Sec. 2 Connecting to FIRE System

You must obtain a TCC before you can establish a FIRE account to transmit files through the FIRE Systems (Production and Test). The system will prompt you to create your User ID, password, 10-digit Personal Identification Number (PIN) and secret phrase. Each user must create their individual FIRE account and login credentials. Multiple FIRE accounts can be created under one TCC. Refer to the FIRE webpage for additional information on account creation. The FIRE Production System and the FIRE Test System are two different sites that don’t communicate with each other. If you plan on sending a production file and a test file, you’ll need an account on each system.

You must enter your TCC, EIN and Business Name exactly as it currently appears on your IR Application for TCC. Once you log in to FIRE, your information will fill in automatically when you submit files.

19

20

Uploading Files to FIRE

Filers may upload a file to the FIRE System by taking the following actions:

• After logging in, go to the Main Menu

• Select “Send Information Returns”

• “Submit”

• Verify and update company information as appropriate and/or click “Accept.” (The system will display the company name, address, city, state, ZIP Code, telephone number, contact, and email address. This information is used to email the transmitter regarding the transmission.)

• Select one of the following:

  • Original File

  • Replacement File

  • Correction File

  • Test File (This option will only be available on the FIRE Test System at fire.test.irs.gov.)

• Enter the 10-digit PIN

• “Submit”

• “Browse” to locate the file and open it

• “Upload”

When the upload is complete, the screen will display the total bytes received and display the name of the file just uploaded. We recommend you print the page for your records. If this page is not displayed on your screen, we probably did not receive the file. To verify, go to “Check File Status” option on the main menu. We received the file if the filename is displayed, and the count is equal to ‘0’ and the results indicate, Not Yet Processed.

Checking the Status of Your File

It is the transmitter’s responsibility to check the status of submitted files. If you don’t receive an email within two business days or if you receive an email indicating the file is bad:

• Log into the FIRE System.

• Select “Main Menu”.

• Select “Check File Status” – The default selection to the File Status drop down is, “All Files.” When

“All Files” is selected, a valid date range is required. The date range cannot exceed three months.

During peak filing periods, the time frame for returning file results may be more than two days.

File Status Results:

- Good - The filer is finished with this file if the “Count of Payees” is correct.

- Bad - The file has errors. Click on the filename to view the error message(s), fix the errors, and

resubmit the file timely as a “Replacement” file.

• Not Yet Processed - The file has been received, but results are not available. Check back in a few days.

21