate all elements

5. Specify 2 (or more) repeatable elements

6. Check all options in the following pop-up menu

7. Select with a relative path option

8. Select Use Manually added sample values if available

9. Select TransmissionHeader as root

Figure 6-1 Open xsd schema and Generate Sample File

Figure 6-2 Open xsd schema and Generate Sample File

The TransmissionHeader data structure generate by XMLSpy

<?xml version="1.0" encoding="UTF-8"?>

<TransmissionHeader xsi:schemaLocation="http://www.irs.gov/efile efileMessage.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</Transmitter>

</TransmissionManifest>

</TransmissionHeader>

Step 1.3 – Modify TransmissionHeader data structure

In the TransmissionHeader data structure:

 Remove all attributes in the TransmissionHeader element

 Add efile: in front element name TransmissionHeader

 Edit the data as you see fit.

 Validate the TransmissionHeader data structure

 Click the button on the tool bar or F8

A final for the TransmissionHeader data structure:

<efile:TransmissionHeader>

<TransmissionId>MyUniqueTransHeaderID001</TransmissionId>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

Step 1.4 – Generate OriginHeaders

Repeat Step 1.2 but select OriginHeaders as the root element:

Figure 6-3 Select a Root Element – Origin Headers

The OriginHeaders data structure generate by XMLSpy

<?xml version="1.0" encoding="UTF-8"?>

<OriginHeaders xsi:schemaLocation="http://www.irs.gov/efile efileMessage.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>ReportingAgent</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>LargeTaxPayer</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</OriginHeaders>

Step 1.5 – Modify OriginHeaders data structure

In the OriginHeaders data structure:

1. Remove all attributes in the OriginHeaders elements.

2. Add efile: in front of element tag name OriginHeaders

3. Edit the data as you see fit

4. Validate the TransmissionHeader data structure

a. Click the button on the tool bar or F8

The final of OriginHeaders data structure:

<efile:OriginHeaders>

<OriginId>MyUniqueOrigHeaderID001</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>ReportingAgent</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXXX</ISPNumber>

</ReturnOriginHeader>

<OriginId>MyUniqueOrigHeaderID002</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>ReportingAgent</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXXX</ISPNumber>

</ReturnOriginHeader>

</OriginHeaders>

Step 1.4 – Complete the Transmission Envelope

Complete the Transmission Envelope:

 Plug the TransmissionHeader created in Step 1.3 into the Placeholder for

TransmissionHeader defined in Step 1.1

 Plug the OriginHeaders structure created in Step 1.6 into the Placeholder for

OriginHeaders defined in Step 1.1

 Validate the complete transmission Envelope if necessary

The complete transmission Envelope is shown below:

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/

../message/SOAP.xsd

http://www.irs.gov/efile ../message/efileMessage.xsd">

<SOAP:Header>

<efile:TransmissionHeader>

<TransmissionId>MyUniqueTransHeaderID001</TransmissionId>

<ETIN>XXXXX</ETIN>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

</SOAP:Header>

<SOAP:Body>

<efile:OriginHeaders>

<OriginId>MyUniqueOrigItemID001</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>Originator Type</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXX</ISPNumber>

</ReturnOriginHeader>

<OriginId>MyUniqueOrigItemID002</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>Originator Type</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXX</ISPNumber>

</ReturnOriginHeader>

</efile:OriginHeaders>

</SOAP:Body>

</SOAP:Envelope>

Step 2 – Create ReturnData MIME Parts

Step 2.1 – Create ReturnData

Repeat Step 1.2 with the efile/94x/ReturnData941PR.xsd schema file (or other

ReturnData94x.xsd for other return types). This time select ReturnData as the root element.

Figure 6-4 Select a Root Element – Return Data

You now have an XMLSpy generated XML data structure for ReturnData with all potential

parts in a return.

Step 2.2 – Validate ReturnData

1. Edit the data in ReturnData as you see fit

2. Validate the ReturnData if necessary

a. Clicking on the button on the tool bar or F8

Here is the final OriginHeaders data structure

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigItemID001

<?xml version="1.0" encoding="UTF-8"?>

<ReturnData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\94x\ReturnData940PR.xsd" documentCount="3">

<ContentLocation> MyUniqueOrigItemID001</ContentLocation>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<Address1>Address Name 1</Address1>

<Address2>Address Name 2</Address2>

<State>State Name</State>

</PreparerFirm>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<BusinessNameControl>Business Name Control</BusinessNameControl>

<AddressLine>Address Line</AddressLine>

<State>State Name</State>

</USAddress>

</Business>

<Name>Preparer Name</Name>

<EmailAddress>EmailName@hostname</EmailAddress>

</Preparer>

<Name>Return Signer Name</Name>

<Title>Title</Title>

<EmailAddress>EmailName@hostName</EmailAddress>

</ReturnSigner>

<DesigneeName>Designee Name</DesigneeName>

</ThirdPartyAuthorization>

</ReturnHeader94x>

</ExemptionCategory>

</ExemptWages>

</AdjustmentsToFUTATax>

</IRS940PR>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</CreditReductionGroup>

</IRS940ScheduleA>

</ReturnData>

Step 2.3 – Duplicate ReturnData

 Duplicate the ReturnData structure 3 times to create a sequence of 4 separate ReturnData

structures.

 Edit the data in ReturnData as you see fit.

 Make sure all instances of the attribute contentLocation in the OriginManifest of the

ReturnOriginHeader match one referenced element ContentLocation in each

ReturnData. The ContentLocation must be unique within the transmission file.

 Edit the documentId attribute for each return document in ReturnData. The documentId

must be unique within the return.

Step 3 – Create 94x Return Transmission File

Now that you have the validated Transmission Envelope and the ReturnData MIME parts, you

are ready to put it all together.

The complete 94x return transmission file is shown below in its entirety:

MIME-Version: 1.0

Content-Type: Multipart/Related; boundary=MIME94xBoundary; type=text/xml;

X-eFileRoutingCode: 94x

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: Envelope94x

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/

../message/SOAP.xsd

http://www.irs.gov/efile ../message/efileMessage.xsd">

<SOAP:Header>

<efile:TransmissionHeader>

<TransmissionId>MyUniqueTransHeaderID001</TransmissionId>

<ETIN>XXXXX</ETIN>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

</SOAP:Header>

<SOAP:Body>

<efile:OriginHeaders>

<OriginId>MyUniqueOrigItemID001</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>Originator Type</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXX</ISPNumber>

</ReturnOriginHeader>

<OriginId>MyUniqueOrigItemID002</OriginId>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>Originator Type</Type>

</Originator>

<PIN>XXXXX</PIN>

<ETIN>XXXXX</ETIN>

</ReportingAgentSignature>

<ISPNumber>XXXXX</ISPNumber>

</ReturnOriginHeader>

</efile:OriginHeaders>

</SOAP:Body>

</SOAP:Envelope>

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigItemID001

<?xml version="1.0" encoding="UTF-8"?>

<ReturnData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\94x\ReturnData940PR.xsd" documentCount="3">

<ContentLocation>MyUniqueOrigItemID001</ContentLocation>

<DisasterRelief>DisasterRelief Section</DisasterRelief>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<Address1>Address Name 1</Address1>

<Address2>Address Name 2</Address2>

<State>State Name</State>

</PreparerFirm>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<BusinessNameControl>Business Name Control</BusinessNameControl>

<AddressLine>Address Line</AddressLine>

<State>State Name</State>

</USAddress>

</Business>

<Name>Preparer Name</Name>

<EmailAddress>EmailName@hostname</EmailAddress>

</Preparer>

<Name>Return Signer Name</Name>

<Title>Title</Title>

<EmailAddress>EmailName@hostName</EmailAddress>

</ReturnSigner>

<DesigneeName>Designee Name</DesigneeName>

</ThirdPartyAuthorization>

</ReturnHeader94x>

</ExemptionCategory>

</ExemptWages>

</AdjustmentsToFUTATax>

</IRS940PR>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</CreditReductionGroup>

</IRS940ScheduleA>

</ReturnData>

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigItemID002

<?xml version="1.0" encoding="UTF-8"?>

<ReturnData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\94x\ReturnData940PR.xsd" documentCount="2">

<ContentLocation>MyUniqueOrigItemID002</ContentLocation>

<DisasterRelief>DisasterRelief Note</DisasterRelief>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<Address1>Address Name 1</Address1>

<Address2>Address Name 2</Address2>

<State>State Name</State>

</PreparerFirm>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<BusinessNameControl>Business Name Control</BusinessNameControl>

