Guidance: How to complete a Bank and Building Society Interest return

Background

HMRC requires UK banks and building societies to annually submit information about interest paid or credited.

Schedule 23 of the Finance Act 2011 places a legal obligation on you to submit data:

• by the due date
• using one of the ways suggested in the format and structure section of this guide

If you submit data in the wrong format, your return is classed as outstanding until it’s correctly submitted. You can receive a penalty of up to:

• £1,000 a day if you do not comply
• £3,000 for an incorrect return

This guidance will help you to format and submit your return correctly. You can refer to the Bank and Building Society Interest returns guidance for background information and to find out more about who to include in your return.

Format and structure

BBSI returns can be formatted in one of the following ways:

Your return is made up of all the data you hold on ‘reportable persons’. Depending on the size and structure of your organisation, this data can be organised into:

Sub-returns

If you’re submitting a lot of data, your return can be made up of one or more sub-returns.

Example

Bank A has 5 branches and each branch produces a BBSI return. These are called sub-returns and together they make up Bank A’s BBSI return.

You can choose how to format of a sub-return — either spreadsheet or text file but mixed formats are not acceptable.

Sub-returns produced across different sites

Sometimes the data for a single sub-return is produced at more than one site. If each site then submits the data separately, HMRC will assume the first submission received is the complete sub-return.

To prevent this you should either:

• split the sub-return into separate sub-returns (one from each site) and request unique sub-return numbers for each site
• collate all the data centrally to make sure it’s submitted together as one sub-return

Sub-return number requests and updates

You need to tell us by 31 January each year about:

• additional sub-return numbers needed to make your return
• existing sub-return numbers no longer needed

You can tell us about your tax period sub-return by sending an email to: da.enquiries@hmrc.gov.uk.

Incomplete sub-returns

If you identify any omissions from a sub-return after submission you should notify HMRC immediately by emailing da.enquiries@hmrc.gov.uk.

You must include:

• your reference
• the submission number
• the year
• details of what has been omitted

Additional batches

HMRC may ask you to submit an additional batch. If this happens, you should email tpi.c@hmrc.gov.uk and confirm that you’re submitting additional data that was omitted from an earlier submission. You must include:

• your reference
• the submission number
• the year

You should make sure the batch number you provide relates to what you’re submitting.

Batches

If a sub-return contains too much data for the spreadsheet or electronic flat text file, it can be split into batches.
For example, a sub-return could be made up of 2 spreadsheets to accommodate all the data. This means the data has been split into 2 batches.

Labelling your data

HMRC needs the correct information to process your data correctly.

All files must be labelled as follows:

• HMRC reference
• sub-return number
• batch number for that reference/sub number/year
• total number of batches submitted for that reference/sub number/year
• year

You should also:

• make sure each file has its own name, so we can identify it
• avoid zipping files together or in groups

If you do not label files correctly your return can be rejected or queried.

Example

Bank A has the HMRC ref A9876/03 and is submitting 2 batches for 2021. The files (batches) would be labelled as follows:

	HMRC reference	Sub-return number	Batch number	Total batches	Year
Batch 1	A9876	03	001	002	2021
Batch 2	A9876	03	002	002	2021

If the return just contains a single batch, it would be labelled as follows:

	HMRC reference	Sub-return number	Batch number	Total batches	Year
Batch	A9876	03	001	001	2021

The HMRC spreadsheet

This is the only spreadsheet you can use to complete a return and HMRC will not accept reformatted versions. Do not:

• change any data entry field formats or the original file format
• copy onto a blank Excel spreadsheet (this can impact processing)
• overwrite the original data entry field format (to paste data use the ‘Paste special’ option and select ‘Values’)

Completing the spreadsheet

HMRC uses data quality software to check that the content of your return follows the prescribed format. Your return will be failed if the software identifies issues with the data. This means you could receive a penalty charge because HMRC views failed returns as outstanding.

Identifying errors in the data

The spreadsheet has built-in error validation to help you complete your return correctly.

If you make a mistake in any column, then row 1 of that column will:

• turn amber in colour
• display the:
  • total number of errors in that column
  • display the number of the first row containing an error

When you correct the first error, row 1 will update the:

• total number of errors
• number of the row containing the next error

Once all the errors have been corrected, row 1 reverts to a blank white cell.

