E-file error rejection codes for 94x forms and state forms

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For payroll compliance (annually licensed)

This article provides solutions for some of the more common rejection error codes that you might receive from the IRS when e-filing Forms 940, 941, 943, 944, or 945 or some state forms.

Note: The IRS e-Help desk is available to respond to Enrolled Agents, Electronic Return Originators, and Certified Public Accountants regarding questions and issues pertaining to the IRS e-file program. The toll-free number is 866-255-0654. Callers outside the 50 U.S. states and/or U.S. Territories should use the International phone number, 512.416.7750.

For information about their hours of operation and much more, visit the IRS  Let Us Help You web page.

Special information

  • The application may display a Rejected due to account problems message when you attempt to file payroll tax forms electronically. This indicates that the credit card on file with Thomson Reuters has either expired or has insufficient funds. You can resolve this issue by updating your credit card information.
  • You must paper file the Form 941-X Adjusted Employer's Quarterly Federal Tax Return or Claim for Refund if you have previously transmitted Form 941 electronically.

Re-processing rejected electronic files

You may be able to re-submit your client's payroll tax forms electronically after addressing the cause of the e-file rejection. Use the following steps to re-process electronically filed forms.

  1. Choose Actions > Process Payroll Tax Forms and process the form again, selecting Electronic as the filing method.
  2. Choose Actions > Process Electronic Forms and mark the checkboxes for the forms you want to re-submit.
  3. Click the Transmit Forms button to file the payroll tax forms again.

Data Mismatch Error: Error code R0000-004-01

Data Mismatch: 'ReturnTypeCd' (specified in the Return Header) and the return version (specified by the 'returnVersion' attribute of the 'Return' element) of the return must match the return type and the version supported by the Modernized e-File system.

The year that you're trying to file is no longer being accepted via electronic filing by the IRS. You'll need to file the form by paper.

For more information, go to the IRS Modernized e-File (MeF) User Guides and Publications page and review Publication 4163.

Database Validation Error: Error Code R0000-188

The Reporting Agent PIN in the Return Header must match the data in the e-File database.

Verify and re-enter the reporting agent PIN in the Transmission Information dialog, accessed from the Actions > Process Electronic Forms screen. If the reporting agent PIN has been entered correctly, contact the IRS e-Help desk at the toll-free number (listed in the note above). 

Database Validation Error: Error Code R0000-901-01

Database Validation Error: /Return/ReturnHeader/Filer/EIN: Filer's EIN and Name Control in the Return Header must match data in the e-File database. (value #########, rule R0000-901-01).

If you receive this error, verify the following.

Database Validation Error: Error Code R0000-905-01

Electronic Filing Identification Number (EFIN) in the Return Header must be listed in the e-File database and in accepted status. EFIN value X, cannot be found from the database.

The error message may also include the following text. "EFIN value, XXXXXX, cannot be found in the database, rule R0000-905-01.” This error message displays if the EFIN is not in the IRS database. Check that the EFIN has been entered correctly in the  Transmission Information dialog, accessed from the Actions > Process Electronic Forms screen. If the EFIN number has been entered correctly, you will need to call the IRS e-Help desk at the toll-free number (listed in the note above). If the rejection cannot be resolved after contacting the IRS, you will need to paper file the return.

Duplicate Condition: Error Code R0000-914-01

Taxpayer TIN in the Return Header must not be the same as the TIN of a previously accepted electronic return for the return type and quarter ending period indicated in the tax return.

A return has already been accepted for this filing period and EIN.

 

Incorrect Data: Error Code F941-007-02

If Form 941, Line 12 'TotalTaxAfterAdjustmentAmtInd' has a non-zero value less than 2500, then Line 16 checkbox 'TotalTaxLessThanLimitAmtInd' must be checked.

Clear the Ignore deposit threshold checkbox in the Additional Information dialog (accessed from the Payroll Taxes tab of the Setup > Clients screen) or update the federal deposit schedule in the Payroll Taxes tab of the Setup > Clients screen.

Incorrect Data: Error Code F941-008-01

If Form 941, Line 12 'TotalTaxAfterAdjustmentAmtInd' has a non-zero value less than 2500, then Schedule B (Form 941/941PR) must not be present in the return.