<AddressLine>Address Line</AddressLine>

<State>State Name</State>

</USAddress>

</Business>

<Name>Preparer Name</Name>

<EmailAddress>EmailName@hostname</EmailAddress>

</Preparer>

<Name>Return Signer Name</Name>

<Title>Title</Title>

<EmailAddress>EmailName@hostName</EmailAddress>

</ReturnSigner>

<DesigneeName>Designee Name</DesigneeName>

</ThirdPartyAuthorization>

</ReturnHeader94x>

<SingleStateCode>XX/SingleStateCode>

</ExemptionCategory>

</ExemptWages>

</IRS940PR>

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigItemID003

<?xml version="1.0" encoding="UTF-8"?>

<ReturnData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\94x\ReturnData940PR.xsd" documentCount="4">

<ContentLocation>MyUniqueOrigItemID003</ContentLocation>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<Address1>Address Name 1</Address1>

<Address2>Address Name 2</Address2>

<State>State Name</State>

</PreparerFirm>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<BusinessNameControl>Business Name Control</BusinessNameControl>

<AddressLine>Address Line</AddressLine>

<State>State Name</State>

</USAddress>

</Business>

<Name>Preparer Name</Name>

<EmailAddress>EmailName@hostname</EmailAddress>

</Preparer>

<Name>Return Signer Name</Name>

<Title>Title</Title>

<EmailAddress>EmailName@hostName</EmailAddress>

</ReturnSigner>

<DesigneeName>Designee Name</DesigneeName>

</ThirdPartyAuthorization>

</ReturnHeader94x>

</ExemptionCategory>

</ExemptWages>

</AdjustmentsToFUTATax>

</IRS940PR>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</CreditReductionGroup>

</IRS940ScheduleA>

<BankAccountNumber>Bank Account Number</BankAccountNumber>

</IRS94xPayment>

</ReturnData>

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUniqueOrigItemID004

<?xml version="1.0" encoding="UTF-8"?>

<ReturnData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\94x\ReturnData940PR.xsd" documentCount="5">

<ContentLocation>MyUniqueOrigItemID004</ContentLocation>

<DisasterRelief>DisasterRelief Section</DisasterRelief>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<Address1>Address Name 1</Address1>

<Address2>Address Name 2</Address2>

<State>State Name</State>

</PreparerFirm>

<BusinessName1>Business Name 1</BusinessName1>

<BusinessName2>Business Name 1</BusinessName2>

<BusinessNameControl>Business Name Control</BusinessNameControl>

<AddressLine>Address Line</AddressLine>

<State>State Name</State>

</USAddress>

</Business>

<Name>Preparer Name</Name>

<EmailAddress>EmailName@hostname</EmailAddress>

</Preparer>

<Name>Return Signer Name</Name>

<Title>Title</Title>

<EmailAddress>EmailName@hostName</EmailAddress>

</ReturnSigner>

<DesigneeName>Designee Name</DesigneeName>

</ThirdPartyAuthorization>

</ReturnHeader94x>

</ExemptionCategory>

</ExemptWages>

</AdjustmentsToFUTATax>

</IRS940PR>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</StateCreditReductionGroup>

</CreditReductionGroup>

</IRS940ScheduleA>

<BankAccountNumber>Bank Account Number</BankAccountNumber>

</IRS94xPayment>

<Explanation>Explanation Section</Explanation>

</GeneralSupportingInformation>

</ReturnData>

--MIME94xBoundary--

6.1 A Guide to Creating PIN Registration Transmission Files

This section describes the procedure for creating a sample PIN Registration transmission file

with dummy data.

Assumptions:

 The 94x XML Schemas Final Release is used as the base schemas for creating the XML data

instances.

 Altova XMLSpy 2010 is used as the tool for creating and validating XML data instances

generated from the aforementioned base schemas.

 All optional fields will be created to illustrate the widest spectrum of data combinations. The

actual definitions of required vs. optional fields can be found in the base schemas.

 All XML data instances generated are kept in the instances subdirectory directly under the

root of the 94x XML schemas package. If placed elsewhere, the xsi:schemaLocation

attributes in all data instances generated need to be modified to reflect the location of the

XML instance relative to other schemas.

Step 1 – Create PIN Registration Transmission Envelope

Step 1.1 – Create Transmission Envelope Skeleton

Here is the transmission envelope skeleton template. After filling in the placeholders, it becomes

the SOAP Envelope in the transmission file.

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/ ./message/SOAP.xsd http://www.irs.gov/efile

../message/efileMessage.xsd">

<SOAP:Header>

Placeholder for TransmissionHeader

</SOAP:Header>

<SOAP:Body>

Placeholder for OriginHeaders

</SOAP:Body>

</SOAP:Envelope>

Step 1.2 – Create TransmissionHeader

1. Open message/efileMessage.xsd in XMLSpy

2. Select DTD/Schema from the main menu.

3. Select Generate sample XML file…

4. Select Generate all elements

5. Specify 2 (or more) repeatable elements

6. Check all options in the following pop-up menu

7. Select with a relative path option

8. Select Use Manually added sample values if available

9. Select TransmissionHeader as root

Figure 6-5 Open Message/efile Message – DTD/Schema – Generate Sample XML file

Figure 6-6 Select a Root Element–Origin Header

Here is sample data structure for the TransmissionHeader.

<?xml version="1.0" encoding="UTF-8"?>

<TransmissionHeader xsi:schemaLocation="http://www.irs.gov/efile PINRegistration.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</Transmitter>

</TransmissionManifest>

</TransmissionHeader>

Step 1.3 – Complete the Placeholder for TransmissionHeader

In the TransmissionHeader data structure:

 Remove all attributes in the TransmissionHeader element

 Add efile: in front of element name TransmissionHeader

 Edit the data as you see fit.

 Validate the TransmissionHeader

 Click on the button on the tool bar or F8

Here is the final TransmissionHeader data structure:

<efile:TransmissionHeader>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

Step 1.4 – Create OriginHeaders

Repeat Step 1.2 but this time selects OriginHeaders as the root element:

Figure 6-7 Select a Root Element – Origin Headers

Here is the OriginHeaders data structure

<?xml version="1.0" encoding="UTF-8"?>

<OriginHeaders xsi:schemaLocation="http://www.irs.gov/efile PINRegistration.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>OnlineFiler</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>ReportingAgent</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</OriginHeaders>

Step 1.5 - Complete the Placeholder for OriginHeaders

In the OriginHeaders data structure:

 Remove all attributes in the OriginHeaders element

 Edit the data as you see fit.

 Validate the TransmissionHeader

 Click on the button on the tool bar or F8

Here is the final OriginHeaders data structure:

<efile:OriginHeaders>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>OnlineFiler</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>ReportingAgent</Type>

</Originator>

</ReportingAgentSignature>

</ReturnOriginHeader>

</efile:OriginHeaders>

Step 1.6 – Complete the Transmission Envelope

Complete the transmission Envelope:

 Plug the TransmissionHeader created in Step 1.3 into the Placeholder for

TransmissionHeader defined in Step 1.1

 Plug the OriginHeaders structure created in Step 1.5 into the Placeholder for

OriginHeaders defined in Step 1.1

 Edit and validate the data of Transmission Envelope if necessary

 Click on the button on the tool bar or F8

The complete Transmission Envelope is shown below:

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/ ./message/SOAP.xsd http://www.irs.gov/efile

../message/efileMessage.xsd">

<SOAP:Header>

<efile:TransmissionHeader>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

</SOAP:Header>

<SOAP:BODY>

<efile:OriginHeaders>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>LargeTaxPayer</Type>

</Originator>

</ReturnOriginHeader>

</OriginManifest>

<EFIN>aaaaaa</EFIN>

<Type>LargeTaxPayer</Type>

</Originator>

</ReturnOriginHeader>

</efile:OriginHeaders>

</SOAP:BODY>

Step 2 – Create PINData MIME Parts

Step 2.1 – Create PINData

Repeat Step 1.2 with the pinreg/PINRegistration.xsd schema file and select PINData as the

root element name.

Figure 6-8 Select a Root Element – Find Data

Here is the PINData data structure

<?xml version="1.0" encoding="UTF-8"?>

<PINData xsi:schemaLocation="http://www.irs.gov/efile PINRegistration.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</PINRegistration>

</PINData>

Step 2.2 – Validate PINData

 Edit the data in PINData if necessary

 Validate the Transmission Envelope

 Click on the button on the tool bar or F8

Here is the final PINData data structure

<?xml version="1.0" encoding="UTF-8"?>

<PINData xsi:schemaLocation="http://www.irs.gov/efile PINRegistration.xsd"

xmlns="http://www.irs.gov/efile" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

</PINRegistration>

</PINData>

Step 2.3 – Duplicate the PINData

Complete the placeholder for PIN Registration:

 Duplicate the PINData structure 3 times to create a sequence of 4 separate PINData

structures.

