2.4.53 Command Code DUPED

Manual Transmittal

July 14, 2023

Purpose

(1) This transmits revised IRM 2.4.53, IDRS Terminal Input, Command Code DUPED

Material Changes

(1) 2.4.53.1 Updated to include a complete Internal Controls section.

Effect on Other Documents

IRM 2.4.53, dated December 9, 2020, is superseded.

Audience

LB&I, SB/SE, TE/GE, W&I

Effective Date

(07-14-2023)


Kaschit Pandya
Acting, Chief Information Officer

Program Scope and Objectives

  1. Overview: The objective of Command Code (CC) DUPED is to allow users to edit and correct information displayed by CC DUPOL, which contains information about each use of an SSN filed on tax returns.

  2. Purpose: This IRM contains instructions on how to display and update information contained on the Duplicate TIN Database.

  3. Audience: These procedures apply to IRS employees responsible for the processing of 1040 series tax returns including 1040X Amended Returns. These employees are located in Wage & Investment (W&I).

  4. Policy Owner: The Chief Information Officer

  5. Program Owner: Wage & Investment (W&I)

  6. Primary Stakeholders: Wage & Investment (W&I)

  7. Program Goals: This IRM provides instructions on how on to update SSNs recorded on the Duplicate TIN Database. This process helps ensure the SSNs recorded are accurate and will prevent the subsequent use of the SSN on another tax return.

Background

  1. IRM 2.4.53, Command Code DUPED was developed to allow employees in Wage and Investment to add/update SSNs on the Duplicate TIN Database. The database contains information about how SSNs are used on both Paper and Electronic 1040 tax returns.

Authority

  1. There is no specific authority related to these instructions.

Responsibilities or Roles and Responsibilities

  1. Applications Development is responsible for the Operations and Maintenance of the command code.

Program Management and Review

  1. Program Reports: The data displayed, updated and added to the DUPTIN database resides in a DB2 database on the IBM Master File system.

  2. Program Effectiveness: The data is used to validate specific SSNs on incoming 1040 tax returns to determine if they have been previously used.

Program Controls

  1. When updates are made to the Duplicate TIN database a row is added to the DUPED_LOG table in the database to record the change made.

Terms/Definitions/Acronyms

  1. DUPED Acronyms

    Acronym Definition
    EIC Earned Income Credit
    GMF Generalized Mainline Framework
    MeF Modernized e-File
    SSN Social Security Number
    TIN Taxpayer Identification Number

Related Resources

  1. IRM 2.3.68 Command Code DUPOL.

Command Code DUPED

  1. Command Code (CC) DUPED allows users to edit and correct information displayed by CC DUPOL, which contains information about each use of every SSN filed on tax returns. Records from current processing year on the Duplicate TIN Database can be added, changed and deleted (reversed). This command code is intended for limited use only in situations where records on the database cannot be corrected through the normal Mef and GMF update and reversal process.

  2. The Display Record option displays all use of a SSN similar to CC DUPOL. (See IRM 2.3.68)

  3. The Add Record option in command code DUPED allows a record to be added to the DUPLICATE TIN database. This option should only be used when a Form 1040X is filed with additional dependents, or if a SSN use was missed during original GMF/MeF processing.

  4. The Change Record option allows a record to be updated if it has incorrect information.

  5. The Delete Record option allows a record to be marked as reversed, so that the use of a SSN is removed.

Command Code DUPED Input Format

  1. The required input for CC DUPED is:

    1. Command Code

    2. Command Code Definer (blank, A, C or D)

    3. Edited TIN (nnn-nn-nnnn)

    4. TIN Type Code (blank or *)

    5. Record Number (for definer C & D only)

Command Code DUPED Display Screens

  1. A DUPED command code with a blank definer will display all uses of a SSN similar to the display of command code DUPOL.

  2. In addition to displaying when, where, who used a SSN, and how it was used, a RECORD NUMBER is displayed for every record that can be edited. (Reversed records cannot be edited.) A record number is required for each change or delete request, so the first step in the editing process would be to display all the records using the blank definer, and find the right record number to edit.

