Difference between revisions of "FATCA Manual"

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<div style="text-align: right; direction: ltr; margin-left: 1em;">[[Welcome_to_e-file_and_Fundsquare_FAQ|Home page ]][[File:Home.png|Return homepage|link=Welcome_to_e-file_and_Fundsquare_FAQ]] </div>
<small>''Page's last update : 26 September 2023''</small>
<div style="text-align: right; direction: ltr; margin-left: 1em;">[[Manuel FATCA|Français]] [[File:french.jpg|Accéder à la partie française|link=Manuel_FATCA]]</div>


=Introduction=
__TOC__


The Luxembourg Tax Authoritiy (Administration des contributions directes ([http://www.impotsdirects.public.lu/fr/echanges_electroniques.html ACD])) published on 19 January 2017 an updated version of the circular [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA3] defining the new format that takes into account the Internal Revenue Services (IRS) FATCA XSD 2.0. Luxembourg Financial Institutions will have to use this new schema, as it will be the only one accepted as from now. 


=Introduction=


The Luxembourg Tax Authority ('''Administration des contributions directes''' ([http://www.impotsdirects.public.lu/fr/echanges_electroniques.html ACD])) published on 19 January 2017 an updated version of the circular [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA3] defining the new format that takes into account the Internal Revenue Services (IRS) FATCA XSD 2.0. Luxembourg Financial Institutions will have to use this new schema, as it will be the only one accepted as from now. 


=Manual filing through e-file v2=


'''IMPORTANT''': all '''pre-filled''' data have to be communicated to Fundsquare in order to be integrated in Fundsquare's database and to be available in the FATCA form
Consult our [https://www.e-file.lu/wiki/index.php/FATCA_Onboarding FATCA Onboarding] for more detailed information.


==Environment==
=Report type=


*Select your environment:


Production environment : '''https://www.e-file.lu/e-file/'''
Choose the 'FATCA Form' in the [[ReportGeneration|Report Generation]] module.


Homologation environment (Test) : '''https://homologation.e-file.lu/e-file/'''


The '''FATCA form''' opens and a small window pops up where you have to select the '''FATCA report type'''.


==Login==
In our example we will select FATCA report.


*Enter your e-file login credentials (user name and password) and click the Access button.
[[File:SelectFATCAReportType.png|300 px]]


[[File:Identification.jpg]]


'''IMPORTANT:''' If you do not have an e-file user account or if you do not remember your password, you might contact your '''e-file administrator''' of your company.


=FATCA form=


==Access FATCA form==


*Click on the Report Generation icon:
[[File:Fatca ReportGen.jpg]]


[[File:2 AfterFormFatca.png|600 px]]


*Select Formulaire FATCA
[[File:Select Form Fatca.jpg]]<br/>


==Contact information==


'''Result:''' the FATCA form opens
This is the Luxembourgish part of the FATCA report.


[[File:Open form.jpg]]
[[File:2AfterFatcaContact.png|400px]]


The '''contact''' '''information''' is split into 2 sections:


1. '''Information on depositor'''


==Complete FATCA form==
2. '''AEOI Reporting FI'''


===Contact tab===


This is the Luxembourgish part of the FATCA report added by ACD.
These sections can be accessed via the buttons in the vertical navigation bar or directly clicking the sections' titles.


[[File:Contact tab.jpg]]
==AEOI reference==




====AEOI reference====
[[File:2AfterFatcaAEOIRef.png|400px]]


[[File:AEOI REF.jpg]]
*This field has to be completed by a Globally Unique Identifier (GUID) that can be chosen freely in accordance with certain rules described in [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017, page 13].


*'''AEOI reference''': free text to be provided by the Depositor.
*Specifications: only capital characters (A-Z), number 0-9, must be unique, etc.
*Specifications of the free text: maximum length 100 characters, only capital characters, number 0-9, must be unique, etc.; Cf. details [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA3, page 13].
*Our FATCA form respects all these specifications by default. Please note that the XSD of the ACD does not check these specifications on our Sending Service and your reporting might be rejected by the ACD.


*The ACD  recommends not to use personal data such as the name or account number, but rather a sequential number.


====Information on Depositor====
Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017, page 13].


[[File:Info Dep.jpg]]


*'''Depositor name''' (pre-filled): The '''Depositor''' is an entity (legal or natural person) that is in charge of filing the FATCA reporting to the ACD (e.g. Service provider).


