Completing Part XVIII Information Return slips and summary

Definitions
Substantial variations from other information returns
Completing slips for the Part XVIII Information Return
Completing a summary for the Part XVIII Information Return
Scenarios to avoid rejecting a Part XVIII Information Return

Definitions

The following definitions apply to these instructions:

• "record" is used for the information within a slip or, the information related to the reporting financial institution, or for the sponsor in the summary.
• "slip" is used for a detailed record of one reportable account.
• "summary" is used to report information that is common to all slips in the return and includes the data that sums up certain information provided within its slips. Details about the reporting financial institution and its sponsor (if applicable) are reported in the summary. A summary must be present in each return.
• "return" refers to a summary and all its associated slips. For the Part XVIII Information Return, it may consist of a summary only without any slips, if you only need to amend information regarding the reporting financial institution or sponsor.
• "submission" is used for all of the returns that are filed or submitted to the CRA during a single transmission (the same electronic filing).
• "filer" is used to designate the entity responsible for filing this return. It could be either the reporting financial institution or the sponsor. Note that the term "filer" in these instructions does not apply to the transmitter or the agent that is sending the returns electronically on behalf of the filer (unless they are the same entity).

More definitions are available in the Guidance on Enhanced Financial Accounts Information Reporting — Part XVIII of the Income Tax Act.

Substantial variations from other information returns

It is important to note the following variations when completing a Part XVIII Information Return compared to other information return types.

• You cannot mix amended and cancelled slips within the same return.
• You need to assign a unique document reference identifier for each record (for each slip and for the reporting financial institution and the sponsor records). The three first segments (country, tax year, and BN RZ) of the document reference identifiers will be the same within the same return and the last two segments (record type and sequence number) will vary. The fourth segment distinguishes the type of records: "SL" for slip, "FI" for the reporting financial institution, and "SP" for sponsor. The format structure is further defined below under their respective headings.
• Returns with duplicate or no document reference identifier will be rejected.
• When you amend a record, cancel a slip, or cancel the sponsor information, you need to assign a new unique document reference identifier. You will also need to identify or target the record that is being amended or cancelled by entering that previously filed document reference identifier as the corrected document reference identifier.
• You can submit an amended summary without any slips if you wish to amend only the information relating to the reporting financial institution or to the sponsor.
• Information related to the sponsor is documented as a record on the summary. The sponsor is authorized to act on behalf of the financial Institution (such as a professional manager or trustee) and performs due diligence, reporting, and other requirements.
• Information related to reportable controlling persons (the natural persons who exercise control over an entity) will be documented as part of a slip for an entity or organization.
• Three types of country codes are requested:
  • the Residence Country Code refers to the jurisdiction for tax purposes.
  • the Country Code refers to the jurisdiction associated with the address.
  • the Recipient Country refers to the jurisdiction destined to receive this data as part of the exchange. For U.S. reportable accounts, the Recipient Country will always be "US".
• You need to use the two-letter alphabetic country code listed in the ISO 3166-1 Alpha 2 country codes (for example, "US" or "CA") as opposed to the three-letter code that is currently required in most other CRA information returns.
• You may obtain a Global Intermediary Identification Number (GIIN) from the IRS (as a reporting financial institution, or as a sponsor if acting in that capacity for a sponsored financial institution). Part XVIII information returns with an invalid GIIN will be rejected.
• We will inform you, through the contact's email address provided in the return, that your list of incomplete records is available for download on the CRA My Business Account or Represent a Client. This provides an opportunity to complete the missing information or to correct records, if necessary. The concept is similar to the TFSA, however, the records are not rejected and will be exchanged as required by the agreement. The list will be available on the business number (BN) that was reported in the "Filer Account Number" field of the summary.
• You can file amended and cancelled records throughout the year. These records will be part of the exchange as per the agreement except if the CRA receives a cancelled record for the current tax year before August.
  As an example, a financial institution receives certification that the account holder is not a U.S. person, for Part XVIII purposes, after filing the return with the CRA (on time to avoid a late filing penalty). Filing a cancelled record before August would allow the CRA to exclude this record from the exchange.

Completing slips for the Part XVIII Information Return

This section provides details about the information to be entered in the following slip fields.

