3.21.112 Foreign Account Tax Compliance Act (FATCA) Registration

Manual Transmittal

October 19, 2018

Purpose

(1) This transmits revised IRM 3.21.112, International Returns and Documents Analysis, Foreign Account Tax Compliance Act (FATCA) Registration.

Scope

This IRM is for employees in Document Perfection and Entity Operations who will be processing Form 8957, Foreign Account Tax Compliance Act (FATCA) Registration, for Financial Institutions (FIs) and inputting information into the Employee User Portal (EUP) database FATCA system.

Material Changes

(1) Minor editorial changes have been made throughout this Internal Revenue Manual (IRM) (e.g., line number updates, spelling, punctuation, links, etc.) and editorial changes to tables to ensure 508 compliance. Other significant changes to the IRM are shown below.

(2) Updated links and references throughout this IRM to reflect new version of Form 8957 (Rev. June 2018).

(3) IRM 3.21.112.1(1) - Removed reference to “follow the overseas movement of income” and replaced with “locate U.S. taxpayers holding financial assets outside the U.S.

(4) IRM 3.21.112.1(7) - Added Program Goals statement.

(5) IRM 3.21.112.1.5 - Added IGA and QR to the list of table of Acronyms/Abbreviations/Definitions.

(6) IRM 3.21.112.3.3.1(1) - Updated Receipt and Control Operation instructions from batching to routing Forms 8957.

(7) IRM 3.21.112.3.3.1(2) - Updated routing instructions to include Entity Control Unit.

(8) IRM 3.21.112.3.3.2(1) - Added routing information for Forms 8957 received with correspondence.

(9) IRM 3.21.112.3.3.2(3) - Added paragraph stating Entity Control Unit clerks responsible for batching Forms 8957.

(10) IRM 3.21.112.3.3.2(5) - Added paragraph stating Entity Control Unit quality reviewers responsible for performing QR.

(11) IRM 3.21.112.3.3.3 - Removed Quality Review from the list of activities that Input Correction Operation is responsible for.

(12) IRM 3.21.112.4.4(2)a - Added routing information for Forms 8957 received with correspondence.

(13) IRM 3.21.112.5(1) - Added paragraph with clarifying information on creating new accounts and editing existing accounts.

(14) IRM 3.21.112.5(6) - Added paragraph for when TEs must return paper submissions to the Financial Institutions.

(15) IRM 3.21.112.5.1 - Added subsection/instructions for input of paper Form 8957 into EUP.

(16) IRM 3.21.112.5.2 - Added subsection/instructions for editing FI registration data into EUP.

(17) IRM 3.21.112.5.3 - Added subsection/information on FATCA Registration System Release 6.2 update.

Effect on Other Documents

IRM 3.21.112, dated November 6, 2017 (effective 01-01-2018) is superseded.

Audience

Employees in the Austin Submission Processing Campus performing FATCA paper registration functions

Effective Date

(01-01-2019)

Linda J. Brown
Director, Submission Processing
Wage and Investment Division

Program Scope and Objectives

  1. This section contains instructions for processing paper Form 8957, Foreign Account Tax Compliance Act (FATCA) Registration. The objective of FATCA is to improve the ability of the United States Internal Revenue Service (IRS) to locate U.S. taxpayers holding financial assets outside the U.S.

  2. Purpose: This section provides instructions for processing the paper registration of Form 8957, including input to the Employee User Portal (EUP), to establish an online FATCA account.

  3. Audience: These procedures apply to the Austin Submission Processing Campus (AUSPC) FATCA employees: This IRM is designed to be used by Austin Submission Processing Campus (SPC) FATCA employees and other Request Tracking System (RTS) users.

    • Supervisory Tax Examining Technician

    • Lead Tax Examining Technician

    • Tax Examining Technician

    • Supervisory Clerk

    • Lead Clerk

    • Clerk

  4. Policy Owner: Director, Submission Processing.

  5. Program Owner: Specialty Programs Branch, Post Processing.

  6. Primary Stakeholders: Large Business and International (LB&I) Data Solutions.

  7. Program Goals: Provide Submission Processing employees an overview of the FATCA program. Provide guidance for the input of paper form 8957, and the editing of registration information of Financial Institutions, in the EUP database.

