VIDEO E010 Form Corrections
Summary
TLDRIn this episode, Dan discusses the ATF's correction process for firearm industry forms, specifically addressing Form 4 and Form 1 errors. He explains the steps to take when receiving a correction request from the ATF, including the 72-hour window to address issues. The video covers both paper and digital eForm submissions, detailing how to upload corrected documents and communicate with the ATF. Dan also touches on the limitations of the current correction system and the ATF's plans for improvements.
Takeaways
- 🔧 If you receive a correction request from the ATF, you have 72 hours to address the issue.
- 📬 For digital eForms, the ATF will send an email detailing the correction needed, whereas for paper forms, a physical copy with highlighted issues will be mailed.
- 🖥️ To make corrections on eForms, log in to the eForms website, navigate to the 'Submitted and in Process' tab, and select the form that requires correction.
- 📑 For paper Form 4s, if an error is discovered, the ATF will send a physical copy with the issue highlighted, and you must mail back the corrected form.
- 🚫 If an error is noticed on a digital form after submission, such as incorrect trust name or social security number, it typically must be withdrawn and resubmitted.
- 📁 On eForms, only JPEGs and PDFs can be uploaded for corrections, and fingerprint files cannot be uploaded as PDFs.
- 🔄 Common correction requests involve the Responsible Person Questionnaire (RPQ) or trust document errors, such as incomplete information or wrong serial numbers.
- 💡 To correct an error, upload the revised document, rename it appropriately, and email the ATF to proceed with the approval process.
- ⏲️ After corrections are made and approved, you can expect a response relatively quickly since the form is at the final stages of the approval process.
- 💬 The ATF is reportedly working on a more comprehensive correction module for eForms, but as of the knowledge cutoff date, it has not been implemented.
Q & A
What is the main topic of the video script?
-The main topic of the video script is discussing the process of handling corrections for firearm industry forms, specifically Form 4 and Form 1, when errors are found or correction requests are received from the ATF.
What is the significance of the 'salmon orange-ish' cover letter mentioned in the script?
-The 'salmon orange-ish' cover letter is significant as it indicates an approved paper form from the ATF, which is part of the NFA (National Firearms Act) process for firearm transactions.
How much time does one have to correct an issue after receiving a correction request from the ATF?
-One has 72 hours to correct the issue after receiving a correction request from the ATF.
What happens if you receive a correction request for a paper Form 4?
-If you receive a correction request for a paper Form 4, you will get a physical copy of the form with the issue highlighted and an annotation explaining the problem, and you need to mail the corrected form back to the ATF.
What is the importance of maintaining an active and checked email address when using eForms?
-Maintaining an active and checked email address is crucial when using eForms because the ATF will send correction notifications to the email address on file, and you have a limited time to respond and make corrections.
What should you do if you notice an error on a submitted form before the ATF acts on it?
-If you notice an error on a submitted form before the ATF acts on it, you should withdraw the form and resubmit it with the correct information, as there is no other way to correct it in eForms.
What types of documents can be uploaded as electronic documents in eForms?
-In eForms, you can upload JPEGs (photos) and PDFs as electronic documents. However, there is no way to load a fingerprint file in eForms.
What is the process for correcting a Responsible Person Questionnaire (RPQ) in eForms?
-To correct an RPQ in eForms, you would upload the revised RPQ, rename it as 'updated RPQ' or similar, and then email the updated document to the ATF's NFA resolution email for processing.
What are some common errors that trigger a correction request for a trust-based Form 4?
-Common errors that trigger a correction request for a trust-based Form 4 include incomplete or incorrect information on the RPQ, incorrect serial numbers, and uploading the wrong trust document.
How long does it typically take for a withdrawn Form 4 to have its serial number returned to inventory?
-Typically, the serial number for a withdrawn Form 4 comes back into inventory within 3 to 5 business days.
What additional services are mentioned in the script that can help streamline the NFA process?
-The script mentions Cerberus Live Scan, which facilitates the digital process for eForms and Form 4, and Merlin, a warehouse and distribution search tool that can order from multiple data feeds.
Outlines
🔍 ATF Form Corrections and Notifications
Dan introduces the topic of ATF form corrections, specifically focusing on Form 4 and Form 1. He explains the process of handling correction requests from the ATF and what to do if an error is discovered before the form is processed. Dan mentions that the ATF will notify via email, giving 72 hours to correct the issue, and provides an example of an email that might be received. He discusses the difference in handling corrections for paper forms versus digital eForms, emphasizing the importance of monitoring the email address associated with eForms submissions. Dan also covers how to access and manage correction requests within the eForms website, including the steps to upload corrected documents and communicate with the ATF.
📄 Navigating ATF eForms for Corrections
This section delves into the specifics of using the ATF eForms website to address correction requests. Dan outlines the process of logging into eForms, accessing the 'Submitted and In-Process' tab, and finding the relevant form for correction. He explains how to view and upload revised documents, such as the Responsible Person Questionnaire (RPQ) or trust documents, and the importance of accurately naming and describing these documents. Dan also touches on the limitations of the eForms system, particularly regarding the inability to upload fingerprint files and the necessity to withdraw and resubmit forms for certain errors. He concludes with advice on how to communicate with the ATF after uploading corrected documents and the expected response times.