Document Type Code

Enter one of the following values to indicate the type of slip being submitted:

• "O" = Original slip
• "A" = Amended slip
• "C" = Cancelled slip

Document Reference Identifier (for a slip)

A new document reference identifier must be assigned for each slip that is created, whether it is an original, amended, or cancelled slip. The document reference identifier must be unique and can never be repeated. It must be in the format "CA–YY–BNRZ–SL–SEQ#", where:

• CA: indicates that the country of the tax administration is Canada;
• YY: indicates the last two digits of the tax year being filed;
• BNRZ: the filer's business number (BN) RZ account (must be 15 characters, and in the form # # # # # # # # # RZ # # # #);
• SL: indicates that this document reference identifier is for a slip;
• SEQ#: sequence number of nine digits, created by the filer.

Corrected Document Reference Identifier (for a slip)

Complete this field only when creating an amended or a cancelled slip. Enter the document reference identifier of the previously filed account holder slip that is being amended or cancelled.

The corrected document reference identifier must always refer to the latest reference of this record's document reference identifier that was successfully filed with the CRA. In this way, a series of corrections or amendments can be handled as the new document reference identifier replaces the previous version identified with the corrected document reference identifier.

For more information and examples, go to Amending or cancelling records.

Client Account Number

Enter the account number used by the financial institution (FI) to designate the account of its client. If the financial institution does not have an account number for this client, provide the unique identifier used by the financial institution to identify the account holder.

The client account number may be:

• the account number of a custodial account or depository account;
• the code (ISIN or other) related to a debt or equity interest (if not held in a custody account); or
• the identification code of a cash value insurance contract or annuity contract.

Client Account Number Type Code

Enter one of the following values to identify the type of account number:

• “1” for IBAN (International Bank Account Number);
• “2” for OBAN (Other Bank Account Number);
• “3” for ISIN (International Securities Information Number);
• “4” for OSIN (Other Securities Information Number); or
• “5” for Other (Any other type of account number; e.g. insurance contract).

Closed Client Account Indicator

Indicate if the account is closed. Enter:

• “Y” for an account that is closed; or
• “N” for an account that is not closed.

Account Holder Type Code

Identify the type of account holder as:

• "1" for an individual; or
• "3" for an entity or organization (for example, corporation, association, institution) – the account holder is not a natural person.

Fields for an Individual Account Holder

Complete the following fields only if the account holder is an individual (account holder type code = 1).

If the account holder is an entity or organization, go to Fields for an Entity or Organization account holder section.

Residence Country Code

Indicate the residence jurisdiction of the individual for tax purposes using the corresponding ISO 3166-1 alpha 2 country code. This element can be repeated up to five times.

Individual Taxation Identification Number

Enter the American taxation identification number: the individual account holder's U.S. social security number (SSN) or their individual taxpayer identification number (ITIN).

If the SSN or ITIN is not available, enter nine zeroes ("000000000") and include the individual's date of birth (if available) in the account holder birth information fields.

Taxation Identification Number Issue Country Code

Enter the corresponding ISO 3166-1 alpha 2 country code to indicate the jurisdiction or the country that issued the individual taxation identification number. Enter "US".

Individual Identification Number

Enter the Canadian taxation identification number (if applicable): the nine–digit social insurance number (SIN) or individual tax number (ITN).

First Name

Enter the individual's first name.

Middle Name

Enter the individual's middle name.

Last Name

Enter the individual's last name.

Account Holder Birth Information

Complete the individual's year, month and day of birth in the respective fields if that information is in the financial institution's records.

These values must be numeric and contain a leading zero, where applicable.

Fields for an Entity or Organization Account Holder

Complete the following fields only if the account holder is an entity or organization (account holder type code = 3).

Residence Country Code

Indicate the residence jurisdiction of the entity or organization account holder for tax purposes using the corresponding ISO 3166-1 alpha 2 country code. This element can be repeated up to five times.

Organization Taxation Identification Number

Enter the American taxation identification number: the U.S. employer identification number (EIN) or, the global intermediary identification number (GIIN) of the entity or organization account holder. If you enter a GIIN, it must be entered exactly as issued by the IRS, (19 characters, for example, 98Q96B.00000.LE.124).