Background

  1. The Foreign Account Tax Compliance Act (FATCA) was passed into law in March 2010.

  2. FATCA requires financial institutions (FIs) to report certain information about certain financial accounts held by United States taxpayers, or by foreign entities in which United States taxpayers hold a substantial ownership interest.

  3. FATCA requires that financial institutions (FIs) report financial accounts they maintain on behalf of U.S. account holders or be subject to withholding on withholdable payments. These and certain other entities are required to register with the IRS and use the FATCA registration system to manage their accounts.

  4. Other entities (e.g., third party service providers) are permitted to use the registration system to register and report under FATCA.

  5. FATCA also permits non-financial foreign entities (i.e., direct reporting NFFEs) to report to the IRS with respect to certain of their U.S. owners.

  6. The preferred method of registration is the online system Integrated Enterprise Portal (IEP). The paper registration process (submitting a paper Form 8957 by mail) is available as an alternate method.

  7. Rev Proc 2014-38 Section 3, FATCA Registration for Participating FFI or Reporting Model 2 FFI Status, provides registration requirements.

Authority

  1. Chapter 4 (IRC 1471, IRC 1472, IRC 1473, IRC 1474, commonly referred to as “FATCA”) was added to the Internal Revenue Code by sec. 501 of the Hiring Incentives to Restore Employment (HIRE) Act, P. L. 111-147; 124 Stat. 71, 97 (March 18, 2010).”

  2. The current FFI agreement is in sec. 3 of Rev. Proc. 2017-16, FATCA Registration for Participating FFI (Including a Reporting Model 2 FFI) Status and Renewal of the FFI Agreement, and provides registration requirements.

Roles and Responsibilities

  1. The Campus Director is responsible for monitoring operational performance for the Submission Processing campus.

  2. The Operations Manager is responsible for monitoring operational performance for their operation.

  3. The Team Manager/Lead is responsible for performance monitoring and ensuring employees have the tools to perform their duties.

  4. The Team Employees are responsible to follow the instructions contained in this IRM and maintain updated IRM procedures.

Program Management and Review

  1. Program Goals: The purpose of the FATCA Paper Registration process is to provide financial institutions, Direct Reporting NFFEs, and other entities required to register for FATCA purposes. As an alternative to the preferred online registration method, a paper Form 8957 can be mailed to the Austin Submission Processing Center and an online FATCA account will be established. Information on accessing the online FATCA account to view, manage, and edit its FATCA information will be provided.

  2. Program Reports: Reports are generated by the BOE (Business Objects Environment) application.

  3. Program Effectiveness: 100 percent of the registrations are reviewed by the processing area to ensure the submissions have been entered correctly and any correspondence initiated is correct.

Acronyms/Abbreviations/Definitions

  1. This table lists Acronyms, Abbreviations and Definitions.

    Acronyms and Abbreviations Definition
    AUSC Austin Submission Processing Center
    BBTS Batch Block Tracking System
    BOE Business Objects Environment
    BR Financial Institution Branch
    DLN Document Locator Number
    DPO Document Perfection Operation
    EUP Employee User Portal
    FATCA Foreign Account Tax Compliance Act
    FFI Foreign Financial Institution
    FI Financial Institution
    GIIN Global Intermediary Identification Number
    HIRE Hiring Incentives to Restore Employment
    ICO Input Correction Operation
    IEP Integrated Enterprise Portal
    IGA Intergovernmental Agreement
    IRM Internal Revenue Manual
    LB&I Large Business and International
    LE Lead Financial Institutions
    ME Member Financial Institutions
    NFFE Non-Financial Foreign Entities
    OFP Organization Function Program Codes
    QI Qualified Intermediary
    QR Quality Review
    RCO Receipt and Control Operation
    RTS Request Tracking System
    SB Sponsored Subsidiary’s Branch
    SCAMPS Service Center Automated Mail Processing System
    SD Sponsored Direct Reporting NFFE
    SF Sponsored Fund
    SL Single Financial Institutions
    SP Sponsoring Entity
    SPC Submission Processing Center
    TAS Taxpayer Advocate Service
    TE Tax Examiner
    UIN Unique Identifier Number
    W&I Wage and Investment
    WP Withholding Foreign Partnership
    WT Withholding Foreign Trust

Related Resources

  1. Additional application and job aids used in the FATCA paper registration process are:

    • Employee User Portal (EUP).

