3.37.110 Chapter 3 Withholding Returns

Manual Transmittal

November 09, 2018

Purpose

(1) This transmits revised IRM 3.37.110, International ISRP System - Chapter Three Withholding Returns.

Material Changes

(1) Various date changes throughout this IRM to reflect the current processing year.

(2) IRM 3.37.110.4 (12), updated instructions when the # sign is included in the address.

(3) Exhibit 3.37.110-7, Added new field to capture the Qualified Derivative Dealer (QDD) Employer Identification Number (EIN).

(4) Exhibit 3.37.110-8 Element (6), Added verbiage, “if too long, Enter first 10 digits”.

(5) Exhibit 3.37.110-8 Element (11), For blank or not edited, pull return and take to Lead or designated Subject Matter Expert (SME) to send to Code and Edit for proper coding”.

(6) Exhibit 3.37.110-8 Elements (19), (21), and (23), Changed Element Titles.

(7) Exhibit 3.37.110-9 Element (5), Added to Instruction column, valid characters: A-Z, 0-9, and periods.

(8) Exhibit 3.37.110-10 Element (16), Added to Instruction column, valid characters: A-Z, 0-9, and periods.

(9) Exhibit 3.37.110-10 Element (18), Added to Instruction column, 00 and 01 are not valid codes.

(10) Exhibit 3.37.110-11 Element (8), Added to Instruction column, valid characters: A-Z, 0-9, and periods.

(11) Exhibit 3.37.110-11 Element (9), Added to Instruction column, Enter the two-alpha code. If numeric or more than 2 alphas, press <Enter>

(12) Exhibit 3.37.110-11 Element (10), Added to Instruction column, Valid characters: A-Z, 0-9.

(13) Exhibit 3.37.110-11 Element (20), Added to Instruction column, Valid characters: A-Z, 0-9, and periods.

(14) Exhibit 3.37.110-12 Element (11), Added to Instruction column, Always enter “0”.

(15) Exhibit 3.37.110-12 Element (22), Instruction column, changed line number to 1d.

(16) Exhibit 3.37.110-12 Element (23), Instruction column, changed line number to 2.

(17) IPU 18U0033 issued 01-02-2018 IRM 3.37.110.5 (1), Changed IRM reference to 3.24.38.3.4.14.8.

(18) IPU 18U0033 issued 01-02-2018 IRM 3.37.110.5 (2), Changed IRM reference to 3.24.38.3.4.14.9 (2).

(19) IPU 18U0033 issued 01-02-2018 IRM 3.37.110.6 (2), Changed IRM reference to 3.24.38.3.4.14.11.

(20) IPU 18U0033 issued 01-02-2018 IRM 3.37.110.7 (1), Changed IRM reference to 3.24.38.3.4.14.12.

(21) IPU 18U0033 issued 01-02-2018 Exhibit 3.37.110-8 (2), Changed instruction to Enter the last two digits before the hyphen of the DLN year digit, located in the upper portion of the form. Example XXxxxXXXxxx - XXX - X

(22) IPU 18U0033 issued 01-02-2018 Exhibit 3.37.110-10 (18), Added instructions for two-digit Limitation on Benefits. If illegible or missing, press <Enter>. If one digit 2-9 is present, enter a preceding 0 (zero).

Effect on Other Documents

This supersedes IRM 3.37.110, dated November 14, 2017 (effective January 1, 2018). This IRM includes IRM Procedural Update (IPU) 18U0033 issued January 02, 2018.

Audience

The primary users of this IRM are data input operators in the Data Conversion Operation.

Effective Date

(01-01-2019)

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

Program Scope and Objectives

  1. Accurate and timely input of the Chapter Three Withholding Form 1042, Annual Withholding Tax Return for U.S. Source Income of Foreign Persons, Form 1042-S (Withholding Agent), Foreign Person’s U.S. Source Income Subject to Withholding, Form 1042-T, Annual Summary and Transmittal of Forms 1042-S, is of the utmost importance to allow for proper downstream data matching within the Large Business and International (LB&I) Business Operating Division (BOD).

    • Policy Owner: Linda J. Brown, Director Submission Processing.

    • Program Owner: Paper Processing Branch, an organization within Submission Processing.

    • Primary Stakeholders: Campus Data Conversion Operation data entry operators.

    • Program Goal: Accurately and timely processing of Chapter Three Withholding Form 1042, Annual Withholding Tax Return for U.S. Source Income of Foreign Persons, Form 1042-S (Withholding Agent), Foreign Person’s U.S. Source Income Subject to Withholding, and Form 1042-T, Annual Summary and Transmittal of Forms 1042-S, through the Integrated Submission and Remittance Processing (ISRP) system.

Background

  1. US Code Title 26, Chapter 3, Sections 1441, 1442, and 1443, provides requirements for withholding on payments of income to foreign persons, including nonresident alien individuals, foreign entities, and governments. US Code Title 26, Chapter 4, Subtitle A, Sections 1471 through 1474. US Code provides withholding and reporting requirements for Foreign Financial Institutions (FFI) and Non-Financial Foreign Entity (NFFE) withholding agents that make withholdable payments. The forms included in this IRM are used to report the withholding requirements in the above referenced US Code Title 26.

Authority

  1. The following provide authority for the instruction in this IRM to be performed in support of completing compliance functions to make credits or refunds of any internal revenue tax, processing of non-revenue forms, and administrative support forms.

    1. Title 26 of the United States Code (USC) or more commonly known as the Internal Revenue Code (IRC).

    2. All Policy Statements for Submission Processing are contained in IRM 1.2.12, Servicewide Policies and Authorities, Policy Statements for Submission Processing Activities.

Roles and Responsibilities

  1. The Director, Operation Manager and Department Managers are responsible for monitoring the flow of receipts to ensure the program objective of timely and accurately processing the forms contained within this IRM.

  2. Team Mangers are responsible for:

    • monitoring the flow of receipts to ensure the program objective of timely and accurately processing the forms contained within this IRM.

    • conducting product reviews to ensure team employees are following instructions contained in this IRM.

    • timely distribution of this IRM.

  3. Team employees are responsible for:

    • following instructions contained in this IRM.

    • maintaining updated IRM material in a timely manner.

  4. IRM deviations must be submitted in writing following instruction from IRM 1.11.2.2, Internal Management Document System - Internal Revenue Manual (IRM) Process, IRM Standards, and elevated through appropriate channels for Executive approval.

Program Management and Review

  1. Reports: For a comprehensive list of reports used to manage the programs covered in this IRM see IRM 3.24.202.5, Supervisory Operation Manual, Managerial Reports.

  2. Program Effectiveness

    • Quality Review (QR)

    • Managerial Reviews

    • Downstream data matching in LB&I.

    • Key verification (KV)

  3. Program Controls

    • Integrated Submission and Remittance Processing (ISRP) system access granted through On-line 5081.

    • Security level monitoring.

    • Key verification (KV) of input data by a second input operator other than the original entry (OE) data input operator.