Example

Column H has errors in rows 10 and 20:

• row 1 will turn amber
• the total number of errors will display as 2
• the number of the row containing the first error will display as 10

When you correct row 10 the:

• total number of errors will update to 1
• number of the row containing the first error will display as 20

Once row 20 is corrected, row 1 reverts to a blank white cell.

Error validations are complex so the spreadsheet may be slow to respond when you input or correct data.

Entering data in the spreadsheet

This section explains how to correctly enter data into each column of the spreadsheet. You must follow the criteria for each data field.

Column A: financial institution reference

This is a mandatory field.

HMRC assigns you a unique financial institution reference for submitting your return. Enter your full reference (including sub-reference),

You only need to enter this data once in the spreadsheet, it must:

• only be entered in row 3
• be 8 characters long
• begin with either the letter A or B
• be in the right format: ANNNN/NN (for example A0000/01)

No other characters will be accepted and this field cannot contain any blank spaces.

Column B: SI 03/3297 report

This is a mandatory field and must be completed for every reported participant.

Enter N in this field — participants are no longer reportable under the European Savings Directive.

No other characters will be accepted and this field cannot contain any blank spaces.

Column C: tax year

This is a mandatory field. Enter the latter year of the reported tax period. For example, the entry for the 2020 to 2021 tax period would be 2021.

You only need to enter this data once in the spreadsheet, it must:

• only be entered in row 3
• be 4 characters long
• be in the right format: YYYY (for example 2022)
• only contain numerical characters

No other characters will be accepted and this field cannot contain any blank spaces.

Column D: sort code

Leave this field blank if it’s not applicable.

If your return relates to multiple branches you must provide the sort code for every reported participant. The data must:

• be 6 characters long
• be in the right format: NNNNNN
• only contain numerical characters
• be provided in ascending numerical order

No other characters will be accepted and this field cannot contain any blank spaces or dividers.

Column E: income code

Leave this field blank.

Column F: security/account number

This is a mandatory field and must be completed for every reported participant.

The data must not exceed 19 characters and should not include the sort code.

For securities, start with one of the following letters to indicate the identification system:

• I: International Securities Identification Number (ISIN)
• S: Stock Exchange Daily Official List (SEDOL)
• C: Committee on Uniform Securities Identification Procedures (CUSIP)

This must be followed by the unique identification number for that system.

Column G: account/client’s name or relevant payee’s name

This is a mandatory field and must be completed for every reported participant. This includes the accounts of companies, persons, or bodies of persons. Only include those with a UK address.

Enter the name used by your systems to identify the account or payment. The data must:

• not exceed 50 characters
• be in the right format: title forenames surname (for example, Mr John Edward Smith) or title initials surname (for example, Mr J E Smith, leave a space between initials)

Column H: reported participant’s name

This is a mandatory field and must be completed for every reported participant. The data must:

• not exceed 50 characters
• be in the right format: title forenames surname (for example, Mr John Edward Smith) or title initials surname (for example, Mr J E Smith, leave a space between initials)

Column I: type of participant

This is a mandatory field and must be completed for every reported participant. The Bank and Building Society Interest returns guidance will help you categorise participants correctly.

Only characters Y and N are acceptable. Y represents individuals and N, non-individuals.

No other characters will be accepted and this field cannot contain any blank spaces or dividers.

Column J: total number of participants

This is a mandatory field and must be completed for every reported participant.

Enter the total number of participants on the account, including non-reportable participants. The data must:

• not exceed 4 characters
• only contain numerical characters
• not begin with blank spaces

Enter 0 if the account relates to a non-individual. The Bank and Building Society Interest returns guidance will help you identify non-individuals.

Column K: reported participant number

This is a mandatory field and must be completed for every reported participant.

Enter a number to distinguish each reported participant. Numbers must be sequential. For example, if the account has a total of 2 reported participants: the first participant is 1, the second is 2. The data must:

• not exceed 2 characters
• only contain numerical characters
• not begin with blank spaces.

Enter 1 if the account relates to a non-individual. The Bank and Building Society Interest returns guidance will help you identify non-individuals.

Column L: total number of reported participants

This is a mandatory field and must be completed for every reported participant.