 Make sure all instances of the attribute contentLocation in the OriginManifest of the

PINRegistrationOriginHeader match one referenced element ContentLocation in each

PINData. The ContentLocation must be unique within the transmission file.

Step 3 – Create PIN Registration Transmission File

Now that you have the validated Transmission Envelope and the PINData MIME parts, you are

ready to put it all together.

Create the transmission file according to the structure outlined below. Please note the following:

 Required MIME content headers are highlighted.

 Line spacing is important. There is a blank line between the ends of the MIME content

headers and the beginning of the MIME part content itself. Also, there is a blank line

between the end of the MIME part content and the beginning of the next MIME part

boundary.

 "MIME-Version: 1.0" must appear as the first line of the MIME message header.

 The parameters on the “Content-Type: “ line in each MIME part are required and must be in

the order as shown below.

 The sample below uses “MIMEPINRegBoundary” as the value for the MIME boundary but

an actual transmission file can have any transmitter-defined string as the boundary. The same

applies to the Content-Location MIME content header.

 The Content-Location: line must match one of the contentLocation attributes referenced in

the OriginManifest of a PINRegistrationOriginHeader and the corresponding element

ContentLocation in the PINData.

MIME-Version: 1.0

Content-Type: Multipart/Related; boundary=MIMEPINRegBoundary; type=text/xml;

X-eFileRoutingCode: 94x

Content-Description: This is a sample PIN Registration transmission file with most of the

XML data generated by XMLSpy.

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: EnvelopePINRegistration

Transmission Envelope

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: 999999RetData20020617T093047

First PINData

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: 999999PINData20020617T093101

Second PINData

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUnique001PINId

Third PINData

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUnique002PINId

Fourth PINData

--MIMEPINRegBoundary--

The complete PIN Registration transmission file is shown below in its entirety:

MIME-Version: 1.0

Content-Type: Multipart/Related; boundary=MIMEPINRegBoundary; type=text/xml;

X-eFileRoutingCode: 94x

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: EnvelopePINRegistration

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/

../message/SOAP.xsd

http://www.irs.gov/efile ../message/efileMessage.xsd">

<SOAP:Header>

<efile:TransmissionHeader>

<TransmissionId>MyTransID20021217T093047</TransmissionId>

</Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

</SOAP:Header>

<SOAP:Body>

<efile:OriginHeaders>

<OriginId>MyUniqueOrigID001</OriginId>

</OriginManifest>

</Originator>

</PINRegistrationOriginHeader>

<OriginId>MyUniqueOrigID002</OriginId>

</OriginManifest>

</Originator>

</PINRegistrationOriginHeader>

</efile:OriginHeaders>

</SOAP:Body>

</SOAP:Envelope>

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: 999999PINData20020617T093047

<?xml version="1.0" encoding="UTF-8"?>

<PINData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\pinreg\PINRegistration.xsd">

<ContentLocation>999999PINData20020617T093047</ContentLocation>

</PINRegistration>

</PINData>

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: 999999PINData20020617T093101

<?xml version="1.0" encoding="UTF-8"?>

<PINData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\pinreg\PINRegistration.xsd">

<ContentLocation>999999PINData20020617T093101</ContentLocation>

</PINRegistration>

</PINData>

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUnique001PINId

<?xml version="1.0" encoding="UTF-8"?>

<PINData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\pinreg\PINRegistration.xsd">

<ContentLocation>MyUnique001PINId</ContentLocation>

</PINRegistration>

</PINData>

--MIMEPINRegBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: MyUnique002PINId

<?xml version="1.0" encoding="UTF-8"?>

<PINData xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xsi:schemaLocation="http://www.irs.gov/efile

..\pinreg\PINRegistration.xsd">

<ContentLocation>MyUnique002PINId</ContentLocation>

</PINRegistration>

</PINData>

--MIMEPINRegBoundary--

7.0 VALIDATION CRITERIA – BUSINESS RULES & ERROR

CONDITIONS

7.1 Business Rule & Error Condition Matrix

Table 7-2 Business Rule and Error Condition Matrix

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

005

No value ItemReference

elements were found

within SOAP: Envelope.

Validation processing

aborted after SOAP

: Envelope document.

No value Item Reference

elements were found within

SOAP

Transm

ission

All

029

The Originator EFIN is

not Valid.

EFIN of the originator

must be a valid EFIN.

Origin

All

100

The PIN and EFIN

combination in the

Origin Header is

required for signature.

If the efileRole is equal

to Reporting Agent or IRS

Agent, the EFIN/PIN

combination must be

present in the Origin

Header, and must be valid.

Origin

All

94x

101

The PIN and EFIN

combination in the

Origin Header is not

valid.

If the efileRole is equal

to Large Taxpayer, the

EFIN/PIN combination must

be present in the Origin

Header, and must be valid.

Origin

All

94x

102

The itemCount <EltVal>

does not equal the total

number of ItemReference

elements in the

OriginManifest.

itemCount must equal the

number of items within the

batch

Transm

ission

All

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

104

The Documents contained

in the return record are

not as specified in the

parameters of the Return

Data Schema for

<ReturnType>.

For Return types, the

contents of the item must

be within the defined

parameters of the

ReturnData schema for that

returns type (i.e.

ReturnData940.xsd).

Return

All

94x

106

The Signature (PIN) for

this return is required.

If the Type in the Origin

Header is equal to ERO,

Online Filer, or Financial

Agent, the return Signer

Group must be present in

the Return Header.

Return

All

94x

107

The Signature (PIN) for

this return is not valid

for the EIN.

If the Type in the Origin

Header is equal to ERO,

Online Filer, or Financial

Agent, the Signature (PIN)

must be valid for that

returns EIN.

Return

All

94x

110

The Return Signer Group

is not allowed for the

Originator Type

<EltVal>.

If the Type in the Origin

Header is equal to

reporting Agent, IRS

Agent, or Large Taxpayer,

the Return Signer Group

must NOT be present in the

Return Header.

Return

All

94x

111

The Document count does

not equal the number of

documents submitted for

the return.

The value of

ReturnData@documentCount

must equal the number of

documents in the return.

Return

All

94x

201

The Tax Period End Date

<EltVal> is not valid

for the Form Type

<ReturnType>.

For Return types, if the

Form Type is either 940,

940PR, or 944, the tax

period end date must be

December 31st of the year

immediately preceding the

date of receipt for the

transmission.

Return

All

940

944

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

202

The Tax Period End Date

<EltVal> is not valid

for the Form Type

<ReturnType>.

For Return types, if the

Form Type is either 941,

941SS, or 941PR, the tax

period end date must be

for the month ended March,

June, September, or

December. The date must

already have passed (no

pre-filing), and be within

the valid range of

accepted quarter.

Return

All

941

203

The Return Filing Date

<EltVal> is past the

filing deadline of

<EltVal2>.

The Return Filing Date for

forms 940, 940PR, or 944

is past the filing

deadline for this year.

Return

All

940

944

226

For the choice element

in the Return Header,

either the control or

Check Digit must be

present.

Either the Name Control or

Check Digit must be

present in the Return

Header.

Return

All

94x

235

The character value of

<EltVal> is outside the

pattern value of <enum>.

For elements with

definitions outside

strictly alpha, numeric,

or alphanumeric provide

the following Error

Message.

Return

All

236

The length of <EltVal>

does not conform to the

schema.

The length of the value in

the element does not meet

the schema definition.

Origin

All

94x

236

The length of <EltVal>

does not conform to the

schema.

The length of the value in

the element does not meet

the schema definition.

Return

All

94x

237

The Text <EltVal>

contains non-printable

characters.

The element value contains

characters which are not

printable.

Return

All

94x

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

238

The Text <EltVal>

contains leading or

trailing spaces or

contains two consecutive

spaces.

The element value contains

spaces which are leading

or consecutive inside the

value.

Return

All

94x

266

The State code <EltVal>

is outside the pattern

value of state code in

schema.

The two character state

code in the Return Header

must be one of the valid

values defined for state

type in the schema.

Return

All

94x

271

The first 3 positions of

the Zip code <EltVal>

are not valid for the

State Code

<EltVal2>.

The first three digits of

the ZIP Code must be valid

for the State Code entered

in the Return Header.

Return

All

94x

272

CreditReduction is

checked but

StateCreditReductionGrou

p is not present.

State Credit Reduction

fields must be present on

Schedule A when Credit

Reduction is checked.

Return

Form

940

940P

273

StateCreditReductionGrou

p is present but

CreditReduction is not

checked.

Credit Reduction must be

checked when State Credit

Reduction fields are

present on Schedule A.

Return

Form

940

940P

274

TotalCreditReductionAmt

<EltVal> is significant

then CreditReductionAmt

<EltVal2> must also be

significant.

