Note: After a successful e-filing to the IRS, never change your original ".T42" file. Instead, create a new file with just those forms in need of correction. Never send your entire file again, just send those records needing corrections.
One way to create a new file is to start up two copies of 1042-S Express, then right-click and copy a line from the original file and paste that record into the other grid as shown below. It is also possible to right click the grid and Copy Filer, then move to the empty window and Paste Filer.
If the filer discovers a file was sent to the IRS and received a "BAD" status, the filer must send a "replacement" file, not a corrected file.
If you filed a Form 1042-S with the IRS and the file status was "GOOD" and later discovered an error on the filing, then you must send an amended 1042-S as soon as possible.
Note: If any information you correct on Form(s) 1042-S changes the information previously reported on Form 1042, you must also file an amended paper Form 1042 "Annual Withholding Tax Return for US Source Income of Foreign Persons".
e-Filing 1042-S corrections requires a TCC beginning with the numbers "22". If filing corrections on pre-printed paper forms, follow the procedure below, except print on paper forms instead of e-Filing to the IRS.
Submit amended returns only for the returns filed in error. Do not submit the entire file. Furnish amended statements to recipients as soon as possible.
If filers discover that certain information returns were omitted on their original file, they must not send these documents as amended returns. The file must be submitted as an original file, with only the 1042-S forms that were omitted from the first file.
In general, filers should submit amended returns for returns filed within the last 3 calendar years.
Starting in 2008, Amended Returns for 1042-S follow the Error Type 1 and Error Type 2, in a manner similar to 1099 series forms. For 2009 anf forward, correction Type 1 and Type 2 are allowed in a single file, as shown in the screen shot below.
Additional Correction Instructions for 1042-S V2020.74
- Type 1 and Type 2 Corrections mean the same as "One Transaction Corrections" and "Two Transaction Corrections".
- The term "Correction" and "Amended" mean the same thing.
- When creating a 1042-S Corrections Source file (*.T42):
Make certain that the UNIQUE FORM IDENTIFIER on the Correction is the same as the Original Form. Check the Original Source file to be certain. This is another good reason to copy and paste from the original file when creating corrections in a new file.
- When creating a 1042-S Corrections Source file (*.T42):
Make sure the FIRST Ammended form has an "Amendment Number" of "1", and the Amended Checkbox is Checked.
Make sure the SECOND Amended form (on a Two Transaction Correction) has an "Amendment Number" of "2",
and the AMENDED Checkbox is UnChecked.
- Type 2 Corrections should be done in ONE source file.
- Type 2 Corrections will create Two separate Transactions as described on IRS Publication 1187, with both "G" and "C" Coded transactions records.
- The second form of a Type 2 correction, must have the AMENDED check box unchecked. This is how the software knows to create the "C" Coded Transaction 2, as required by the IRS. Remember that Transaction 2 is a "sort of original" that replaces the first Transaction 1 form that is an "unfiling" with zeros.
- Click the Options Menu, then "Build IRS Correction File - This File" to create Type 1 or Type 2 IRS files for upload to the IRS.
Here are the detailed steps for creating both types corrections:
Error Type 1 applies to the following errors: Incorrect money amount, incorrect codes and/or check boxes, incorrect address, or a 1042-S form that should not have been submitted. Error Type 1 requires one amended file for each Wishholding Agent. You can file error Type 1 and Error Type 2 corrections in one file, see example below.
To e-file 1042-S Amended returns for Error Type 1 follow the steps below:
- Create a new source file containing just the corrected 1042-S forms needing corrections.
- Click the Options Menu then choose Filer/Company Information. If there is
no company information, use the REPOPULATE Tab.
Click on the "Return Type" Tab, then choose Corrected (Amended). - Correct the money, codes or address.
- For 1042-S forms that should never have been filed, leave all money
amounts empty, and insert a zero
in Box 2. - Make sure the Unique Form ID is copied from the original file and the Amendment number is "1".
- PUT AN "X" IN THE CORRECTIONS (amended) BOX.
- Repopulate the Options/Transmitter information, then Save the file.
- Follow the procedure for e-filing using FIRE.IRS.GOV, see e-Filing to the IRS.
- Print the amended forms for the recipients on plain paper, see Printing.
Error Type 2 applies to the following: No Recipient TIN (SSN, EIN, ITIN, QI-EIN), incorrect Recipient TIN, Incorrect Recipient name, Incorrect Recipient name and address. Error Type 2 requires two forms sent for each person. These must be in the same file.
To e-File 1042-S Amended returns for Error Type 2, create the file as follows:
- Create a new file containing just the corrected 1042-S forms needing corrections, or use the same file with Type 1 corrections.
- Click the Options Menu then choose Filer/Company Information. If there is no company information, use the REPOPULATE Tab.
- Click on the "Return Type" Tab, then choose Corrected (Amended).
- Paste the person exactly the same as it was in the original submission TWICE so there are 2 identical lines.
- In the first line, leave all the wrong names, Tax ID numbers, address, codes, rates, etc. exactly as they were originally filed for this person, except make all money amounts empty, and insert a zero in Box 2.
- Make sure the Unique Form ID is copied from the original file and the Amendment number is "1".
- PUT AN "X" IN THE CORRECTIONS (amended) BOX.
- Double click to edit the second line. Make this form as it should have been sent. Enter the correct money amounts, check boxes, TIN, name, address, etc. and LEAVE THE CORRECTIONS (amended) BOX EMPTY.
- Make sure the Unique Form ID is copied from the original form and the Amendment number is "2".
- Repopulate the Options/Transmitter information, if needed, then Save the file.
- Follow the procedure for e-filing using FIRE.IRS.GOV, see e-Filing to the IRS.
- Print these corrected forms for the recipients on plain paper, see Printing.
In the example above, John Smith was filed with the wrong SSN, so he needs a Type 2 correction, with 2 forms (RED comments above). For the first form, for John Smith, we put an X in the corrections box, zero the money amounts but leave the wrong SSN and all the other information exactly as it was originally filed, including the the original Unique Form ID. In the second John Smith form, we enter all the correct information and leave the corrections box empty.
Jose Garcia was filed with the wrong money amount, so he needs a simple Type 1 correction. In this case only, 1 form is required (BLUE comments above). So put an X in the corrections box, and correct the money.
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