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>
<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=
=Introduction=


Line 8: Line 5:




=Manual filing through e-file v2=
=Environment=
 
 
==Environment==


Step 1: Select your environment
Select your environment.


Production environment : '''https://www.e-file.lu/e-file/'''
Production environment : '''https://www.e-file.lu/e-file/'''
Line 20: Line 14:




==Login==


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.
=E-file login=


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


==Access FATCA form==
[[File:2BeforeAfter Logins.png|350 px]]


Step 1: Click on the Report Generation icon
'''IMPORTANT:''' If you do not have an e-file user account, you might contact your '''e-file administrator''' of your company.
[[File:Fatca ReportGen.jpg]]


[[E-file Administration|=>for more detailed information please click the link '''e-file Administration''']]


Step 2: Select Formulaire FATCA
=E-file launchpad=
[[File:Select Form Fatca.jpg]]<br/>


Once your are logged in, the e-file launchpad opens.


'''Result:''' the FATCA form opens


[[File:Open form.jpg]]
[[File:After-CRS-Launchpad.png|border|550 px]]


Click on the '''Report Generation''' icon.


=Report type=


[[File:After-FATCA-PickModuleAndLaunch.png|300 px]]


==Complete FATCA form==
[[File:AfterPoint1.png|20 px]]Once you have clicked on the '''Report Generation''' icon, the  window '''OPEN A SUB-MODULE''' pops-up.


===Contact tab===
[[File:AfterPoint2.png|20 px]]Click on '''PICK A SUB-MODULE'''. A drop-down list opens from which you have to select your reporting type.


This is the Luxembourgish part of the FATCA report added by ACD.
[[File:AfterPoint3.png|20 px]]Select '''FATCA form''' report .  


[[File:Contact tab.jpg]]
[[File:AfterPoint4.png|20 px]]Click on '''LAUNCH REPORT''' button




====AEOI reference====
A small window pops up where you have to select the FATCA report type.


[[File:AEOI REF.jpg]]
In our example we will select FATCA report.
*'''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].
[[File:SelectFATCAReportType.png|300 px]]


*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====
The FATCA form opens.


[[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). 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.
=FATCA form=




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: [mailto:aeoi@co.etat.lu aeoi@co.etat.lu]
[[File:2 AfterFormFatca.png|600 px]]


-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]


==Contact information==


'''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'''
This is the Luxembourgish part of the FATCA report.


Cf. [[FATCA|Onboarding/Update process FATCA/CRS]]
[[File:2AfterFatcaContact.png|400px]]


Send mail to: [mailto:OnboardingFatcaCRS@fundsquare.net OnboardingFatcaCRS@fundsquare.net]
In the current e-file version, '''contact''' '''information''' been split into 3 sections:


1. '''Information on depositor'''


====Reporting person====
2. '''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).
3. '''Information on declarer'''


It is the same entity as in the "Reporting FI" tab.
These three sections can be accessed via the buttons in the vertical navigation bar or via the navigation buttons NEXT STEP [[File:AfterFATCANextStep.png|60 px]] and PAGE UP [[File:AfterFatcaGoToTopOfPage.png|30 px]] inside each page.


[[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)
*'''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.




'''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].


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]).
==AEOI reference==




'''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'''
[[File:2AfterFatcaAEOIRef.png|400px]]


Send mail to: [mailto:OnboardingFatcaCRS@fundsquare.net OnboardingFatcaCRS@fundsquare.net]
*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].


Cf. [[FATCA|Onboarding/Update process FATCA/CRS]]
*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.


====Information on declarer====
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 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]).


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


[[File:Declarer.jpg]]




==Information on depositor==


===Zero Reporting===


The ACD requires one reporting each year from each Luxembourg Reporting Financial Institution registered with the IRS must sent.
[[File:DepositorNamePIN.png|border|400px]]


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


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].
*'''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.  




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


[[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.


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


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.
==Reporting person==


4.If green ticks [[File:GreenIcon.png]] appear in every section of the completed form, the Transmission button will become available.
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:ReportingPersonExtensionSubEntity.png|border|600px]]


== File transmission ==
In the latest e-file version, 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.


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


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


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


'''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.
'''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


Java version 1.7.55 is a prerequisite for the installation of the e-file v2 encryption module.
  Consult our [https://www.e-file.lu/wiki/index.php/FATCA_Onboarding FATCA Onboarding] for more detailed information.








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


'''Result:''' the window below opens
==Information on declarer==


[[File:JavaEfileWindow.png | border]]
The declarer may be the Financial institution that is subject to the FATCA reporting obligation or an entity, e.g. a management company, managing the reporting from a business point of view.  
 


The ACD needs contact details of a person who would be able to answer business questions regarding 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]).


3. Click the [[File:RunButton.png | border]] button
[[File:2Fatca-After-InformationDeclarerModif.png|border|600px]]


[[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/''' .
==Reporting group - Account report - TIN==


'''VERY IMPORTANT INFORMATION'''


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


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


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” :
==Zero Reporting==


[[File:EncryptionTaskbar.png |border]]
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. [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].




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


'''Note''':
[[File:CRS-After-SaveLocallyButton.png|border|500px]]


-the file name is automatically generated and compliant to the ACD file naming convention.
'''<u>Report type</u>''' button


-the [[File:SendButton.png | border]] button is now available and the report can be sent. A pop-up window will confirm the transmission.
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


===Error messages===
:: - Zero report


:: - FATCA report


====Message: The process takes too much time. Please restart the encryption module.====


[[File:ErrorTransmission.png|border]]
'''<u>Select an existing report</u>''' button


The error message occurs when the encryption module is not started in time.
This button allows you to upload an existing '''XML''' report from your network or hard-drive into the report generator.