🛠️ Tools for Streamlining ATF Processes
In the final paragraph, Dan shifts the focus to tools that can help streamline the ATF form submission and correction processes. He mentions two main products: Cerberus Live Scan, which facilitates digital processing for eForms and Form 4, and Merlin, a warehouse and distribution search tool. Dan discusses the current capabilities of Merlin, including its integration with multiple data feeds and the potential for expansion. He also shares his plans to meet with a distributor to potentially add more functionality to Merlin. The paragraph ends with an invitation for feedback and suggestions for future podcast topics, emphasizing the presenter's willingness to help and improve the ATF-related tools and resources.
Mindmap
Keywords
💡Firearm Industry
💡Form 4
💡ATF
💡Eforms
💡Correction Request
💡Responsible Person Questionnaire (RPQ)
💡Digital Documents
💡Trust
💡Serial Number
💡Withdrawal of Application
💡Electronic Fingerprint Transmission (EFT)
Highlights
Introduction to episode 10 on Corrections in firearm industry forms.
Discussion on handling correction requests for Form 4 and Form 1.
Explanation of the ATF's process for notifying errors on firearm forms.
Details on the 72-hour window to correct issues identified by the ATF.
Differentiation between paper and digital form corrections.
How to access and manage form corrections on the eForms website.
Procedure for paper form corrections, including physical mail exchanges.
Importance of monitoring the email address registered with the ATF for notifications.
Guidance on correcting Responsible Person Questionnaires (RPQ) on eForms.
Instructions for uploading revised documents in the electronic documents section.
Limitations of the current eForms system for correcting errors.
The process of withdrawing and resubmitting forms on eForms.
Impact of form corrections on the ATF approval timeline.
Recap of the steps for handling paper and digital form corrections.
Promotion of the podcast's Spotify and YouTube channels for updates.
Introduction to Cerberus Live Scan and Merlin, tools for streamlining firearm form processes.
Information on the speaker's engagement with distributors to expand product offerings.
Invitation for feedback and topic suggestions for future podcast episodes.
Transcripts
hey everybody this is Dan welcome back
to another edition of solutions for the
firearm industry uh today we're going to
talk through uh episode 10 which is
Corrections so form four form 1es uh
what happens uh if you get a correction
request or if you catch an error on your
form before it is it is actioned by the
ATF we're going to talk through those
pieces if you're new to us uh check out
our previous versions uh we got a whole
bunch of issues on uh how to become an
so the eform process form for submitt
process like and share uh so you get
notified of when new ones come out and
with that we'll get into
it so eforms website here you know we're
looking for these type letters right so
that half page uh thing from the ATF
with uh salmon orange-ish type cover
letter that's the approved paper form
fors uh or we're looking for the digital
version of it to come in but what
happens if we don't um the ATF will do
one or two things here they're going to
send you an email that looks like this
it's going to say that you have 72 hours
to correct the issue and they try to
give you a little bit of feedback inside
of it uh this one for example says uh
refers to the responsible person
questionnaire is missing or incomplete
now they don't give us all the
information as to what it could be
that's one thing I wish they would do a
little bit better is to say hey this
this is what the error actually is
pretty much to say that it's something
wrong with the rpq in this case
now take a step back if you're doing
paper form fours you're actually going
to get a physical copy and a highlighted
issue of the form in the mail back to
you uh instead of coming in these nice
half page envelopes those correction
letters will come in a normal letter
size uh envelope and then open that
thing up read through what's going on
typically The Examiner will have
highlighted something and or annotated
that this is the issue and then uh you
have to mail that back to them digital
eform side of stuff you're going to get
this uh and that's why you have to kind
of make sure that the email address you
have on file is one that you look at so
you get um the correction notification
piece here so this clearly says 72 hours
to fix it and we're going to talk
through how we go about that so go back
to
eforms going to log in
and then on the left hand side once this
loads up there will be a submitted and
in process tab so we click on that and
while that's loading and you can um this
is almost always going to happen it's
going to spin for somewhere between 10
and 30 seconds uh while you're waiting
for it to load uh go to the podcast hit
like and share uh that way you can get
stay current with the new episodes as we
put them out but this will
load then it's going to pop up a submenu
on the left hand side so uh form four so
I click on form four and then it'll load
my form fours because I have client data
and this is actually a live system not
going to show you that I'm going to show
you the submitt list here so it's going
to pop up is once you get the form four
piece up it's going and click on that
it's going to load your listing of all
your active form fours that you have on
it you need to look and reference the
document number that will be on the
correction email as well it'll reference
an application uh or a document number
make sure you cross reference that if
you're using internal control numbers
that I strongly recommend uh usually
that will have last name and serial
number in it so you can make sure you're
referencing the the appropriate form but
um you can go to that document and if
you look at the image on the screen here
on the right hand side you'll see an
eyeball piece that will be uh how you
can go into the correction now couple
pieces here if you notice an issue on
the form after you submit it if it was
done during the train stop pieces not in
electronic documents there's really
nothing you can do except withdraw it so
if you have the trust name incorrect if
