13.4.5  Initiating and Working a Case on TAMIS

Manual Transmittal

November 07, 2013

Purpose

(1) This transmits a revised IRM 13.4.5, Creating and Working a Case on TAMIS.

Material Changes

(1) 13.4.5.5.5 - removed example referencing "Potentially Dangerous Taxpayer (PDT)" .

Effect on Other Documents

None.

Audience

Taxpayer Advocate Service employees using TAMIS application.

Effective Date

(11-07-2013)

Signed by Nina E. Olson
National Taxpayer Advocate

13.4.5.1  (07-16-2012)
Introduction to Initiating and Working a Case on TAMIS

  1. This section provides direction for initiating a case on TAMIS and addresses all of the screens necessary to work the case.

  2. This section also addresses how to generate, view, download and print a Form 911H, Taxpayer Advocate Service Case Information History.

13.4.5.2  (07-16-2012)
Initiating a Case On TAMIS

  1. To create the initial case on TAMIS, there are several screens that you must complete. Depending on the circumstances of the case, additional screens are required; e.g., a Power of Attorney (POA) screen.

  2. This section describes how to complete the following screens:

    1. Taxpayer Screens 1, 2, 4, and 5. Taxpayer Screen 3, 7811 Determination, is discussed in IRM 13.4.5.3, Working a Case on TAMIS;

    2. Power of Attorney (POA);

    3. Congressional; and

    4. Transfer.

  3. As the case progresses, additional screens may be necessary, and fields may need to be updated. In order to maintain the accuracy of TAMIS, updates should be documented as close to the action as possible.

    Reminder:

    The proper usage of lower and upper case letters is very important in all of the fields.

13.4.5.2.1  (07-16-2012)
Taxpayer Information Screens

  1. There are five Taxpayer Screens; however, only screens 1, 2, 4, and 5 are completed when the case is initially created.

  2. Taxpayer Screen 1 of 5 displays upon selecting TAMIS on the Main Menu. If your Inventory screen displays, select the Case navigation button. Taxpayer Screen 1 of 5 has options to add an individual taxpayer with a domestic or foreign address, or a business taxpayer with a domestic or foreign address. These options are addressed in IRM 13.4.5.2.1.1 , Taxpayer Screen 1 of 5 – Individual Taxpayers, Domestic or Foreign Address.

  3. If you attempt to initiate a case on TAMIS and a case with a matching TIN already exists on the system, the warning message "This TIN is already present on an existing TAMIS case. Do you want to continue?" displays. Choose either the "Yes" or "No" option to continue. Research and determine if this is a duplicate, or a potential reopen. See IRM 13.4.5.6, Reopen Screen, for instructions on how to reopen a case.

    Caution:

    Until you have determined a case should be added, do not add the potential duplicate case.

  4. When a case or screen is initially saved, at a minimum, all the fields in which the label is in bold font must be completed. The bold fields represent the minimum amount of fields that must be entered to save the record.

  5. To navigate between fields you can either use the Tab key or the mouse.

  6. Once Taxpayer Screens 1, 2, 4 and 5 are completed, save your actions by selecting Save from the icon bar or Action and Save from the menu bar. This saves the case and generates a case file number. If required fields are not completed, the system prompts which fields require data to be entered.

  7. The Static Display information (TIN, MFT, Age, Secondary TIN, and TP) will not update until the case information has been refreshed. If you leave the case area and access a different part of the system (e.g., Inventory), the Static Display information will be present when you return to the case.

13.4.5.2.1.1  (07-16-2012)
Taxpayer Screen 1 of 5 - Individual Taxpayers, Domestic or Foreign Address

  1. The default setting for the Taxpayer Information Screen 1 of 5 is an individual taxpayer with a domestic address. If the taxpayer has a foreign address, check the Foreign Address field located at the top of the screen by either using the mouse or Space Bar. Selecting the checkbox displays a foreign address format.