Terms, Acronyms, and Definitions

  1. The table below shows the terms and acronyms used throughout this IRM along with the definition of each term. Column one lists the term. Column 2 shows the corresponding acronym. Column C provides a definition for the term.

    TERM ACRONYM DEFINITION
    Alpha Block Control ABC A three-alpha code used to identify blocks of work processed through the Data Conversion function.
    Amended Return   A return filed to correct data submitted on an original return.
    Batch   A group of related tax returns or documents processed throughout Submission Processing. A batch can consist of 100 or less items of like returns or documents.
    Batch/Block Tracking System BBTS A comprehensive integrated batch creation and tracking system. It is used to generate block headers for Original Entry (OE)/Key Verification (KV) input.
    Block Header Sheet BHR The information transcribed by Integrated Submission and Remittance Processing (ISRP) System/Distributed Input System (DIS) to precede each block of documents identifying items common to the block.
    Business Master File BMF A Master File of various types of business return data which is maintained under an Employer Identification Number (EIN).
    Calendar Year CY Twelve (12) consecutive months ending December 31.
    Chapter Three Withholding CTW Withholding on payments of income to foreign persons, including nonresident alien individuals, foreign entities, and governments. under US Code Title 26, Chapter 3, Sections 1441, 1442, and 1443.
    Chapter Four Withholding CFW Withholding applicable to - Foreign Financial Institutions (FFI) and Non-Financial Foreign Entity (NFFE) withholding agents that make withholdable payments as defined in US Code Title 26, Chapter 4, Subtitle A, Sections 1471 through 1474, when certain documentation requirements are not met.
    Date Stamp   The campus received date is stamped on the tax returns and documents indicating the date received at the IRS campus, territory office, area office, or by an authorized agent of the IRS.
    Document Locator Number DLN A 12-digit number that identifies the document. See document 6209 for more information on DLNs.
    Employer Identification Number EIN A nine-digit number used to identify a taxpayer’s account.
    Entity   The area on source documents where the name, address, account number, tax period and other entity type data appears.
    Entry Operator EOP Employee Operator working the batch.
    Foreign Account Tax Compliance Act FATCA The Foreign Account Tax Compliance Act (FATCA), which was passed as part of the HIRE Act, generally requires that foreign financial institutions and certain other non-financial foreign entities report on the foreign assets held by their U.S. account holders or be subject to withholding on withholdable payments. The HIRE Act also contains legislation requiring U.S. persons to report, depending on the value, their foreign financial accounts and foreign assets.
    Fiscal Year FY Twelve consecutive months ending on the last day of any month other than December.
    Foreign Financial Institution FFI Foreign Financial Institution is any foreign entity that: Accepts deposits in the ordinary course of banking or a similar business such as banks and credit unions. Holds financial. assets for the account of others as a substantial portion of its business such as brokerages or custodians.
    File Location Code FLC A two-digit number that identifies the service center at which the file is processed or maintained.
    Global Intermediary Identification Number GIIN A 19-character identification number that is a composite of the following identifiers: FATCA ID, financial institution type, status code, and country identifier. A financial institution registered to be FATCA compliant is issued a GIIN.
    Individual Master File IMF A Master File of individual tax return data which is accessed by input of a social security number (SSN).
    Individual Taxpayer Identification Number ITIN An ITIN is a nine-digit number assigned by IRS to those individuals who do not qualify for a social security number but require an identifying number for tax purposes.
    Integrated Submission Remittance Processing ISRP The Integrated Submission and Remittance Processing (ISRP) system transcribes and formats data from paper returns/documents/vouchers for input into the Generalized Mainline Framework(GMF) and other systems by key entry operators. It also captures check images for archiving Transaction Management System (TMS), a COTS product that is an integral part of ISRP.
    Internal Revenue Code IRC The tax laws as set forth by Congress.
    Internal Revenue Manual IRM A handbook of procedure and law specifically designed to cover one area of processing.
    IRM Procedural Update IPU Updates related to procedures that are made to an Internal Revenue Manual (IRM) after the IRM is published. The updates are posted to the Servicewide Electronic Research Program (SERP), and will be included in the next published version of the IRM.
    Internal Revenue Service IRS The division of the U.S> Department of the Treasury responsible for the collection of income, excise, and other taxes, and the enforcement of the tax laws.
    Julian Date   A system of numbering days of the year from 001 through 365 (366, if a leap year).
    Key Verification KV A status for Integrated Submission and Remittance Processing (ISRP) terminals to enable data records to be verified by a second data entry operator.
    Limitation On Benefits Code LOB Code A two-digit code used when withholding agents withhold at a reduced rate based on a treaty claim by an entity, for the recipient when they receive indication establishing the applicable limitation on benefits provision of the treaty under which the entity qualifies.
    Master File MF A magnetic tape record containing entity and accounting information concerning taxpayer tax returns and related documents.
    Master File Tax Code MFT
    MFTC
    A two-digit number that identifies the type of tax.
    Mixed Data   An operator has transcribed entity from one document and the remaining information from another document.
    Month Day Century Year MMDDCCYY An Eight- digit numeric that identifies the two-digit month, two-digit day, two-digit century, and two-digit year.
    Name Control NC Up to four characters derived from an individual’s last name, the corporation name, or first listed partner’s last name in a partnership to identify the tax account.
    Non-Financial Foreign Entity NFFE A defined term in Foreign Account Tax Compliance Act (FATCA) legislation used to denote any foreign entity that is not a financial institution.
    Original Entry OE Initial entry of data into the Integrated Submission Remittance Processing (ISRP) system.
    Primary SSN PSSN A nine-digit number required on all IMF input documents. Usually located in the first Social Security Number box on returns.
    Prior Year PY A tax return with a due date prior to current operation year.
    Procedure   The established way or course of action for processing documents.
    Processing Year   The actual calendar year a return is filed and processed, e.g., 2018 tax returns are filed and processed in calendar year 2019.
    Program Number   A five-digit number used to identify types of remittance source documents which are being entered into the Integrated Submission and Remittance Processing system.
    Quality Review QR The appraisal of the quality of work input and output through the Data Conversion function.
    Qualified Intermediary QI A foreign institution, primarily banks or investment firms, approved by the IRS to withhold U.S. Federal taxes and assume primary responsibility for their clients to pay those U.S. Federal taxes.
    Slipped Blocks/Mixed/Mixed Entity   An operator has mixed data or mixed entity on several documents within a block.
    Social Security Number   A nine-digit number assigned to the taxpayer by the Social Security Administration, and used as the account number of a taxpayer on IMF. May also be the identifying number on certain BMF accounts.
    Supervisor Operator   Supervisor owning the bock of work.
    Taxpayer Identification   The controlling nine-digit number assigned to identify each taxpayer’s master file account. This number will either be in an SSN or EIN format.
    Temporary Social Security Number/Internal Revenue Service Number TSSN
    IRSN
    Assigned by the campus. On ECC-MTB or IDRS transcripts an asterisk (*) appears following the invalid number. The fourth and fifth digit indicate the service center.
    United States US
    U.S.
    United States of America

Related Resources

  1. Following is a list of related resources:

    • IRM 3.24.37, IMF General Instructions

    • IRM 3.24.38, BMF General Instructions

    • IRM 3.30.123Processing Timeliness: Cycles, Criteria, and Critical Dates

    • IRM 11.3.1, Introduction to Disclosure

    • Pub 1, Taxpayer Bill of Rights (TBOR)

Introduction

  1. This section provides instructions for entering and verifying data from block control documents and Chapter 3 Withholding System (FOD–WAID) source documents using the Integrated Submission and Remittance Processing (ISRP) system.