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.
'''<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.  


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.


====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'''.
'''<u>Transmit</u>''' button


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


[[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.
== File transmission ==


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.
[[File:2FinalTransmission.png|border|500px]]


In that case the solutions to resolve this problem are the following :
Once the form is completed, press the '''Transmit''' button.


*Add the group "'''NoAuthenticated exception group'''" to your proxy for '''www.e-file.lu'''
'''Result:''' the Transmission module is launched
*By-pass the proxy for the communication with '''www.e-file.lu'''


For more information please call the Helpdesk.
NB: The module has to be configured in the following cases:


- when it is used for the first time


== File transmission follow-up ==
- after deletion of your browser cookies and cached images


=== Transmission status ===
- when your entity renews its Luxtrust certificate
- Enter a "title of file sent"
- Enter the keystore password


Step 1: Click the Document management icon


[[File:DocMmgt icon.png]]
'''Result''':


'''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.


'''Note''':


'''Result:''' the Transmission follow-up screen of the Document management opens
-the file name is automatically generated and compliant to the ACD file naming convention.


[[File:A.jpg]]
-the [[File:SendButton.png | border]] button is now available and the report can be sent. A pop-up window will confirm the transmission.




'''SHOULD YOU ENCOUNTER PROBLEMS PLEASE CONSULT OUR WIKIPAGE [[Transmission Module#Solving the most common problems|SOLVING THE MOST COMMON PROBLEMS OF THE TRANSMISSION MODULE]] OR CONTACT OUR [[How to contact us|'''Client Support & Operations Desk''']].


== File transmission follow-up ==


  Step 2: Select the Transmission period (From...To) and click the Search button
  PLEASE CONSULT OUR WIKIPAGE [[Transmission_Follow-up_New|'''TRANSMISSION FOLLOW-UP''']]
 
[[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.
 
[[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 filing through the Sending Service =
= Automatic filing through the Sending Service =
Line 392: Line 282:


[[Category : FAQ e-file]]
[[Category : FAQ e-file]]




Line 443: Line 334:
| FiscalYear
| FiscalYear
| Fiscal year
| Fiscal year
| Char(4)
| Number(4)
| YYYY
| YYYY
|-
|-
Line 451: Line 342:
| 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 394:


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 536: Line 424:


The error file contains technical messages indicating the root cause of the error, e.g. file name errors.  
The error file contains technical messages indicating the root cause of the error, e.g. file name errors.  




Latest revision as of 14:51, 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.


Environment

Select your environment.

Production environment : https://www.e-file.lu/e-file/

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



E-file login

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

2BeforeAfter Logins.png

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

=>for more detailed information please click the link e-file Administration

E-file launchpad

Once your are logged in, the e-file launchpad opens.


After-CRS-Launchpad.png

Click on the Report Generation icon.

Report type

After-FATCA-PickModuleAndLaunch.png

AfterPoint1.pngOnce you have clicked on the Report Generation icon, the window OPEN A SUB-MODULE pops-up.

AfterPoint2.pngClick on PICK A SUB-MODULE. A drop-down list opens from which you have to select your reporting type.

AfterPoint3.pngSelect FATCA form report .

AfterPoint4.pngClick on LAUNCH REPORT button


A small window pops up where you have to select the FATCA report type.

In our example we will select FATCA report.

SelectFATCAReportType.png


The FATCA form opens.


FATCA form

2 AfterFormFatca.png


Contact information

This is the Luxembourgish part of the FATCA report.

2AfterFatcaContact.png

In the current e-file version, contact information been split into 3 sections:

1. Information on depositor

2. Reporting person

3. Information on declarer

These three sections can be accessed via the buttons in the vertical navigation bar or via the navigation buttons NEXT STEP AfterFATCANextStep.png and PAGE UP AfterFatcaGoToTopOfPage.png inside each page.



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.


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.



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.


ReportingPersonExtensionSubEntity.png

In the latest e-file version, 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.


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). 


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.



Information on declarer

The declarer may be the Financial institution that is subject to the FATCA reporting obligation or an entity, e.g. a management company, managing the reporting from a business point of view.

The ACD needs contact details of a person who would be able to answer business questions regarding the report.

Cf. Annexe 1 ECHA - n° 3 of 19 January 2017, page 50).

2Fatca-After-InformationDeclarerModif.png



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

2FinalTransmission.png 

Once the form is completed, press the Transmit button.

Result: the Transmission module is launched

NB: The module has to be configured in the following cases:

- when it is used for the first time

- after deletion of your browser cookies and cached images

- when your entity renews its Luxtrust certificate 


- Enter a "title of file sent" 
- Enter the keystore password


Result:


Note:

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

-the SendButton.png button is now available and the report can be sent. A pop-up window will confirm the transmission. 


SHOULD YOU ENCOUNTER PROBLEMS PLEASE CONSULT OUR WIKIPAGE SOLVING THE MOST COMMON PROBLEMS OF THE TRANSMISSION MODULE OR CONTACT OUR Client Support & Operations Desk.

File transmission follow-up

PLEASE CONSULT OUR WIKIPAGE TRANSMISSION FOLLOW-UP

Automatic filing through the Sending Service

The Sending Service is Fundsquare's solution for automatically sending reports and documents to the authorities.

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:

Error creating thumbnail: Image type not supported


  • Should you need further information on the Sending Service, please click the links below:

Sending Service Installation Procedure

Sending Service Update Procedure

Wiki-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

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:

  • .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

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 :

  • 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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