For more information about the GIIN, go to IRS FATCA registration.

Taxation Identification Number Issue Country Code

Enter the corresponding ISO 3166-1 alpha 2 country code to indicate the jurisdiction or the country that issued the organization taxation identification number.

Business Number

Enter the Canadian taxation identification number: the entity or organization account holder's CRA 15-digit business number (BN), if applicable.

Organization Account Holder Name – Line 1

Enter the entity or organization account holder's name.

If the name contains an ampersand "&" and you are filing with Internet file transfer (XML), you must enter this character in the XML tag as follows: "&" that is, one ampersand character followed by the letters a, m, and, p, followed by a semi-colon.

Organization Account Holder Name – Line 2

Enter any remaining name information from line 1. If no additional space is required, leave the field blank.

Organization Account Holder Type Code

Enter one of the following values to identify the type of entity or organization:

• "F101" for an owner-documented foreign financial institution with specified U.S. owner(s). If selected, complete the controlling person(s) fields;
• "F102" for a passive non-financial foreign entity (NFFE) with a U.S. controlling person(s). If selected, complete the controlling person(s) fields;
• "F103" for a non-participating financial institution (NPFI). If selected, do not include the controlling person(s) fields; or
• "F104" for a specified U.S. person. If selected, do not include the controlling person(s) fields.

Fields for Controlling Person(s)

Fields to be completed for a controlling person are the same as the fields required for an individual account holder. For more information, go to Fields for an Individual account holder and Address fields.

Address fields

The following fields indicate the address of the account holder (individual or entity/organization) and financial institution, as well as the controlling person(s) and/or sponsor, if applicable.

Address – Line 1

Enter the number of the building, street name, suite number, floor number, district name (commonly referred to as sector or part of the city) and post office box number.

Address – Line 2

Enter any remaining address information from line 1 if more space is needed.

City Name

Enter the city name.

Province or State Code or Name

Enter the Canadian province or territory, the U.S. state or any similar country subdivision.

Country Code

Enter the jurisdiction or country code associated with the address using the corresponding ISO 3166-1 alpha 2 country code.

Postal or Zip Code

Enter the postal code, zip code or foreign code, for example, A1B2C3 for a Canadian postal code.

Account balance, dividend, interest, gross proceeds or redemptions and other amounts

For more information on how to report these financial amounts, go to
Guidance on Enhanced Financial Account Information Reporting – Part XVIII of the Income Tax Act.
Chapter 12 Part XVIII Information reporting of the Guidance is of particular relevance and provides information on matters including:

• valuation of accounts;
• amounts paid or credited to accounts;
• joint accounts;
• account closures;
• phased-in periods to obtain and report information.

The format in the following example applies to all the financial fields below.

Account Balance Amount

Enter the account holder's account balance or value of the reported account in dollars and cents. This field has a maximum of 13 digits for the dollars. The decimal point and two digits for the cents are required.

Dividend Amount

In the case of a custodial account, enter the total gross amount of dividends paid or credited to the account in dollars and cents. This field has a maximum of 11 digits for the dollars. The decimal point and two digits for the cents are required.

Interest Amount

In the case of a custodial account or depository account, enter the total gross amount of interest paid or credited to the account in dollars and cents. This field has a maximum of 11 digits for the dollars. The decimal point and two digits for the cents are required.

Gross Proceeds or Redemptions Amount

In the case of a custodial account, enter the total gross proceeds from the sale or redemption of property paid or credited to the account in dollars and cents. This field has a maximum of 11 digits for the dollars. The decimal point and two digits for the cents are required.

Other Amount

In the case of a depository account, leave blank.

In the case of a custodial account, enter the total gross amount of income (other than interest, dividends, or gross proceeds as these are reported separately) generated with respect to the assets held in the account.

In all other cases, enter the total amount paid or credited to the account holder with respect to that account.

This field has a maximum of 11 digits for the dollars. The decimal point and two digits for the cents are required.

Account Currency Type Code

Indicate the currency of the amounts listed above using the corresponding ISO 4217 alpha 3 currency code.