Enter the total number of reported participants in relation to the account. The total number should not include participants who have not been reported. The data must:

• not exceed 2 characters
• only contain numerical characters (no other characters will be accepted)
• not begin with blank spaces

Enter 1 if the account relates to a non-individual. The Bank and Building Society Interest returns guidance will help you identify non-individuals.

Column M: reported participant’s address line 1

This is a mandatory field and must be completed for every reported participant. Enter the first line of the address of the reported participant or relevant payee. The data must:

• not exceed 40 characters
• only include:
  • UK addresses
  • the address of the reported participant detailed in column H

The data must not include:

• ‘care of ‘addresses
• UK postcodes
• carriage returns or line breaks
• punctuation marks or typographical symbols

Columns N to Q: reported participant’s address lines 2 to 5

Only complete these fields if the participant or relevant payee has more than one line in their address.

The data must not exceed 40 characters per address column and follow the same criteria as column M.

Column R: reported participant’s postcode

This is a mandatory field and must be completed for every reported participant.

Postcodes should only be entered in this column and not in address fields M to Q. The data must :

• be a valid UK postcode
• be 9 characters maximum

Do not include punctuation marks or typographical symbols.

Column S: country code for country of residence

This is a mandatory field and must be completed for every reported participant.

Only enter the code ZZ.

No other characters will be accepted and this field cannot contain any blank spaces or dividers.

Column T: National Insurance number

Leave this field blank if not known or not applicable.

Temporary National Insurance numbers are not acceptable.

The data must:

• be between 8 and 9 characters in length (the ninth character must be either A, B, C, D)
• be in the right format: AANNNNNNA or AANNNNNN (for example QQ123456A or QQ123456)

The data must not include the:

• letters D, F, I, Q, U or V as the first or second prefix letter
• letter O as the second prefix
• following prefix combinations: BG, GB, KN, NK, NT, TN, ZZ

No other characters will be accepted and this field cannot contain any blank spaces or dividers.

Column U: date of birth

Leave this field blank if not known or not applicable.

The data must:

• be 8 characters long
• be a valid date
• only contain numerical characters
• be in the right format: DDMMYYYY (for example, 3 August 1986 should be entered as 03081986)

No other characters will be accepted and this field cannot contain any blank spaces or dividers.

Column V: tax identification number

Leave this field blank.

Column W: country code for country of birth

Leave this field blank.

Column X: country of birth

Leave this field blank.

Column Y: gross interest paid

This is a mandatory field and must be completed for every reported participant. Enter the total amount of gross interest paid to the account for the reported period before tax deductions.

If the account has multiple participants, duplicate the total gross interest for each reported participant. The data must:

• not exceed 11 characters
• only contain numerical characters
• be reported to 2 decimal places (for example, 999.00 or 750.50)
• only contain values greater than 0, this means do not include non-payments (0.00)

No other characters will be accepted and this field cannot contain any blank spaces.

Column Z: tax deducted

This is a mandatory field and must be completed for every reported participant.

Enter the total amount of tax deducted from the account gross interest payment for the reported period.

If the account has multiple participants, duplicate the total tax deducted for each reported participant. The data must:

• not exceed 11 characters
• only contain numerical characters
• be reported to 2 decimal places (for example, 999.00 or 750.50)
• only contain values greater than 0, this means do not include non-payments (0.00)

Column AA: currency code

This is a mandatory field.

Enter the 3-character ISO currency code for the currency the reported payment was made in (even if the payment was converted to pound sterling before reporting).
The data must:

• be 3 characters long
• only contains alphabetical characters

No other characters will be accepted (including currency symbols) and this field cannot contain any blank spaces.

Column AB: conversion to sterling

This is a mandatory field.

Only enter the data in row 3. Only characters Y and N are acceptable:

• Y: identifies accounts with a currency code other than pound sterling that’s been converted to pound sterling when reporting
• N: identifies accounts with a currency code other than pound sterling that has not been converted and where the payment value relates to the reported currency

No other characters will be accepted and this field cannot contain any blank spaces.

Column AC: R105 signal

This is a mandatory field and must be completed for every reported participant.

Enter N in this field (the R105 form is no longer required).

Column AD: R85 gross registration

This is a mandatory field and must be completed for every reported participant.

Enter N in this field (the R85 form is no longer required).

Column AE: new account

This is a mandatory field.