If Schedule

A/TotalCreditReductionAmt

is greater than zero, then

CreditReductionAmt must

also be greater than zero.

Return

Form

940

940P

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

275

<EltVal> is not a valid

CreditReductionStateCode

or is a duplication.

The value of

CreditReductionStateCode

must be an authorized

Credit Reduction State,

and can only be used once.

Return

Form

940

940P

276

Credit Reduction State

must be both the

SingleStateCode <EltVal>

and Schedule

A/CreditReductionStateCo

de <EltVal2>.

Credit Reduction State

must be included both as

SingleStateCode and

Schedule

A/CreditReductionStateCode

Return

Form

940

940P

278

Only one

StateCreditReductionGrou

p is allowed in

conjunction with

SingleStateCode.

If SingleStateCode is also

a valid Credit Reduction

State, only one instance

of Schedule

A/StateCreditReductionGrou

p is allowed.

Return

Form

940

940P

286

Both SingleStateCode and

MultiStateCode are

present. Only one

selection is allowed.

SingleStateCode cannot be

present when

MultiStateCode is present

on Schedule A.

Return

Form

940

940P

287

<EltVal> is not a valid

USStateAndTerritoryNonCR

Type type or is a

duplication.

The State value of

MultiStateContribution

must be listed on IRS form

940 Schedule A, and can

only be listed once.

Return

Form

940

940P

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

288

MultiStateContribution

is checked but

MultiStateCode is not

present.

MultiStateCode fields must

be present on Schedule A

when

MultiStateContribution is

checked.

Return

Form

940

940P

289

MultiStateCode is

present but

MultiStateContribution

is not checked.

MultiStateContribution

must be checked when

MultiStateCode fields are

present on Schedule A.

Return

Form

940

940P

300

The Bank Account Number

entered was not valid.

In the Payment Record,

Bank Account Number can

not equal all zeros or all

blanks.

Return

94X

Paym

ent

301

The Routing Transit

Number entered <EltVal>

is not present on the

Financial Organization

Master File.

The RTN must be present on

the Financial Organization

Master File (FOMF) and the

banking institution must

process Electronic Funds

Transfer (EFT).

Return

94X

Paym

ent

302

The Payment Amount

Requested <EltVal> did

not equal the Balance

due per the return, or

it is in excess of the

payment threshold amount

($500 for Forms 940,

$2,500 for Forms 941 and

944).

The Payment Amount must be

equal to the Balance Due

on the Return, and can not

exceed the direct payment

threshold ($500 for 940,

$2,500 for 941 and 944).

Return

94X

Paym

ent

305

The Taxpayer Daytime

Phone must not be all

zeros.

The telephone number can

not be all zeros.

Return

94X

Paym

ent

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

308

You have submitted a

Payment Record, but have

provided a check digit

in lieu of a name

control in the return

header. The name control

must be entered.

If a return record

contains an associated

Payment record, then the

entry for the choice

element Name

Control/CheckDigit, must

be the Name Control. The

Check Digit will not be

valid for Payment

Processing.

Return

All

Retu

Type

309

The Routing Transit

Number entered <EltVal>

is not valid for this

type of transaction.

If the RTN in the payment

record is equal to one of

the following RTN's:

061036000, 061036013,

061036026, 091036164,

071036207, and 071036210.

Return

94x

Paym

ent

414

Our records indicate

that an electronically

filed return has already

been submitted and

accepted for this EIN,

Tax Period, and Form

Type.

For Return types, the

EIN/TaxPeriod/FormType

combination must not have

been previously processed

and accepted through the

Employment Tax efile

System.

Return

All

94x

438

For optional Check Box

type, <EltVal> is not a

valid entry, it must be

an "X".

The only valid entry for

CheckBoxType is "X".

Return

All

500

The entry for Total

Exempt Payments <EltVal>

is greater than the

entry for Total Payment

for Employees <EltVal>.

Total Exempt Payments must

not be greater than Total

Payments (Total Wages).

Return

Form

940/

940P

501

The Name Control or

Check Digit <EltVal>

does not match the IRS

records for the EIN in

the Return Header.

The Name Control or Check

Digit must be valid at the

NAP for the EIN in the

Return Header.

Return

All

94x

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

502

The EIN <EltVal> was not

found in our check of

the IRS records.

The EIN must be present on

the NAP.

Return

All

94x

600

The checkbox for

Semiweekly Schedule

Depositor was checked,

but a corresponding

Schedule B was Not

Present.

If the Semiweekly Schedule

Depositor checkbox is

checked, then Schedule B

must be present.

Return

All

Form

941

Type

601

For the Month <EltVal>

Liability the

liabilityDay <EltVal2>

occurs too many times.

Within Month1, Month2, or

Month3 of Schedule B, or

Schedule B PR, each

Liability Day may occur

once, and only once for

each month.

Return

All

Sche

dule

603

The checkbox for Monthly

Schedule Depositor was

checked, but a

corresponding Monthly

Liability Breakdown was

Not Present.

If the Monthly Schedule

Depositor checkbox is

checked, then one or more

of Total First Month

Liability, Total Second

Month Liability, or Total

Third Month Liability

must be present. Unless

Total Tax value equals

zero.

Return

All

Form

941

Type

605

The sum of

Quarter1Liability,

Quarter2Liability,

Quarter3Liability, and

Quarter4Liability does

not equal the entry for

FUTATaxAfterAdjustments

<EltVal>, or

FUTATaxAfterAdjustments

was not present.

The value of

FUTATaxAfterAdjustments

must equal the sum of

values of

Quarter1Liability,

Quarter2Liability,

Quarter3Liability, and

Quarter4Liability if any

Quarter_Liability is

significant or when

FUTATaxAfterAdjustments

is greater than $500.

Return

940

940P

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

606

The sum of the

preadjustment and

adjustment amounts does

not equal the entry for

TotalTax <EltVal>.

The value of TotalTax

must equal the sum of

values of

TotalTaxesBeforeAdjustmen

tsAmt,

FractionsOfCentsAdjustmen

t, SickPayAdjustment, and

TipsGroupTermLifeInsAdjAm

ount.

Return

All

Form

941

Type

606

The sum of the

preadjustment and

adjustment amounts does

not equal the entry for

TotalTax <EltVal>.

The value of TotalTax must

equal the sum of values of

TotalTaxesBeforeAdjustment

sAmt and

CurrentYearsAdjustment.

Return

944

609

The sum of

TotalDepositsOverpayment

ForYr and

CobraPremiumPayments

does not equal

PaymentCreditTotal

<EltVal>.

The value of

PaymentCreditTotal must

equal the sum of values of

TotalDepositsOverpaymentFo

rYr and

CobraPremiumPayments.

Return

944

610

The attribute

liabilityMonth value

<EltVal> occurs too many

times.

Return can not contain

duplicate months.

Return

944

All

Sche

dule

611

The entry for Total

Liability for Quarter

<EltVal> does not equal

the entry for Total Tax

<EltVal2>, or Total Tax

is greater than $2,500.

If both Total Tax and

Total Liability for

Quarter (Schedule B) are

greater than zero,

then Total Tax must be

less than or equal to

$2,500 and equal to Total

Liability for Quarter.

Return

All

Form

941

Type

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

612

At least one of

TaxableSocialSecurityWag

es,

TaxableSocialSecurityTip

TaxableMedicareWagesTips

, or AddedMedWagesTips

must be significant.

SocialSecurityMedicareGro

up is present, than at

least one of

TaxableSocialSecurityWage

TaxableSocialSecurityTips

TaxableMedicareWagesTips,

or AddedMedWagesTips must

be significant.

Return

All

Form

941

944

Type

613

Schedule

A/TotalCreditReductionWa

ges <EltVal> must not

exceed

TotalTaxableWagesAmt

<EltVal2> value.

The value of Schedule A

TotalCreditReductionWages

must be less than or

equal to the value of

940/940PR

TotalTaxableWagesAmt.

Return

All

Form

940

Type

702

The Final Return

Checkbox was checked,

but the return indicated

that an overpayment

should be applied to the

next tax period.

If the final return

checkbox is checked, the

Credit Elect Checkbox must

not be checked.

Return

All

902

The Required Element

<TagName> was not

present.

Required element is

missing.

Origin

All

902

The Required Element

<TagName> was not

present.

Required element is

missing.

Return

All

903

The element <TagName>

was not expected in this

position.

Invalid element name.

Return

All

904

The entry <EltVal>

exceeds the maximum

field length <maxValue>

for this element.

Element content is longer

than the maximum length.

Return

All

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

905

The entry <EltVal> does

not meet the minimum

field length <minValue>

for this element.

Element content is shorter

than the minimum required

length.