  3. The status of an ITIN at the time it was added to the DUPTIN database will be displayed in the Submission Site Literal area of the File Location Code.

  4. From the display screen, enter the request type, record number and entry code to edit a record.

  5. Some of the features of the DUPED command code output display screens include:

    1. CC DUPED will provide IDRS-like paging when multiple pages exist. A maximum of 20 pages or 300 records will be displayed for a SSN. If there are more records than can be displayed, a 'nnn Prior records not displayed' or 'nnn More records not displayed' message will be indicated in the first & last page of the display. To display more records, enter another display request for the same SSN with a starting record number in the command code line.

    2. The paging routine will automatically position the cursor following the Start of Message symbol. When the ENTER key is depressed, the terminal will display the next page or any page designated by overlaying a page number onto the format by key input. No entry key is needed to move from one page to another.

    3. When a record has been edited, both the updated record and the original record (marked as reversed) are displayed. If a SSN on a record has been changed to another SSN, a message indicating so will be displayed immediately below the reversed record.

    Caution:

    Do not leave the terminal in a paging condition. Since no entry code is needed for input, anyone could depress the ENTER key and have unauthorized access to the display. Terminate terminal session by inputting SINOF.

Command Code DUPED Edit Screens

  1. The DUPED edit screen contains the following editable fields:

    1. SSN - The original SSN on a return. Fill in the corrected SSN if the original was incorrect.

    2. Valid (Y/N) - Whether a SSN is valid or invalid

    3. Name Control

    4. Primary SSN - The primary SSN of a return

    5. Service Center CD - File location code where a return was originally filed

    6. Filing Status

    7. Dependent Status Ind - 0 or blank if TP can not be claimed by someone else(Prior to TY2018 they took personal exemption for self), 1 if TP can be claimed by some one else (Prior to TY2018 they did not take the personal exemption for self).

    8. Tin(SSN) Source CD - Up to 3 values can be entered

  2. When editing an existing record, the data from the original record will be displayed. When adding a new record, all fields on the screen need to be filled in.

  3. After a record has been edited, the display screen ( Exhibit 2.4.53-4.) is re-displayed automatically showing the changes that were made.

Command Code DUPED Add Records

  1. To add a record, enter command code DUPED with a 'A' definer to display the DUPED edit screen. The SSN should be researched first to see if there are additional uses of the same SSN. Fill in all the fields on the screen. Up to 3 Tin Source Cd values can be entered to add multiple records for the same SSN.

  2. When a record has been successfully added, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD ADDED' message on the bottom line. The record will be added with a priority code of blank because priority codes are not checked for manual entries. If the SSN was previously used as a Dependent or EIC by a different primary SSN, an informational message 'DUPLICATE USE OF SSN' will be displayed instead.

Command Code DUPED Change Records

  1. To change a record, enter command code DUPED with a blank definer and the original SSN from the filed return to display all the records for that SSN.

  2. Find the record number for the record that needs to be changed. Enter a 'C' in the request type and the record number in the record number field. Also enter the entry code and hit transmit. This is equivalent of issuing another DUPED CC with definer C and a record number.

  3. The DUPED edit screen will then be displayed along with the data from the record. To change the data in any field, over type that field with the corrected information.

    • The TIN source Cd field will contain a single value. To change additional records for the same SSN, enter the other applicable TIN source codes in that field. The data being changed will be applied to all the TIN source codes entered for that SSN that have the same Primary SSN and return filing date.

    • To change the SSN of a record or to change a SSN from invalid to valid, the Name control is also required to be filled in for validation purposes.

  4. When a record has been successfully edited, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD CHANGED' message on the bottom line. If the SSN was changed and also was previously used as a Dependent or EIC by a different primary SSN, an informational message 'DUPLICATE USE OF SSN' will be displayed instead.

Command Code DUPED Delete Records

  1. To delete a record, enter command code DUPED with a blank definer and the original SSN from the filed return to display all the records for that SSN.

  2. Find the record number for the record that needs to be changed. Enter a 'D' in the request type and the record number in the record number field. Also enter the entry code and hit transmit. This is equivalent of issuing another DUPED CC with definer D and a record number.