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

Control Documents

  1. The control documents from which data may be transcribed are:

    1. Form 813, Document Register

    2. Form 1332, Block and Selection Record

    3. Form 3893, Re-entry Document Control

Source Documents

  1. The source documents from which data may be transcribed are:

    1. Form 1042, Annual Withholding Tax Return for U. S. Source Income of Foreign Persons

    2. Form 1042–S, Foreign Person's U.S. Source Income Subject to Withholding

    3. Form 1042–T, Annual Summary and Transmittal of Form 1042–S

Forms/Program Numbers/Tax Class and Doc. Codes

  1. The following table provides the forms, program numbers, tax class and document codes.

    FORMS PROGRAM NUMBERS TAX CLASS and
    DOCUMENT CODES
    Form 1042 12500 125
    Form 1042–S 71720 502
    Form 1042–T 71700 501

Required Sections

  1. Original Entry

    • Form 1042 — Sections 01 and 02

    • Form 1042–S — Sections 01, 02, 03, and 04

    • Form 1042–T — Section 01

  2. Key Verification

    • Form 1042 — Section 01 and 03 (if zero balance fails)

    • Form 1042–S — Sections 01, 02, 03, and 04

    • Form 1042–T — Section 01

Entry of Taxpayer Identification Number (TIN)

  1. For data entry of the TIN, follow the instructions shown below, as found in IRM 3.24.38, BMF General Procedures.

    1. If the TIN is less than nine digits followed by periods, enter the digits as shown followed with periods to complete the entry of nine digits.

    2. If the TIN is more than nine digits, enter the first eight digits and one period.

    3. Enter a period for each illegible character in the TIN.

    4. If two or more TINs are shown, enter nine periods.

    5. Enter a period if alpha characters are present.

Entry of Name Lines - Form 1042-S and Form 1042-T

  1. Form 1042-S / Form 1042-T will always be entered as long entity.

  2. For Business entity entries of Name follow IRM 3.24.38, BMF General Instructions, unless otherwise instructed.

  3. For Individual entity entries of Name, follow IRM 3.24.37, IMF General Instructions, unless otherwise instructed.

    Note:

    See table below

    If Then
    Name line is blank Leave it blank
    "Unknown" is listed in the name line Enter "Unknown"
    Name line is too long for the 1st name line Continue entering the name line in the second and third name lines. Use all spaces in a name line before moving to the next name line.
    In-care-of name is present and name line one continues to name lines two and three If possible, abbreviate the name so that it will fit in name lines one and two. If the name is still too long, end the name on name line two and enter the in-care-of name on the third name line.
    There is additional name information after all name lines are filled Enter a "#" sign in the last position of Name Line 3.

    Note:

    Abbreviate as much as possible using the standard abbreviation chart found in IRM 3.24.38-9, Standard Abbreviations.

  4. On the name line enter "and" or "or" as it appears on the name line.

  5. Withholding Rate Pool is a valid name line entry. Enter exactly as shown.

  6. Reverse first and last names when the need is obvious.

  7. Never add DTD, dated, or alpha months. Enter numerical dates with dashes. Example: Dated Dec. 16, 2012, will be entered as 12-16-12.

  8. If there is an in-care-of name present, enter the information on the second or third name line preceded by a percent (%) sign. When entering the in-care-of name, enter as shown. Follow the instructions in IRM 3.24.38.4.4.7, BMF General Instructions for In-Care-Of name lines, unless otherwise instructed below.

    Note:

    Standard abbreviations are acceptable, refer to IRM 3.24.38-9, Standard Abbreviations.

    Example: The Miller Corp
    Denise Miller, Pres
    c/o Foster Miller, CFO
    Enter as:  
    First Name Line MILLER CORP
    Second Name Line DENISE MILLER PRES
    Third Name Line % FOSTER MILLER CFO
  9. Drop all prefixes except when followed by "CO" , "CORP." or "INC."

  10. Abbreviate name information only when it is abbreviated on the document, except for standard abbreviations such as "CO" for company, "CORP." for corporation or "INC." for incorporated.
    Examples:

    Example 1 The Smith Corp
    Edwin Smith, Pres.
    Enter as:  
    First Name Line SMITH CORP
    Second Name Line EDWIN SMITH PRES
    Example 2 Bunson Dental Office Ltd.
    Enter as:  
    First Name Line BUNSON DENTAL OFFICE LTD
    Example 3 John Smith Corporation
    Enter as:  
    First Name Line JOHN SMITH CORP
    Example 4 Dr. John Smith, Inc.
    John Smith, CEO
    Enter as:  
    First Name Line JOHN SMITH INC
    Second Name Line JOHN SMITH CEO
  11. If the word "Attention" or "ATTN" precedes a name line, enter exactly as shown.

    Example Lakeside Medical Hospital
    Attn: Nancy Fuller
    Enter as:  
    First Name Line LAKESIDE MEDICAL HOSPITAL
    Second Name Line ATTN NANCY FULLER
  12. Omit the"#" symbol.

  13. For the "¢" symbol, enter "CENT" .

    Example: Enter as:
    Lakeside Medical #3 LAKESIDE MEDICAL 3
    5 &10 & 25¢ Store 5 &10 &25 CENT STORE
  14. Omit designations such as TA, DBA, AKA, Owner, Proprietor, FBO, FKA, President, etc.

    Example: Enter as:
    Denise Spencer, Owner Spencer Equipment Co DENISE SPENCER
    SPENCER EQUIPMENT CO
    John Edwards DBA Excel Manufacturing JOHN EDWARDS
    EXCEL MANUFACTURING
  15. If a city or state is shown as part of the first name line, enter the complete name of the city or state. DO NOT enter abbreviations.

    Example: Enter as:
    First Bank of Ga FIRST BANK OF GEORGIA
  16. If the name begins with the word "The" and has more than one word following "The" , DO NOT enter "The" . If the name begins with the word "the" and has only one word following "the" , enter "the" .

    Example: Enter as:
    The First National Bank FIRST NATIONAL BANK
    The Hideaway THE HIDEAWAY

Entry of Street Address Lines - Form 1042-S and Form 1042-T

  1. When entering domestic addresses follow the instructions in IRM 3.24.38.3.4.14.8, Street Address.

  2. When entering foreign addresses follow the instructions in IRM 3.24.38.3.4.14.9(2), Foreign Address.

    Note:

    Guidelines I, J, K, and L do not apply to Form 1042-Sand Form 1042-T, as each element is assigned a field on the document.