    • Document 13133, “Employee User Portal (EUP) FATCA User Guide”.

    • Business Objects Environment (BOE).

    • Employees may supplement this IRM by referring to instructions in any other IRS publications including the Employee User Portal (EUP) Access Guide. http://mysbse.web.irs.gov/exam/mis/data/25671.aspx

IRM Deviations

  1. Service Center Directors, Headquarter Branch Chiefs, and Headquarter Analysts do not have the authority to approve deviations from IRM procedures. Any request for an exception or deviation to an IRM procedure must be elevated through appropriate channels for executive approval. This will ensure other functional areas are not adversely affected by the change, and it does not result in disparate treatment of taxpayers.

  2. See specific guidelines in IRM 1.11.2, Internal Management Documents System, Internal Revenue Manual (IRM) Process. Request for an IRM deviation must be submitted in writing and signed by the Field Director, following instructions from IRM 1.11.2.2.4(3). Any disclosure issues will be coordinated by the Program Owner. No deviations can begin until reviewed by the Program Owner and approved at the Executive Level. All requests must be submitted to the Submission Processing Headquarters IRM Coordinator.

FATCA Registration Process

  1. Financial Institutions (FI) will have two (2) options for registering with the IRS:

FATCA Registration Online

  1. Online is the preferred and most efficient way to initiate FATCA registration.

  2. The FATCA online Registration or the FATCA Integrated Enterprise Portal (IEP) can be accessed from anywhere in the world. Once established, registrants can create accounts, log-in, create access codes, create challenge questions and manage their accounts.

Form 8957 Foreign Account Tax Compliance Act (FATCA) Registration

  1. Financial Institutions can submit Form 8957 to register.

  2. Form 8957 will be received, extracted, batched and information will then be input into the Employee User Portal (EUP).

  3. Form 8957 will be received and processed at the Austin Submission Processing Campus.

Submission Processing (SP) - FATCA Registration Functions

  1. The following SP Operations will participate in FATCA processing:

    1. Receipt and Control Operation (RCO)

    2. Document Perfection Operation (DPO)

    3. Input Correction Operation (ICO)

Receipt and Control Operation (RCO)
  1. Receipt and Control Operations clerks will be responsible for receiving, extracting and routing Forms 8957.

  2. RCO will route Forms 8957 to Entity Control Unit in Austin Service Center; AUSC Stop #6099.

Document Perfection Operation (DPO)
  1. Document Perfection Function will perform pre-screening activities and forward correspondences to Large Business & International (LB&I). Route copies of Forms 8957 and correspondence to:
    Manager - Foreign Payments Practice P&A / Team 1190
    12309 N Mopac Expwy
    Austin, TX 78758
    Stop 4309AUNW

  2. Document Perfection activities will be performed by clerical staff, tax examiners (TEs), and quality reviewers.

  3. Entity Control Unit clerks will batch Forms 8957 for processing by the DPO tax examiners.

  4. For the Batch Block Tracking System (BBTS), follow procedures in IRM 3.10.5.6.1, Batch Creation Screen.

  5. Entity Control Unit quality reviewers will perform QR.

Input Correction (ICO)
  1. Input Correction Operation will be responsible for the following activities related to Form 8957 processing:

    • Shipping

    • Pulling

    • Re-Filing

Batch Creation - Form 8957
  1. Clerical staff will batch Form 8957 using Entity Batch Creation as outlined in IRM 3.10.5.6.1, Batch Creation Screen. Continue to follow local procedures.

    • Bundle forms in batches of 25 with the same sort

    • Create batches in BBTS

    • Print batch transmittals, associate transmittals with batches of 25 and rubber band to top of batch

    • Stage batches in designated area by received date

Batch Release
  1. Clerical staff will release work and prepare originals to be shipped to Files.

    • Release batches of work completed by tax examiners (TEs) in BBTS.

    • Stamp Unique Identifier Number (UIN) in upper right corner of Form 8957. The UIN is in the format of "FATCA XXXXXXX" with the XXXXXXX representing sequential numbers beginning at 0000001.

    • Numbered forms are input into a local location database as designated by the local site. Site will specify the identifying information that needs to be input into the database. This will allow for forms to be located and retrieved from Files on an as-needed basis.

