3.24.29  SCRS Error Resolution

Manual Transmittal

November 18, 2014

Purpose

(1) This transmits revised IRM 3.24.29, ISRP System, SCRS Error Resolution.

Material Changes

(1) Various editorial changes were made throughout IRM 3.24.29.

Effect on Other Documents

IRM 3.24.29 dated November 15, 2013 (effective January 1, 2014) is superseded.

Audience

Data Conversion Operations

Effective Date

(01-01-2015)

Paul J. Mamo
Director, Submission Processing
Wage and Investment Division

3.24.29.1  (01-01-2015)
Introduction

  1. The Service Center Replacement System (SCRS) Error Resolution Section (ERS) provides instructions for transcribing and verifying correction data from error and reject registers for SCRS, using the Integrated Submission and Remittance Processing (ISRP) system. This section does not apply to the correction of any documents in the Error Resolution System (ERS).

  2. Data transcribers will also need to refer to IRM 3.24.37, General Instructions and IRM 3.24.38, BMF General Instructions, for general procedures.

3.24.29.1.1  (01-01-2015)
Form Types/Program Numbers/Format Codes

  1. The following chart contains the forms, program numbers and format codes input through this system.

    FORM TYPES PROGRAM NUMBERS FORMAT CODES
    IRP (Information Return Program) 44900 206
    BMF (Business Master File) 15900 207
    IMF (Individual Master File) 45900 210
    EPMF (Employee Plan Master File) 72820 211
    BMF Rejects 15901 203
    IMF Rejects 45901 204
    EPMF Rejects 72822 205

3.24.29.1.2  (01-01-2015)
Error/Reject Registers

  1. Error Register Format

    • Error Register Title Line—The first line of each error register is the Error Register Title Line which identifies the type of documents appearing on the register page.

    • Error Document ID Line—Each document begins with an Error Document Identification Line. The line is flagged by "@@" or a generated ABC/Serial Number appearing in the first positions of the line, and is followed by document detail data grouped into sections.

    • Error Section Number—Each document section is identified by a two-digit section number appearing to the left of the first line for the section.

    • Alpha Field Designator—Each field within a section is identified by an alpha field designator appearing to the left of the field.

    • There may be more than one document shown on an error register page.

    • In some cases, the detail data for a document may exceed one page. If so, the Error Document ID Line for that document will be repeated under the error register title line of each additional page.

  2. Reject Register Format—The reject register format is the same as the error register with the following exceptions:

    • Each reject register page contains no more than one document.

    • The Reject Document ID Line is flagged by reject sequence number which appears in positions 1–12 of the line.

3.24.29.1.3  (01-01-2015)
Error Correction Block Header

  1. Error register items are blocked together for transcription. The source document for the error correction block header is the first page of the error register block.

3.24.29.1.3.1  (01-01-2015)
Format Code

  1. The format code (FC) is a three-digit number following the literal "FC" in the error register title line.

3.24.29.1.3.2  (01-01-2015)
Numeric 4

  1. Numeric 4 indicates that the first serial number in the block may be any number from 00 to 99, inclusive, and the sequence of serial numbers must be ascending, but not necessarily consecutive.

3.24.29.1.4  (01-01-2015)
Reject Correction Block Header

  1. Reject register items are blocked together for transcription. The source document for the reject correction block header is the first page of the reject register block.

  2. See IRM 3.24.29.1.8, Service Center (SC) Block Control, for guidelines.

  3. For the format code (FC), enter the three-digit number following the literal "FC" in the reject register title line.

3.24.29.1.5  (01-01-2015)
Error Correction–Input Section 01

  1. For error corrections, Input Section 01 is used for transcribing the correction record serial number and the error sequence number. All of the other correction data for an error document is transcribed in subsequent input sections.

  2. The error register is the source document for error correction.

3.24.29.1.5.1  (01-01-2015)
Serial Number

  1. A serial number is a two-digit number, which may appear as either:

    1. Stamped or written above and to the right of the "@@" in the Error Document ID Line, or,

    2. A computer-generated field to the immediate right of the computer-generated SC Block Control in the Error Document ID Line.