Entry of City, State, Province, and Country Fields - Form 1042-S and Form 1042-T

  1. City

    1. DO NOT use the major city codes when entering any city fields on Form 1042-S and Form 1042-T.

    2. Enter the city exactly as shown. Exception:DO NOT enter hyphens

  2. State Codes

    1. Enter the two alpha characters if present.

    2. If the State Code is not abbreviated, see state abbreviations in IRM 3.24.3.4.14.11, ISRP System, BMF General Instructions.

  3. Province Codes

    1. Enter the two-alpha characters.

    2. If the Province code is more than two characters, enter the first character followed by a pound sign (#).

    3. If there is more than one province code enter a pound sign (#).

  4. Country Codes

    1. Enter the two-alpha characters.

    2. For a list of two-alpha country code see IRM Exhibit 3.24.38-5, Foreign Country Codes.

    3. If the country code is longer than two alphas, enter the first alpha character and a pound sign (#).

Entry of Postal Zone/Code/ZIP Code Fields - Form 1042-S and Form 1042-T

  1. When entering domestic addresses follow the instructions in IRM 3.24.38.3.4.14.12, BMF General Instructions, ZIP Code.

  2. When entering postal zones and codes for foreign addresses:

    1. Spaces, alphas A-Z, and numerics 0-9 are valid.

    2. Hyphens are not valid characters.

    3. If characters are illegible, press <Enter>.

General Instruction

  1. Form 1042

    1. Reserved

  2. Form 1042-S

    1. Enter all fields as dollars only.

  3. Form 1042-T

    1. Enter all fields as dollars only.

ISRP Transcription Operation Sheets

  1. The following exhibits represent specific data entry procedures.

Block Header Data Entry

Source Document or Record: Form 813 and Form 1332

FOR ORIGINAL INPUT DOCUMENTS

Form 3893 FOR RE-ENTRY DOCUMENTS

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Service Center (SC) Block Control ABC   The screen displays the Alphanumeric Block Control (ABC) that was entered in the Entry Operator (EOP) dialog window. It cannot be changed.
(2) Block Document Locator Number (DLN) DLN <Enter> Enter the first 11 digits from:
(a) Form 813 — the "Block DLN" box.
(b) Form 1332 — the "Document Locator Number" box.
(c) Form 3893 — box 2.
The Key Verification EOP will verify the DLN from the first document of the block.
(3) Batch Number BATCH <Enter> Enter the batch number from:
(a) Form 813 and Form 1332 — the "Batch Control Number" box.
(b) Form 3893 — box 3.
If not present, enter the number from the batch transmittal sheet.
(4) Document Count COUNT <Enter> Enter the document count from:
(a)Form 813 and Form 1332 — the circled serial number. If a full block (100 documents) or if a number is not circled, enter 100.
(b) Form 3893 — box 4.
(5) Prejournalized Credit Amount CR <Enter> For Form 1042-S or Form 1042-T, press <Enter>.
For Form 1042, enter the amount:
(a) labeled "CR" or "Credit" on Form 813.
(b) from box 5 on Form 3893.
If neither "CR" or "DR" is labeled, enter as "CR" .
(6) Prejournalized Debit Amount DB <Enter> For Form 1042-S or Form 1042-T, press <Enter>.
For Form 1042, enter the amount:
(a) labeled "DR" or "Debit" on Form 813.
(b) from box 6 on Form 3893.
(7) Transaction Code TRCODE <Enter> No entry required.
Press <Enter>.
(8) Transaction Date TRDATE <Enter> No entry required.
Press <Enter>.
(9) Master File Tax (MFT) Code MFT <Enter> Enter the two-digit code from:
(a) Form 813 — the "Date" box.
(b) Form 3893 — box 9.
(10) Secondary Amount SECAMT <Enter> Enter the bracketed amount from:
(a) Form 813 — the "Total" box.
(b) Form 3893 — box 10.

Note:

If zero, press <Enter>.

(11) Source Code SOURCE <Enter> If the control document is Form 3893, enter from box 11 as follows:
(a) R = "Reprocessable" box checked.
(b) N = "Reinput of Unpostable" box checked.
(c) 4 = "SC Reinput" box checked.
If none of the boxes are checked, consult your supervisor who will determine if a source code is required.
If any other control document, press <Enter>.
(12) Year Digit YEAR <Enter> If the control document is Form 3893, enter the digit from the box 12; otherwise, press <Enter>.
This is a MUST ENTER field if the source code is "R" , "N" , or "4" .
For Form 1042-S and Form 1042-T, press <F6> or <*> to end the block header after this field.
(13) Period Code PRIOR YEAR <Enter> No entry required.
Press <Enter>.
(14) Remittance Processing System (RPS) Indicator RPS <Enter> Enter "2" if:
(a) "RPS" is edited or stamped in the upper center margin of Form 813 or Form 1332or"RRPS" is in the header of Form 1332.
(b) box 13 is checked on Form 3893.

Section 01, Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT:   Section "01" will always be generated. No entry is required.
(2) DLN Serial Number SER# <Enter> Enter the last two digits of the 13-digit DLN from the upper portion of the form.
If the serial number has been generated by the system, verify that it matches the document being entered.
(3) Check Digit CD <Enter> Enter the check digit if present.
(4) Name Control NC <Enter> If the check digit is not present, enter the name control (NC).
(5) Employee Identification Number (EIN) EIN <Enter> Enter the EIN from the preprinted label or from "E.I. Number" block.
(6) Address Check ADDRESS CHECK? <Enter> Enter "Y" or "N" as appropriate.
(7) Street Key STREET KEY <Enter> Enter the street key.
(8) ZIP Key ZIP KEY <Enter> Enter the zip key.
(9) Tax Period TAXPR <Enter> Enter the preprinted or edited tax year from the upper right portion of the return in YY format.
(10) In Care of Name Line C/O NAME <Enter> Enter the in care of name if shown.
(11) Foreign Address FGN ADD <Enter> Enter the foreign address information as shown or edited from the entity area.
(12) Street Address ADDR <Enter> Enter the street address information as shown or edited in the entity area of the form.

Caution:

If inputting a foreign address, enter the foreign city, province, and postal code in this field exactly as edited.

(13) City CITY <Enter> Enter the city from the entity area of the return.

Caution:

If inputting a foreign address, only enter the foreign country code in this field.

(14) State ST <Enter> Enter the standard state abbreviation from the entity area of the return.

Caution:

If inputting a foreign address, enter a period (.) in this field.

(15) ZIP Code ZIP <Enter> Enter the zip code from the entity area of the return.

Caution:

If inputting a foreign address, leave this field blank. Press <Enter> to continue.

Section 02, Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "02" .
(2) Computer Condition Code CC <Enter> Enter the characters from line "CC" of the "For IRS Use Only" box.
(3) Received Date RD <Enter> Enter the date as stamped or edited from the face of the return.
(4) Penalty/Interest Code I <Enter> Enter the edited "1" from line I of the "For IRS Use Only" box.
(5) Schedule Indicator Code SIC <Enter> Enter the edited digit from line SIC.
(6) Intermediary — QI/Withholding or NQI/Flowthrough Checkbox QI/NQI? <Enter> Enter for 2013 and prior:
(a) "1" if the "QI" box is checked.
(b) "2" if the "NQI" box is checked.
(7) ERS Action Code ACTCD <Enter> Enter the edited code(s) from the bottom left margin of the return.

