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

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

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.

For a complete list of e-filing rejection codes, see IRS Publication 3823 (https://www.irs.gov/pub/irs-schema/pub3823012004final.pdf) and search on Business Rule and Error Condition Matrix.

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

See also

Checking the e-filing status of electronic forms

E-filing 94x forms - overview

Accounting CS enrollment rejections

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 R0000-905-01

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.

Database Validation Error: /Return/ReturnHeader/OnlineFilerPINGrp/OnlineFilerPIN: If 'OnlineFilerPIN' is present in the Return Header, it must match the e-File Database for the EIN it is filed for. (value ##########, rule R0000-157) SubID=43491520162080019641

If you receive this error, verify the following.

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 typ and quarter ending period indicated in the tax return.

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

Duplicate Condition: /Return/ReturnHeader/Filer/EIN Error A94XPIN-003

For the EIN, an active 94x PIN already exists or an application is still being processed

The IRS has rejected this PIN registration because another enrollment is in progress, or because a PIN has already been assigned to your client. Please ask your client if they have received PIN registration documents in the mail. If the client has not received these documents, contact the IRS to check the status of the previous enrollment.

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.

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

Important!

  • The client PIN is equivalent to the signature of an individual at the client's business. Your client should never share their PIN with you.
  • If the IRS notifies you that they have rejected a client PIN enrollment, refer to the Accounting CS enrollment rejections article, and then contact the CS Support Department at 800.968.0600.

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 3823 (https://www.irs.gov/pub/irs-schema/pub3823012004final.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..

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.

New York Form NYS-45

The following error messages may occur for Form NYS-45

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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