    If And Then
    A stamped or written serial number is present   Enter the stamped or written serial number.
    A stamped or written serial number is not present. A computer-generated serial number is present. Enter the computer-generated serial number.
    A stamped or written serial number is present. A computer-generated serial number is also present. Enter the stamped or written serial number.
    A stamped or written serial number is not present. A computer-generated serial number is either lined through or not present. "Do not enter " any correction data for the record.

3.24.29.1.5.2  (01-01-2015)
Input Section Number

  1. Input Section Number 01 must be transcribed following the transcription of the serial number.

3.24.29.1.5.3  (01-01-2015)
Error Sequence Number

  1. The error sequence number is located in the Error Document ID Line and contains a unique value for each document on the error register. It is a ten-digit number in the format Y–DDD–nnnnnn. Never transcribe the hyphens appearing in the error sequence number.

3.24.29.1.5.3.1  (01-01-2015)
Error Julian Date

  1. The error julian date consists of the first four digits (e.g., the Y–DDD portion) of the error sequence number.

  2. Error register items are blocked in such a way that all items in the block have the same error julian date.

    Note:

    Alert your supervisor if mixed julian dates are found within a single block of error register to prevent corrections not posting.

  3. For the first record of an error register block, enter the error julian date and press <ENTER>.

  4. For records other than the first record of the error register block, do not enter the error julian date or press <ENTER>.

3.24.29.1.5.3.2  (01-01-2015)
Error Serial Number

  1. The error serial number consists of the last six digits (e.g., the nnnnnn portion) of the error sequence number.

  2. For each record in the error register block, enter the error serial Number. Leading zeroes need not be entered. For example, "000040" may be entered as "40" .

3.24.29.1.6  (01-01-2015)
Reject Correction—Input Section 01

  1. For reject correction, Input Section 01 is used for transcribing the correction record serial number and the reject sequence number. All of the other correction data for a reject document is transcribed in subsequent input sections.

  2. The reject register is the source document for the reject correction.

  3. The serial number is a two-digit number which is stamped or written above the reject sequence number.

  4. Input section number 01 must be transcribed following the transcription of the serial number.

  5. The reject sequence number is the left most field in the Reject Document ID line and contains a unique value for each document on the reject register. It is a ten-digit number in the format Y–DDD–nnnnnn. Never transcribe the hyphens appearing in the reject sequence number.

3.24.29.1.7  (01-01-2015)
Error/Reject Correction–Input Sections 02–39

  1. Input Section Numbers 02–39 are supplied and entered by the original entry operator. For each document, the operator will enter input section numbers in consecutive and ascending order from 02 through the number needed, not to exceed 39.

  2. Error/Reject section umbers are two-digit section numbers printed (or written) on the register to designate error/reject document sections. The entry operator (EOP) enters the error/reject section number from the register when there is an error/reject action code edited next to the error/reject section number.

3.24.29.1.7.1  (01-01-2015)
Error/Reject Action Codes—Entry

  1. Error/Reject action codes are edited to the left of the error/reject section number by the tax examiners.

  2. Action Code "0" , "1" , "2" , "3" , "7" , "8" , or "9" — entered next to error register section "01" .

  3. Action Code "1" will be followed by the taxpayer notice codes.

  4. Action Code "2" will be followed by an error/reject disposition code of "D" , "R" , or "N" . If the disposition code is "N" , renumber data will be written above the document locator umber (DLN) in the Error Document ID Line (or Reject Document ID Line). This renumber data will consist of one of the following:

    • The literal "URF" (Unidentified Remittance File)

    • The literal "DEPF" (Deposit Fund)

    • The literal "EXC" (Excess Collection)

    • The literal "SMCR" (Small Debit/Credit Write-off)

    • The literal "WASH" (Washout of Offsetting Debit and Credit)

    • The literal "OTHER" (Write-off to Other Account)

    • A new DLN (14 positions)

    • A new DLN followed by a new Master File (MF) ID code (total of 15 positions)

  5. Action Code "4" or "6" — Entered next to the applicable register section number. For Action Code 6, one or more fields within the section will have been corrected by the tax examiner.

