Appendix D: System Validations

System Validation Messages

When a return or a renewal is received or filed, the system will validate the data to determine if further investigation is required. The messages displayed as a result of that process are below.

Some of these validation rules are found on the Account Profile page on any account, where they may be enabled or disabled at an account level for future processing.

To change (disable or re-enable) validations for the entire system, find the validation on the page and click the appropriate radio button.

The validation codes follow with descriptions of system responsibilities and required Follow-up. Scroll to the right or expand the browser to full screen to see the rest of the table.

Codes	Trigger	System Activity	Tax Analyst Follow-up
001	All (% of Jurisdictions (configurable)) miles ending in 000 or 00. Treats each fuel type separately. Quarterly and Amended Returns		Use Advanced Search to query for accounts meeting this criteria, and optionally place in the Desk Audit Queue Contact the account or send a Contact Us Letter (CUL). Add Specific Paragraph regarding issue If the explanation is reasonable, add notes and cancel validation code If not reasonable, suggest for desk review or audit
002	All (% of Jurisdictions (configurable)) gallons ending in 000 or 00 Treat Each fuel type separately. Quarterly and Amended Returns	See 001	See 001
003	Motor Carrier reports duplicate miles and gallons for any fuel type& jurisdiction combination over 2 or more consecutive quarters. Quarterly and Amended Returns	See 001	See 001
004	High MPG: MPG >= 15 (by fuel Type) Quarterly and Amended Returns	Populate Repair Queue	Contact the taxpayer If OK Update Account Profile for "High MPG" clear code If not OK, advise Taxpayer on next action
N/A?	High MPG: MPG >= 20 Quarterly and Amended Returns	Return not complete until user enters correct value in the MPG field. Cannot proceed beyond this page without resolving the data	Help - Error Message instructing the user that MPG is beyond an acceptable range. Please check your figures or contact MCSD.
005	High MPG: MPG >= 15 & <20 Quarterly and Amended Returns	Populate Repair Queue See 004	If no contact is immediately made, send a Contact Us Letter (CUL). Add Specific Paragraph regarding issue
006	Zero filer: Motor Carrier reports no activity for 3 or more consecutive quarters Quarterly and Amended Returns		If no contact is immediately made, send a Contact Us Letter (CUL). Add Specific Paragraph regarding issue
007	Zero miles: Motor Carrier reports 0 miles in Indiana while reporting miles in other jurisdictions Quarterly and Amended Returns		Use Advanced Search to query for accounts meeting this criteria, and optionally place in the Desk Audit Queue If no contact is immediately made, send a Contact Us Letter (CUL). Add Specific Paragraph regarding issue
008	Refund: Any Tax Return that results in a refund due entered online or as a mail-in (does not apply to walk-in/Tax Analysts) (by system calculations or return supported) From 9/4/2007 Meeting focus on Mail-in for this specific validation code and possibly create an independent validation code for online. Quarterly and Amended Returns	Populate Repair Queue	If OK, Authorize refund by Creating Credit in RPS If not OK, Contact Taxpayer - inform of errors
009	No pay or Partial Pay Quarterly and Amended Returns	Generate AR-80 Send AR-80 communication to Taxpayer	To Billing
010	Math Error: tax computed by Taxpayer does not match system generated tax Quarterly and Amended Returns	Populate the Repair Queue
011	OSS Holds (closed or revoked) and RPS AR-40 Sending a paper renewal	Renewal disallowed	Send letter to the motor carrier
012	OSS Holds (closed or revoked) and RPS AR-40 Receive renewal - online	Renewed as "Pending"	Produce letter "Renewal received, but not completed. Pending account repair"
013	OSS Holds (closed or revoked) and RPS AR-40 Receive renewal - paper	Renewed as "Pending"	Produce letter "Renewal received, but not completed. Pending account repair"
014	Renewal received without payment	No Renewal Completion Renewed as "Pending"	Produce letter "Renewal received, but not completed. Pending account repair"
015	Required field missing Entering paper renewal	No renewal completion Renewed as ‘Pending’	Produce letter "Renewal received, but not completed. Pending account repair"
016	Modified Restricted Fields (e.g. Taxpayer info like FEIN) Entering paper renewal	No renewal completion Renewed as ‘Pending’	Contact taxpayer to resolve field discrepancies Produce letter "Renewal received, but not completed. Pending account repair"
017	Request to modify restricted fields Account Maintenance	No renewal completion Renewed as ‘Pending’	Contact taxpayer to resolve field discrepancies
018	Number of decals outside acceptable threshold (for renewal 10% of the total number of decals from the previous year) Data Entry Renewal	Renewal Complete	Send out threshold amount of decals Send letter with instructions for additional decals
019	OSS Hold for IRP and a return is filed flag for a desk audit Received quarterly return	Return Complete	Flag for Desk Review
020	Amended Return is received when original is in the repair queue.	Populate repair queue