*'''Personal Identification Number''' (pre-filled): The '''Depositor''' needs a '''Personal Identification Number''' (Luxembourgish '''Matricule''' Number also known as CCSS code) to be able to file the report.


If the '''Depositor''' does not have a Luxembourgish '''Matricule''' Number, he has to contact the '''Bureau de la retenue d'impôt sur les intérêts'''


-by mail: aeoi@co.etat.lu
==Information on depositor==


-by phone: [http://www.impotsdirects.public.lu/fr/profil/organigramme/liste_telephone_service.html#srii Phone book_Bureau de la retenue d'impôt sur les intérêts]


[[File:DepositorNamePIN.png|border|400px]]


'''IMPORTANT: all pre-filled data have to be communicated to Fundsquare in order to be available in the FACTA form.'''
*'''Depositor name''' (pre-filled): The '''Depositor''' is an entity (legal or natural person) that is in charge of filing the FATCA reporting to the ACD (e.g. Service provider). Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017, page 6].


*'''Personal Identification Number''' (pre-filled): The '''Depositor''' needs a '''Personal Identification Number''' (Luxembourgish '''Matricule''' Number also known as CCSS code) to be able to file the report.


====Reporting person====


The Reporting Person is the Reporting Financial Institution (RFI). This element is used by the ACD for tracking purposes (i.e. in case of Zero Reporting).
==AEOI Reporting FI==


It is the same entity as in the "Reporting FI" tab.
[[File:ReportingPersonExtensionSubEntity.png|border|600px]]


[[File:RepPERSON.jpg]]
The information on '''Reporting person''' has to be completed in '''section 2''' of the form.


*'''Name of the reporting financial institute''': Select the entity in the drop-down list for which the reporting is done.
*'''Name of the reporting financial institution''': Select the entity in the drop-down list for which the reporting is done.
*'''Reporting person''' (pre-filled once the RFI has been selected)
*'''Reporting person''' (pre-filled once the RFI has been selected)
*'''Identification number''' (pre-filled with the Luxembourgish '''Matricule''' Number once the RFI has been selected)
*'''Identification number''' (pre-filled with the Luxembourgish '''Matricule''' Number once the RFI has been selected)
*'''Entity Identification number extension''' (pre-filled with the value "M00000000"): "M00000000" is the default value if you have no extention code to communicate.  
*'''Entity Identification number extension''' (pre-filled with the value "M00000000"): "M00000000" is the default value if you have no extention code to communicate.  
*'''Personnal information''' The ACD needs contact details of a person who would be able to answer business questions regarding the report.


'''IMPORTANT''': If a sub-entity has to file a FATCA reporting and does not have a Luxembourgish '''Matricule''' Number, it must enter the parent Luxembourgish '''Matricule''' Number in the first field and an additional identifier in the second field. For example, sub-funds  have to enter the Luxembourgish '''Matricule''' Number of the umbrella fund in the '''Identification Number''' field and enter the sub-fund number in the '''Entity Identification number extension''' field.
If the RFI has no Luxembourgish '''Matricule''' Number the instructions published on the ACD website have to be followed (Cf.: [http://www.impotsdirects.public.lu/fr/profil/organigramme/direction/division_echange_renseignements_retenue_interets.html Contact_Division échange de renseignements et retenue d’impôt sur les intérêts]).


'''IMPORTANT''': If a sub-entity has to file a FATCA reporting and does not have a Luxembourgish '''Matricule''' Number, it must enter the parent Luxembourgish '''Matricule''' Number in the first field and an additional identifier in the second field. For example, sub-funds  have to enter the Luxembourgish '''Matricule''' Number of the umbrella fund in the '''Identification Number''' field and enter the sub-fund number in the '''Entity Identification number extension''' field. Cf. details [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017, page 9].


'''IMPORTANT: all selectable and pre-filled data have to be communicated to Fundsquare in order to be available in the FACTA form.'''
If the RFI has no Luxembourgish '''Matricule''' Number the instructions published on the ACD website have to be followed (Cf.: [http://www.impotsdirects.public.lu/fr/profil/organigramme/direction/division_echange_renseignements_retenue_interets.html Contact_Division échange de renseignements et retenue d’impôt sur les intérêts]).
 


