2.3.16. Command Codes RFINK and RAFRQ

(1) This IRM section provides the instructions for the use of Reporting Agents File (RAF) Inquiry command codes RFINK and RAFRQ.

(2) Purpose: These sections provide instructions for conducting research within the RAF database.

(3) Audience: IRS Tax Technicians and Account Management employees.

(4) Policy Owners: The Director, W&I owns the policies contained herein.

(5) Program Owners: Wage & Investment(W&I) is responsible for the administration, procedures, and updates related to the program.

(6) Primary Stakeholders: Wage & Investment (W&I), Large Business and International (LB&I), Small Business Self-Employed (SB/SE), Tax Exempt and Government Entities (TE/GE), and Enterprise Operations (EOPS).

(7) Program Goals: These are the instructions for using the RAF Inquiry IDRS command codes.

(1) The Reporting Agents File contains information regarding the type of authorization that taxpayers have given to their reporting agent for the employment tax modules and/or the payment modules in their account. This authorization allows the reporting agent to file certain forms for the taxpayer on magnetic tape or electronically or make magnetic tape or electronic submission of federal tax deposits. The information from the authorization is used to direct copies of notices and correspondence to reporting agents when this has been authorized. It can also be used to determine whether an individual claiming to be a reporting agent for a taxpayer is, in fact, authorized to receive the information he/she requests. CC RFINK is the only command code needed to research the RAF.

(1) This command code is used to research the RAF. Different information will be displayed based on the input.

1. When CC RFINK is input with a Taxpayer EIN only, a list of MFT's and beginning tax periods present for the taxpayer will be displayed along with reporting agent's name, EIN and authorization information. Authorization remains valid until terminated by the Taxpayer or Reporting Agent.

2. When CC RFINK is input with the Taxpayer EIN and module information (MFT code, form definer, payment type, and tax period), all information for that module will be displayed if it is present on the RAF.

3. When CC RFINK is input with Taxpayer EIN, module information, and Reporting Agent EIN, all specific information for that module will be displayed if the reporting agent has an authorization for that module.

4. When CC RFINK is input with the definer "R" and reporting agents EIN, specific information about that reporting agent (name, address, and telephone number) will be displayed.

5. When CC RFINK is input with the Taxpayer EIN, information for that taxpayer will be displayed if it is present. RFINK can then be entered with the definer "L," taxpayers EIN, and reporting agent's EIN, to display information about that taxpayer with that reporting agent.

6. If one or more of the input fields is invalid, messages will be displayed which will indicate which fields were invalid.

7. When CC RFINK is input with Taxpayer EIN and the definer " L,"a year can be viewed which shows the beginning year a Reporting Agent has authorization to exchange information pertaining to a Taxpayer's Form W2 and Form 1099

8. If the taxpayer data on RAF needs to be associated with the add/delete listing created from the reporting agent tape, the reel number can be used to locate the listing associated with that tape. The reel number appears on the add/delete listing and on the IDRS terminal screen. It displays whenever CC RFINK is input with a taxpayer EIN only. A numeric value will appear in this field only when the taxpayer is added by tape. Otherwise, the reel number field will be blank or zeroes.

9. If Form 8655, Reporting Agent Authorizations, is requested from the RAF Unit at the Ogden campus, the reporting agent name and receipt date should be used to request it. All Reporting Agent Authorizations will be filed by the reporting agent's name and receipt date.

10. See IRM 2.4.40 for a complete description of command codes used for RAF updates: RFRTM, RFADD, RFUPT, RFRMA, AFADT, AFUPT, RFMRG.

(1) Error Messages are displayed on line 24.

1. PLEASE CORRECT INVALID DATA — one or more of the input data fields is invalid. An asterisk will be displayed immediately to the right of any invalid field. Correct and re-enter.

2. NO DATA AVAILABLE — This indicates that there is no Taxpayer or Reporting Agent on the RAF file which matches the number input on the screen.

3. N/R OF T/P ACCOUNT-RA ON RAF — The Reporting Agent is present on the files, but, the Taxpayer is not.

4. N/R OF T/P MOD-T/P AND RA ON RAF — The Taxpayer and Reporting Agent are on file, but not with the module you have requested.

5. N/R OF T/P MOD-T/P ON RAF-N/R RA — The Taxpayer is on file, but not with the module you have requested.

6. N/R OF TAXPAYER MODULE-T/P ON RAF — The Taxpayer exists, but not with that module.

7. FILE ERROR — An unidentified error occurred in attempting to access the data base. This maybe a system error, re-enter. If problem recurs, notify DCC CAF/RAF Section.

8. NO RECORD OF T/P ACCOUNT — The taxpayer does not currently exist on RAF files.

9. TAX MOD HAS DIFF RA-RA ENTERED ON RAF — The Reporting Agent entered has no authorization for this MFT/TAX PERIOD, but he/she is present on RAF.

10. TAX MOD HAS DIFF RA-N/R RA ENTERED — The Reporting Agent entered has no authorization for this MFT/TAX PERIOD and he/she is not currently on RAF.