Completing a summary for the Part XVIII Information Return

A summary must be completed for each Part XVIII Information Return. It is used to report information that is common to all slips in the return and includes the data that sums up certain information provided within its slips. Details about the reporting financial institution and its sponsor, if applicable, are reported in the summary.

The amounts to report on the summary are the total of the amounts in the corresponding fields of the supporting slips. If there are errors or omissions, the CRA may communicate with the filer's contact identified in the return to correct this situation.

This section provides details about the information to be entered in the following summary fields.

Filer Account Number

Enter the filer's business number (BN) RZ account that is being used to file the Part XVIII Information Return with the CRA. This BN will use the format # # # # # # # # # RZ # # # #, for example, 123456789RZ0001.

Summary Report Type Code

Enter one of the following values to indicate the type of summary being submitted:

• "O" for original summary; or
• "A" for amended summary.

An original summary is filed only if you are submitting original slips.

An amended summary is filed if you are:

• submitting only amended slips;
• submitting only cancelled slips;
• not submitting any slips and want to amend the reporting financial institution or sponsor records on the summary.

For more information, go to Amending or cancelling records.

Recipient Country Code

Enter the corresponding ISO 3166-1 alpha 2 country code to indicate the jurisdiction of the tax administration to which the data relates (enter "US" for U.S. reportable accounts).

Part XVIII Type Code

Enter "F" for U.S. reportable accounts under Part XVIII of the ITA.

Taxation Year

Enter the calendar year to which this return relates, using the format # # # #. For example, if reporting information for the accounts or payments made in the calendar year 2016, the field would read "2016".

Filer Contact Information Fields

Complete the following fields to identify the person the CRA may contact, if required, to get or clarify information related to the content of this return.

If the reporting financial institution is reporting for itself, provide the information for the person to contact for this financial institution. If a sponsor is reporting on behalf of the reporting financial institution, provide the information for the person to contact for the sponsor.

Contact Name

Enter the contact's full name (first name followed by the last name).

Contact Phone Area Code

Enter the area code of the contact's telephone number.

Contact Phone Number

Enter the contact's telephone number using the format # # # – # # # #.

Contact Phone Extension Number

Enter the extension of the contact's telephone number, if applicable.

Contact Email Address

Enter the contact's complete email address (@ symbol and period are required).

Transmitter Contact Information Fields

If you use the Web Forms application to file the return, complete these fields to identify the person the CRA may contact, should there be any questions with the electronic transmission of this return. This information is included in the T619, Electronic Transmittal record if the return is filed using the Internet file transfer (XML) application.

Reporting Financial Institution Fields

The following fields pertain to the reporting financial institution.

Each return must contain the information related to the reporting financial institution.

Document Type Code

Enter one of the following values to indicate the type of data being submitted for the reporting financial institution record:

• "O" = Original reporting financial institution record
• "A" = Amended reporting financial institution record

Document Reference Identifier (for the reporting financial institution record)

The structure of the document reference identifier for the reporting financial institution record is based on the same logic as the document reference identifier field at the slip level, with one exception. The fourth segment of the document reference identifier indicates that this document reference identifier is for a financial institution (FI) rather than for a slip (SL).

A new document reference identifier must be assigned for each reporting financial institution record that is created, whether it is an original or an amended record. The document reference identifier must be unique, and can never be repeated. It must be in the format CA–YY–BNRZ–FI–SEQ#, where:

• CA: indicates that the country of the tax administration is Canada
• YY: indicates the last two digits of the tax year being filed
• BNRZ: the filer's business number (BN) RZ account (must be 15 characters, and in the form # # # # # # # # # RZ # # # #)
• FI: indicates that this document reference identifier is for the reporting financial institution
• SEQ#: the sequence number of nine digits, created by the filer

Corrected Document Reference Identifier (for the reporting financial institution record)

Complete this field only if you are amending information in the reporting financial institution record. Enter the document reference identifier of the previously filed reporting financial institution record that is being amended.

The corrected document reference identifier must always refer to the latest reference of this record's document reference identifier that was successfully filed with the CRA. In this way, a series of corrections or amendments can be handled as the new document reference identifier replaces the previous version identified with the corrected document reference identifier.

You cannot cancel the reporting financial institution record. For more information and examples, go to Amending or cancelling records.