Section 03, Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "03" .
(2) Remittance Amount RMT <Enter> Enter the green rockered amount from the balance due area of the return or from an attached cash register receipt.
If no amount is edited or the edited amount is illegible, check the control document for the correct amount.
This is a MUST ENTER field if a Prejournalized Credit Amount (prompt "CR" ) was entered in the Block Header.
(3) Ch. 3 Status Code CODE3 <Enter> Enter the status code entered by the taxpayer or edited from the status code boxes located in the entity area of the form.
Enter (..) if any of the following conditions are present:
  • more than one status code is present

  • status code is illegible

  • alpha characters are present

(4) Ch. 4 Status Code CODE4 <Enter> Enter the status code entered by the taxpayer or edited from the status code boxes located in the entity area of the form.
Enter (..)if any of the following conditions are present:
  • more than one status code is present

  • status code is illegible

  • alpha characters are present

(5) Number of Form 1042–S Filed on Paper 61A <Enter> Enter the digits from line 61a.
(6) Number of Form 1042–S Filed Electronically 61B <Enter> Enter the digits from line 61b.
(7) Total U.S. Source FDAP Income Reported 62A <Enter> Enter the amount from line 62a.
(8) Total U.S. Source Substitute Dividend Payments Reported 62B(1) <Enter> Enter the amount from line 62b(1).
(9) Total U.S. Source Payments other than Substitute Dividend Payments Reported 62B(2) <Enter> Enter the amount from line 62b(2).
(10) Total Gross Amounts Reported 62C <Enter>
MINUS (−)
Enter the amount from line 62c.
(11) Gross Amounts Actually Paid 62D <Enter> Enter the amount from line 62d.
(12) Third Party Designee Checkbox CKBX <Enter> Enter a "1" if only the Yes box is checked; otherwise, press <Enter>.
(13) Third Party Designee's Identification (ID) Number ID# <Enter> Enter the Third Party Designee's ID number.
(14) Preparer's PTIN PTIN <Enter> Enter the Primary Taxpayer Identification Number (PTIN).
(15) Preparer's EIN PEIN <Enter> Enter the preparer's EIN.
(16) Preparer's Telephone # TEL# <Enter> MINUS (−) Enter the preparer's telephone number.

Section 04 Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "04" .
(2) Tax Liability 1/7 LN1 <Enter> Enter amount from line 1.
(3) Tax Liability 1/15 LN2 <Enter> Enter amount from line 2.
(4) Tax Liability 1/22 LN3 <Enter> Enter amount from line 3.
(5) Tax Liability 1/31 LN4 <Enter>
★★★★★★
Enter amount from line 4.
(6) Tax Liability 2/7 LN6 <Enter> Enter amount from line 6.
(7) Tax Liability 2/15 LN7 <Enter> Enter amount from line 7.
(8) Tax Liability 2/22 LN8 <Enter> Enter amount from line 8.
(9) Tax Liability 2/28,29 LN9 <Enter>
★★★★★★
Enter amount from line 9.
(10) Tax Liability 3/7 L11 <Enter> Enter amount from line 11.
(11) Tax Liability 3/15 L12 <Enter> Enter amount from line 12.
(12) Tax Liability 3/22 L13 <Enter> Enter amount from line 13.
(13) Tax Liability 3/31 L14 <Enter>
★★★★★★
Enter amount from line 14.
(14) Tax Liability 4/7 L16 <Enter> Enter amount from line 16.
(15) Tax Liability 4/15 L17 <Enter> Enter amount from line 17.
(16) Tax Liability 4/22 L18 <Enter> Enter amount from line 18.
(17) Tax Liability 4/30 L19 <Enter>
★★★★★★
Enter amount from line 19.
(18) Tax Liability 5/7 L21 <Enter> Enter amount from line 21.
(19) Tax Liability 5/15 L22 <Enter> Enter amount from line 22.
(20) Tax Liability 5/22 L23 <Enter> Enter amount from line 23.
(21) Tax Liability 5/31 L24 <Enter>
★★★★★★
Enter amount from line 24.
(22) Tax Liability 6/7 L26 <Enter> Enter amount from line 26.
(23) Tax Liability 6/15 L27 <Enter> Enter amount from line 27.
(24) Tax Liability 6/22 L28 <Enter> Enter amount from line 28.
(25) Tax Liability 6/30 L29 <Enter>
★★★★★★
Enter amount from line 29.

Section 05 Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "05" .
(2) Tax Liability 7/7 L31 <Enter> Enter amount from line 31.
(3) Tax Liability 7/15 L32 <Enter> Enter amount from line 32.
(4) Tax Liability 7/22 L33 <Enter> Enter amount from line 33.
(5) Tax Liability 7/31 L34 <Enter>
★★★★★★
Enter amount from line 34.
(6) Tax Liability 8/7 L36 <Enter> Enter amount from line 36.
(7) Tax Liability 8/15 L37 <Enter> Enter amount from line 37.
(8) Tax Liability 8/22 L38 <Enter> Enter amount from line 38.
(9) Tax Liability 8/31 L39 <Enter>
★★★★★★
Enter amount from line 39.
(10) Tax Liability 9/7 L41 <Enter> Enter amount from line 41.
(11) Tax Liability 9/15 L42 <Enter> Enter amount from line 42.
(12) Tax Liability 9/22 L43 <Enter> Enter amount from line 43.
(13) Tax Liability 9/30 L44 <Enter>
★★★★★★
Enter amount from line 44.
(14) Tax Liability 10/7 L46 <Enter> Enter amount from line 46.
(15) Tax Liability 10/15 L47 <Enter> Enter amount from line 47.
(16) Tax Liability 10/22 L48 <Enter> Enter amount from line 48.
(17) Tax Liability 10/31 L49 <Enter>
★★★★★★
Enter amount from line 49.
(18) Tax Liability 11/7 L51 <Enter> Enter amount from line 51.
(19) Tax Liability 11/15 L52 <Enter> Enter amount from line 52.
(20) Tax Liability 11/22 L53 <Enter> Enter amount from line 53.
(21) Tax Liability 11/30 L54 <Enter>
★★★★★★
Enter amount from line 54.
(22) Tax Liability 12/7 L56 <Enter> Enter amount from line 56.
(23) Tax Liability 12/15 L57 <Enter> Enter amount from line 57.
(24) Tax Liability 12/22 L58 <Enter> Enter amount from line 58.
(25) Tax Liability 12/31 L59 <Enter>
★★★★★★
Enter amount from line 59.