  3. The DUPED edit screen will then be displayed showing the record that is to be deleted. Enter a 'Y' at the prompt on the screen asking whether or not to delete the record.

  4. When a record has been successfully deleted, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD DELETED' message on the bottom line.

Command Code DUPED Error Messages

  1. In the event of an error situation, one of the following messages will be issued:

    1. DUPED REQUIRES AN EDITED TIN - The TIN must be entered as nnn-nn-nnnn.

    2. DUPED DEFINER MUST BE BLANK, A, C, OR D- The definer used was invalid.

    3. NO RECORD FOUND IN TABLE - There is no information for the requested Taxpayer Identification Number in the Duplicate TIN Database file.

    4. CHECK TIN AND RE-ENTER REQUEST - Check Taxpayer Identification Number and re-attempt request.

    5. RECORD NOT FOUND - DUPED could not find the record number entered to edit. Please check the record number and reinput.

    6. INVALID RECORD NUMBER - The record number entered for edit was invalid. Please check the record number and reinput.

    7. INVALID REQUEST TYPE - The request type was invalid. Must be A, C or D

    8. INVALID DATA. PLEASE REINPUT- The data entered on the edit screen did not have an acceptable value. Please correct the field and reenter.

    9. NAME CONTROL MISMATCH - The name control entered did not match the SSN

    10. NAME CONTROL MISMATCH - NO SUCH SSN - The SSN cannot be found on NAP/INOLE.

    11. INACTIVE ITIN - TIN CANNOT BE ADDED/UPDATED

    12. DUPOL FILE NOT AVAILABLE - TRY LATER - The attempt to access the Duplicate TIN Database failed.

    13. DATABASE BUSY. PLEASE TRY AGAIN - Another process was updating the database at the same time. Please try to edit the record again.

    14. ERROR DETECTED IN RETRIEVING DATA, CONTACT PROGRAMMER - The attempt to retrieve data from DB2 file encountered a severe error and the program abended.

    15. SQL ERROR ENCOUNTERED: (error code) - The program aborted due to a DB2 system error. Contact ECC DB2 Admin Support Section, DB2 Administrator, for resolution.

    16. NO SCREENS AVAILABLE - The attempt to retrieve an additional screen was unsuccessful, no additional screen exists.

    17. DB2 IS ENABLED BUT NOT CONNECTED YET - DB2 is available and enabled, but is not connected to CICS.

Command Code DUPED Input Screen

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Line Position Description
1 01–05 Command Code: DUPED
1 06 Command Code Definer: (blank, A, C or D)
    blank = Display all records for A SSN for current processing year
    A = Add new record
    C = Change a record
    D = Delete (reverse) a record
1 07–17 Edited SSN
1 18 Validity Digit (blank or * only)

Command Code DUPED Display Screen

NOTE: This format is the initial response screen. If more records exist enter paging command DUPPG for additional screen.

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Line Position Description
01 01–05 Command Code: DUPED
01 06 Command Code Definer (blank)
01 07–17 Edited SSN
01 18 Validity Digit (blank or *)
01 19–22 Starting record number
01 29–52 Screen literal
01 70–79 Date requested
02 56–63 Tax year literal
02 65–68 Tax year of return
03 06–27 Request Type Literal
03 29 Change Request Type
    A = Add new record
    C = Change a record
    D = Delete (reverse) a record
03 32–46 Record Number Literal
03 25–28 Record Number to edit
04 01–80 Screen literal
05 01–80 Screen literal
06 01–80 Screen literal
07 01–80 Screen literal
03 02–29 Screen literal
8–22 01–09 SSN
8–22 12–21 File Location Code/ITIN Status
  IF Then
  ITIN
  • nn-INAC - Inactive