Residence Country Code

Enter "CA" to indicate the residence jurisdiction of the reporting financial institution for tax purposes using the corresponding ISO 3166-1 alpha 2 country code.

Global Intermediary Identification Number

Enter the global intermediary identification number (GIIN) of the reporting financial institution. The GIIN must be entered exactly as issued by the IRS (19 characters, for example, 98Q96B.00000.LE.124).

For more information about the GIIN, go to IRS FATCA registration.

Reporting Financial Institution Name – Line 1

Enter the name of the reporting financial institution.

Reporting Financial Institution Name – Line 2

Enter the remaining name information of the reporting financial institution from line 1 if more space is needed.

Reporting Financial Institution Address

Fields to be completed for the reporting financial institution address are the same as required for an individual account holder. For more information, go to Address fields.

Financial Institution Sponsor Fields

Complete the following fields if the sponsor is reporting on behalf of the financial institution.

Document Type Code

Enter one of the following values to indicate the type of data being submitted for the sponsor record:

• "O" = Original sponsor record
• "A" = Amended sponsor record
• "C" = Cancelled sponsor record

Document Reference Identifier (for the sponsor record)

The structure of the document reference identifier for the sponsor record is based on the same sequential logic as the document reference identifier field found at the slip level, with one exception. The fourth segment of the document reference identifier indicates that this document reference identifier is for a sponsor (SP) rather than for a slip (SL).

A new document reference identifier must be assigned for each sponsor record that is created whether it is an original, an amended, or cancelled record. The document reference identifier must be unique and can never be repeated. It must be in the format CA–YY–BNRZ–SP–SEQ#, where:

• CA: indicates that the country of the tax administration is Canada
• YY: indicates the last two digits of the tax year being filed
• BNRZ: the filer's business number (BN) RZ account (must be 15 characters, and in the form # # # # # # # # # RZ # # # #)
• SP: indicates that this document reference identifier is for a sponsor
• SEQ#: the sequence number of nine digits, created by the filer

Corrected Document Reference Identifier (for the sponsor record)

Complete this field only if you are amending or cancelling the sponsor record. Enter the document reference identifier of the previously filed sponsor record that is being amended or cancelled.

The corrected document reference identifier must always refer to the latest reference of this record's document reference identifier that was successfully filed with the CRA. In this way, a series of corrections or amendments can be handled as the new document reference identifier replaces the previous version identified with the corrected document reference identifier.

For more information and examples, go to Amending or cancelling records.

Residence Country Code

Indicate the residence jurisdiction of the sponsor for tax purposes using the corresponding ISO 3166-1 alpha 2 country code.

Global Intermediary Identification Number

Enter the global intermediary identification number (GIIN) of the sponsor. The GIIN must be entered exactly as issued specifically for sponsor by the IRS (19 characters with ".SP." in the category code, for example, 98Q96B.00000.SP.124).

For more information about the GIIN, go to IRS FATCA registration.

Sponsor Name – Line 1

Enter the name of the sponsor.

Sponsor Name – Line 2

Enter the remaining name information of the sponsor from line 1 if more space is needed.

Sponsor Address

The fields to be completed for the sponsor address are the same as required for an individual account holder. For more information, go to Address fields.

Total Slip Count

Enter the total number of slips that are associated with this summary.

For all total amounts reported in the summary

Please note that the comma and the space between the thousands and the hundreds place are not accepted in XML files.

If you use the Web Forms application to file your return, the sum of the amounts reported on the slips will be automatically calculated in the summary.

Total Account Balance Amount

Enter the sum of the amounts in the account balance amount field reported on all the slips associated with this summary using the format # # # # # . # #. (The decimal point and two digits for the cents are required.)

Total Dividends Amount

Enter the sum of dividends reported on all slips associated with this summary using the format # # # # . # #. (The decimal point and two digits for the cents are required.)

Total Interest Amount

Enter the sum of interest reported on all slips associated with this summary using the format # # # # . # #. (The decimal point and two digits for the cents are required.)

Total Gross Proceeds or Redemptions Amount

Enter the sum of the gross proceeds or redemptions reported on all slips associated with this summary using the format # # # # . # #. (The decimal point and two digits for the cents are required.)