  6. Action Code "5" — Entered on the Error Register (or Reject Register) and always followed by the error/reject section number and all of the data to be transcribed for the section.

  7. If the only correction for an input section consists solely of an encircled number (deleting a fixed field), enter the alpha field designator and the appropriate field breakers.

  8. If there is only one correction in an input section and that correction has an encircled number following the correction, ignore the encircled number and enter the appropriate <ENTER> after entering the alpha field designator and corrected characters.

  9. Do not enter more than one error sequence number in a section.

  10. Each section (screen transmission) must end with <ENTER> and/or <F6>.

  11. A section (screen transmission) can contain up to 178 characters or 3 lines of data (the third line will not be a full line). The last input field on line 3 cannot be split between two sections (screen transmissions). If the last input field is too long, the key station terminal (KST) will beep, the keyboard will lock and the error message "FIELD OVERFLOW" will display. In this case, do the following:

    1. Position the cursor on the first character of the field that was not completed and press <ENTER>.

    2. Begin the next screen with a new input section number but with the same error/reject section number and action code followed by the field that could not be completed on the previous screen.

    3. Continue entering the remaining fields until all are input.

  12. Use the space bar for blanks preceding the corrected characters.

  13. If a field has been lined through and no replacing data has been entered, and:

    If: Then:
    A breaker was computer-printed for the field on the register, transcribe the Alpha Field Designator and a comma (,).
    There is no computer-printed breaker for the field, and the field is the last field being corrected for that section, transcribe only the Alpha Field Designator.
    There is no computer-printed breaker for the field, and the field is not the last field being corrected for that section, take it to your supervisor, who will contact Error Resolution for a determination.

3.24.29.1.7.1.1  (01-01-2015)
Field Breakers

  1. When transcribing a field breaker, transcribe it as either a comma (,) or a pound sign (#).

  2. In some cases, Input Correction will write the field breaker (comma or pound sign) after the alpha field designator and corrected characters. In this case, transcribe the field breaker as entered by Error Resolution.

  3. If no field breaker has been entered on the register by Error Resolution, but the field being corrected contains a computer-printed field breaker ("+" or "-" ) , enter a field breaker as follows:

    • comma (,), if the computer-printed breaker is a plus (+).

    • pound sign (#), if the computer-printed breaker is a minus (-).

  4. Street Address—Enter the street address using the standard abbreviations. For BMF addresses, see IRM 3.24.38.4.4.14.8, Street Address. For IMF Addresses, see IRM 3.24.37-1, Standard Address Abbreviations and IRM 3.24.37-2, Optional Address Abbreviations.

  5. The following are various examples of fixed and variable fields being corrected on the error register.

    • A 35 character fixed-length field with a 15 position entry.

      Error Register Entry: Enter As:
      GJOHN J GROWL MD
      where GROWL is marked out and BROWN is written above the entry.
      GJOHN M<BROWN<MD
    • A maximum 35 character variable-length field.

      Error Register Entry: Enter As:
      G1302 MAIN ST
      where the address is marked out and the new address is written across above the entry
      G1202 MAIN ST,
    • A fixed-length numeric field. (All fixed-length numeric fields will be unsigned.)

      Error Register Entry: Enter As:
      ©H000009462
      where the number 9462 is marked out and 9562 is written above the entry

      Note:

      © represents editing to the right of the Field Alpha Designator with a number inside representing the number of preceding zeros to be entered before the edited numeric character if the corrected number was not edited with the preceding zeros.

      H000009562
    • A variable-length amount field.