    • Completed forms are bundled and routed to Files following guidelines outlined by ICO.

FATCA Reporting - Program and OFP Code

  1. Report Form 8957, processing using hours assigned under the following Program and OFP codes. The following are approved for use:

    • 31-140-33220 - Extracting and Sorting

    • 31-180-33220 - RCO Batching

    • 31-390-33220 - Clerical

    • 34-880-33220 - Quality Review

    • 34-390-33220 - Inputting Form 8957

    • 36-510-33220 - Shipping

    • 36-520-33220 - ICO Batching

    • 36-530-33220 - Pulling

    • 36-540-33220 - Re-filing

Employee User Portal (EUP)

  1. Employee User Portal (EUP) is the internal application that IRS employees will use to input paper registration forms, search for FI registration information, perform quality review checks, and update registration statuses.

  2. The EUP functionality enables the user to complete processes related to registration management and respond to customer inquiries.

  3. The EUP is designed to allow users to:

    • Enter, view, edit FI registration information in the system

    • Provide FI registration information to customers seeking assistance with the registration and to reset access codes

    • Facilitate communication electronically and provide e-mail alerts to keep the registration process moving forward

  4. In addition to the Home Screen, the EUP allows accessibility to the following functionality depending on the role of the user:

    • FATCA Analyst (LB&I)

    • FATCA Viewer (W&I)

    • FATCA Customer Service (LB&I)

    • FATCA Data Transcriber (W&I)

    • FATCA Quality Reviewer (W&I)

      Note:

      Refer to FATCA User Guide (Document 13133) for matrix table for more detailed responsibilities on functionality roles for users

FATCA Analyst Role

  1. The FATCA Analyst will manage the FI accounts with the ability to search for FI Registration forms and branches, view parts 1 and 2 of the registration Form 8957 and Sponsored Entity information, edit all FI Registration data (Form 8957) and override the status of an FI account.

FATCA Viewer Role

  1. The FATCA Viewer will manage the FI accounts with the ability to search and view all FI Registration data (Form 8957) including any sponsored entities and sponsored subsidiary branches.

FATCA Customer Service

  1. They are required to review specific FI registration data in order to service inquiries from the FI. The Customer Service role provides the ability to search, view, and reset the access code when required by the FI. There are no modification or editing capabilities.

  2. The e-help desk assistors will provide technical support with the registration process and system issues which includes login and access code issues.

    Note:

    Do not refer questions about the paper application process to the e-help desk.

FATCA Data Transcriber Role

  1. With EUP available, DPO will pre-screen and batch applications that meet the criteria set forth in IRM 3.21.112.5. Those that do not meet the criteria will be returned to the applicant with Letter 5026.

  2. The tax examiner will review the application packet for additional correspondence from the applicant to address any issues, questions or instructions regarding the application or process.

    1. If correspondence is identified, route copies of the Form 8957 and correspondence to Large Business and International (LB&I). Send to manager of the Foreign Payments Practice P&A / Team 1190. Complete address is listed in IRM 3.21.112.3.3.2(1) .

      Note:

      Do not send basic cover letter correspondence such as Enclosed are Forms 8957 or similar when the applicant is only stating that they are applying for a FATCA ID.

  3. If Form 8957 has the items set forth in IRM 3.21.112.5 (5), send the form to the clerical staff to be batched.

FATCA Quality Reviewer

  1. The Wage and Investment SP Quality Reviewer (QR) is able to search and view FI Form 8957 in the system for quality assurance purposes.

  2. Certain information, generic to Form 8957, must be verified and completed for registration. Review daily each Form 8957 that is input into the EUP to ensure that all data is input for a completed registration for the FI.

EUP Time Out

  1. EUP will time out after 30 minutes of inactivity. The user will have to re-login to continue processing or registration of the form.

  2. If inactive for 10 minutes, the system will display a warning message. You will then have an option to click on the OK button to reset the timer for time out.

  3. If you click on the Cancel button or nothing was selected on the Warning Message pop up window, the system will continue to monitor for another 5 minutes of inactivity before logging out the user from the system.

    Note:

    Inactive is defined as no activity to the server. Moving the mouse or typing on the keyboard is considered inactive and will not reset the time out timer.