====Information on declarer====
==Reporting group - Account report - TIN==


The declarer is a Financial Institution that is repsonsible for the reporting. The Declarer can be either the FI subject to the reporting obligation or an entity such as the management company or a trustee handling the reports for the FI. The Luxembourg tax authority needs the contact details of a reachable person from the Back Office who has detailed knowledge regarding the content of the report. Please note, questions regarding the format of the report should be dealt with by the Depositor.
'''VERY IMPORTANT INFORMATION'''


[[File:Declarer.jpg]]
[[File:2AccountReportTIN.png|900px]]


If no TIN is available the value '''#NTA001#''' has to be entered in the TIN field.


== Export - import files - save work in progress  ==




[[File:Export.jpg]]


1. Click this button to export the final report in XML format. The file will be saved on your harddrive and is available for sending to the Regulator. This button will only be available if the green Icon [[File:GreenIcon.png]] appears in every section of the completed report.


2. This button allows you to upload an existing XML report from your network or harddrive into the report generator.
==Zero Reporting==


3. Work in progress on a report has to be saved with this button. The exported .xml file will be called DRAFT_filename.xml and cannot be uploaded for filing. It can be imported onto the tool for later use. Only final reports will carry the correct naming convention for submission to the regulator.
The ACD requires one reporting each year from each Luxembourg Reporting Financial Institution registered with the IRS.


4.If green ticks [[File:GreenIcon.png]] appear in every section of the completed report, the Transmission button will become available.
Luxembourg Reporting Financial Institutions that have no Reportable Accounts to report for a year, must inform the ACD by sending a Zero Reporting to the ACD.


Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017, page 21].


== File transmission ==




=== Setup of the e-file v2 encryption module v2 ===


1. The form is completed [[File:GreenIcon.png]]. Click the [[File:Transmission.png | border]] button.


'''Result:''' the EfileCrypto.jnlp file is generated.
== Export - import files - save work in progress ==


'''IMPORTANT:''' this file has to be '''downloaded''' (if you use the application for the first time) locally on your computer and must be '''opened''' to launch the '''Encryption Module'''.
[[File:CRS-After-SaveLocallyButton.png|border|500px]]


'''Note''': the '''Encryption Module''' is a Java application. For security reasons, this module aims at encrypting documents before they are sent to authorithies. It is also used to decrypt documents and feedbacks.
'''<u>Report type</u>''' button


Java version 1.7.55 is a prerequisite for the installation of the e-file v2 encryption module.
Press the '''REPORT TYPE''' button, if you want to change your FATCA Report Type. A small window pops up where you can select the report type you need:


:: - Contact update


:: - Zero report


:: - FATCA report


2. Click the Open button of the EfileCrypto.jnlp file [[File:Jplg.jpg]]


'''Result:''' the window below opens
'''<u>Select an existing report</u>''' button


[[File:JavaEfileWindow.png | border]]
This button allows you to upload an existing '''XML''' report from your network or hard-drive into the report generator.
 




'''<u>Save locally</u>''' button
<u>Work in progress</u> on a report has to be saved with this button. '''Work in progress''' means that the report is not finalized, as important data are missing. The exported '''.xml''' file will be called '''DRAFT_filename.xml''' and cannot be uploaded for filing. It can be imported onto the tool for later use.


3. Click the [[File:RunButton.png | border]] button
If you save locally a <u>final report</u>, meaning that all relevant data are available inside the report, it will carry the '''correct naming convention''' for submission to the Regulator.  


'''Result:''' the Encryption Module is launched


[[File:Config.jpg |border]]
'''<u>Transmit</u>''' button
 
'''Important:''' It is possible that the pop-up blocker does not allow .jnlp files to be downloaded. Please ask your IT deparment to allow pop-ups from '''https://www.e-file.lu/''' .


If all buttons of the sidebar are green, the '''Transmission button''' will become available and the report can be transmitted to the regulator.




== File transmission ==


4. The encryption module has to be configured when it is used for the first time (or after each Java update).
When the form is completed and all ticks are green, you can click the [[File:After-CRS-TransmitButtton.png|border|80px]] button.
The path to the keystore has to be selected with the [[File:BrowseButton.png | border]] button and the key (locally or on a server) will have to be imported with the [[File:ImportButton.png |border]] button : <br/>


[[File:Config.jpg |border]]
A drawer opens from the right, fill the form and click 'Transmit'.


Once the key has been imported, the access to the keystore is memorized by the application.
[[File:CRS Transmit.png|border|500px]]


In order to be more user friendly and to speed up the sending process, the encryption module will then run as a back ground process on your desktop.
'''Note''': the file name is automatically generated and compliant to the ACD file naming convention.
 