Only characters Y or N are acceptable:

• enter Y if this is the first time the account has been reported
• enter N if the account has been reported before

No other characters will be accepted and this field cannot contain any blank spaces.

Electronic flat text files

All data submitted in electronic flat text file format must be encoded in UTF-8 as per ISO 20022.

Each electronic text file (EFTF) batch that you submit to HMRC must consist of a text file made up of 4 parts. These parts are called ‘record types’:

• type 1 — data about your financial institution and metadata about the type 2 and 3 data you’re providing (if you’re ‘branch-based’ there can be several type 1 records in a batch — otherwise there will be one in each batch)
• type 2 — details of the account or instrument
• type 3 — details of participants in the account identified in the type 2 record
• type 4 — a count of the number of type 2 records in that batch

Completing EFTF returns

It’s essential to format your return correctly so HMRC can process it. Your return will be failed if HMRC’s data quality software identifies any issues and you could receive a penalty charge.

Each data field has it’s own specifications and you must pay attention to:

Data structure

You can enter structured or unstructured data, but structured data is preferable. Whichever format you choose must be consistent throughout your return.

Structured data formatting

In structured formatting your data is entered in separate, named fields.

For example, the data relating to the participant’s name would be entered as:

• participant title: Mr
• participant forenames/initials: John
• participant surname: Smith

Unstructured data formatting

In unstructured formatting, the data is presented together in a single field.

For example, the data relating to the participant’s name would be entered as ‘participant name: Mr John Smith’.

Naming conventions for account and participant names

When you use unstructured data to enter account and participant names it makes it harder for HMRC to identify different name elements.

We need to understand these elements to process your data correctly. This means you should enter the 2-digit code from the table below that corresponds with the naming convention you’ve used.

Individuals

Enter 0 (zero) as the first digit, to indicate an individual, followed by the appropriate code. Use codes 01 and 04 if possible as other codes will be phased out.

Naming convention code	Naming convention
01	Mr John A Smith
02	Smith John A Mr
03	Smith Mr John A
04	John A Smith
05	Smith John A
06	Smith Mr J A
07	Where the name is that of a non-individual

Multiple names

Enter either:

• 2 as the first digit to indicate multiple names, each with a separate surname
• 4 as the first digit to indicate multiple names with a shared surname

This should be followed by the appropriate code.

Naming convention code	Naming convention
21	Mr John A Smith and Mrs Heather Smith
22	Smith John A Mr and Smith Heather Mrs
23	Smith Mr John A and Smith Mrs Heather
24	John A Smith and Heather Smith
25	Smith John A and Smith Heather
26	Smith Mr J A and Smith Mrs H
27	Where the name is that of a non-individual
41	Mr John A and Mrs Heather Smith
42	Smith John A Mr and Heather Mrs
43	Smith Mr John A and Mrs Heather
44	John A and Heather Smith
45	Smith John A and Heather
46	Smith Mr J A and Mrs H
47	Where the name is that of a non-individual

Allowable characters

You can use:

• upper case and lower case alphabetical characters (or a mixture of the two)
• numbers

Numbers should only be expressed as digits and printable characters. For example, number 12 should be expressed using 1 and 2 rather than entering the word ‘twelve’. Fractions must be decimal and expressed as printable characters. For example: 1.25.

The following characters are also allowable:

• spaces (entered using the space bar)
• forward slashes
• hyphens
• ampersands
• full stops
• apostrophes
• commas
• left and right brackets

Non-allowable characters

Do not use any of the following in your return:

• asterisks
• semi-colons
• vertical bars
• non-printing or control characters (excluding CR and LF)
• the tab key

Foreign characters

In UTF-8, many foreign characters such as é and ü are stored as multiple bytes of data. These are called multibyte characters.

You must count multibyte characters as single characters when you make your return. We cannot process your return unless you do this.

Field alignment

Field entries are aligned to the left or right depending on the type of data you’re entering:

• numerical fields (excluding date of birth field) and fields with a decimal point — align right
• fields with any allowable character — align left

Field padding

When you submit a return, the fields for each type 2 or 3 record must be of a consistent length. If the data you want to enter is:

• too long — abbreviate to fit the field
• too short — use padding to fill the field

Padding describes the process of filling blank field spaces with pad characters. The pad character you use will depend on the type of data you are entering.

