What are the guidelines to upload a file with multiple sponsored entities

The guidelines to upload a file with multiple sponsored entities are as follows:

1. Create XML File:
   • Users unfamiliar with XML should use the FATCA Registration Sponsored Entity Data Preparation Tool to create an XML file. Instructions for this tool can be found on the Information for Adding Multiple Sponsored Entities Using a File Upload page.
   • Users familiar with XML can create the XML file without the tool by following the instructions in Appendix D of the user guide or on the FATCA website.
2. Log into FATCA Account:
   • Log into the sponsoring entity's FATCA account.
   • Select the "manage sponsored entities" link under "Your Information" on the home page. This link is available when the account is in approved status.
   • Click the “browse” button to locate the XML file on your computer, select the file, and click “open”.
3. Upload XML File:
   • Click the “upload” button to begin the upload process.
   • A pop-up message will notify you that the upload will take some time. Click “OK” to proceed or “cancel” to return without uploading.
   • If the file contains errors, it will not be accepted, and an error message will display with additional information. A message will also be posted to your message board.
   • If the file is error-free, it will be accepted for processing, and a confirmation page with a confirmation number will display. A message will be posted to your message board with the confirmation information.
4. Process XML File:
   • Within 48 hours of an accepted file upload, a message will be posted to your message board with the processing status.
   • If the file is not processed, the message will provide additional information on why it could not be processed.
   • If processing is complete, the message will provide information on the number of records added to the sponsored entity table.
5. Add Sponsored Entities:
   • If the file is processed successfully, you can view your sponsored entities by selecting the "manage sponsored entities" link on the home page. The records will be in submitted status and awaiting a GIIN.
   • Monitor your message board for updates on the status of the sponsored entities.

File Requirements:

• The XML file name must be 250 characters or less.
• Valid characters include uppercase and lowercase letters (A-Z), numbers (0-9), and underscores (_).
• No blank spaces are allowed in the file name.
• The file extension must be “.xml”.

Error Handling:

• If the system did not add your file or only partially processed it, you will receive a message informing you of the issue.
• Check the sponsored entity table to determine which records were successfully processed and then upload a new file containing only the records that were not added.

These steps ensure that the file upload process for multiple sponsored entities is completed accurately and efficiently.

Sources:
Publication 5190 (2/2022)
Publication 5188 (7/2020)
Publication 5118 (07/2021)