  • nn-ACTV - ITIN Active

  • nn-UNVL - ITIN Active but not validated

  • where nn is 07, 08, 09, 18, 28, 49, or 89

  Not an ITIN
  • 07-ATSC

  • 08-ANSC

  • 09-KCSC

  • 18-AUSC

  • 28-PSC

  • 49-MSC

  • 89-FSC

8–22 26–28 Date added (Julian date)
8–22 32–34 Record Number
8–22 37–45 Primary SSN
8–22 50 Filing Status Code
8–22 57 Dependent Status Indicator
8–22 63–66 SSN Source Code
8–22 70–72 Reversal Date
8–22 77 Priority Code
24 1–39 Edit Response Messages
    Possible responses:
    REQUEST COMPLETED. RECORD ADDED
    REQUEST COMPLETED. RECORD CHANGED
    REQUEST COMPLETED. RECORD DELETED
    DUPLICATE USE OF SSN AS EIC
    DUPLICATE USE OF SSN AS DEPENDENT
24 22–25 Page number literal
24 21–23 Current screen number
24 25–26 Page literal
24 28–30 Total number of screens
24 40 Start of Message symbol
24 41–45 COMMAND CODE to retrieve additional screen
24 47–49 Next screen number

Command Code DUPED Edit Screen

NOTE: This format is the initial response screen. If more records exist enter paging command DUPPG for additional screen.

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Line Position Description
01 01–05 Command Code: DUPED
01 06 Command Code Definer: (A,C or D)
    A = Add new record
    C = Change a record
    D = Delete (reverse) a record
01 07–17 Edited SSN
01 18 Validity Digit (blank or *)
01 19–22 Edit record number
01 29–50 Screen literal
01 70–79 Date requested
03 04–11 Tax period literal
03 12–17 Tax period of return
03 21–30 Record ID Literal
03 31–44 Duplicate TIN record ID
03 48–53 Record Count Literal
03 55–58 Record number
03 63–66 Total record count
05 07–25 SSN Literal
05 26–34 SSN
06 07–25 Valid Literal
06 26 SSN valid
07 07–25 Name Control Literal
07 26–29 Name Control
07 46–63 Literal
09 07–25 Primary SSN Literal
09 26–34 Primary SSN
10 09–17 Literal
11 36–61 Literal
12 07–25 Service Center CD Literal
12 26–27 Service Center Code
12 37–73 Literal
13 07–25 Filing Status Literal
13 26 Filing Status
14 07–25 Dependent Status Literal
14 26 Dependent Status Indicator
    Prior to TY2018
    0 = Exemption taken for self
    1 = Exemption not taken for self
    Beginning in TY2018
    0 = Cannot be claimed as dependent on another tax return
    1 = Can be claimed as a dependent on another tax return
15 07–25 Tin Source CD Literal
15 26–28 Tin Source CD
16 37–55 Literal
17 37–73 Literal
18 12–63 Delete Confirmation Literal (Only displays on a delete request)
18 65 Delete Confirmation
24 1–40 Error Message.
    Possible Responses:
    INVALID RECORD NUMBER
    INVALID REQUEST TYPE
    RECORD NOT FOUND.
    INVALID DATA. PLEASE CORRECT.
    NAME CONTROL MISMATCH
    NAME CONTROL MISMATCH - NO SUCH SSN
    INACTIVE ITIN - TIN CANNOT BE ADDED/UPDATED
    DATABASE BUSY. PLEASE TRY AGAIN
    DATABASE ACCESS ERROR. CODE -XXX

Command Code DUPED Error Screen

Description: Screen layout for error messages.

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Line Position Description
01 01–05 Command Code: DUPED
01 06 Command Code Definer: (blank, A, C or D)
01 07–17 Edited SSN
01 18 Validity Digit (blank or *)
01 29–50 Screen literal
01 61–70 Error date
22 01–70 Error message line 1:
    Possible responses:
      *NO RECORD FOUND IN TABLE.
      *DUPOL NOT AVAILABLE - TRY LATER
      *ERROR DETECTED IN RETRIEVING DATA, CONTACT PROGRAMMER
      *SQL ERROR ENCOUNTERED: [error code]
23 01–70 Error message line 2
    Possible responses:
      DUPED DEFINER MUST BE BLANK, A, C OR D
      DUPED REQUIRES AN EDITED TIN
      INVALID RECORD NUMBER
      CHECK TIN AND RE-ENTER REQUEST
      *DB-2 IS ENABLED BUT NOT CONNECTED YET