EUP Logout

  1. The users can logout of FATCA system by clicking Close on the navigation menu. The Close will navigate the user to the EUP where they can click on thelogout hyperlink to get back to the EUP login.

Form 8957-Foreign Account Tax Compliance Act (FATCA) Registration Required Fields

  1. Use paper registration forms to create new FI accounts for single FIs, lead FIs, and sponsoring entity FIs, but not member FIs. Member FI accounts can only be created by lead FIs and IRS employees in the analyst role. A tax examiner may only input data into an existing member FI account if the account is in initiated, registration submitted, or registration incomplete status.

  2. Determine the received date in the following priority when it is required and there is no valid date stamp or handwritten received date:

    1. Latest postmark on the envelope or latest date from a private delivery service mark

    2. Service Center Automated Mail Processing System (SCAMPS) digital dates

    3. Latest date by the applicant signature

    4. Today's date minus 10 days

  3. Wage and Investment (W&I) SP Tax Examiner (TE) will input FI registration Form 8957.

  4. The function of adding an FI is available only to the TE. This feature allows the user to input paper Form 8957 registration information received into the system. There are three parts to the FATCA registration; however, not all parts will be required to be completed depending on the type of Financial Institutions:

    1. Part 1 - contains identifying information for the FI and must be completed by all FIs.

    2. Part 2 - must be completed in the IEP by the Lead FI to identify the Member FIs that are part of its Expanded Affiliated Group. Single FIs, Sponsoring Entities, and Member FIs will not complete Part 2. Part 2 is not visible to the TE in the EUP and only Analysts are able to enter data and edit Part 2. Most paper registrations will not have Part 2 filled in.

    3. Signature - must be completed by all FIs and requires the responsible officer of the FI to certify that the information provided in the FATCA Registration is accurate and complete and the responsible officer is authorized to agree that the FI will comply with its FATCA obligations.

  5. TEs should review the paper submission before entering them into the EUP. If these fields are missing the system will not allow the TE to save or submit the application. The TE must return the paper submission to the FI along with a Letter 5026. The EUP can only accept paper submissions that meet three mandatory criteria, including having:

    1. IRS received date

    2. FI Type information

    3. Paper copy signed with original signature

  6. TEs must also return the paper submission to the FI along with Letter 5026 if the:

    • Member FI does not provide a FATCA ID

    • Member FI provides an invalid or incorrect FATCA ID

    • Form 8957 is attached with photocopied signatures

Input Paper Form 8957 in EUP

  1. Navigate to the input FI link on the global navigation bar.

  2. Select one of the following:

    • To create a new account for a single FI, lead FI, or sponsoring entity, click on the “add FI” button.

    • To view and edit an existing member’s registration data:

    • Enter the member FI’s FATCA ID.

    • View and edit existing member FI’s initial registration. You cannot input a member’s paper submission that does not provide a FATCA ID or is in approved or limited conditional status.

    • Click “submit” to go the member FI’s view/edit page.

  3. After clicking “add FI” or “submit”, the system displays a blank online Form 8957 to populate. If editing an existing member’s information some fields will already be populated.

  4. Confirm the paper form has a physical signature in Part 4 and then check the agreement signed on paper submission check box at the top of the application. This is a mandatory field and you cannot input the form into the system without a signature in Part 4.

  5. Enter IRS received date using either option below:

    • Enter the date that the paper application was received by the IRS in MM/DD/YYYY format. Year cannot be a future date or a date earlier than 2013.

    • Click the calendar icon to the right and select the date.

  6. Select the Financial Institution type for Question 1. For member FIs, this field will already be populated and cannot be changed.

    Note:

    Saving the FI Registration: At any point after selecting the agreement signed on paper submission check box, entering the IRS received date, and answering Question 1, click “save” to save the partial or full FI registration. The system performs a partial validation for format issues before saving the FI registration to the database. After clicking “save” there is a “return to form” button that you can use to continue making edits to the registration. If you come back at a later time, you will need to conduct a search and open the FI record to make further edits.

  7. Enter remaining FI registration information. Fields marked by an asterisk (*) are required fields. The system will allow the TE to input and “save” or enter as “completed” an incomplete form. For a complete listing of countries/jurisdictions in the FATCA Online Registration System, refer to the FATCA Registration System Country Jurisdiction Listing. See https://www.irs.gov/businesses/corporations/fatca-registration-country-jurisdiction-listing.