Return

All

906

The entry <EltVal>

contains non-alphabetic

characters in an

alphabetic only field.

Non-alphabetic character

in required alpha field.

Return

All

907

The entry <EltVal>

contains non-numeric

characters in a numeric

only field.

Non-numeric character in

required numeric field.

Return

All

908

The entry <EltVal>

contains non-

alphanumeric characters

in an alphanumeric only

field.

Non-alphanumeric character

in required alphanumeric

field.

Return

All

909

Duplicate attribute

<value>.

Duplicate attribute.

Return

All

910

Required attribute

<attributeName> is

missing.

Required attribute is

missing.

Return

All

911

Invalid attribute

<attributeName>.

Invalid attribute.

Return

All

912

Attribute value <EltVal>

is incorrect.

Attribute value is

incorrect.

Origin

All

912

Attribute value <EltVal>

is incorrect.

Attribute value is

incorrect.

Return

All

913

Attribute

<attributeName> value is

longer than the maximum

length.

Attribute value is longer

than the maximum length.

Return

All

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

915

Attribute

<attributeName> value

has non-alphabetic

character in alpha

field.

Attribute value has non-

alphabetic character in

alpha field.

Return

All

918

The timestamp entry

<EltVal> is not in the

required format.

Invalid timestamp format.

Origin

All

928

The date entered

<EltVal> is not in the

required format.

Invalid date format.

Return

All

934

The software ID value is

not valid for use in 94x

XML filing.

The Software ID must be

valid for use in 94x XML

filing.

Return

All

Retu

Type

953

The maximum number of

occurrences specified in

the schema for <EltVal>

has been exceeded.

If the number of

occurrences of any element

exceeds the maximum number

of occurrences as

specified in the schema.

Return

All

955

The value of the

liabilityDay <EltVal> is

not valid for the month

of <EltVal2>.

For IRS941Schedule

B/IRS941PRSchedule B, the

value of the Liability

Amount Liability Day must

be within the valid range

of days for the month

reported.

Return

All

941T

ype

956

The element Overpayment

contains a significant

value <EltVal>, but you

did not select one of

the choice items

"Applied to Next Return

or Refunded".

If the Element Overpayment

has a significant value,

then the choice of

"Applied to Next Return or

Refunded" is mandatory.

Return

All

Retu

Type

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

957

The choice element

"Applied to Next Return

or Refunded", must

contain only one

selection.

The Choice element

"Applied to Next Return or

Refunded" must contain

only one selection.

Return

All

Retu

Type

958

Sequence violation

<TagName> is not

expected in this

position.

Not in the required

Sequence.

Return

All

980

For the monetary field

<TagName>, the entry

<EltVal> was not in the

format specified by

DecimalType.

For all monetary values,

the entry must be in the

valid decimal format as

specified in the

DecimalType.

Return

All

981

For the monetary field

<TagName>, the entry

<EltVal> was not in the

format specified by

DecimalNNType.

For all non-negative

monetary values, the entry

must be in the format

specified by

DecimalNNType.

Return

All

983

For the choice elements

BalanceDue, or

Overpayment, you must

make one, and only one

selection.

For the choice elements

BalanceDue, or

Overpayment, if either one

is selected, then the

other choice must not be

selected.

Return

All

Retu

Type

984

For the choice elements

SingleStateFiler, or

MultiStateFiler, you

must make one, and only

one selection.

For the choice elements

SingleStateFiler, or

MultiStateFiler, if either

one is selected, then the

other choice must not be

selected.

Return

Form

940

940P

985

For the monetary field

<TagName>, the entry

<EltVal> was not in the

format specified by

DecimalPosType.

For all positive non-zero

monetary values, the entry

must be in the format

specified by

DecimalPosType.

Return

All

Error

Code

Error Message

Business Rule

Rejectio

n Level

Form

Types

999

Parser reports <parser

error message> at line

<line #>. Contact the

EFile Help Desk for

further assistance.

Default error code for

instances where the parser

identifies an error that

does not have an

associated error code in

the Validation Criteria

list.

Return

All

8.0 ACKNOWLEDGEMENT FILES

An Acknowledgement (ACK) File will be returned for each successfully

transmitted Return or PIN Registration file. XML transmissions are processed

as received, so ACKs will be available as soon as the transmission has been

processed, and not follow the once or twice daily “drain” schedule of other

e-file programs.

You will receive a single ACK file for each transmission file submitted.

Each ACK file will be composed of one or more ACK records, providing an

acceptance, or a rejection, for each item in the transmission file. You may

receive one or more ACK records per item submitted in the transmission.

8.1 A Guide to Creating 94x Acknowledgement Files

This section describes the procedure for creating a sample 94x

acknowledgement file with dummy data.

8.2 Acknowledgement File Construction

Assumptions

 The 94x XML Schemas Final Release will be used as the base schemas for creating the XML

data instances.

 XMLSpy 2010 is used as the tool for creating and validating XML data instances generated

from the aforementioned base schemas.

 All optional fields will be created to illustrate the widest spectrum of data combinations. The

actual definitions of required vs. optional fields can be found in the base schemas.

 All XML data instances generated are kept in the instances subdirectory directly under the

root of the 94x XML schemas package. If placed elsewhere, the xsi:schemaLocation

attributes in all data instances generated need to be modified to reflect the location of the

XML instance relative to other schemas.

Step 1 – Create Acknowledgement Envelope

Step 1.1 – Create Acknowledgement Envelope Skeleton

Create the acknowledgement envelope skeleton as outlined below. After filling in the

placeholders, it becomes the SOAP Envelope (Body only, i.e. no Header) in the

acknowledgement file.

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/ ./message/SOAP.xsd http://www.irs.gov/efile

../message/efileMessage.xsd">

<SOAP:Body>

Placeholder for AcknowledgementAction

</SOAP:Body>

</SOAP:Envelope>

Step 1.2 – Create AcknowledgementAction

Open message/efileMessage.xsd in XMLSpy and select DTD/Schema from the main menu.

Next select Generate sample XML file…

Figure 8-1 Open Message/efile Message – DTD/Schema – Generate Sample XML File

Select AcknowledgementAction from the pop-up menu shown below:

Figure 8-2 Select a Root Element – Acknowledgement Action

Check all options in the following pop-up menu and specify 2 (or more) repeatable elements so

that repeating structures are illustrated in the sample data.

Figure 8-3 Generate Sample XML File – Attributes and Elements

You now have an XMLSpy generated XML data structure for the entire acknowledgement.

Step 1.4 – Complete the Placeholder for AcknowledgementAction

In the AcknowledgementAction data structure:

 Remove all attributes in the AcknowledgementAction element and prefix the element name

(begin and end tags) with efile:

 Duplicate the OriginAcknowledgement and ItemAcknowledgement structures as needed

for multiple items. Edit the data as you see fit. Make sure all instances of OriginId and

OrigTransContentLocation are correctly referencing the ones in the transmission file.

Step 1.3 – Complete the Acknowledgement Envelope

Plug in the AcknowledgementAction structure from Step 1.2 into the Placeholder for

AcknowledgementAction defined in Step 1.1.

The complete Acknowledgement Envelope is shown below:

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/../message/SOAP.xsd http://www.irs.gov/efile

../message/efileMessage.xsd">

<SOAP:Body>

<efile:AcknowledgementAction>

<TransmissionId>MyUniqueTransID001</TransmissionId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OriginId>MyUniqueOrigID001</OriginId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OrigTransContentLocation>999999RetData20020617T093047</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

<OrigTransContentLocation>999999RetData20020617T093101</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

</OriginAcknowledgement>

<OriginId>MyUniqueOrigID002</OriginId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OrigTransContentLocation>MyUnique001ReturnId</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

<OrigTransContentLocation>MyUnique002ReturnId</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

</ItemAcknowledgement>

</OriginAcknowledgement>

</TransmissionAcknowledgement>

</Acknowledgement>

</efile:AcknowledgementAction>

</SOAP:Body>

</SOAP:Envelope>

Step 1.5 – Validate the Acknowledgement Envelope

 Validate the Acknowledgement Envelope in XMLSpy by clicking on the button on the

tool bar.

 Correct the data, if necessary, and re-validate.

Step 2 – Create Acknowledgement File

The most notable difference between the 94x return transmission file and the acknowledgement

file is that the acknowledgement file is NOT a MIME multi-part document - it contains only the

Acknowledgement Envelope with the body only, i.e. no header. The entire envelope is a self-

contained XML data structure. The acknowledgement file can be created by simply adding the

Content-Type header to the Acknowledgement Envelope. The required content-type header is

highlighted.