Section 06 Form 1042 (Program 12500)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "06".
(2) Taxes Withheld by Withholding Agents 63A <Enter> Enter the amount from line 63a.
(3) Payments Other Than Substitute Dividends 63B(1) <Enter> Enter the amount from line 63b(1).
(4) For Substitute Dividends 63B(2) <Enter> Enter the amount from line 63b(2).
(5) Adjustments for OverWithholding 63C(1) <Enter> Enter the amount from line 63c(1). (Negative amount field only)
(6) Adjustments for UnderWithholding 63C(2) <Enter> Enter the amount from line 63c(2).
(7) Tax Paid by Withholding Agent 63D <Enter> Enter the amount from line 63d.
(8) Total Tax Withheld or Paid 63E <Enter> Enter the amount from line 63e.
(9) Adjustments to Total Net Tax Liability 64A <Enter>
MINUS (-)
★★★★★★
Enter the amount from line 64a and press MINUS (-).
(10) Net Tax Liability Under Chapter 3 64B <Enter> Enter the amount from line 64b.
(11) Net Tax Liability Under Chapter 4 64C <Enter> Enter the amount from line 64c.
(12) Excise Tax 64D <Enter> Enter the amount from line 64d.
(13) Total Net Tax Liability 64E <Enter> Enter the amount from line 64e.
14 Total Paid During Calendar Year 65A <Enter> Enter the amount from line 65a.
15 Total Paid During Subsequent Years 65B <Enter> Enter the amount form line 65b.
(16) Overpayment Applied 66 <Enter> Enter the amount from line 66.
(17) Payments Other Than Substitute Dividend Payments 67A <Enter> Enter the amount from line 67a.
(18) Substitute Dividend Payments 67B <Enter> Enter the amount from line 67b.
(19) Total Payments 68 <Enter> Enter the amount from line 68.
(20) Balance Due 69 <Enter> Enter the amount from line 69 as follows:
(a) If the amount on line 69 is the same as the Remittance amount, enter a zero (0) and press <Enter>.
(b) If the amount on line 69 is different from the Remittance amount, enter the amount from line 69 and press <Enter>
(21) Overpayment Attributable to Over Withholding on U.S. income of Foreign Persons 70A <Enter>
MINUS(-)
★★★★★★
Enter the amount from line 70a and press MINUS(-).
(22) Overpayment Attributable to Excise Tax on Specified Federal Procurement Payments 70B <Enter>
MINUS(-)
★★★★★★
Enter the amount from line 70b and press MINUS(-).
(23) Refund Indicator 71 <Enter> Enter a "2" if the "Refund" box is checked; otherwise, press <Enter>
(24) Total U.S. Source FDAP Income Required Under Chapter 4 L1 <Enter> Enter the amount from line L1.
(25) Amount of Income Paid to Recipients Whose Chapter 4 Status Established No Withholding is Required L2A <Enter> Enter the amount from line L2a.
(26) Amount of Excluded Nonfinancial Payments L2B <Enter> Enter the amount from line L2b.
(27) Amount of Income Paid with Respect to Grandfathered Obligations L2C <Enter> Enter the amount from line L2c.
(28) Amount of Income Effectively Connected with the conduct of a Trade or Business in the U.S. L2D <Enter> Enter the amount from line L2d.
(29) Total U.S. Source FDAP Income Not Required Under Chapter 4 L2E <Enter> Enter the amount from line L2e.
(30) Total U.S. Source FDAP Income Reportable Under Chapter 4 L3 <Enter> Enter the amount from line L3.
(31) Total U.S. source FDAP income reported on all Forms 1042-S L4 <Enter> Enter the amount from line L4.
(32) Total Variance L5 <Enter> Enter the amount from line L5.
(33) Explanation of Line 5 L6 <Enter> Enter a "1" only if an entry is on L6 :otherwise, press <Enter>.
(34) Payments Checkbox CKBX <Enter> Enter a "1" only if the box is checked; otherwise, press <Enter>.
(35) Payments by a Qualified Derivative Dealer (QDD) Checkbox QDDCKBX <Enter> Enter a "1" only if the box is checked. Otherwise press <Enter>
(36) EIN of the Qualified Derivative Dealer (QDD) QDDEIN <Enter> Enter the nine-digit EIN of the Qualified Derivative Dealer (QDD) from Section 4, Line 2.
  • If QDD EIN is not present, press <Enter>.

Section 01 Form 1042-S (Program 71720)

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> Enter the last two digits before the hyphen of the DLN year digit, located in the upper portion of the form. Example: XXxxxXXXxxxXX-x
If the serial number has been generated by the system, verify that it matches the document being entered.
(3) Tax Year YEAR <Enter> Enter the preprinted or edited year from the top of the return in YY format.
This is a MUST ENTER field for the first document of the block.
The tax year will be generated into subsequent documents when <Enter> is pressed unless a different tax year is entered.
If the tax year is different on any subsequent document, it must be entered.
(4) Received Date RDATE <Enter> Enter the date as stamped or edited on the face of the return or in the bottom right corner of the return.
The received date will be generated into subsequent documents when <Enter> is pressed unless a different received date is entered.
If the received date is different on any subsequent document, it must be entered.

Note:

A received date must be present each time the cross reference DLN changes on Form 1042-S. If missing, take to the lead or manager.

(5) Cross Reference DLN XREFDLN <Enter> Enter the stamped or edited cross reference DLN from the bottom portion of the form.
The cross reference DLN will be generated into subsequent documents when <Enter> is pressed unless a different cross reference DLN is entered.
If the cross reference DLN is different on any subsequent document, it must be entered.
(6) UNIQUE FORM IDENTIFIER UFI <Enter> Enter the 10 digits from the UNIQUE FORM IDENTIFIER box.
  1. This a “Must Fill” if data is present.

  2. Numeric field only.

    • For alphas, illegible, and/or missing numerics, enter a period (.) in its place.

    • If the entire number is missing, press <Enter>.

    • If too long, enter the first 10 digits.

(7) Amended Checkbox AMNDCKBX <Enter> Enter the edited number located next to the “Amended” checkbox.
If editing is not present and the “Amended” box is
(a)checked, enter "1"
not checked, press <Enter>.
(8) AMENDMENT NO> AMEND# <Enter> Enter the one-digit numeric from the AMENDMENT NO. box.
  1. If alpha is present or if illegible enter a period (.).

  2. If not present, press <Enter>.

(9) Income Code BX1 <Enter> Enter the digits shown or edited in box 1.

Note:

If more than one code or if code is illegible, press <F12>.

(10) Gross Income BX2 $ <Enter> Enter the amount from box 2.
(11) Chapter 3 CHIND <Enter>
★★★★★★
Enter a "3" if a 3 is present or edited.
Enter a 4 if a 4 is present or edited.
  • If blank or not edited, pull return and take to lead or designated SME to send to Code and Edit for proper Chapter determination and editing.

  • For prior year editing will be a 1/3 for chapter 3 or 1/4 for chapter 4, located at the located at the top of the Form 1042-S. Enter a "3" for chapter 3. Enter a "4" for chapter 4.

(12) Exemption Code BX3A <Enter> Enter the digits shown or edited from box 3a.

Note:

If more than one code or code is illegible, press <F12>

(13) Tax Rate BX3B <Enter> Enter the digits shown or edited from box 3b.