  8. Click “completed” after all registration information has been entered to submit and begin the three-business day quality review hold period. Only click “completed” when everything that is on the paper form has been transcribed into the system.

    Note:

    The system will perform format and required field validations on the data entered and notify the user of any errors. Since the system will still allow you to mark the form as "completed" even with required fields missing, one of the two scenarios will follow:

    • If there are no format errors, the minimum fields are entered, and the FI type is single or sponsoring entity, the system will ask you if you wish to continue with submission and mark the registration form as completely input.

    • If the FI type is a lead FI, or if there are only required fields missing on a single FI or sponsoring entity FI registration, the system will ask you if you wish to continue with submission and mark the registration form as completely input even though there are missing required fields.

  9. Select one of the following:

    • Click “cancel” to return to the record without marking the registration as completed

    • Click “ok” to save the record to the database. After clicking “ok” you will be taken to a confirmation screen and shown the FI status and FATCA ID. One of the following pages will display:

    • If you submit the FI registration with no required fields missing and the FI type is not a lead FI, a message is sent to the FI message board and the FI is placed in registration submitted status

    • If you submit the FI registration with required fields missing or the FI type is lead FI, a message is sent to the FI message board and the FI is placed in registration incomplete status

Edit FI Registration Data in EUP

  1. To edit registration data, search and select the view link to open an FI record. Click the edit FI link to update registration data fields as needed. You can toggle back to view FI (read only mode) by clicking on the view FI link.

    Note:

    If the FI is in initiated, registration submitted, or registration incomplete status, a TE can edit the FI’s registration data. Edit capabilities are not available to the data transcriber role when an FI registration is in approved or limited conditional status. Edit capabilities are available when an FI registration is in a negative status, however the TE should not edit a registration in a negative status.

  2. All of the FI registration questions are accessible on the edit FI page and can be edited by the TE, except for Question 1 and Part 2.

  3. To commit changes to the database, you can click the "save" or "completed" button. Only the first time the "completed" button is clicked triggers the three-business day quality review hold; after the first time, the quality review hold period will not be reset. If there are no required fields missing, clicking the "completed" button will prompt the confirmation message.

  4. Select one of the following:

    • Click “cancel” to return to the record without marking the registration as completed.

    • Click “ok” to save the record to the database. After clicking "save" or "completed," you will be directed to a confirmation page which displays the current FI status.

  5. If you click "save," you can click the "return to form" button to return to the FI’s registration. If you click "completed" and wish to add another FI, click the "add another FI" button and repeat the steps in this section. For both "completed" and "save", you can click "back to search results" to return to the search results.

FATCA Registration System

  1. Complete guidance for input and edit of Form 8957 by Data Transcribers is located in Section 6 of the EUP FATCA User Guide (Document 13133).

  2. The FATCA Registration System Release 6.2 became effective July 2018, impacting SP and the input of paper Forms 8957.

  3. Classification values (Question 4) changed on registration Form 8957:

    1. Created new values for classification, restricted by FI type.

    2. Only new values are available in Question 4 and only one may be checked. See Classification by FI Type Table below.

    New Classification Values for Release 6.2 FI Type Single FI TypeLead FI Type Member FI Type Sponsoring Entity
    Direct Reporting NFFE X X X  
    Participating FFI, including a Reporting Financial Institution under a Model 2 IGA X X X  
    Registered Deemed-Compliant FFI that is a Local FFI X X X  
    Registered Deemed-Compliant FFI that is a Non-Reporting Member of a PFFI Group X X X  
    Registered Deemed-Compliant FFI that is a Qualified Collective Investment Vehicle X X X  
    Registered Deemed-Compliant FFI that is a Qualified Credit Card Issuer or Servicer X X X  
    Registered Deemed-Compliant FFI that is a Restricted Fund X X X  
    Reporting Financial Institution under a Model 1 IGA X X X  
    Sponsoring Entity of Sponsored Direct Reporting NFFEs       X
    Sponsoring Entity of Sponsored FFIs       X
    Sponsoring Entity of Sponsored FFIs and Sponsored Direct Reporting NFFEs       X
    Trustee of a Trustee-Documented Trust       X
    U.S. Financial Institution X X X  
  4. Letter 5206 changes:

    1. Removed reasons that refer to specific classification/FI type mismatches and replaced with generic reason for classification/type mismatch

    2. Removed Contact information at top of letter

    3. Removed Name and Title in signature line and replaced with Program Manager

  5. EUP search screen changes for all EUP roles:

    1. Reduced the minimum number of characters required for the FI Legal Name and the FATCA ID to 3 characters

    2. Removed the search by RO Last Name

    3. Added fields to search by Authorized User First Name, Last Name and E-mail Address

    4. Added field to search by Certification Status (Certifications of Pre-Existing Accounts (COPA) or Periodic). The Data Transcriber and Quality Reviewer Roles DO NOT have access to certification information in EUP. The search option is available to you, however, the certification information will not appear on the “view” page. Your view will remain the same as it has always been (but will include the new values)

FI Submits Registration Form 8957

  1. FIs can submit registration information either electronically through the Integrated Enterprise Portal (IEP) or via paper. Paper registration application information must be entered into the database.

  2. IRS Employees will use the Employee User Portal (EUP) to input paper registration forms, view, search for FI registration information, perform quality review checks, edit and update registrations statuses.

  3. Form 8957 may be incomplete. The form should be input, even with incomplete fields, so long as it has the items set forth in 3.21.112.5(5).

  4. If the FATCA ID is for the member only, the access code is not available. Print the screen with the FATCA ID and attach to front of application.

    Note:

    If not previously set input completion date. If EUP is not available, hold Form 8957 and any attachments.

  5. The FATCA ID for a Single, Lead, or Sponsoring Entity has six characters of upper case alphas and numeric (A-Z and 0-9). The Member FATCA ID has the first six characters of the Lead’s FATCA ID and then 5 characters or digits: XXXXXX.XXXXX

FI Registration Process

  1. FI may register online or mail paper Form 8957.

  2. Form 8957 must be completed and the agreement signed.

  3. TE will access the EUP using the Standard Employee Identifier (SEID) and password.

  4. TE will input/edit (Parts 1 and 2).

  5. TE must make sure to check the box that the agreement section is signed on paper. If the Form 8957 is not signed send a 5026 letter. The EUP system will only accept original signatures.

  6. If all parts are input, TE must then indicate that the paper input is finished. Click the "complete" button Form 8957.

  7. If the form had incomplete fields, the system will prompt the TE that the form has required fields that are missing. It is acceptable for the form to not have all required fields so long as the items listed in IRM 3.21.112.5(5) are present. The TE should confirm that they have entered all fields completed in the form and select OK to continue.

  8. If all fields were entered, the system will prompt the TE "Do you wish to continue with the submission and mark the registration form as completely input." Select OK to continue or Cancel to return. The TE should select OK.

  9. The system will then place the registration in QR hold for three days. If there are any questions the QR will contact or inform TE. If further editing is required, the system will not re-set the three-day hold.

    Note:

    If contact meets TAS criteria, see IRM 13.1.7.2, Taxpayer Advocate Case Procedures - Taxpayer Advocate Service (TAS) Case Criteria.

FI Letters

  1. There are six standard letters. The first letter is used to return the Form 8957 and inform the FI that there are critical items that cause the Form 8957 to be non-processable. Please see IRM 3.21.112.5(5) for these items.

  2. There are other situations in which the TE must return the paper submission to the FI along with Letter 5026, including the following:

    • Member FI does not provide a FATCA ID.

    • Member FI provides an invalid or incorrect FATCA ID

  3. Form 8957 cannot have attached photocopied signature.

  4. The other 5 letters serve to inform the FI how to log on to the system and correct any incorrect or incomplete information found on Form 8957 or to transmit the FATCA ID and Temporary Access Code.

Business Object Environment (BOE)

  1. A BOE report will be generated that creates the appropriate letter based upon whether the FI has incorrect or incomplete information or is being transmitted the FATCA ID and Temporary Access Code.

  2. The clerks will print the letters from the BOE and mail along with a copy of the Form 8957 to the FI.

  3. Large Business & International Division (LB&I) will generate weekly reports and send a copy to the W&I Headquarters FATCA Analyst and Planning & Analysis Staff (P&A) in Austin weekly.