The complete acknowledgement file is shown below in its entirety:

Content-Type: text/xml; charset=UTF-8

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2009XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/../message/SOAP.xsd http://www.irs.gov/efile

../message/efileMessage.xsd">

<SOAP:Body>

<efile:AcknowledgementAction>

<TransmissionId>MyUniqueTransID001</TransmissionId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OriginId>MyUniqueOrigID001</OriginId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OrigTransContentLocation>999999RetData20020617T093047</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

<OrigTransContentLocation>999999RetData20020617T093101</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

</OriginAcknowledgement>

<OriginId>MyUniqueOrigID002</OriginId>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

<OrigTransContentLocation>MyUnique001ReturnId</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

<XPath>String</XPath>

<ErrorCode>String</ErrorCode>

<ErrorMessage>String</ErrorMessage>

</Error>

</Errors>

</ItemAcknowledgement>

<OrigTransContentLocation>MyUnique002ReturnId</OrigTransContentLocation>

<PaymentIndicator>Payment Request Received</PaymentIndicator>

</ItemAcknowledgement>

</OriginAcknowledgement>

</TransmissionAcknowledgement>

</Acknowledgement>

</efile:AcknowledgementAction>

</SOAP:Body>

</SOAP:Envelope>

APPENDIX A

FORMS & SCHEDULES ACCEPTED ELECTRONICALLY

A1.0 FORM 940, EMPLOYER’S ANNUAL FEDERAL UNEMPLOYMENT

(FUTA) TAX RETURN

File as many Forms 940 in a batch (origin) of returns, as needed.

NOTE: Forms 940, 940-PR, 941, 941-PR, and 941-SS may be combined within any batch or

transmission.

A2.0 FORMA 940-PR, PLANILLA PARA LA DECLARACION ANNUAL

DEL PATRONO – LA CONTRIBUCION FEDERAL PARA EL

DESEMPLEO (FUTA)

File as many Forms 940-PR in a batch of returns as needed.

NOTE: Forms 940, 940-PR, 941, 941-PR, and 941-SS may be combined within any batch or

transmission.

A3.0 FORM 941, EMPLOYER’S QUARTERLY FEDERAL TAX RETURN

File as many Forms 941 in a batch of returns as needed.

NOTE: Forms 940, 940-PR, 941, 941-PR, and 941-SS may be combined within any batch or

transmission.

A4.0 FORMA 941-PR, PLANILLA PARA LA DECLARACION

TRIMESTRAL DEL PATRONO – LA CONTRIBUCION FEDERAL AL

SEGURO SOCIAL Y AL SEGURO MEDICARE

File as many Forma 941-PR in a batch of returns as needed.

NOTE: Forms 940, 940-PR, 941, 941-PR, and 941-SS may be combined within any batch or

transmission.

A5.0 FORM 941-SS, EMPLOYER’S QUARTERLY FEDERAL TAX

RETURN

File as many Forms 941-SS in a batch of returns as needed.

NOTE: Forms 940, 940-PR, 941, 941-PR, and 941-SS may be combined within any batch or

transmission.

A6.0 FORM 944, EMPLOYER’S ANNUAL FEDERAL TAX RETURN

File as many Forms 944 in a batch of returns as needed

A7.0 FORM 941 SCHEDULE B, EMPLOYER’S RECORD OF FEDERAL

TAX LIABILITY

If required, include up to one Schedule B with each Form 941 or 941-SS.

A8.0 FORM 941-PR ANEXO B, REGISTRO SUPLEMENTARIO DE LA

OBLIGACION CONTRIBUTIVA FEDERAL DEL PATRONO

If required, include up to one Anexo B with each Form 941-PR.

A9.0 SCHEDULE D (FORM 941), REPORT OF DISCREPANCIES

CAUSED BY ACQUISITIONS, STATUTORY MERGERS, OR

CONSOLIDATIONS

If required, include up to 10 Schedule Ds with each Form 941.

A10.0 FORMS 940/941 SCHEDULE R, ALLOCATION SCHEDULE FOR

AGGREGATE FILERS

File up to 1000 records per submission.

A11.0 SCHEDULE A (FORM 940), MULTI-STATE EMPLOYER AND

CREDIT REDUCTION INFORMATION

A12.0 PAYMENT RECORD

File up to one Payment Record per balance due return.

NOTE: Payment amounts are currently limited to $500.00 for Form 940 returns, and $2,500.00

for Form 941 returns. Also, payments must be received with the return, and must be received by

the normal due date for the return (i.e. 1st Quarter 2007 Form 941, due April 30, 2007).

A13.0 PIN REGISTRATION

PIN Registration Records may only be filed with other PIN Registration Records. Do not mix

PIN Registration Records with any return data.

Use the PIN Registration Record to submit a request for a Personal Identification Number (PIN)

for the Approved Signatory. Once processed, the PIN will be mailed directly to the Authorized

Signer, and will not be activated for use until the Return Receipt Acknowledgment Document is

returned to the Service. The signed Statement of Receipt acknowledges that the PIN was

received by the Approved Signer, indicating possession of, and responsibility for the proper use

of the PIN for signing tax returns (pursuant to 301.6061-1) filed in the Form 94x

e-file

Program.

Refer to Revenue Procedure 99-39, section 6.06 and 6.07 for guidelines.

A14.0 EXPLANATION RECORDS

Explanation Records are designed to provide a means of attaching additional information, that

you may be required, or which you wish to attach with your return data. Explanations are

optional, and may be used to forward information that you would normally attach with your tax

return

APPENDIX B NAME CONTROL CONVENTIONS

Individual Name Controls

Name Control Underlined

Name

Control

Rule

Individual Names in General:

Ralph Teak

Dorothy Willow

Joe McCedar

Torn MacDouglas

Joseph MacTitus

TEAK

WILL

MCCE

MACD

MACT

The Name Control consists of the first four

characters of the primary taxpayer’s last name.

Thomas A. El-Oak

Ann O’Spruce

Mark D’Magnolia

EL-O

OSPR

DMAG

The hyphen (-) is the ONLY special character

allowed in the Individual Name Control.

Dannette B

James P. Ai

John A. Fir

FIR

The Name Control must contain no more than

four characters. However, it may contain less than

four characters.

Note: The first character must be an alpha

followed by maximum of three blank positions

Daniel P. Di Almond

Mary J. Van Elm

Susan L. Von Birch

Donald Vander Oak

DIAL

VANE

VONB

OAK

Taxpayers with names such as “Van,” “Von” and

“Di” are considered as part of the Name Control.

Note: See Asian-Pacific Names for exceptions to

this rule.

Janet C. Redbud Laurel

Dee (Plum) Birch

LAUR

BIRC

When two last names are shown for an individual,

derive the Name Control from the second last

name of the primary taxpayer.

Note: See Exceptions to this rule within Item 2.,

Hispanic Names

Joan Hickory-Hawthorn

Dale Redwood-Cedar

HICK

REDW

When two last names for an individual are

connected by a hyphen, derive the Name Control

from the first last name.

Dell Ash & Linda Birch

Trey & Joan Eucalyptus

ASH

EUCA

On a joint return, whether the taxpayers use the

same or different last names, derive the Name

Control from the PRIMARY taxpayer’s last

name.

Note: The PRIMARY taxpayer is listed first on

the tax form. Taxpayer listed on the second line is

the secondary taxpayer.

Name Control Underlined

Name

Control

Rule (in priority order)

Hispanic Names

Elena del Valle

Eduardo de la Rosa

Pablo De Martinex

Miguel de Torres

Juanita de la Fuente

B. A. De Rodrigues

M. D. de Garcia

DELV

DELA

DEMA

DETO

DELA

DERO

DEGA

When “del,” “de,” or “de la” appear with a

Hispanic name, include it as part of the Name

Control

Juan Garza Morales

Maria Lopez y Moreno

Sylvia Juarez cle Garcia

GARZ

LOPE

JUAR

When two Hispanic last names are shown for an

individual, derive the Name Control from the first

last name. (See Note at the very top of the

Note: This rule may not accurately identify all

Hispanic last names, but it does provide

consistency in IRS Hispanic Name Control.

Name Control Underlined

Name

Control

Rule (in priority order)

Asian-Pacific Names

Binh To La

Some Asian-Pacific last names have only two

letters.

Nam Quoc Tran & Thuy Thanh

TRAN

Asian-Pacific females rarely change their last

names due to marriage.

Dang Van Le

Nhat Thi Pham

PHAM

When “Van” (male) or “Thi” (female) appear

with an Asian-Pacific name, do not include it as

part of the Name Control.

Note: These are common Asian-Pacific middle

names.

Kim Van Nguyen & Thi Tran

NGUY

The name “Nguyen” is a common last name used

by both male and female taxpayers.

Kwan, Kim Van & Yue Le

KWAN

The last name may appear first on the name line.