Clear the Ignore deposit threshold checkbox in the Additional Information dialog (accessed from the Payroll Taxes tab of the Setup > Clients screen) or update the federal deposit schedule in the Payroll Taxes tab of the Setup > Clients screen.

Missing Data: Error Code F941-014-02

If Form 941, Line 16 checkbox 'MonthlyScheduleDepositorInd' checkbox is checked, then 'TotalQuarterTaxLiabilityAmt' must have a non-zero value.

Clear the Ignore deposit threshold checkbox in the Additional Information dialog (accessed from the Payroll Taxes tab of the Setup > Clients screen) or update the federal deposit schedule in the Payroll Taxes tab of the Setup > Clients screen.

Error 101

The PIN and EFIN combination in the Origin Header is not valid.

  • The EFIN entered in the Transmission dialog does not match the EFIN that is on file with the IRS. If you are a reporting agent, the information in the Reporting Agent PIN and Confirm PIN fields may be incorrect.
  • Occasionally this rejection occurs incorrectly, and simply re-submitting the file has corrected the problem.

Once you have corrected the issue in the application, you can retransmit the return.

Error 236

The length of <1234567890> does not conform to the schema.

If you are filing as a reporting agent, make sure that the correct information (the five (5) digit reporting agent PIN number) is entered in the Reporting Agent PIN field in the Transmission Information dialog, accessed from the Actions > Process Electronic Forms screen.

Once you have corrected the issue in the application, you can retransmit the return.

Error 501

The Name Control does not match the IRS records for the EIN in the Return Header.

The Business Name Control has been entered incorrectly in the Additional Information dialog (accessed from the Payroll Taxes tab of the Setup > Clients screen). To help determine the correct business name control, see IRS Publication 4163 ( https://www.irs.gov/pub/irs-pdf/p4163.pdf) and search on Business Name Controls.

Error 902

The Required Element <TagName> was not present.

This error message sometimes occurs if the electronic file was created on a prior version of the application. Make sure that you are using the latest version of the application and then queue your returns again. If you continue to receive this error message, please contact Support.

Error 958

Sequence violation <TagName> is not expected in this position.

This error message sometimes occurs if the electronic file was created on a prior version of the application. Make sure that you are using the latest version of the application and then queue your returns again. If you continue to receive this error message, please contact Support.

Error codes caused by a blank Schedule D

The following errors typically indicate that Form 941 is being submitted with a blank schedule D. To prevent or fix these errors you will need to either fill out the schedule D or mark the Do Not File checkbox for Schedule D in the Payroll Taxes tab of the Setup > Clients screen..

  • Error 238. The Text (<State /> <ZIPCode /> ) contains leading or trailing spaces or contains two consecutive spaces.
  • Error 266. The State code (<ZIPCode/> </OtherParty>) is outside the pattern value of state code in schema.
  • Error 904. The entry ( <BusinessName1 / <Address>) exceeds the maximum field length (9) for this element.
  • Error 905. The entry (0) does not meet the minimum field length (4) for this element.
  • Error 928. The date entered (<OtherParty> <EIN />) is not in the required format.

Account holder name blank or account holder name for bank is missing or incorrect

This error message occurs when the account holder name is blank on the Main tab of the Setup > Bank Accounts screen.

Filing period is in the future

Unable to transmit file due to the following error(s): - Filing period is in the future

This error occurs when you attempt to send a return before the filing period has ended.

New York Form NYS-45

The following error messages may occur for Form NYS-45

  • State General Information/Return Signer/Title: may not be blank
  • State General Information/Return Signer/Phone: may not be blank
  • State General Information/Return Signer/Signature: X is not valid

Be sure to select the preparer from the drop-down list in the New York Additional Information dialog (accessed by clicking the Additional Information button for New York on the Payroll Tax Information tab of the Setup > Clients screen). The missing information must be completed in the Additional Contacts dialog (accessed from the Main tab of the Clients screen) for the individual in the Main tab of the Additional Contacts dialog. For reporting agents, complete the missing information in the Additional Contacts dialog available from the Setup > Firm Information > Firm screen.

See also: Processing New York state payroll tax forms for electronic filing

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