you spelled the individual's name in
correct incorrectly wrong social
security number Etc if you notice an
error on that piece of it there's really
no way to correct it the ATF said that
they're going to offer a correction
module to us but that hasn't come
through and that was back in January
February time frame they say they're
working on they say they plan to work on
it uh but we haven't seen any
transaction with that and from how we
understand it the only option that the
examiner really has on
eforms is for a couple very select few
cases you can issue that correction
piece or deny there's no there's no
other method to request a uh a
correction from the submitter it's
really a deny it uh or on a couple few
instances you can up we can change it
and really that's going to come on
trusts so uh anyway uh we have our list
of forms that are submitted pending
right hand side uh the eyeball piece you
go into the form and then you want to
navigate to on the train stops
electronic documents I have that up on
here as well uh on the train stops you
can see um clicked on the electronic
document piece it'll show the documents
that we have loaded and the document IDs
and types and as well as uh the name of
it so many times the two pieces you're
going to get the corrections for uh
really un trust are the responsible
person questionnaire the
5320.23 uh or on the trust document
itself um and they will ask you for a
revised rpq or a accurate rpq to be
uploaded and we would simply go and
click uh click on the choose uh file I
browse for that updated rpq I would say
the document type would be a corporation
and Trust other document and I would
name it revised or updated rpq uh for
for my client name type piece and upload
that up and in the only types of
documents that you can put into
electronic documents are jpegs so photos
so you can reload a client photo and
PDFs there is no way to load a
fingerprint file in EFT uh they will not
accept a PDF of a fingerprint file so if
you forget to add the EFT while you're
building the application your only
recourse is to either mail in the cards
or withdraw draw the application and
resubmit it so uh on electronic
documents here it is uh PDFs or jpegs so
you can reload a client photo if you
happen to grab the wrong photo again you
should clearly re in the description
piece on the left hand side rename it to
updated photo uh or the PDFs uh
specifically for rpq responsible person
questionnaires uh or the trust documents
and those can be updated and again many
times the errors that we see um you
don't have it it's an incomplete name
the trust document uh or it is the wrong
serial number somebody buys two or three
items and they're going into a trust and
in the speed and and hustle they grab
the incorrect rpq that will trigger uh
this type of Correction uh email and
this is actually what this case was this
is actually from a client asked me to
help figure out what was going on uh it
says the this rpq was missing or
incomplete and the issue actually was
they grabbed the wrong wrong serial
number uh for that transaction the
gentleman had bought or the trust had
bought two or three items and they had
uploaded the incorrect rpq for that
transaction so simple fix upload the
correct rpq rename it as updated rpq and
then email back to this uh NFA air
resolution email and say for transaction
x uh documents have been updated please
proceed and typically this will come
back then relatively quickly because
they're at the they're at the final
stages of the approval process um when
they get these error Corrections and
then you should get one of these emails
here that would say um the stamp has
been approved so uh quick rundown recap
if you're doing paper forms you will
actually get a paper correction request
and there's more things that can be um
allowed or tolerated for errors on the
paper forms but they still take way
longer and you'll actually get a
correction request from The Examiner
with part of the form that needs to be
updated uh and corrected and mailed back
to the ATF and then and on eforms really
all you're going to see the error
Corrections is you could uh the client
photo or the customer photo uh as well
as on the trust side of stuff the rpq or
the trust document thems if you happen
to upload the incorrect version of the
trust those are really the only error
Corrections anything else uh pretty much
has to be withdrawn and resubmitted and
to re to withdraw it um you go back to
that submitted and inprocess piece and
instead of the eyeball and to view it
you'd actually hit delete on there and
that will withdraw the form typically
the sale number will come back in about
3 to 5 business days back into your
inventory and then the refund the $200
refund will come back to the credit card
that was charged uh a day or two after
the sale number shows up so so with that
that's all I have for today's episode uh
simple highlight on how the correction
process works for the ATF again they are
working supposedly working on a more
robust correction piece but today those
are the only options that we have uh to
deal
with so if you like what you saw and
like what you're hearing uh from us go
check out um our Spotify or YouTube
channel and hit that like And subscribe
and the alert piece to be notified of it
share it with your friends of anybody
else that might be able to use it our
website is Peterson Farms
usa.com that's our retail side and you
can check out our two main products that
we have Cerberus Live Scan uh which
allow us for EFT and the form 4 process
digital uh to help and ease and speed
that piece up and then Merlin which is
our warehouse and distribution Search
tool and we currently have approximately
12 data feeds that we're pulling from
and we can order from eight of them and
I have a meeting uh with a company that
is named after a bird later on today to
see if we can get them in and another
large distributor is supposed to be
sending me some pieces here as well to
work on that so hoping to add some more
pieces to merland to make it even more
useful but those are the ones we have
working right now again appreciate your
time if you have any feedback or
anything any topics that you'd like to
see on this podcast please reach out
happy to help
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