Note:

If less than four digits or zeros, press <Enter> only

.
(14) Exemption Code BX4A <Enter> Enter the digits shown or edited from box 4a.

Note:

If more than one code or if code is illegible, press <F12>.

(15) Tax Rate BX4B <Enter> Enter the digits shown or edited from box 4b.

Note:

If less than four digits or zeros, press <Enter> only.

(16) Withholding Allowances BX5 $ <Enter> Enter the amount from box 5.
(17) Net Income BX6 $ <Enter> Enter the amount from box 6.
(18) Federal Tax Withheld BX7A $ <Enter> Enter the amount from box 7a.
(19) Federal Tax Withheld Because Escrow Procedures Were Applied 7BCKBX <Enter> Enter a "1" only if the box is checked; otherwise, press <Enter>.
(20) Tax Withheld by Other Agents BX8 $ <Enter> Enter the amount from box 8.
(21) Overpaid Tax Repaid Pursuant to Adjustment Procedures BX9 $ <Enter> Enter the amount from box 9.
(22) Tax Withholding Credit BX10 $ <Enter> Enter the amount from box 10.
(23) Tax Paid by Withholding Agent (Amounts Not Withheld) BX11 $ <Enter> Enter the amount from box 11.
(24) Withholding Agents EIN 12AEIN <Enter> Enter the withholding agent’s EIN, box 12
(25) Chapter 3 Status Code 12BSC <Enter> Enter the two-digit Chapter 3 status code from box 12b.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..).

  • If alphas are present enter two periods (..).

(26) Chapter 4 Status Code 12CSC <Enter> Enter the two-digit Chapter 4 status code from box 12c
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

.

Section 02 Form 1042-S (Program 71720)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "02" .
(2) Withholding Agent's Name Line 1 12DANAME1 <Enter> Enter the first name line from box 12d.
(3) Withholding Agent's Name Line 2 12DNAME2 <Enter> Enter the second name line from box 12d.
(4) Withholding Agent's Name Line 3 12DNAME3 <Enter> Enter the third name line from box 12d.
(5) Withholding Agent's GIIN 12EGIIN <Enter> Enter the withholding agents GIIN from box 12e.
  1. The following characters are valid

    • Alphas A-Z

    • Numerics 0-9

    • Periods (.)

  2. Run all characters together.

(6) Country Code 12FCC <Enter> Enter the two-alpha country code from box 12f.
  1. Press <Enter> if:

    • numerics are present

    • more than two alphas are present

(7) Foreign Taxpayer Identification Number 12GFTIN <Enter> Enter the ID# from box 12g.

Note:

Only letters A-Z, digits 0-9 and blanks are valid in this field.

(8) Withholding Agent's Street Address 1 12HADD1 <Enter> Enter the first address from box 12h.
(9) Withholding Agent's Street Address 2 12HADD2 <Enter> Enter the second address from box 12h.
(10) Withholding Agent's City 12ICITY <Enter> Enter the city shown from box 12i.
(11) Withholding Agent's State 12IST <Enter> Enter the standard state abbreviation from box 12i.
(12) Withholding Agent's Province Code 12IPROV <Enter> Enter the province code from box 12i.
(13) Withholding Agent's Country Code 12ICOUN <Enter> Enter the country code from box 12i.
(14) Withholding Agent's Postal Zone 12IZONE <Enter> Enter the zip code or foreign postal zone from box 12i.

Section 03 Form 1042-S (Program 71720)

Elem. No. Data Element Name Prompt Field Term Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "03" .
(2) Recipient's Name Line 1 13ANAME1 <Enter> Enter the first name line from box 13a.
(3) Recipient's Name Line 2 13ANAME2 <Enter> Enter the second name line from box 13a.
(4) Recipient's Name Line 3 13ANAME3 <Enter> Enter the third name line from box 13a.
(5) Recipient's Country Code 13BCOUN <Enter> Enter the two-alpha country code from box 13b.
  1. Press <Enter> if:

    • numerics are present

    • more than 2 characters are present

(6) Recipient's Street Address Line 1 13CDD1 <Enter> Enter the first street address from box 13c.
(7) Recipient's Street Address Line 2 13CDD2 <Enter> Enter the second street address from box 13c.
(8) Recipient's City 13DCITY <Enter> Enter the city from box 13d.
Caution: Do not enter Major City Codes.
(9) Recipient's State 13DST <Enter> Enter the standard state abbreviation from box 13d.
(10) Recipient's Province Code 13DPROV <Enter> Enter the province code from box 13d.
(11) Recipient's Country Code 13DCOUN <Enter> Enter the country code from box 13d.
(12) Recipient's Postal Code 13DZONE <Enter> Enter the postal code from box 13d.
(13) Recipient’s U.S. TIN 13ETIN <Enter> Enter the Recipient’s U.S> TIN form box 13e.
(14) Ch. 3 Status Code 13FSC <Enter> Enter the two-digit Ch. 3 Status Code from box 13f.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..)

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..)

(15) Ch. 4 Status Code 13GSC <Enter> Enter the two-digit Ch. 4 Status Code from box 13g.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(16) Recipient’s GIIN 13HGIIN <Enter> Enter the Recipients GIIN form box 13h.
  1. The following characters are valid:

    • Alphas A-Z

    • Numerics 0-9

    • Periods (.)

  2. Run all characters together.

(17) Recipient’s Foreign Tax ID 13ITIN <Enter> Enter the Recipients Foreign Tax ID from box 13i.
(18) Limitation On Benefits Code 13JLOBCD <Enter> Enter the two-digit Limitation On Benefits Code (LOB) from box 13j.
  1. If illegible or missing, press <Enter>.

  2. If one digit of 2-9 is present, enter a preceding 0 (zero).

  3. "00" and "01" are not valid codes.


If one digit of 2-9 is present, enter a preceding 0 (zero).
(19) Recipient’s Account Number 13KACCT <Enter> Enter Recipient’s Account Number from box 13k.
  1. Enter all characters present.

  2. Run all characters together.

(20) Recipient’s Date of Birth 13LDOB <Enter> Enter Recipients Date of Birth from box 13i.
a) If obvious that the day is before the month, invert the day and month. Example: 250116 enter as 012516.
b) If illegible, incomplete, or missing press <Enter>.
(21) Primary Withholding Agent’s Name 14AName <Enter> Enter the Primary Withholding Agent’s Name from box 14a.
(22) Primary Withholding Agent’s EIN 14BEIN <Enter> Enter the Recipients Foreign Tax ID from box 14b.
(23) PRO-RATA PRBRCKBX <Enter>
  1. Enter the number edited next to the “Check if pro-rata basis reporting” box.

  2. If no editing, enter “1” if the “Check if pro-rata basis reporting” box is checked.

  3. I the box is not edited or checked, press <enter>.

Section 04 Form 1042-S (Program 71720)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT:   Press <Enter> if already present on the screen; otherwise, enter "04"
(2) Intermediary or Flow Through Entity’s EIN 15AEIN <Enter> Enter the TIN from box 15a.
(3) Intermediary Ch 3 Status Code 15BSC <Enter> Enter the two -digit intermediary Ch. 3 status code from box 15b.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(4) Intermediary Ch 4 Status Code 15CSC <Enter> Enter the two-digit intermediary Ch. 4 status code from box 15c.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..)..