Fields that specify:

• only numerical characters — pad with zeros
• any allowable character — pad with spaces (entered using the space bar)

Example 1

If your forename field is 20 characters long and the participant’s forename is Frank (5 characters), the 15 ‘empty’ positions to the right are filled with spaces entered with the space bar.

Example 2

The participant count field requires 4 (right aligned) numerical characters. If there are 3 participants on the account, the 3 ‘empty’ positions should be filled with zeros so you would enter 0003.

Terminated and continuous files

In a terminated file, only one record is held on each line. At the end of each line will be a line separator.

In a continuous file, all records are held on one line, with no line separators.

Where possible, use terminated files because they are easier to read and allow for the detection of errors.

File size

Sub-returns containing less than one gigabyte of information can be:

• submitted in one batch
• split it into more than one batch

Sub-returns containing more than one gigabyte of data must be split into batches. Each separate batch can contain up to one gigabyte of data.

Entering type 1 record data

Your type 1 records must provide accurate metadata about the type 2 and 3 records you submit. This is so HMRC can process your return.

Type 1 records contain dynamic fields that allow you to define the:

• character length of some type 2 and 3 data fields
• number of lines used

For example, if you define 4 participant address lines, each of 20 characters in your type 1 record you must enter 4 lines of 20 characters in the corresponding type 3 record.

Each type 2 and 3 data field can contain a maximum of:

• 1,000 characters
• 5 lines

This section explains how to correctly enter type 1 record data. You should follow the criteria for each data field.

Record type

Enter the number 1 in this field.

Financial institution reference and sub-reference number

HMRC assigns you a unique financial institution reference for submitting your return. Enter your full reference (including sub-reference).

The data must be 8 characters long and begin with the letter A or B followed by:

• 4 numerical characters
• a forward slash
• your 2 digit sub-reference number

For example, A0000/01.

Financial institution or paying agent name

Only enter the name (and not the address). The data must:

• only include allowable characters
• be left-aligned
• not exceed 50 characters
• be padded with spaces if the name is less than 50 characters

Branch name

If you’re not branch-based, pad this field with 50 spaces.

Otherwise, enter the branch name (not the address). The data must:

• only include allowable characters
• be left-aligned
• not exceed 50 characters
• be padded with spaces if the name is less than 50 characters

Sort code

If you do not use sort codes, pad this field with 6 spaces.

Otherwise, enter your institution clearing bank sort code, or branch sort code. The data must be 6 numerical characters long.

Tax year

Enter the latter year of the reported tax period. For example, the entry for the 2021 to 2022 tax period would be 2022. The data must be:

• 4 numerical characters long
• in the right format: YYYY (for example 2022)

Sterling return signal

Only characters Y and N are acceptable.

Enter:

• Y if non-sterling accounts have been converted into sterling for the purposes of submitting your return
• N if non-sterling accounts have not been converted and are being reported in the currency stated

Account title length

Enter the number characters of the longest account title reported in your type 2 records. The data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Account name length

Enter the number characters of the longest account name reported in your type 2 records. The data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Account name count

Enter the maximum number of lines used to report the names of account holders in your type 2 records. The data must be:

• right-aligned
• 2 numerical characters long
• padded with zeros if necessary

Account address line length

Enter the number characters of the longest address line reported in your type 2 records. The data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Account address line count

Enter the maximum number of lines used to report addresses of account holders in your type 2 records. The data must be:

• right-aligned
• 2 numerical characters long
• padded with zeros if necessary

Reportable participant name length

If you’re using structured data formatting, enter 4 zeros in this field.

If you’re using unstructured data formatting, enter the number of characters of the longest participant name reported. The data must be:

• be right-aligned
• 4 numerical characters long
• be padded with zeros if necessary

Participant title length

If you’re using unstructured data formatting, enter 4 zeros in this field.

If you’re using structured data formatting, enter the number characters of the longest participant title reported in your type 3 records. The data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Participant forenames/initials

If you’re using unstructured data formatting, enter 4 zeros in this field.

If you’re using structured data formatting, enter the number of characters of the longest participant forename/initials reported in your type 3 records. The data must:

• be right-aligned
• be 4 numerical characters long
• be padded with zeros if necessary
• (where relevant) include a space between each initial, these spaces count as characters

Participant surname length

If you’re using unstructured data formatting, enter 4 zeros in this field.