If you need to end the process, right click on the icon in the taskbar and select “Close encryption module” :
 
[[File:EncryptionTaskbar.png |border]]
 
 
 
 
5. Return to the  Report Generator screen and click the [[File:Transmission.png | border]] button.
Result: as the installation and configuration of the encryption module are done, the General Tab of the Encryption Module will be displayed directly.
 
[[File:EncrypMod General.png]]
 
Note: the file name is automatically generated and compliant to the ACD file naming convention.
 
 
 
 
6. Enter a "title of file sent" and the keystore password.
   
Result: the [[File:SendButton.png | border]] button is now available and the report can be sent. A pop-up window will confirm the transmission.


== Transmission follow up ==


Please consult our wiki page [[Transmission_Monitoring|'''Transmission Monitoring''']]


= Automatic filing through the Sending Service =
= Automatic filing through the Sending Service =


In order to send reports with the Sending Service, the following components have to be installed on
*Should you need further information on the Sending Service, please see our [[Sending_Service_home|sending service's wiki page.]]
your desktop:
*'''Java version 1.6.0.14 or higher'''
*'''Sending service version 3.3.6 or higher'''
 
 
 
== Access to the Sending Service ==
 
The Sending Service is accessible with the file explorer and visible as a folder including subfolders :
 
[[File:FolderFatca.bmp |border]]
 
The standard file structure includes a  «FATCA» subfolder  (by default, a subfolder for each type of
reporting is included).
 
 
== Sending frequency of the Sending Service ==
During the setup of the Sending Service, the sending frequency can be individually set for each subfolder by your e-file administrator within the setup file. The default sending frequency is every 30 minutes but it can be tailored according to your needs.
 




Line 263: Line 215:
| FiscalYear
| FiscalYear
| Fiscal year
| Fiscal year
| Char(4)
| Number(4)
| YYYY
| YYYY
|-
|-
Line 271: Line 223:
| B = Bourse
| B = Bourse
|-
|-
| MatriculeReporter
| MatriculeDepositor
| Social Security Identification Number
| Social Security Identification Number
| Number(11) - Number(13)
| Number(11) - Number(13)
Line 322: Line 274:




[http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-avec-tc-2017-01-19.pdf Cf. ECHA - n° 3 du19 janvier 2017; page 19-20]
Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017; page 19-20]
 
 


== Report transmission ==
== Report transmission ==
Line 330: Line 280:
In order to send a report with the Sending Service, the exported .xml report has to be copied into the '''…/ServiceDeposant/ReportingDiffusion/FATCA subfolder'''.
In order to send a report with the Sending Service, the exported .xml report has to be copied into the '''…/ServiceDeposant/ReportingDiffusion/FATCA subfolder'''.


Ensure that the '''FATCA file naming convention''' is applied (Cf. '''Chapter 3.3.3 FATCA file naming convention''').
Ensure that the '''FATCA file naming convention''' is applied (Cf. [[#FATCA file naming convention|FATCA file naming convention]]).
 
 
 
== Processing status files generated by the Sending Service ==
 
During and at the end of the sending, the Sending Service generates various files in the subfolder that
has been used for the sending. Three type of files are generated: <br/>
 
*'''.trt''' file : indicates the start of the transmission
 
In order to be able to send the original file, the Sending Service transforms the latter into a .trt file and
adds a timestamp. E.g. «OriginalName.xml» is transformed into OriginalName.xml.timestamp.trt:
 
FATCA_20150520080022_F0_2016_B_1970010112345_006M8M.00000.LE.442_P.xml becomes
 
FATCA_20150520080022_F0_2016_B_1970010112345_006M8M.00000.LE.442_P.xml_20150731122616366.trt
 
*'''.acq''' file : the transmission has been successfully completed
 
*'''.err''' file : indicates that an error has occurred during the sending
 
The error file contains technical messages indicating the root cause of the error, e.g. file naming errors.
 
 
 
= File transmission follow up  =
 
== Manual file transmission (FATCA form) ==
 
=== Transmission status ===
 
Step 1: Click the Document management icon
 
[[File:DocMmgt icon.png]]
 
 
'''Result:''' the Transmission follow-up screen of the Document management opens
 
[[File:A.jpg]]
 
'''IMPORTANT:''' if the Document management icon is not available on your screen, you might contact your '''e-file administrator''' of your company, who will add the '''FATCA - group''' to your e-file account.
 