Note: On the signature line, the last name often

appears first.

Yen-Yin Chiu

Jin-Zhang Qiu

CHIU

QIU

Asian-Pacific first names often include a hyphen

(-). Rarely is an Asian-Pacific taxpayer’s last

name hyphenated.

Business Name Controls

Business Name Controls in General:

 The Name Control consists of up to four alpha and/or numeric characters.

 The ampersand (&) and hyphen (-) are the only special characters allowed in the Name

Control.

 The Name Control can have less, but no more than four characters. Blanks may be present

only at the end of the Name Control.

 Note: Do not include “dba” or “fbo” as part of the Name Control. They stand for “doing

business as” and “for benefit of”

Business Name Control Valid Characters:

 Alpha (A-Z)

 Numeric (0-9)

 Hyphen (-)

 Ampersand (&)

Special Business Name Controls:

 If an invalid character is used in the name line, drop the special character from the taxpayer’s

name. Example: Jones.com should be Jones com. An example is 4U.com. The Name Control

should be 4UCO.

 When the organization name contains the name of a corporation and both the words “Trust”

and “Fund” are present, apply the corporate name control rules.

 If the organization name contains both “Trust” and “Fund” and an individual’s name, apply

the trust name control rules.

100

Name Control Underlined

Name

Control

Rule

Sole Proprietorships

Sole Proprietorships (Individuals)

Arthur P. Aspen, Attorney

Jane Hemlock, The Pecan Café

John and Mary Redwood

ASPE

HEML

REDW

The Name Control is the first four characters of

the individual’s last name.

Name Control Underlined

Name

Control

Rule

Estates

Frank Walnut Estate

Alan Beech, Exec. Estate of Jan

Poplar

Homer J. Maple Estate

WALN

POPL

MAPL

The Name Control is the first four characters of

the individual’s last name.

Note: The decedent’s name may be followed by

“Estate” on the name line.

Name Control Underlined

Name

Control

Rule

Partnerships

Redbud Restaurant

Teak Drywall Finishers

Don Hickory, Gen. Ptr.

Harold J. Almond & Thad

J. Balsam et al Ptr.

Howard Elder

Development Co.

W. P. Plum & H. N. Laurel

DBA P&L Pump Co

Almond Group

E. J. Fig, M. L. Maple, &

R. T. Holly PTRS.

REDB

TEAK

HOWA

P&LP

ALMO

Derive the Name Control for partnership entities

from the trade or business name of the

partnership.

Note: Specific instructions for name controlling

partnerships for Form SS-4 are found in IRM

21.7.13.

The Hemlock Cup

The Hawthorn

HEML

THEH

Omit the word “The” when it is followed by more

than one word. Include the word “The” when it is

followed by only one word.

Bob Oak & Carol Hazel

Cedar, Teak & Pine, Ptrs

OAK

CEDA

If no trade or business name is present, derive the

Name Control from the last name of the first

listed partner following the general rules listed at

the beginning of this document.

101

102

Name Control Underlined

Name

Control

Rule

Corporations

Sumac Field Plow Inc.

11th Street Inc.

P&P Company

Y-Z Drive Co.

ZZZ Club

Palm Catalpa Ltd. Fir

Fir Homeowners Assn.

SUMA

11TH

P&PC

Y-ZD

ZZZC

PALM

FIRH

Derive the Name Control from the first four

significant characters of the corporation name.

The Willow Co.

The Hawthorn

WILL

THEH

When determining a corporation Name Control,

omit “The” when it is followed by more than one

word. Include the word “The” when it is followed

by only one word.

John Hackberry PA

Sam Sycamore SC

Carl Eucalyptus M.D. P.A.

JOHN

SAMS

CARL

If an individual name contains any of the

following abbreviations, treat it as the business

name of the corporation:

PC – Professional Corporation

SC – Small Corporation

PA – Professional Association

PS – Professional Service

The Joseph Holly Foundation

Kathryn Fir Memorial Fdn.

JOSE

KATH

Apply corporate Name Control rules when the

organization name contains "Fund,"

"Foundation"or "Fdn”

City of Fort Hickory Board of

Commissioners

Walnut County Employees

Association

Rho Alpha Chapter Alpha Tau

Fraternity

House Assn. Of Beta XI

Chapter of Omicron Delta

Kappa

CITY

WALN

RHOA

HOUS

Apply the corporate Name Control rules to local

governmental organizations and to chapter names

of national fraternal organizations.

103

Name Control Underlined

Name

Control

Rule

Trusts and Fiduciaries

Jan Fir Trust

FBO Patrick Redwood

Chestnut Bank TTEE

Donald C. Beech Trust

FBO Mary, Karen &

Michael Redbud

Testamentary Trust U/W

Margaret Balsam

Cynthia Fit & Laura Fir

Richard L. Aster

Charitable Remainder

Unitrust

FIR

BEEC

BALS

ASTE

Derive the Name Control from the name of the trust

using the following order of selection:

If only an individual is listed, use the first four

characters of the last name following the general

rules mentioned at the beginning of this document.

Note: Never include any part of the word “trust” in

the Name Control.

Magnolia Association

Charitable Lead Trust

Cedar Corp. Employee

Benefit Trust

Maple-Birch Endowment

Trust

John J. Willow, Trustee

MAGN

CEDA

MAPL

When a corporation is listed, use the first four

characters of the corporation name.

Trust No. 12190

FBO Margaret Laurel

ABCD Trust No. 001036

Elm Bank TTEE

0020, GNMA POOL

GNMA Pool No. 00100B

1219

1036

20GN

100G

For numbered trusts and GNMA Pools, use the first

four digits of the trust number, disregarding any

leading zeros and/or trailing alphas. If there are

fewer than four numbers, use the letters “GNMA” to

complete the Name Control.

Testamentary Trust

Edward Buckeye TTEE

Trust FBO Eugene

Eucalyptus

Trust FBO The Dogwood

Blossom Society

Micheal Teak Clifford Trust

BUCK

EUCA

DOGW

TEAK

If none of the above information is present, use the

first four characters of the last name of the trustee

(TTEE) or beneficiary (FBO) following the rules at

the beginning of this document.

Note: “Clifford Trust” is the name of a type of trust.

104

Name Control Underlined

Name

Control

Rule

Other Organizations

Parent Teachers Association

of San Francisco

Parent Teachers Association

Congress of Georgia

PTAC

PTAG

Derive the Name Control of a Parent Teachers

Association from the abbreviation “PTA”. The

Name Control is “PTA.” plus the first letter of the

state where the PTA is located. Use the first letter of

the state, whether or not the state name is present as

a part of the name of the organization.

Local 210 International

Birch Assn.

VFW Post 3120

Laborer’s Union, AFL-CIO

Tau Delta Chapter of Alpha

Phi

Benevolent & Protective

Order of Elks (B. P. O. E.)

INTE

VETE

LABO

ALPH

BENE

Derive the Name Control from the first four

characters of the national title.

Note: “VFW” is a common abbreviation for

“Veterans of Foreign Wars”.

A.I. S.D.

R.S.V.P. Post No. 245

AISD

RSVP

If the return has an abbreviated first name other than

“PTA” and “VFW,” the Name Control is the first

four characters of the abbreviated name.

Barbara J. Yucca YY Grain

Inc.

YYGR

When an individual name and corporate name

appear, the Name Control is the first four letters of

the corporate name.

Diocese of Kansas City

St. Rose Hospital

St. Joseph’s Church

Diocese of Cypress

St. Bernard’s Methodist

Church Bldg. Fund

STRO

STJO

STBE

For churches and their subordinates (i.e., nursing

homes, hospitals), derive the Name Control from the

legal name of the church.

Name Control Underlined

Name

Control

Rule

Exempt Organizations

Friends of Jane Doe

Committee to Elect John

Smith

JANE

JOHN

Use these examples for determining the Name

Control for Political Organizations.

Smith for State

Representative

Linda Jones for Congress

Citizen for John Harold

SMIT

LIND

JOHN

105

106

APPENDIX C

STREET ABBREVIATIONS

Word

Abbreviation

and

Air Force Base

AFB

Apartment

APT

Avenue

AVE

Boulevard

BLVD

Building

BLDG

Care of, or In Care of

Circle

CIR

Court

Drive

East

Fort

General Delivery

GEN DEL

Heights

HTS

Highway

HWY

Island

Junction

JCT

Lane

Lodge

LDG

North

Northeast, N.E

Northwest, N.W.

One-fourth, One quarter

One-half

(all fraction, space before & after the number e.g., 1012 1/2 ST)

Parkway

PKWY

Place

107

Word

Abbreviation

Post Office Box

P.O. Box

Route, RT

RTE

Road

R.D. Rural Delivery

RFD

R.F.D., R.R., Rural Route

South

Southeast, S.E.