If you’re using structured data formatting, enter the number of characters of the longest participant surname reported in your type 3 records. The data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Participant address line length

If you’re using unstructured data formatting, you’ll enter all address elements in one continuous line.

This means you should enter the total number of characters of the longest participant address reported in your type 3 records.

If you’re using structured data formatting, you’ll enter different address elements on different lines.

This means you should enter the highest number of characters used in any one address line reported in your type 3 records.

For both unstructured and structured formats, the data must be:

• right-aligned
• 4 numerical characters long
• padded with zeros if necessary

Participant address line count

If you’re using unstructured data formatting, enter 01.

If you’re using structured data formatting, enter the maximum number of lines used to report an address in your type 3 records. The data must be:

• right-aligned
• 2 numerical characters long
• padded with a zero

Entering type 2 record data

Type 2 records contain the account or instrument information. You must submit at least one type 2 record for each type 1 record.

The following section explains how to correctly enter type 2 record data. You should follow the criteria for each data field.

Record type

Enter the number 2 in this field.

Account reference or instrument details

Enter the account or instrument identification number where the interest was paid or received. The data must:

• not include a sort code
• be 20 allowable characters long
• be left aligned
• be padded with spaces if the identification number is less than 20 characters long

For instruments, start with one of the following letters to indicate the identification system:

• I: International Securities Identification Number (ISIN)
• S: Stock Exchange Daily Official List (SEDOL)
• C: Committee on Uniform Securities Identification Procedures (CUSIP)

This must be followed by the unique identification number for that system.

If there is no unique instrument reference number, enter QQ999999999 and pad remaining 9 characters with spaces.

Account title

The data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if the account title is shorter than the character limit stipulated

Account name

The data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if the account name is shorter than the character limit stipulated

Account address

Enter the address held for the account — usually the address from the account statement. The data must:

• only include allowable characters
• not include post code
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if the address is shorter than the character limit stipulated

Account post code

Enter 9 alphanumeric characters. The data must:

• only include allowable characters
• be left aligned
• be padded with spaces if the postcode it is shorter than 9 characters

Pad this field with 9 spaces if either:

• you do not hold the post code
• it is not recorded in a dedicated field on your IT system

R85 gross registration indicator

Enter N in this field. HMRC no longer requires data from the R85 form.

New account signal

Enter Y if this is either the:

• first tax year interest was paid or credited to the account
• first time interest has been paid or credited since the account was opened

Otherwise enter N.

Post 05/04/01 R105 indicator

Enter N in this field. HMRC no longer requires data from the R105 form.

Gross interest amount

Enter the amount of interest paid or credited to the account for the reported tax year. The data must be:

• right aligned
• 11 numerical characters long
• padded with zeros if necessary

The currency you use to report the interest dictates how you enter the amount:

• for sterling — report the amount in pence with no decimal point, for example £100 would be entered as 10000
• for non-sterling — report whole units as defined in the ISO currency code, for example $100 would be reported as 100, to report fractions of these units you must insert a decimal point

Tax deducted amount

Enter the amount of tax deducted from the gross interest amount. The data must be:

• reported in the same currency used to report the interest
• right aligned
• 11 numerical characters long
• padded with zeros if necessary

If no tax was deducted, pad this field with 11 zeros.

Currency identifier

Enter the ISO currency code for the currency the gross interest and tax deducted were paid in.

This field requires 3 alphabetical characters with no padding.

Participant count

Enter the total number of participants (reportable and non-reportable) on the account or instrument being reported. The data must be:

• right aligned
• 4 numerical characters long
• padded with zeros if necessary

If you are reporting non-individuals enter 0 (zero).

Type 3 record count

Enter number of type 3 records associated with this account or instrument. The data must be:

• right aligned
• 4 numerical characters long
• padded with zeros if necessary

Account naming convention

If you’re using structured data formatting, enter 00 (zero zero).

If you’re using unstructured data formatting, enter the 2-digit code for the naming convention you’ve used in the ‘account title’ and ‘account name’ fields.

SI 03/3297 first period only amount

Enter 11 zeros.

Income code

Enter the word NONE.

Entering type 3 record data

Type 3 records give details of reportable participants in accounts identified in type 2 records.