 
 
Step 2: Select the Transmission period (From...To) and click the Search button
 
[[File:2_From_To.jpg]]
 
 
'''Result:''' FATCA XML files and their transmission status are displayed.
 
[[File:Final follow up.jpg]]
 
* "'''Transmitted'''" means that the report has been sent to the ACD.
* "'''Feedback Received'''" means that at least one feedback has been received. It also means that the ACD was able to read your report.
* "'''To validate'''" means that the report needs to be validated by the declarant on E-file V2. This is a really specific case.
 
 
 
=== View submitted reports and feedback files ===
 
Step 1: click on the blue Plus icon [[File:Plus icon.png]] at the right end of the row
 
[[File:Right corner.jpg]]
 
 
'''Result:''' a pop-up window opens displaying the Detail of sending
 
[[File:listFiles.png|border]]
 
* '''FATCA''' = Original report
 
* '''FDBTEC''' = Technical feedback
 
* '''FDBBUS''' = Business feedback
 
 
 
Step 2: Click the View button [[File:Loupe.png]] at the right end of the row
 
[[File:listFiles.png|border]]
 
 
'''Result:''' the EfileCrypto.jnlp file is generated
 
'''IMPORTANT:''' This file has to be '''downloaded''' locally on your computer and must be '''opened''' to launch the encryption module
 
 
 
Step 3: Click the Open button of the EfileCrypto.jnlp file
 
[[File:Jplg.jpg]]
 
 
'''Result:''' a Java window opens
 
 
 
Step 4 : Click the [[File:RunButton.png | border]] button
 
[[File:JavaEfileWindow.png | border]]
 


'''Result:''' the Encryption Module is launched
== File processing status generated by the Sending Service ==


See [[Sending_Service#Transmission_following | our wiki upon the sending service ]] to understand the sending service's follow up.


 
== File transmission status ==
Step 5: Select the General tab of the Encryption module, enter your keystore password and click the download button
 
[[File:E.jpg]]
 
 
'''Result:''' the file will be downloaded.
 
 
'''IMPORTANT:''' if the encryption module takes too much time to be opened or if the file EfileCrpyto has not been executed, the following message will pop up and you will have to click one more time on the View button.
 
[[File:N.jpg]]
 
 
'''IMPORTANT:''' If it is the first time you are using the encryption module, you may be asked for the '''keystore location''' in the Configuration tab.
 
The '''keystore file''' (file with the extension '''.ks''') contains your '''Luxtrust certificate''' and is protected with a '''password'''. If you do not have the keystore or its password, please contact your '''e-file administrator'''.
 
 
== Automatic file transmission (Sending Service) ==
 
=== Transmission status ===


ACD's feedback files are available in the sub-folder "Replies":  '''.../ServiceDeposant/ReportingDiffusion/FATCA/Replies/'''.
ACD's feedback files are available in the sub-folder "Replies":  '''.../ServiceDeposant/ReportingDiffusion/FATCA/Replies/'''.


Each feedback has a specifical status: Cf. [[#FATCA file naming convention|Status feedback ACD]] which is visible in the file name (ACK, NAK, VAL, WAR, ERR).
Each feedback has a specific status which is available in the file name: ACK, NAK, VAL, WAR, ERR (Cf. [[#FATCA file naming convention|Status feedback ACD]]).


'''Feedback from ACD :'''
'''Feedback from ACD :'''
Line 472: Line 300:
The "Replies" folder is created upon feedback receipt. Please check the Sending Service's configuration if the "Replies" folder is not available. In the configuration file (properties file), the variable corresponding to "Configuration of connection for feedback" and the one corresponding to "Configuration of connection for authority acknowledgement" should be set to "up".
The "Replies" folder is created upon feedback receipt. Please check the Sending Service's configuration if the "Replies" folder is not available. In the configuration file (properties file), the variable corresponding to "Configuration of connection for feedback" and the one corresponding to "Configuration of connection for authority acknowledgement" should be set to "up".


=How to correct, void or amend validated reports=
In order to correct, void or amend reports through the FATCA Form (Report Generator), the type of modification (FATCA2, FATCA3, FATCA4) has to be selected in the "'''Reporting FI'''" tab,  section "'''Document Specification'''" and in the "'''Reporting Group'''" tab, section "'''Account Report'''" and then "'''Document specification"'''.
The different types are the following ones :


*'''FATCA1''' : <span style="color:darkcyan">Initial sending</span>. The file contains only new information.


