2.4.53. Command Code DUPED

(1) Overview: The objective of Command Code (CC) DUPED is to allow users to edit and correct information displayed by CC DUPOL, which contains information about each use of an SSN filed on tax returns.

(2) Purpose: This IRM contains instructions on how to display and update information contained on the Duplicate TIN Database.

(3) Audience: These procedures apply to IRS employees responsible for the processing of 1040 series tax returns including 1040X Amended Returns. These employees are located in Wage & Investment (W&I).

(4) Policy Owner: The Chief Information Officer

(5) Program Owner: Wage & Investment (W&I)

(6) Primary Stakeholders: Wage & Investment (W&I)

(7) Program Goals: This IRM provides instructions on how on to update SSNs recorded on the Duplicate TIN Database. This process helps ensure the SSNs recorded are accurate and will prevent the subsequent use of the SSN on another tax return.

(1) Command Code (CC) DUPED allows users to edit and correct information displayed by CC DUPOL, which contains information about each use of every SSN filed on tax returns. Records from current processing year on the Duplicate TIN Database can be added, changed and deleted (reversed). This command code is intended for limited use only in situations where records on the database cannot be corrected through the normal Mef and GMF update and reversal process.

(2) The Display Record option displays all use of a SSN similar to CC DUPOL. (See IRM 2.3.68)

(3) The Add Record option in command code DUPED allows a record to be added to the DUPLICATE TIN database. This option should only be used when a Form 1040X is filed with additional dependents, or if a SSN use was missed during original GMF/MeF processing.

(4) The Change Record option allows a record to be updated if it has incorrect information.

(5) The Delete Record option allows a record to be marked as reversed, so that the use of a SSN is removed.

(1) The required input for CC DUPED is:

1. Command Code

2. Command Code Definer (blank, A, C or D)

3. Edited TIN (nnn-nn-nnnn)

4. TIN Type Code (blank or *)

5. Record Number (for definer C & D only)

(1) A DUPED command code with a blank definer will display all uses of a SSN similar to the display of command code DUPOL.

(2) In addition to displaying when, where, who used a SSN, and how it was used, a RECORD NUMBER is displayed for every record that can be edited. (Reversed records cannot be edited.) A record number is required for each change or delete request, so the first step in the editing process would be to display all the records using the blank definer, and find the right record number to edit.

(3) The status of an ITIN at the time it was added to the DUPTIN database will be displayed in the Submission Site Literal area of the File Location Code.

(4) From the display screen, enter the request type, record number and entry code to edit a record.

(5) Some of the features of the DUPED command code output display screens include:

1. CC DUPED will provide IDRS-like paging when multiple pages exist. A maximum of 20 pages or 300 records will be displayed for a SSN. If there are more records than can be displayed, a 'nnn Prior records not displayed' or 'nnn More records not displayed' message will be indicated in the first & last page of the display. To display more records, enter another display request for the same SSN with a starting record number in the command code line.

2. The paging routine will automatically position the cursor following the Start of Message symbol. When the ENTER key is depressed, the terminal will display the next page or any page designated by overlaying a page number onto the format by key input. No entry key is needed to move from one page to another.

3. When a record has been edited, both the updated record and the original record (marked as reversed) are displayed. If a SSN on a record has been changed to another SSN, a message indicating so will be displayed immediately below the reversed record.

(1) The DUPED edit screen contains the following editable fields:

1. SSN - The original SSN on a return. Fill in the corrected SSN if the original was incorrect.

2. Valid (Y/N) - Whether a SSN is valid or invalid

3. Name Control

4. Primary SSN - The primary SSN of a return

5. Service Center CD - File location code where a return was originally filed

6. Filing Status

7. Dependent Status Ind - 0 or blank if TP can not be claimed by someone else(Prior to TY2018 they took personal exemption for self), 1 if TP can be claimed by some one else (Prior to TY2018 they did not take the personal exemption for self).

8. Tin(SSN) Source CD - Up to 3 values can be entered

(2) When editing an existing record, the data from the original record will be displayed. When adding a new record, all fields on the screen need to be filled in.

(3) After a record has been edited, the display screen ( Exhibit 2.4.53-4.) is re-displayed automatically showing the changes that were made.

(1) To add a record, enter command code DUPED with a 'A' definer to display the DUPED edit screen. The SSN should be researched first to see if there are additional uses of the same SSN. Fill in all the fields on the screen. Up to 3 Tin Source Cd values can be entered to add multiple records for the same SSN.

