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>
 
__TOC__
 


=Introduction=
=Introduction=
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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.   
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.   


'''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.
=Report type=




=Manual filing through e-file v2=
Choose the 'FATCA Form' in the [[ReportGeneration|Report Generation]] module.




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


Step 1: Select your environment
In our example we will select FATCA report.


Production environment : '''https://www.e-file.lu/e-file/'''
[[File:SelectFATCAReportType.png|300 px]]


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




==Login==
=FATCA form=


Step 1: Enter your e-file login credentials (user name and password) and click the Access button


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




==Access FATCA form==
==Contact information==


Step 1: Click on the Report Generation icon
This is the Luxembourgish part of the FATCA report.
[[File:Fatca ReportGen.jpg]]


[[File:2AfterFatcaContact.png|400px]]


Step 2: Select Formulaire FATCA
The '''contact''' '''information''' is split into 2 sections:
[[File:Select Form Fatca.jpg]]<br/>


1. '''Information on depositor'''


'''Result:''' the FATCA form opens
2. '''AEOI Reporting FI'''


[[File:Open form.jpg]]


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


==AEOI reference==




==Complete FATCA form==
[[File:2AfterFatcaAEOIRef.png|400px]]


===Contact tab===
*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].


This is the Luxembourgish part of the FATCA report added by ACD.
*Specifications: only capital characters (A-Z), number 0-9, must be unique, etc.


[[File:Contact tab.jpg]]
*The ACD  recommends not to use personal data such as the name or account number, but rather a sequential number.


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].


====AEOI reference====


[[File:AEOI REF.jpg]]
*'''AEOI reference''': The declarer has to complete the AEOI reference by a Globally Unique Identifier (GUID) that he can choose 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].


*Specification examples: only capital characters (A-Z), number 0-9, must be unique, etc. 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].


*The ACD  recommends not to use personal data such as the name or account number in the GUID part of a DocRefId, but rather a sequential number.[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].


==Information on depositor==


====Information on depositor====


[[File:Info Dep.jpg]]
[[File:DepositorNamePIN.png|border|400px]]


*'''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].
*'''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].
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If the '''Depositor''' does not have a Luxembourgish '''Matricule''' Number, he has to contact the '''Bureau de la retenue d'impôt sur les intérêts'''
==AEOI Reporting FI==


-by mail: [mailto:aeoi@co.etat.lu aeoi@co.etat.lu]
[[File:ReportingPersonExtensionSubEntity.png|border|600px]]


-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]
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.
'''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'''
 
Send mail to: [mailto:fatca_onboarding@fundsquare.net OnboardingFatcaCRS@fundsquare.net]
 
Cf. [[FATCA|Onboarding/Update process FATCA/CRS]]
 
 
====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).
 
It is the same entity as in the "Reporting FI" tab.
 
[[File:RepPERSON.jpg]]
 
*'''Name of the reporting financial institute''': 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.




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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]).
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]).


==Reporting group - Account report - TIN==


'''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'''
'''VERY IMPORTANT INFORMATION'''
 
Send mail to: [mailto:fatca_onboarding@fundsquare.net OnboardingFatcaCRS@fundsquare.net]
 
Cf. [[FATCA|Onboarding/Update process FATCA/CRS]]
 


====Information on declarer====
[[File:2AccountReportTIN.png|900px]]


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 who has detailed knowledge regarding the content of the report (Cf. [http://www.impotsdirects.public.lu/content/dam/acd/fr/legislation/legi17/echa3-annexe1-description-des-champs-2017-01-19.pdf Annexe 1 ECHA - n° 3 of 19 January 2017, page 50]).
If no TIN is available the value '''#NTA001#''' has to be entered in the TIN field.


Please note, questions regarding the format of the report should be dealt with by the Depositor.


[[File:Declarer.jpg]]






===Zero Reporting===
==Zero Reporting==


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


Luxembourg Reporting Financial Institutions that have nothing to report for a year must inform the ACD by sending a Zero Reporting to the ACD.
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].
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].




== 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 hard drive and is available for sending to the Regulator. This button will only be available if the green tick [[File:GreenIcon.png]] appears in every section of the completed form.
== Export - import files - save work in progress ==


2. This button allows you to upload an existing XML report from your network or hard drive into the report generator.
[[File:CRS-After-SaveLocallyButton.png|border|500px]]


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.
'''<u>Report type</u>''' button


4.If green ticks [[File:GreenIcon.png]] appear in every section of the completed form, the Transmission button will become available.
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


== File transmission ==


'''<u>Select an existing report</u>''' button


=== Setup of the e-file v2 encryption module v2 ===
This button allows you to upload an existing '''XML''' report from your network or hard-drive into the report generator.


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


'''Result:''' the EfileCrypto.jnlp file is generated.
'''<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.  


'''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'''.
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.  


'''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.


Java version 1.7.55 is a prerequisite for the installation of the e-file v2 encryption module.
'''<u>Transmit</u>''' 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 ==


2. Click the Open button of the EfileCrypto.jnlp file [[File:Jplg.jpg]]
When the form is completed and all ticks are green, you can click the [[File:After-CRS-TransmitButtton.png|border|80px]] button.
 