  4. BOE will only generate letters 2–6. See IRM 3.21.112.6.2 for more information on the letters.

Global Intermediary Identification Number (GIIN)

  1. GIIN is an abbreviation of Global Intermediary Identification Number. The FATCA Registration System approves financial institutions (FI), financial institution (FI) branches, direct reporting non-financial foreign entities (NFFE), sponsoring entities, sponsored entities, and sponsored subsidiary branches. Institutions and entities assigned a GIIN can use it to identify themselves to withholding agents and tax administrators for FATCA reporting purposes.

  2. The GIIN, formatted as XXXXXX.XXXXX.XX.XXX, is a 19-character identification number made up of several identifiers. These characters will never contain the letter “O”. See the table below for a description of the identifiers.

    Position Character Representation Length Description / Rules
    1-6 XXXXXX FATCA ID 6
    • Numbers and uppercase letters only

    • Lead FI, single FI, or sponsoring entity - same as the FATCA ID.

    • Member FI - first 6 characters of the FATCA ID.

    • FI branch - first 6 characters of the branch’s associated FI’s FATCA ID.

    • Sponsored entity or sponsored subsidiary branch - the sponsoring entity’s FATCA ID.

    7 Separator 1 1 Period - .
    8-12 XXXXX Type 5
    • Numbers and uppercase letters only

    • Lead FI - 00000

    • Single FI - 99999

    • Sponsoring Entity - 00000

    • Member FI - Same as last 5 characters of the member’s FATCA ID

    • FI branch - same as the branch’s associated FI

    • Sponsored entity - same as the last 5 characters of the entity‘s ID

    • Sponsored subsidiary branch - same as the branch’s associated sponsored entity

    13 Separator 2 1 Period - .
    14-15 XX Category Code 2
    • Upper case letters only

    • Abbreviation for an FI type, sponsored entity classification or branch type:

    • LE = a Lead FI

    • SL = a single FI

    • ME = a member FI

    • BR= an FI branch

    • SP = a sponsoring entity

    • SF - a sponsored entity that is a sponsored fund

    • SD - a sponsored entity that is a sponsored direct reporting NFFE

    • SS - a sponsored entity that is a sponsored subsidiary

    • SB - a sponsored subsidiary’s branch

    16 Separator 3 1 Period - .
    17-19 XXX Country/Jurisdiction Identifier 3
    • Numbers only

      • ISO 3166-1 numeric standard country code of the GIIN holder

      Note:

      999 for country code “Other”

Route Form 8957 to Files

  1. Use Forms 3210, Document Transmittal, when routing Forms 8957 and supporting documents for Files.

  2. Complete the following information on Form 3210:

    1. To (person in Files name and address)

    2. Release Date

    3. Quantity

    4. List the DLN

    5. Check Shipment Information Received

    6. From (originator return address)

    7. Releasing Official signature and title

    8. Received and verified signature and title

    9. Date acknowledged

  3. For additional information, see IRM 3.5.61,Files Management and Services.

Internal and External Reviews

  1. Internal and external review are often requested to ensure the accountability and effectiveness of Federal programs and operations. If such a review is requested, follow the steps below.

  2. Inform the SP FATCA HQ Analyst of the intended review and of any subsequent contact/requests made by the reviewer(s).

  3. If documents/forms are needed for the review, determine if they are still in the Entity area or if they have been shipped to Files.

  4. If they have been shipped to Files, complete Form 2275, Records Request, Charge and Recharge as shown below:

    • Form 2275, Part A, Document Identification - Fill in boxes 1, 2, 7, 10 and 11, as applicable.

    • Form 2275, Part B, Originator Information - Fill in all boxes, as applicable.

    • Form 2275, Part C, Researcher Information, Box 19 - In the “Remarks” section, notate “Alpha Files” and include the FATCA Form number and the Global Intermediary Identification Number (GIIN), if applicable.

    • Fax Form 2275 to the Austin Files Area - Special Search.

    1. 737-800-8004(Fax)

    2. 877-821-4731 (EEFax)

  5. If they have not been shipped to Files, perform a thorough search of the Entity area, including the suspense bin.

  6. If the documents/forms cannot be located, contact the SP FATCA HQ Analyst for assistance.