(2) When a record has been successfully added, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD ADDED' message on the bottom line. The record will be added with a priority code of blank because priority codes are not checked for manual entries. If the SSN was previously used as a Dependent or EIC by a different primary SSN, an informational message 'DUPLICATE USE OF SSN' will be displayed instead.

(1) To change a record, enter command code DUPED with a blank definer and the original SSN from the filed return to display all the records for that SSN.

(2) Find the record number for the record that needs to be changed. Enter a 'C' in the request type and the record number in the record number field. Also enter the entry code and hit transmit. This is equivalent of issuing another DUPED CC with definer C and a record number.

(3) The DUPED edit screen will then be displayed along with the data from the record. To change the data in any field, over type that field with the corrected information.

• The TIN source Cd field will contain a single value. To change additional records for the same SSN, enter the other applicable TIN source codes in that field. The data being changed will be applied to all the TIN source codes entered for that SSN that have the same Primary SSN and return filing date.

• To change the SSN of a record or to change a SSN from invalid to valid, the Name control is also required to be filled in for validation purposes.

(4) When a record has been successfully edited, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD CHANGED' message on the bottom line. If the SSN was changed and also was previously used as a Dependent or EIC by a different primary SSN, an informational message 'DUPLICATE USE OF SSN' will be displayed instead.

(1) To delete a record, enter command code DUPED with a blank definer and the original SSN from the filed return to display all the records for that SSN.

(2) Find the record number for the record that needs to be changed. Enter a 'D' in the request type and the record number in the record number field. Also enter the entry code and hit transmit. This is equivalent of issuing another DUPED CC with definer D and a record number.

(3) The DUPED edit screen will then be displayed showing the record that is to be deleted. Enter a 'Y' at the prompt on the screen asking whether or not to delete the record.

(4) When a record has been successfully deleted, the DUPED display screen will be shown with the updated information and a 'REQUEST COMPLETED. RECORD DELETED' message on the bottom line.

(1) In the event of an error situation, one of the following messages will be issued:

1. DUPED REQUIRES AN EDITED TIN - The TIN must be entered as nnn-nn-nnnn.

2. DUPED DEFINER MUST BE BLANK, A, C, OR D- The definer used was invalid.

3. NO RECORD FOUND IN TABLE - There is no information for the requested Taxpayer Identification Number in the Duplicate TIN Database file.

4. CHECK TIN AND RE-ENTER REQUEST - Check Taxpayer Identification Number and re-attempt request.

5. RECORD NOT FOUND - DUPED could not find the record number entered to edit. Please check the record number and reinput.

6. INVALID RECORD NUMBER - The record number entered for edit was invalid. Please check the record number and reinput.

7. INVALID REQUEST TYPE - The request type was invalid. Must be A, C or D

8. INVALID DATA. PLEASE REINPUT- The data entered on the edit screen did not have an acceptable value. Please correct the field and reenter.

9. NAME CONTROL MISMATCH - The name control entered did not match the SSN

10. NAME CONTROL MISMATCH - NO SUCH SSN - The SSN cannot be found on NAP/INOLE.

11. INACTIVE ITIN - TIN CANNOT BE ADDED/UPDATED

12. DUPOL FILE NOT AVAILABLE - TRY LATER - The attempt to access the Duplicate TIN Database failed.

13. DATABASE BUSY. PLEASE TRY AGAIN - Another process was updating the database at the same time. Please try to edit the record again.

14. ERROR DETECTED IN RETRIEVING DATA, CONTACT PROGRAMMER - The attempt to retrieve data from DB2 file encountered a severe error and the program abended.

15. SQL ERROR ENCOUNTERED: (error code) - The program aborted due to a DB2 system error. Contact ECC DB2 Admin Support Section, DB2 Administrator, for resolution.

16. NO SCREENS AVAILABLE - The attempt to retrieve an additional screen was unsuccessful, no additional screen exists.

17. DB2 IS ENABLED BUT NOT CONNECTED YET - DB2 is available and enabled, but is not connected to CICS.

(1) NOTE: This format is the initial response screen. If more records exist enter paging command DUPPG for additional screen.

(1) NOTE: This format is the initial response screen. If more records exist enter paging command DUPPG for additional screen.

(1) Description: Screen layout for error messages.