      Error Register Entry: Enter As:
      K0000012614–
      where the amount is marked out and the new amount is placed above the entry followed by a number sign
      K131614#
      (new money amount and field breaker converted)
      K0000012614–
      where the amount is marked out and the new positive amount is placed above followed by a comma
      K131614,
      (money amount in error, negative field changed to a positive field, and field breaker converted)
      K0000012614+
      where the amount is marked out and the new amount is placed above the entry this entry
      K13614,
      (money amount in error and field breaker converted)
      K0000012614+
      where the amount is marked out and the new negative amount is placed above followed by a number sign
      K13614#
      (money amount in error, positive field changed to a negative field, and field breaker converted)

3.24.29.1.8  (01-01-2015)
Service Center (SC) Block Control

  1. Service Center (SC) Block Control is a three-character field which uniquely identifies a block for transcription.

  2. The SC Block Control may appear:

    1. On a sticker, to the left of the first record of the register block or

    2. As the left most field in the Error Document ID Line of each record of the register block. This field is computer-generated and may, or may not be present. If it is present, it will appear under the literal "P/R/F" of the Error Register Title Line. If it is to be transcribed, it will be underlined.

  3. The three digit SC Block Control (ABC) for error registers will be entered from the left of the first record of the error register block, if present. If there is no sticker, enter the 3 character field generated in the first record's Error Document ID Line. (This field may be underlined.)

  4. If the sticker is present, enter the SC Block Control from the sticker.

  5. If the SC Block Control has been computer-generated into the Error Document ID Line and is underlined in the first record of the register block, enter the underlined SC Block Control.

  6. If the sticker is present and the SC Block Control in the Error Document ID Line is underlined, enter the SC Block Control from the sticker.

  7. The three digit SC Block Control (ABC) for reject registers will be entered from the left of the first record of the reject register block.

3.24.29.2  (01-01-2015)
ISRP Transcription Operation Sheets

  1. The following exhibits represent specific data entry procedures.

Exhibit 3.24.29-1 
Block Header Data Entry - Error Register (Programs 15900, 44900, 45900, 72820 / Format Codes 207, 206, 210, 211) and Reject Register (Programs 15901, 45901, 72822 / Format Codes 203, 204, 205)

Block Header Data Entry
Source Document or Record:
ERROR REGISTER
REJECT REGISTER
Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) SC Block Control ABC <ENTER> The screen displays the ABC that was entered in the EOP Dialog box. It cannot be changed.
(2) Campus Code FLC/DO <ENTER> Campus code "00" will always be generated. No entry is required.
(3) Format Code FCODE <ENTER> Enter the three digit format code following the literal "FC" in the Error/Reject Register Title Line.
Error Correction Format Codes:
IRP: "206"
BMF:  "207"
IMF:  "210"
EPMF:  "211"
Reject Correction Format Codes:
BMF: "203"
IMF: "204"
EPMF: "205"
(4) Filling Enters   <ENTER> Press <ENTER> 6 times.

Exhibit 3.24.29-2 
Section 01 ERROR REGISTER (Programs 15900, 44900, 45900, 72820 / Format Codes 207, 206, 210, 211)

SECTION 01
Source Document or Record:
ERROR REGISTER
Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT:   Section "01" will always be generated. No entry is required.
(2) Serial Number SER# <ENTER> Press <ENTER> if already present on the screen; otherwise, enter the two-digit number stamped or written above and to the right of the "@@" in the Error Document ID Line.

Note:

If the stamped or written serial number is not present, enter the 2-digit computer generated field to the immediate right of the computer-generated SC Block Control in the Error Document ID Line.

(3) Error Sequence (Date) Number DATE <ENTER> On the first document of the block, enter the first four digits of the error sequence number.

Note:

Do not enter hyphens.


For subsequent documents, this field will be generated.
(4) Error Sequence (Serial) Number SEQ# <ENTER> ★★★★★★ Enter the last six digits of the error sequence number.

Note:

Do not enter leading zeroes.

Example:

: "000040" may be entered as "40" .

Exhibit 3.24.29-3 
Section 01 REJECT REGISTER (Programs 15901, 45901, 72822 / Format Codes 203, 204, 205)

SECTION 01
Source Document or Record:
REJECT REGISTER
Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT:   Section "01" will always be generated. No entry is required.
(2) Serial Number SER# <ENTER> Press <ENTER> if already present on the screen; otherwise, enter the two-digit number stamped or written above the reject sequence number.
(3) Reject Sequence Number SEQ# <ENTER> Enter the 10 digits of the reject sequence number.