=FATCA FAQ=
*'''FATCA2''' : <span style="color:darkcyan">Correction</span>. A report should be corrected in response to an error notification from IRS.


==How to modify an existing report ?==
*'''FATCA3''' : <span style="color:darkcyan">Void</span>. A report may be voided at any time after you become aware of inaccurate information. All data element fields in the voided record must have the same values equal to the original record being voided. Do not void a report in response to an error notification.
In order to modify an existing report the Report Generator's form has to be completed with the new information. The type of modification to apply is set up in the "'''Reporting FI'''" section in "'''Document Specification'''" and in "'''Reporting Group'''" section in "'''Account Report'''" when clicking [[File:AddAccount.png]].<br/>  
The different types are the following :<br/>


*'''FATCA1''' : Initial sending. The file contains only new information
*'''FATCA4''' : <span style="color:darkcyan">Amend</span>. A report may be amended at any time. An amended report updates an existing report from a previously filed report. All data element fields in the amended report must have the amended values for the relevant account report. Do not amend a report in response to a report error notification, instead file a corrected report with DocTypeIndic FATCA2.
*'''FATCA2''' : Asked modifications. The file contains only corrections asked by american's authorities (IRS)
*'''FATCA3''' : Cancellations. The file contains only cancellations concerning previously changed information
*'''FATCA4''' : Modifications. The file contains only corrections concerning the previously changed information on declarer's initiative


To chose the report to modify, its reference has to be entered in the '''document reference ID to correct''' and '''message reference ID to correct'''.<br/>
To chose the report to modify, its reference has to be entered in the '''document reference ID to correct''' and '''message reference ID to correct'''.<br/>
[[File:RefDoc.png|border]]
[[File:RefDoc.png|border]]
==Why the GIINs do not appear on the form ?==
To register your GIINs the contact form of our Client Service has to be fill up.<br/>
After the registration of your GIINs you will receive a confirmation mail within few days, if you haven't received the email yet please contact [mailto:fatca_onboarding@fundsquare.net fatca_onboarding@fundsquare.net].<br/>


==Error message : The process takes too much time. Please restart the encryption module.==
[[File:ErrorTransmission.png|border]]<br/>
The error message occurs when the encryption module is not started in time.<br/>
Please check that the pop-up are enable for the site https://www.e-file.lu.<br/>
When clicking the "Transmission" button the file '''EfileCrypto.jnlp''' should be downloaded in order to launch the encryption module. You have to open this file with '''Java Web Start Launcher''' to run the module.<br/>


==Message : Waiting files to transmit...==
Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-annexe2-mecanisme-corrections-2017-01-19.pdf Annex 2 to ECHA - n° 3 of 19 January 2017]
[[File:WaitingFile.png|border]]<br/>
 
<br/>
Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-sans-tc-2017-01-19.pdf ECHA - n° 3 of 19 January 2017; page 22-24]
This error might occur when there is a connection problem between your '''proxy''' and the '''encryption module V2'''.<br/>
 
<br/>
Close the encryption module : <br/>
[[File:EncryptionTaskbar.png |border]]<br/>
<br/>
Open the Java console (See [http://www.e-file.lu/wiki/index.php/Encryption_Module#Show_the_console_in_case_of_other_Java_issue  http://www.e-file.lu/wiki/index.php/Encryption_Module#Show_the_console_in_case_of_other_Java_issue]) and check the logs.<br/>
If an '''error 407''' appears, it means that the encryption module is not able to authenticate on your proxy.<br/>
As a consequence all communications with E-file are blocked.<br/>
<br/>
In that case the solutions to resolve this problem are the following :<br/>
*Add the group "'''NoAuthenticated exception group'''" to your proxy for '''www.e-file.lu'''
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[[Category: FAQ e-file]]

Latest revision as of 13:12, 26 September 2024

Page's last update : 26 September 2023


Introduction

The Luxembourg Tax Authority (Administration des contributions directes (ACD)) published on 19 January 2017 an updated version of the circular ECHA3 defining the new format that takes into account the Internal Revenue Services (IRS) FATCA XSD 2.0. Luxembourg Financial Institutions will have to use this new schema, as it will be the only one accepted as from now. 


