3.24.162  BOB Transcription Instructions

Manual Transmittal

November 05, 2013

Purpose

(1) This transmits revised IRM 3.24.162, Integrated Submission Remittance Processing (ISRP) System Block Out of Balance (BOB) Transcription Instructions.

Material Changes

(1) Various editorial changes, date changes and revisions were made throughout the IRM.

(2) Added note regarding the presence of the @’‘sign on the form 6813.

Effect on Other Documents

IRM 3.24.162, dated October 26, 2012 (effective 01-01-2013) is superseded.

Audience

These instructions will be used by employees in Wage and Investment (WI), Small Business and Self-Employed (SB/SE), Large and Mid-size Business (LMSB).

Effective Date

(01-01-2014)


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

3.24.162.1  (01-01-2014)
Introduction

  1. The Error Resolution System (ERS) Blocks Out Of Balance (BOB) Resolution Section provides instructions for transcribing and verifying correction data from the BOB register for ERS, using the Integrated Submission Remittance Processing (ISRP) System. ERS is a replacement for the Service Center Replacement System (SCRS). The instructions in this section apply only to the transcription and verification of correction data for documents which have been converted to ERS.

3.24.162.2  (01-01-2014)
Definitions

  1. BOB Register Title Line—This line identifies the type of documents and the GPP format code.

  2. Block ID (Identification) Line—This line starts with the 10 digit BOB Sequence Number (BSN). The BSN is printed only once for each original block of documents. This number will be entered on each section 01.

  3. Block Header Section—Certain BOB conditions require changes to the Block Header Section (BH). This section is identified with a BH printed at the beginning of the line.

  4. Alpha Field Designators—Alpha Field Designators are used to define the beginning of a field. They are printed above each field on the BH and to the left of each field on document sections. They are not used on “Mixed” BOBs.

3.24.162.3  (01-01-2014)
Specific Instructions for Entry of Data

  1. This section of the IRM contains specific instructions for entering data.

3.24.162.3.1  (01-01-2014)
Control Documents

  1. Block Control Data will be transcribed from the top of BOB Register and/or Form 6813, BOB Correction Record.

  2. To distinguish between the letter ‘O’ and the number zero, zeros are to be written with a line draw through the middle of the oval as specified in IRM 3.40.37 .4.5(7).
    Example: 458900.
    Write as: 4589∅∅.

3.24.162.3.2  (01-01-2014)
Source Documents

  1. Document Correction Data will be transcribed from BOB Register and/or Form 6813, BOB Correction Record.

3.24.162.3.3  (01-01-2014)
Forms/Program Numbers/Format Codes

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

    Forms Program Numbers Format Codes
    Business Master File (BMF) BOBS 15910 213
    Individual Master File (IMF) BOBS 45910 214
    Employee Plan Master File (EPMF) BOBS/ IMF BOBS 72821 215
    Information Return Processing (IRP) BOBS 44910 212

3.24.162.3.4  (01-01-2014)
Required Sections

  1. Original Entry (OE) —Sections 01 & 02 are required for each document.

  2. Key Verification (KV) —All sections are verified.

3.24.162.3.5  (01-01-2014)
Spaces and Blanks

  1. If a correction has an encircled number, either preceding or following the correction, press the space bar that number of times:
    Example: JANE B DUNN
    Enter as: JANE B>DUNN (and 20 spaces before beginning the next field).

3.24.162.3.6  (01-01-2014)
Must Enter Fields

  1. Some fields require entry of data. These fields are referred to as MUST ENTER fields. They are indicated in the Transcription Operation Sheets by the presence of stars (★★★★★★). Refer to IRM 3.24.37, ISRP System General Instructions for procedures related to MUST ENTER fields.

3.24.162.3.7  (01-01-2014)
ISRP Transcription Operation Sheets

  1. The following exhibits represent specific data entry procedures.

Exhibit 3.24.162-1 
Block Header Data Entry - Form 6813, Block Out Of Balance (BOB) Correction Record

Source Document or Record: Form 6813, Block Out of Balance (BOB) Correction Record
Element Number Data Element Name Prompt Field Term Instructions
(1) SC Block Control ABC <ENTER> The screen displays the ABC that was entered in the EOP Dialog box, as described in IRM 3.24.37.2.6. 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 3 digits from field “FC” in Page Header line. (a) Note: If from Form 6813, enter from Box at top right corner.

Exhibit 3.24.162-2 
Section 01, Register Header Line - Form 6813 or BOB Register

Source Document or Record BOB Register Header Line Form 6813 or BOB Register
Element Number Data Element Name Prompt Field 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 2 digit number (00–99) from LEFT hand margin.
(3) BOB Sequence Number SEQ # <ENTER> Press <ENTER>if the first 6 digits on the screen are correct, then enter the last 4 digits; otherwise, enter the 10 digits from the left hand end of the ID line.
(4) Document Locator Number (DLN) Serial Number DLN # <ENTER> For block header corrections, enter “BH”. Otherwise, enter the 2 digit number preceding the Document Section Number (a) Note: If from Form 6813, enter data from labeled boxes.

Exhibit 3.24.162-3 
Section 02– BOB Register Header Line— Form 6813 or BOB Register

Source Document or Record BOB Register Header Line Form 6813 or BOB Register
Element Number Data Element Name Prompt Field Term Instructions
(1) Section Number SECT: <ENTER> For block header corrections, enter “02” always. Otherwise, enter the appropriate section number (must be between 02 and 39, inclusive). Note: 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>
(2) Document Section Number DOC SEC <ENTER> For block header corrections, enter “00” always. Otherwise, enter the 2 digit section printed to the left of the document data. Enter all sections in ascending order.
(3) Action Code ACT CD <ENTER> For block header corrections, enter 1 digit action code from left of “BH”. (Certain action codes on Block Header sections will be followed by a Service Center Control File (SCCF) adjustment indicator. This indicator will be the first character of the variable data field. Example: 6–3 (6 is the action code and 3 is the SCCF adjustment indicator). For other than block header corrections, enter the 1 digit edited character from the left of the section number.
(4) Variable data DATA <ENTER> For block header corrections, enter SCCF adjustment indicator if present, followed by Alpha Field Designators (except with Action Code “N”, which does not require an Alpha Field Designator) and corrected data as shown. For other than block header corrections, enter Alpha Designators and corrected data as shown. (a) Note: If from Form 6813, enter from labeled boxes.

Note:

The presence of the ‘@’sign on Form 6813 denotes this as a field breaker. See: IRM 3.40.37, Reference 3.40.37.4.5(2)


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