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(5) Intermediary or Flow Through Entity’s Name Line 1 15DNAME1 <Enter> Enter the name from box 15d.
(6) Intermediary or Flow Through Entity’s Name Line 2 15DNAME2 <Enter> Enter the name from box 15d.
(7) Intermediary or Flow Through Entity’s Name Line 3 15DNAME3 <Enter> Enter the name from box 15d.
(8) Intermediary or Flow Through Entity’s GIIN 15EGIIN <Enter> Enter the GIIN shown or edited from box 15e.
  1. The following characters are valid:

    • Alphas A-Z

      • Numerics 0-9

      • Periods (.)

  2. Run all characters together.

(9) Intermediary Country Code 15FCOUN <Enter> Enter the two-alpha intermediary Country Code from box 15f.
  1. Press <Enter> if:

    • numerics are present

    • more than two alphas are present

(10) Intermediary Foreign TIN 15GTIN <Enter> Enter the intermediary foreign TIN from box 15g.
  1. The following characters are valid:

    • Alphas A-Z

    • Numerics 0-9

    • Periods (.)

  2. Run all characters together.

(11) Intermediary Address 15HADD1 <Enter> Enter the intermediary address from box 15h.
(12) Intermediary Address 15HADD2 <Enter> Enter the intermediary address from box 15h.
(13) Intermediary City/Town 15ICITY <Enter> Enter the intermediary city or town from 15i.
Caution: Do not enter Major City Codes.
(14) Intermediary State 15IST <Enter> Enter the intermediary state from box 15i.
(15) Intermediary Province 15IPROV <Enter> Enter the intermediary province from box 15i.
(16) Intermediary Country 15ICOUN <Enter> Enter the intermediary country from box 15i.
(17) Intermediary ZIP or Postal Zone 15IZONE <Enter> Enter the intermediary zip or postal zone from box 15i.
(18) Payer's Name 16ANAME <Enter> Enter the name from box 16a.
(19) Payer's TIN 16BTIN <Enter> Enter the TIN from box 16b.
(20) Payer’s GIIN 16CGIIN <Enter> Enter the payer’s GIIN from box 16c.
(21) Ch. 3 Status Code 16DSC <Enter> Enter the two-digit Chapter 3 Status Code from box 16d.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(22) Ch. 4 Status Code 16ESC <Enter> Enter the two- digit Chapter 4 Status Code from box 16e.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(23) State Income Tax Withheld 17AAMT $ <Enter> Enter the amount from box 17a.
(24) Payer's State Tax Number 17BSTN <Enter> Enter the state tax number from box 17b.

Note:

Only digits 0-9 are valid in this field.

(25) State Code 17CST <Enter> Enter the two-digit state abbreviation from box 17c.

Section 01 Form 1042-T (Program 71700)

Elem. No. Data Element Name Prompt Fld. Term. Instructions
(1) Section Number SECT: <Enter> Press <Enter> if already present on the screen; otherwise, enter "01" .
(2) Serial Number SER# <Enter> Enter the last two digits of the 13-digit DLN from the upper portion of the form.
If the serial number has been generated by the system, verify that it matches the document being entered.
(3) Tax Year YEAR <Enter> Enter the preprinted or edited year from the top of the form in YY format.
This is a MUST ENTER field for the first document of the block.
The tax year will be generated into subsequent documents when <Enter> is pressed unless a different tax year is entered.
If the tax year is different on any subsequent document, it must be entered.
(4) QI/NQI Check Boxes QI/NQI? <Enter> For 2013 and prior enter as follows:
(a) enter a "1" if the first box is checked.
(b) enter a "2" if the second box is checked.
Otherwise, press <Enter>.
(5) Withholding Agent's Name Line 1 NAME1 <Enter> Enter the first name line from the entity area of the return.
(6) Withholding Agent's Name Line 2 NAME2 <Enter> Enter the second name line from the entity area of the return.
(7) Withholding Agent's Name Line 3 NAME3 <Enter> Enter the third name line from the entity area of the return.
(8) Chapter 4 Status Code CH4 <Enter> Enter the two-digit Chapter 4 Status Code.
  • If only one digit is present add a preceding zero (0)

  • If more than one chapter status code is present enter two periods (..).

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(9) Chapter 3 Status Code CH3 <Enter> Enter the two-digit Chapter 3 Status Code.
  • If only one digit is present add a preceding zero (0).

  • If more than one chapter status code is present enter two periods (..)..

  • If illegible enter two periods (..)

  • If alphas are present enter two periods (..).

(10) EIN EIN <Enter> Enter the EIN from box.
(11) Withholding Agent’s EIN Indicator CKBX <Enter> Always enter 0.
(12) Street Address Line 1 ADD1 <Enter> Enter the first street address from the entity area of the return.
(13) Street Address Line 2 ADD2 <Enter> Enter the second street address from the entity area of the return.
(14) City CITY <Enter> Enter the city from the entity area of the return.

Caution:

Do not enter Major City Codes.

(15) State ST <Enter> Enter the standard state abbreviation from the entity area of the return.
(16) Province Code PROV <Enter> Enter the province code from the entity area of the return.
(17) Country Code COUN <Enter> Enter the country code from the entity area of the return.
(18) Postal Code/Zone/ZIP ZONE <Enter> Enter the postal code/zone from the entity area of the return.
For U.S. addresses, enter the zip code.
(19) Chapter Indicator INDICATOR <Enter>
★★★★★★
Enter the one-digit chapter indicator from line 1a. The only valid digits are 3 and 4.
  • If blank or not edited, pull return and take to Lead or SME to send to Code and Edit for proper Chapter determination and editing.

  • For prior year forms enter the edited 3 or 4 chapter indicator from the top of the form.

(20) Type of Return Indicator (Amended/Original) RTI <Enter> Enter from line 1a as follows:
(a) If the "Amended" box is checked, enter a "1" .
(b) If the "Original" box is checked, press <Enter>.
(21) Pro-Rata Basis Reporting CKBX <Enter> Enter the edited digit from below line 1a.
(22) Number of Form 1042-S NBR <Enter> Enter the number from line 1d.
(23) Total Gross Income L2A $ <Enter> Enter the amount from line 2.
(24) Chapter 4 Tax Withheld 3A $ <Enter> Enter the amount from line 3a.
(25) Chapter 3 Tax Withheld 3B $ <Enter> Enter the amount from line 3b.
(26) Final Checkbox FINAL <Enter> Enter "1" if the "Final" box is checked.
(27) Contact/Signature Name CONT <Enter> No entry required
Press <Enter>.
(28) Contact/Signature Telephone Number TEL# <Enter> No entry required.
Press <Enter>.
(29) Received Date RDATE <Enter> Enter the date as stamped or edited from the face of the return.
If date is missing take to the lead or manager.