'''Result:''' the window below opens
 
[[File:JavaEfileWindow.png | border]]
 
 
 
 
3. Click the [[File:RunButton.png | border]] button
 
[[File:JavaEfileWindow.png | border]]
 
 
'''Result:''' the Encryption Module is launched
 
[[File:Config.jpg |border]]
 
'''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/''' .
 
 
 
 
4. The encryption module has to be configured when it is used for the first time (or after each Java update).
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]]
 
Once the key has been imported, the access to the keystore is memorized by the application.
 
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.
 
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 FATCA Form (Report Generator) screen
- Click the [[File:Transmission.png | border]] button
- Enter a "title of file sent"
- Enter the keystore password
 
 
'''Result''': as the configuration of the encryption module is finished, the General Tab of the Encryption Module will be displayed directly.
 
[[File:FATCA send.jpg]]
 
'''Note''':
 
-the file name is automatically generated and compliant to the ACD file naming convention.
 
-the [[File:SendButton.png | border]] button is now available and the report can be sent. A pop-up window will confirm the transmission.
 
 
===Error messages===
 
 
====Message: The process takes too much time. Please restart the encryption module.====
 
[[File:ErrorTransmission.png|border]]
 
The error message occurs when the encryption module is not started in time.
 
Please check that the pop-up are enable for the site https://www.e-file.lu.
 
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.
 
 
====Message : Waiting files to transmit...====
[[File:WaitingFile.png|border]]
 
This error might occur when there is a connection problem between your '''proxy''' and the '''encryption module V2'''.
 
Close the encryption module :
 
[[File:EncryptionTaskbar.png |border]]
 
Open the Java console (Cf. [[Encryption_Module|Encryption Module_6.8 Show the console in case of other Java issue]]) and check the logs.
 
If an '''error 407''' appears, it means that the encryption module is not able to authenticate on your proxy.
 
As a consequence all communications with E-file are blocked.
 
In that case the solutions to resolve this problem are the following :
 
*Add the group "'''NoAuthenticated exception group'''" to your proxy for '''www.e-file.lu'''
*By-pass the proxy for the communication with '''www.e-file.lu'''
 
For more information please call the Helpdesk.
 
 
== File transmission follow-up ==
 
=== Transmission status ===
 
Step 1: Click the Document management icon
 
[[File:DocMmgt icon.png]]
 
'''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.
 
 
'''Result:''' the Transmission follow-up screen of the Document management opens
 
[[File:A.jpg]]
 
 
 
 
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
 
[[File:JavaEfileWindow.png | border]]
 
 
 
 
Step 4 : Click the [[File:RunButton.png | border]] button  
 
[[File:JavaEfileWindow.png | border]]
 
 
'''Result:''' the Encryption Module is launched
 
[[File:E.jpg]]
 
 
 
 
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.
A drawer opens from the right, fill the form and click 'Transmit'.


[[File:N.jpg]]
[[File:CRS Transmit.png|border|500px]]
 
 
'''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'''.


'''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|'''Transmission Monitoring''']]


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


The Sending Service is Fundsquare's solution for automatically sending reports and documents to the authorities.
*Should you need further information on the Sending Service, please see our [[Sending_Service_home|sending service's wiki page.]]
 
With a suitable network mapping, users can then simply copy the file to be sent in the appropriate directory.
 
The file is then automatically encrypted and sent.
 
FATCA .xml files have to be dropped into the '''FATCA''' subfolder:
 
[[File:FolderFatca.bmp |border]]
 
 
*Should you need further information on the Sending Service, please click the links below:
 
[https://www.e-file.lu/docs/EN/ManuUtil_EFile_Installation_SD_EN.pdf Sending Service Installation Procedure]
 
[https://www.e-file.lu/docs/EN/ManuUtil_EFile_Maj_SD_EN.pdf Sending Service Update Procedure]
 
[[Sending_Service|Wiki-Sending Service]]
 
[[Category : FAQ e-file]]
 
 




Line 443: Line 215:
| FiscalYear
| FiscalYear
| Fiscal year
| Fiscal year
| Char(4)
| Number(4)
| YYYY
| YYYY
|-
|-
Line 451: 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 503: Line 275:


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]
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 512: Line 281:


Ensure that the '''FATCA file naming convention''' is applied (Cf. [[#FATCA file naming convention|FATCA file naming convention]]).
Ensure that the '''FATCA file naming convention''' is applied (Cf. [[#FATCA file naming convention|FATCA file naming convention]]).


== File processing status generated by the Sending Service ==
== File processing status generated by the Sending Service ==


During and at the end of the sending, the Sending Service generates various files in the subfolder that
See [[Sending_Service#Transmission_following | our wiki upon the sending service ]] to understand the sending service's follow up.
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 name errors.
 
 
 
 
== File transmission follow-up ==


=== Transmission status ===
== File 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/'''.
Line 555: Line 299:


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=
=How to correct, void or amend validated reports=
Line 566: Line 306:
The different types are the following ones :
The different types are the following ones :


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


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


*'''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.
*'''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.


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/>

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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