IMPORTANT: all pre-filled data have to be communicated to Fundsquare in order to be integrated in Fundsquare's database and to be available in the FATCA form
Consult our FATCA Onboarding for more detailed information.

Report type

Choose the 'FATCA Form' in the Report Generation module.


The FATCA form opens and a small window pops up where you have to select the FATCA report type.

In our example we will select FATCA report.

SelectFATCAReportType.png


FATCA form

2 AfterFormFatca.png


Contact information

This is the Luxembourgish part of the FATCA report.

2AfterFatcaContact.png

The contact information is split into 2 sections:

1. Information on depositor

2. AEOI Reporting FI


These sections can be accessed via the buttons in the vertical navigation bar or directly clicking the sections' titles.

AEOI reference

2AfterFatcaAEOIRef.png

  • Specifications: only capital characters (A-Z), number 0-9, must be unique, etc.
  • The ACD recommends not to use personal data such as the name or account number, but rather a sequential number.

Cf. ECHA - n° 3 of 19 January 2017, page 13.



Information on depositor

DepositorNamePIN.png

  • Depositor name (pre-filled): The Depositor is an entity (legal or natural person) that is in charge of filing the FATCA reporting to the ACD (e.g. Service provider). Cf. ECHA - n° 3 of 19 January 2017, page 6.
  • Personal Identification Number (pre-filled): The Depositor needs a Personal Identification Number (Luxembourgish Matricule Number also known as CCSS code) to be able to file the report.


AEOI Reporting FI

ReportingPersonExtensionSubEntity.png

The information on Reporting person has to be completed in section 2 of the form.

  • Name of the reporting financial institution: Select the entity in the drop-down list for which the reporting is done.
  • Reporting person (pre-filled once the RFI has been selected)
  • Identification number (pre-filled with the Luxembourgish Matricule Number once the RFI has been selected)
  • Entity Identification number extension (pre-filled with the value "M00000000"): "M00000000" is the default value if you have no extention code to communicate.
  • Personnal information The ACD needs contact details of a person who would be able to answer business questions regarding the report.


IMPORTANT: If a sub-entity has to file a FATCA reporting and does not have a Luxembourgish Matricule Number, it must enter the parent Luxembourgish Matricule Number in the first field and an additional identifier in the second field. For example, sub-funds have to enter the Luxembourgish Matricule Number of the umbrella fund in the Identification Number field and enter the sub-fund number in the Entity Identification number extension field. Cf. details ECHA - n° 3 of 19 January 2017, page 9.

If the RFI has no Luxembourgish Matricule Number the instructions published on the ACD website have to be followed (Cf.: Contact_Division échange de renseignements et retenue d’impôt sur les intérêts).

Reporting group - Account report - TIN

VERY IMPORTANT INFORMATION

2AccountReportTIN.png

If no TIN is available the value #NTA001# has to be entered in the TIN field.



Zero Reporting

The ACD requires one reporting each year from each Luxembourg Reporting Financial Institution registered with the IRS.

Luxembourg Reporting Financial Institutions that have no Reportable Accounts to report for a year, must inform the ACD by sending a Zero Reporting to the ACD.

Cf. ECHA - n° 3 of 19 January 2017, page 21.



Export - import files - save work in progress

CRS-After-SaveLocallyButton.png

Report type button

Press the REPORT TYPE button, if you want to change your FATCA Report Type. A small window pops up where you can select the report type you need:

- Contact update
- Zero report
- FATCA report


Select an existing report button

This button allows you to upload an existing XML report from your network or hard-drive into the report generator.


Save locally button

Work in progress on a report has to be saved with this button. Work in progress means that the report is not finalized, as important data are missing. The exported .xml file will be called DRAFT_filename.xml and cannot be uploaded for filing. It can be imported onto the tool for later use.

If you save locally a final report, meaning that all relevant data are available inside the report, it will carry the correct naming convention for submission to the Regulator.


Transmit button

If all buttons of the sidebar are green, the Transmission button will become available and the report can be transmitted to the regulator.


File transmission

When the form is completed and all ticks are green, you can click the After-CRS-TransmitButtton.png button.

A drawer opens from the right, fill the form and click 'Transmit'.

CRS Transmit.png


Note: the file name is automatically generated and compliant to the ACD file naming convention.