11. N/R OF T/P WITH THIS AGENT — The taxpayer does not currently exist on the RAF files with this agent.

12. BEG/END QUARTER NOT VALID — The beginning or ending quarter not valid as entered.

13. BEG/END QUARTER NOT PRESENT — Both the beginning and ending quarter must be entered for this request.

14. BEG/END QTR NOT VALID FOR TP/RA — The taxpayer does not currently exist on the RAF files with this agent for the requested quarters.

(1) CC RFINK is a prerequisite for CC RFRTM which requests the formats of the RAF update command codes RFADD and RFUPT.

(2) CC RFINK input with the taxpayer EIN only may be followed by CC RFRTM, provided a record for the taxpayer is found on the RAF. This will bring up the RFUPT format.

(3) CC RFINK input with the taxpayer EIN, module information, and reporting agent information may be followed by CC RFRTM. This will bring up the appropriate RFADD format based on the response to the RFINK input.

(4) CC RFINK is a prerequisite for CC RFRMA which requests the formats of the RAF update command codes AFADT, AFUPT, and RFMRG.

(5) CC RFINK input with the reporting agent EIN may be followed by CC RFRMA, provided a record for the reporting agent is found on the RAF. This will bring up the AFUPT format.

(6) CC RFINK input with the reporting agent EIN may be followed by CC RFRMA. This will bring up the AFADT format based on the response to the RFINK input.

(7) CC RFINK input with the reporting agent EIN followed by CC RFRMA and the proper definer will bring up the RFMRG format.

(1) This command code is used to generate a list of all current Taxpayer authorizations that have been granted to a specific Reporting Agent. Formerly known as the "Compare" report, this report is generated at the request of the Reporting Agent so that they can "Compare" our record of current Taxpayer authorizations against theirs and send in any add or delete actions that may be necessary.

1. When CC RAFRQ is input with no Definer and a specific Reporting Agent EIN, that EIN is stored in a list of EIN's that are waiting to be processed by a nightly batch run that will create the requested report.

2. When CC RAFRQ is input with Definer P, the User will see the list of EINs that are currently "Pending" processing.

3. The requested reports will be prepared and ready for the User by the start of the next business day. They can receive them via CTRL-D.

(1) Error Messages are displayed on line 24. These messages result in no request being fulfilled by the batch run:

1. THIS REQUEST ALREADY EXISTS — The EIN entered has already been requested and is pending the processing step. Correct and re-enter.

2. THIS REPORTING AGENT EIN DOES NOT EXIST ON THE DATABASE — The EIN entered does not match any Reporting Agents on file. Correct and re-enter.

1. **NOTE** — Colon Signs (:) are used only to denote beginning and end of fields. They are not part of the actual data entered.

(1) Input Format — all options shown

(2) (b) Record Element Description:

1. This format will be displayed when there is a full match on a specific request (all options input).

2. **NOTE** — Colon Signs(:) are used only to denote beginning and end of fields. They are not part of the actual data entered.

(1) Output Format - Full Match Display

(2) (c) Record Element Description

1. Example of input with Taxpayer EIN only

(1) Input Format - EIN Only

(2) (b) Record Element Description

1. Example of a valid response to a command code RFINK input with the Taxpayer's EIN only. ( See IRM 2.3.16.3. for error messages.)

(1) Output Format - EIN Only

1. Example of Command Code RFINK input with Taxpayer EIN and Module information

(1) Input Format - Module

(2) (b) Record Element Description

1. Taxpayer EIN and module response. The valid response is a display of the Authorized to the taxpayer record for the input module. ( See IRM 2.3.16.3. for error messages.)

(1) Output Format - Module

(2) (b) Record Element Description

1. Example of "Specific" request — Command Code RFINK Input with Taxpayer EIN, Module Information and Reporting Agent's EIN.

(1) Input Format - Specific Request

(2) (b) Record Element Description

1. Example of "Specific" (all options input) response. The valid response is a display of matching data on the RAF for the module requested. ( See IRM 2.3.16.3. for error messages.)

(1) Output Format - Specific Request

(2) (b) Record Element Description

1. Example of a CC RFINKR input with Reporting Agent's EIN only.

(1) Input Format - Reporting Agent's EIN

(2) (b) Record Element Description

1. Example of a valid response to Command Code RFINKR input with the Reporting Agent's EIN only. ( See IRM 2.3.16.3. for error messages.).

(1) Output Format - Reporting Agent's EIN

(2) (b) Record Element Description

1. This format is used to display taxpayer records for a given reporting agent.

(1) Input Format - Limited Display

(2) (b) Record Element Description

1. This format displays up to fifteen records per screen.

(1) Output Format - Limited Display

(2) (b) Record Element Description

1. Example of input with no definer and a specific Reporting Agent's EIN.

(1) Input Format - Reporting Agent Report Request

(2) (b) Record Element Description

1. Example of a valid response to a command code RAFRQ. ( See IRM 2.3.16.3. for error messages.)

(1) Output Format - Reporting Agent Report Request

1. Example of input with definer P and no Reporting Agent EIN.

(1) Input Format with Definer P - Pending EIN List

(2) (b) Record Element Description

1. Example of a valid response to a command code RAFRQ with definer P and no Reporting Agent EIN. (See IRM 2.3.16.3. for error messages.)

(1) Output Format with Definer P - Pending EIN List