Total Other Amount

Enter the sum of "other amount" reported on all slips associated with this summary using the format # # # # . # #. (The decimal point and two digits for the cents are required.)

Scenarios to avoid rejecting a Part XVIII Information Return

A Part XVIII Information Return will be rejected in the following conditions.

Note that many of these scenarios will be detected instantly (prior to submitting the return) if you use the CRA Web Forms application.

Filer BN

• The filer account number is invalid.
• The BN in the summary filer account number field does not match the BN in the document reference identifier or corrected document reference identifier.

Tax year

• The tax year in the summary is invalid, for example, prior to 2014 or future tax years.
• The tax year in the summary does not match the tax year in the document reference identifier or corrected document reference identifier.

Account holder type code

• The account holder type code is missing or invalid.

Organization account holder type code

• The organization account holder type code is missing or invalid. When the account holder type code indicates "3" for an organization, the organization account holder type code must be completed with one of the following entries: "F101", "F102", "F103", or "F104".

Duplicate return

• The return is a duplicate return previously filed with the CRA.

GIIN

• The GIIN is not valid.
• The GIIN used in the sponsor record was issued for a reporting financial institution rather than a sponsor who would have registered as a sponsor. A GIIN for a sponsor contains “.SP.” in the category code, for example, 98Q96B.00000.SP.124.

Out of balance

• The sum of amounts reported on all slips does not match the total amounts on the summary.
• The total slip count on the summary does not match the number of slips associated with the summary.
• The format of financial fields is invalid. It contains characters other than numeric and decimal point, or it exceeds the maximum of digits.

Summary report type code or Document type code

• An original return with the summary report type code "O" has been submitted without slips. Only amended returns with the summary report type code "A" can be filed without slips.
• The summary report type code is missing or invalid.
• The return contains slips with mixed document type codes. All slips in a return must have the same document type code. For example, you cannot mix amended and cancelled slips in the same return.
• The document type code for the reporting financial institution or sponsor record or, for a slip, is missing or invalid.
• A corrected document reference identifier is present but the document type code does not indicate "A" for amended or "C" for cancelled and vice versa (the corrected document reference identifier is not present but the document type code or summary report type code indicates "A").

Document reference identifier or Corrected document reference identifier

• The document reference identifier is not unique – another record has the same document reference identifier.
• The document reference identifier is missing.
• The targeted record (with the document reference identifier that is indicated in the corrected document reference identifier field) is not found on the CRA's records.
• The sponsor's record or the slip targeted (with the document reference identifier that is indicated in the corrected document reference identifier) has already been cancelled. If you cancel a record, we cancel the whole series or chain of that record, that is, from the original record to the cancelled record and any amended records in between, if applicable. Therefore, you cannot amend a record (in a series) that has already been cancelled.
• There are two or more slips in the same return that are targeting the same slip (more than one slip with the same corrected document reference identifier in the same return).
• The format of the document reference identifier or corrected document reference identifier is invalid.

Invalid combination

See "Permutations for amending or cancelling a record" for the complete list.

• The combination of the summary report type code and document type code is invalid for a summary without slips:
  • the summary report type codes indicates "O" for original and the document type code for the reporting financial institution or the sponsor record indicates "A" for amended,
    or
  • the summary report type code indicates "A" for amended and the document type code for the reporting financial institution or the sponsor record does not indicate "A" for amended.

• The combination of the summary report type code and document type code is invalid for a summary with slips:
  • the summary report type code indicates "O" for original, all the slips' document type codes indicate "O" and the document type code for the reporting financial institution or the sponsor indicates “A" for amended or "C" for a cancelled sponsor record;
    or
  • the summary report type code indicates "A" for amended and the slips document type code indicate "O" for original.
• The combination of the organization account holder type code and controlling person field is invalid:
  • the organization account holder type code indicates "F101" or "F102" and there is no data reported for the controlling person(s),
    or
  • the organization account holder type code indicates "F103" or "F104" and there is data reported for the controlling person(s).
• The combination of the account holder type code and the account holder field is invalid:
  • the account holder type code indicates "1" for an individual and fields for an organization are completed,
    or
  • the account holder type code indicates "3" for an organization and fields for an individual are completed.

Date modified:

2017-05-01