Transmission follow up

Please consult our wiki page Transmission Monitoring

Automatic filing through the Sending Service


FATCA file naming convention

The following naming convention has to be applied for the files: 

XML file :
FATCA_${DateTime}_${Type}_${FiscalYear}_${Channel}_${MatriculeDepositor}_${GIIN}_${ProdTest}.xml

Feedback from ACD :
FATCA_${DateTime}_${Type}_${FiscalYear}_${Channel}_${MatriculeDepositor}_${GIIN}_${ProdTest}_${Status}.xml
Code Definition Structure Values
DateTime Creation date and time of the XML file Number(14) YYYYMMDDhhmmss
Type F0: ZeroReport or new contact data without FATCA data

F1: FATCA1–New data

F2: FATCA2–Correction–Data corrected upon request of the IRS

F3: FATCA3–Void–Cancellation of data

F4: FATCA4–Amendment–Data corrected at any time

Char(1)Number(1) F0

F1

F2

F3

F4

FiscalYear Fiscal year Number(4) YYYY
Channel Communication channel Char(1) B = Bourse
MatriculeDepositor Social Security Identification Number Number(11) - Number(13) Code CCSS
GIIN GIIN (Global Intermediary Identification Number ) of the declarer Char(6).Char(5).Char(2).Number(3) Code GIIN XXXXXX.XXXXX.XX.XXX
ProdTest Environment type Char(1) P = Production

T = Test

Status Response status Char(3) Technical Feedback

ACK = File received by ACD

NAK = File rejected by ACD

Business Feedback

VAL = Validated and imported by ACD

WAR = Validated and imported by ACD but with small issues that raised a warning

ERR = File rejected

Examples:

XML file:

FATCA_20150520080022_F0_2016_B_1970010112345_006M8M.00000.LE.442_P.xml

FATCA_20150520080023_F1_2016_B_19700202123_ZZLRV4.99999.SL.442_T.xml


Feedback from ACD :

FATCA_20150520080022_F0_2016_B_1970010112345_006M8M.00000.LE.442_P_ack.xml

FATCA_20150520080023_F1_2016_B_19700202123_ZZLRV4.99999.SL.442_T_ack.xml


Cf. ECHA - n° 3 of 19 January 2017; page 19-20

Report transmission

In order to send a report with the Sending Service, the exported .xml report has to be copied into the …/ServiceDeposant/ReportingDiffusion/FATCA subfolder.

Ensure that the FATCA file naming convention is applied (Cf. FATCA file naming convention).

File processing status generated by the Sending Service

See our wiki upon the sending service to understand the sending service's follow up.

File transmission status

ACD's feedback files are available in the sub-folder "Replies": .../ServiceDeposant/ReportingDiffusion/FATCA/Replies/.

Each feedback has a specific status which is available in the file name: ACK, NAK, VAL, WAR, ERR (Cf. Status feedback ACD).

Feedback from ACD :

FATCA_20150520080022_F0_2016_B_1970010112345_006M8M.00000.LE.442_P_ack.xml

FATCA_20150520080023_F1_2016_B_19700202123_ZZLRV4.99999.SL.442_T_ack.xml

The "Replies" folder is created upon feedback receipt. Please check the Sending Service's configuration if the "Replies" folder is not available. In the configuration file (properties file), the variable corresponding to "Configuration of connection for feedback" and the one corresponding to "Configuration of connection for authority acknowledgement" should be set to "up".

How to correct, void or amend validated reports

In order to correct, void or amend reports through the FATCA Form (Report Generator), the type of modification (FATCA2, FATCA3, FATCA4) has to be selected in the "Reporting FI" tab, section "Document Specification" and in the "Reporting Group" tab, section "Account Report" and then "Document specification".

The different types are the following ones :

  • FATCA1 : Initial sending. The file contains only new information.
  • FATCA2 : Correction. A report should be corrected in response to an error notification from IRS.
  • FATCA3 : Void. A report may be voided at any time after you become aware of inaccurate information. All data element fields in the voided record must have the same values equal to the original record being voided. Do not void a report in response to an error notification.
  • FATCA4 : Amend. A report may be amended at any time. An amended report updates an existing report from a previously filed report. All data element fields in the amended report must have the amended values for the relevant account report. Do not amend a report in response to a report error notification, instead file a corrected report with DocTypeIndic FATCA2.

To chose the report to modify, its reference has to be entered in the document reference ID to correct and message reference ID to correct.
RefDoc.png


Cf. Annex 2 to ECHA - n° 3 of 19 January 2017

Cf. ECHA - n° 3 of 19 January 2017; page 22-24

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