Southwest, S.W.

Square

Street

Terrace

TER

West

NOTE: For a complete listing of acceptable address abbreviations, See Document 7475, State

Abbreviations, Major City Codes and Address Abbreviations.

108

109

APPENDIX D

POSTAL SERVICE STATE ABBREVIATIONS & ZIP CODE RANGES

State

Abbreviation

ZIP Code Range

Alabama

350nn – 352nn, 354 – 369nn

Alaska

995nn – 999nn

American Samoa

96799 only

Arizona

850nn – 853nn, 855nn – 857nn, 859nn –

860nn, 863nn – 865nn

Arkansas

716nn – 729nn

California

910nn – 928nn

Colorado

800nn – 816nn

Connecticut

060nn – 069nn

Delaware

197nn – 199nn

District of Columbia

200nn – 205nn

Federated States of Micronesia

969nn

Florida

320nn – 339nn,

341nn, 342nn,

347nn, 349nn

Georgia

300nn – 319nn

398nn - 399nn

Guam

969nn

Hawaii

967nn – 968nn

Idaho

832nn – 838nn

Illinois

600nn – 620nn, 622 – 629nn

Indiana

460nn – 479nn

Iowa

500nn – 516nn, 520nn – 528nn

Kansas

660nn – 662nn, 664nn – 679nn

Kentucky

400nn – 427nn

Louisiana

700nn – 701nn, 703nn – 708nn, 710nn –

714nn

Maine

039nn – 049nn

110

State

Abbreviation

ZIP Code Range

Marshall Islands

969nn

Maryland

206nn – 212nn, 214nn – 219nn

Massachusetts

010nn – 027nn

055nn

Michigan

480nn – 499nn

Minnesota

550nn – 567nn

Mississippi

386nn – 397nn

Missouri

630nn – 658nn

Montana

590nn – 599nn

Nebraska

680nn – 681nn, 683nn – 693nn

Nevada

889nn – 891nn, 893nn – 895nn,

897nn – 898nn

New Hampshire

030nn – 038nn

New Jersey

070nn – 089nn

New Mexico

870nn – 871nn,

873 – 875nn, 887nn – 884nn

New York

005nn,

100nn – 149nn

06390

North Carolina

270nn – 289nn

North Dakota

580nn – 588nn

Northern Mariana Islands

969nn

Ohio

430nn – 459nn

Oklahoma

730nn – 731nn, 734nn – 741nn, 743nn –

749nn

Oregon

970nn – 979nn

Palau

969nn

Pennsylvania

150nn – 196nn

Puerto Rico

006nn – 007nn

009nn

Rhode Island

028nn – 029nn

South Carolina

290nn – 299nn

111

State

Abbreviation

ZIP Code Range

South Dakota

570nn – 577nn

Tennessee

370nn – 385nn

Texas

750nn – 770nn, 772nn – 799nn, 885nn

Utah

840nn – 847nn

Vermont

050nn – 054nn

056nn – 059nn

Virginia

201nn, 220nn – 246nn

Virgin Islands

008nn

Washington

980nn – 986nn

988nn – 994nn

West Virginia

247nn – 268nn

Wisconsin

530nn – 532nn, 534nn – 535nn,

537nn – 549nn

Wyoming

820nn – 831nn, 83414

112

113

APPENDIX E GLOSSARY OF TERMS

Customer Role – A description of the participant’s position and function within the IRS

e-file

Program.

94x OnLine e-Filer - user of IRS Approved Software to file and sign his/her own 94x On-Line

e-file returns

94x Authorized Signer – should be a Principal for the business or organization. The

Authorized signer acts for the entity in legal and/or tax matters and is held liable for filing all

returns and making all tax deposits and payments, adhering to all rules and regulations as set

forth in Revenue Procedures 2012-32 and 2007-40.

94x PIN Registration—The electronic format for sending requests for a 94x OnLine e-Filer PIN

via IRS approved software and an Authorized IRS

e-file

Provider.

Electronic Return Originator (ERO)—Originate the electronic submission of income tax

returns to the IRS. Identified by an EFIN.

EFIN (Electronic Filer Identification Number)—A six digit number assigned by IRS to

identify the filer by IRS district and is used as part of the Declaration Control Number.

ETIN (Electronic Transmitter Identification Number)—A five digit number assigned by IRS

to each applicant who transmits returns directly to the IRS data communications subsystems or

who intends to develop software for the purpose of formatting electronic returns to IRS

specifications. The ETIN is used as part of the Return Sequence Number (RSN).

IRS Agent/Financial Agent—IRS Agent/Financial Agents are acting on behalf of the IRS in the

submission of Electronic return transmissions. IRS Agents provide a return received date for

each return that they file, since the Agent acts as a collection point for the taxpayer return data.

Large Taxpayer— Large Taxpayer is a special role in which the approved Large Business

Taxpayer will act as transmitter and originator of their own tax return data.

MIME—Multipurpose Internet Mail Extensions. MIME extends the format of Internet mail to

allow non-US-ASCII textual messages, non-textual messages, multipart message bodies, and

non-US-ASCII information in message headers.

Personal Identification Number (PIN)—A unique confidential number assigned to each

authorized Reporting Agent and to each authorized Taxpayer approved to participate in the IRS

e-file

for Business Programs, as applicable.

Reporting Agent—A Reporting Agent is an accounting service, franchiser, bank, or other

person that complies with Revenue Procedure 2012-38, IRB 2012-34,and is authorized to

prepare and electronically file Forms 940, 941 and 944 for a taxpayer. Reporting Agents sign all

of the electronic returns they file with a single PIN signature.

114

Software Developer—A software Developer develops software for the purposes of formatting

returns according to the IRS’s electronic return specifications.

Transmitter—A Transmitter is a firm, organization, or individual that receives returns and PIN

Registrations electronically from clients, reformats the data (if necessary), batches them with

returns or electronic PIN Registrations from other clients, and then transmits the data to the

Service. A transmitter does not have signature authority for the taxpayers that it services.

Transmitters are identified with an ETIN, but are also provided with an EFIN. Transmitter

EFINs are used to batch returns which are submitted and signed by individual taxpayers for

transmission to the IRS.

94x XML Transmission—The format for filing 940, 940PR, 941, 941PR, 941SS, 944 returns

and related schedules. These transmissions will be filed at the Enterprise Computing Center –

Memphis (ECC-MEM). The electronic filing e-help Desk will provide trading partner

assistance.

Schema—A set of rules defining how the XML is formatted and defines legal values for XML

elements. The schema itself is an XML document.

SOAP—Simple Object Access Protocol, is a lightweight protocol for exchange of information in

a decentralized, distributed environment. It is an XML based protocol that consists of three

parts: an envelope that defines a framework for describing what is in a message and how to

process it, a set of encoding rules for expressing instances of application-defined data types, and

a convention for representing remote procedure calls and responses. SOAP is a component of

the first XML document in each XML transmission.

XML Transmission—Used in this document refer to either a 94x XML transmission or an

Electronic PIN Registration. An XML transmission consists of MIME headers and XML

documents.

XML—The Extensible Markup Language (XML) is the universal format for structured

documents and data on the Web.

Xpath—A mechanism for querying XML. XML’s counterpart to SQL

115

APPENDIX F 94X XML SCHEMA SAMPLES

MIME-Version: 1.0

Content-Type: Multipart/Related; boundary=MIME94xBoundary; type=text/xml;

X-eFileRoutingCode: 94x

--MIME94xBoundary

Content-Type: text/xml; charset=UTF-8

Content-Transfer-Encoding: 8bit

Content-Location: Envelope94x

<?xml version="1.0" encoding="UTF-8"?>

<SOAP:Envelope xmlns="http://www.irs.gov/efile"

xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"

xmlns:SOAP="http://schemas.xmlsoap.org/soap/envelope/"

xmlns:efile="http://www.irs.gov/efile"

xsi:schemaLocation="http://schemas.xmlsoap.org/soap/envelope/ ../message/SOAP.xsd

http://www.irs.gov/efile ../message/efileMessage.xsd">

<SOAP:Header>

<efile:TransmissionHeader>

<TransmissionId>TransmissionId-XX-XX-XXXX-00001</TransmissionId>

<ETIN>XXXXX</ETIN> </Transmitter>

</TransmissionManifest>

</efile:TransmissionHeader>

</SOAP:Header>

<SOAP:Body>

<efile:OriginHeaders>

</OriginManifest>

<EFIN>XXXXXX</EFIN>

<Type>XXXXX</Type>

</Originator>

<PIN>XXXXX</PIN>

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164

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171

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177

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178

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179

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180

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181

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Publication 3823 (Rev. 9 2014) P3823

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