Note:

Do not enter hyphens.

Reminder:

This element must be entered for all reject documents in the block.

Exhibit 3.24.29-4 
Sections 02–39 ERROR/REJECT REGISTER ERROR/REJECT (All Programs/Format Codes)

On-line help is only available on the Section 02 input screen. If you are in a subsequent section and require on-line help, go back to Section 02, position your cursor in the appropriate input field, and press <Shift-H>.

Note:

If a correction has been edited on the Error Register and no Error Action Code is present, ALWAYS enter a "6" .

SECTIONS 02–39
Source Document or Record:
ERROR/REJECT REGISTER ERROR/REJECT SECTIONS 02–39
Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Input Section Number SECT: <ENTER> Action Code 2 or 7:
Press <ENTER> if already present on the screen; otherwise, enter "02" .
___________
Action Code 0, 1, 3, 8, or 9:
Press <ENTER> if already present on the screen; otherwise, enter "02" . If Input Section 02 has already been entered, enter "03" .
___________
Action Code 4, 5, or 6:
Press <ENTER> if already present on the screen; otherwise, enter the appropriate section number (must be between 02 and 39, inclusive).
(2) Error/Reject Section ER SEC <ENTER> Action Code 0, 1, 2, 3, 7, 8, or 9:
Enter "01" .
___________
Action Code 4, 5, or 6: Enter the two-digit number written or printed beside the error/reject action code.

Note:

If only one digit is shown, precede it with a zero.

(3) Error/Reject Action Code ACT CD <ENTER> ★★★★★★ Action Code 2 or 7:
Enter the action code written next to error/reject section number "01" . If action code is 7, end the document; the next element applies only to action code 2.
___________
Action Code 0, 1, 3, 8, or 9:
Enter the action code written next to error/reject section number "01" . If error/reject action code is 0, 3, 8, or 9, end the section; the next element applies only to action code 1.
___________
Action Code 4, 5 or 6:
Enter the error/reject Action Code 4, 5, or 6 as shown. If action code 4 was entered, end the section; the next element applies only to Action Codes 5 and 6.
(4) Error/Reject Disposition Code CHG <ENTER> Action Code 2:
Enter the "D" , "R" or "N" appearing to the right of Action Code "2" .
(a) If the disposition code is "D" or "R" , press <ENTER> and end the document.
(b) If disposition code is "N" , DO NOT PRESS <ENTER>; continue to enter the characters written above the DLN in the Error Document ID Line.

Note:

USE <ENTER> KEY IN PLACE OF THE PLUS (+).


___________
Action Code 1:
Enter the two digit taxpayer notice code(s) written to the right of Action Code 1.

Exception:

IMF taxpayer notice codes are three digits.


Examples:
Elem 3 and 4Enter as
1–151+15+
1–15–271+1527
1–2201+220+
1–200–5601+220560+

Note:

USE <ENTER> KEY IN PLACE OF THE PLUS (+).


___________
Action Code 5 or 6:
Enter each field of the error/reject section for which corrections are shown.
(a) Enter fields in alphabetical order based on alpha field designator.
(b) For each field added or changed, enter the alpha field designator, the field data, and, when present, the special character (" ," or "#" ).
(c) Do not space between fields or between the alpha field designator and the first character of the field. Space only between words and numbers of names and addresses within a field.
(d) An encircled number after field data or after the alpha field designator represents the number of spaces that must be entered. For exceptions see IRM 3.24.29.1.7.1(7) and (8).
(e) A "Z" and a number, encircled together and appearing before the field data or after an alpha field designator, represent the number of zeroes that must be entered.
(f) Enter the caret (<) for each bracket or caret shown.
(g) When the bracket or caret appears between two words of a name, do not enter any spaces immediately before or immediately after the caret.
(h) Always enter the special character if edited ("," or "#" ).

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