You must enter details for every reportable participant (both individuals and non-individuals). There is more information about correctly categorising participants as individuals and non-individuals in the Bank and Building Society Interest returns guidance.

The following section explains how to correctly enter type 3 record data. You should follow the criteria for each data field.

Record type

Enter the number 3 in this field.

Reportable participant name

The data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if it is shorter than the character limit stipulated

For non-individual accounts, check the corresponding type 2 entry to make sure:

• a zero was entered in the participant count field
• you exactly replicate the name entered in this field

Reportable participant title

For non-individual accounts, pad this field with spaces.

For individuals, the data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if it is shorter than the character limit stipulated

If you’ve used structured data formatting, replicate the data in the ‘title’ field of the corresponding type 2 record.

Reportable participant forenames/initials

For non-individual accounts, pad this field with spaces.

For individuals, the data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if it is shorter than the character limit stipulated
• (where relevant) include a space between each initial, these spaces count as characters

If you’ve used structured data formatting, replicate the data in the ‘forenames/initials’ field of the corresponding type 2 record.

Reportable participant surname

For non-individual accounts, pad this field with spaces.

For individuals, the data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if it is shorter than the character limit stipulated

If you’ve used structured data formatting, replicate the data in the ‘reportable participant surname’ field of the corresponding type 2 record.

Reportable participant address

Enter the participant’s address without the postcode. If your IT system does not hold post codes in a separate field you should include it in last line of the address. The data must:

• only include allowable characters
• not exceed the character limit you stipulated in the type 1 record for this field
• be left aligned
• be padded with spaces if it is shorter than the character limit stipulated

Reportable participant’s postcode.

Enter 9 alphanumeric characters. The data must:

• only include allowable characters
• be left aligned
• be padded with spaces if the postcode it is shorter than 9 characters

Pad this field with 9 spaces if either:

• you do not hold the post code
• it is not recorded in a dedicated field on your IT system

Reportable participant’s National Insurance number

Enter 9 alphanumeric characters. The final character is optional and may be replaced with a space.

Pad this field with spaces if:

• you do not know an individual’s National Insurance number
• the participant is a non-individual

Reportable participant’s date of birth

Enter the date of birth without separators. For example, 12 December 2024 would be entered as 12122024.

If the day or month are not known, enter ‘00’ (zero zero). For example 00122024, 12002024.

If the participant is a non-individual, pad this field with spaces.

R85 gross registration indicator

Enter N in this field. HMRC no longer requires data from the R85 form.

R85 address signal

Pad this field with a space (using the space bar). HMRC no longer requires data from the R85 form.

Tax identification number

Pad this field with 20 spaces (using the space bar).

Country code for country of birth

Pad this field with 2 spaces (using the space bar).

Place of birth

Pad this field with 35 spaces (using the space bar).

SI 03/3297 indicator

Enter N in this field.

Reportable participant naming convention

Enter 2 numerical characters depending on whether you have used structured or unstructured data formatting:

If you’re using structured data formatting, enter 00 (zero zero).

If you’re using unstructured data formatting, enter the 2-digit code for the naming convention you’ve used in the ‘participant title’ and ‘participant name’ fields.

Country code for country of residence

Enter ZZ in this field.

Entering type 4 record data

A type 4 record should be the last record in each batch. It tells HMRC the number of type 2 records in that batch.

Record type

Enter the number 4 in this field.

Account count

Enter the total number of type 2 records submitted in that batch. The data must:

• be 11 numerical characters long
• right aligned
• padded with zeros if necessary

Submitting your return

You can submit your return via:

• the Secure Data Exchange Service (SDES)
• email attachment

The SDES is the most secure way to submit your return to HMRC.

Contact support.SDES@hmrc.gov.uk to sign up for the service.

In exceptional circumstances, you can submit your return by post or courier. You’ll need prior agreement from HMRC to do this.

Nil returns

In some circumstances you can make a nil return. For example, if a product is withdrawn or a new product is introduced and no interest has been paid at the time the return is due.

You can do this by email to tpi.a@hmrc.gov.uk.

Failed returns

If HMRC’s data quality software identifies issues with the data in your return you’ll be asked to:

1. Review the return.
2. Correct the errors.
3. Resubmit the return.