  2. If the taxpayer is a business, you must check the Business field/checkbox located at the top of the screen. See IRM 13.4.5.2.1.2, Taxpayer Screen 1 of 5 – Business Taxpayers, Domestic or Foreign Address, for additional instructions.

  3. The Monitor and Suspend checkboxes are not used when initially adding a case to TAMIS. See IRM 13.4.5.3, Working a Case on TAMIS, for additional information regarding these checkboxes.

  4. Although all fields are not required to save the record, it is important to add as much information as possible when creating the case. In order to save the case, all the fields in bold font displayed on the screen must be completed. Taxpayer Screen 1 of 5 is the starting point for adding a case. The field descriptions follow.

  5. TIN- Primary and Secondary - the Taxpayer Identification Number (TIN) for individuals consists of a nine-digit Social Security Number (SSN). The hyphens must be input in the proper format for SSNs. If there is a File Source Code, you must input it in the field immediately following the Primary or Secondary SSN. Selecting question mark (?) displays the following list of values (LOV).

    1. * or asterisk = Invalid SSN IMF;

    2. D = Temporary TIN;

    3. N = Valid NMF;

    4. P = Valid SSN IRAF;

    5. V = Valid SSN BMF;

    6. W = Invalid SSN BMF; and

    7. X = Invalid SSN IRAF.

  6. Last Name – A 20-character field containing the taxpayer's last name. If the case involves married filing joint taxpayers, input the last name of the secondary taxpayer in the second Last Name line. This is a required field.

    Note:

    For married filing joint returns, which have or will have a split assessment account due to the filing of an Innocent Spouse Election, Separate Liability or Equitable Relief claim, only enter the inquiring taxpayer’s entity data on Taxpayer Screen 1 of 5. Enter the non-inquiring taxpayer’s TIN in the X-Ref field on Taxpayer Screen 5 of 5.

  7. First Name – A 15-character field containing the taxpayer's first name. If the case involves married filing joint taxpayers, input the first name of the secondary taxpayer in the second First Name line.

  8. M.I. – Middle Initial - A one-character field containing the middle initial of the taxpayer, if known. If married filing joint, input middle initial of secondary taxpayer, if known, in the second Middle Initial field.

  9. Title – A five-character field indicating the title of the taxpayer. The LOV entries provided are Miss, Mr., Mrs., and Ms.

  10. Address – Three-lines, each containing up to 35 characters for the taxpayer's address.

  11. City – A 33-character field indicating the name of the taxpayer's city.

  12. State – A two-character field indicating the state abbreviation where the taxpayer resides. Select a state from the LOV. The field populates with the correct abbreviation for the selection. The LOV also includes abbreviations for Armed Forces the Americas, Armed Forces Europe, Armed Forces Pacific, America Samoa, District of Columbia, Federated States of Micronesia, Marshall Islands, Northern Marianna Islands, and Virgin Islands US.

  13. Zip Code – A three-section, 12-character field to indicate the taxpayer’s ZIP Code.

    Note:

    A phone number is required if a complete address has not been entered. A complete address consists of either a domestic address with the Address, City, State, and Zip Code or a foreign address including the country. If you attempt to save the case when both the phone number and complete address are missing, an error message displays indicating that one or the other is required.

  14. Contact – A 17-character field to provide the name of the person to contact. For example, if the inquiry relates to a joint account, input the name of the spouse who should be contacted.

  15. Contact Title – A 17-character field to provide the title of the contact. For example: executor, CEO, Partner, or Vice- President or the title of a business taxpayer.

  16. Best Time – A 13-character field indicating the best time to contact the taxpayer or representative. Suggested format hh:mm a or p (h=hour, m=minute, a = am, p = pm).

  17. Phone – A 25-character field for the taxpayer’s phone number. Input the phone number with dashes. Space is available to add extension numbers. For example, 222-555-5555 ext 2555. If no phone number is available, input all zeroes in phone number format or the literal "No Phone" . To enter additional phone numbers beyond the two visible fields, while in the phone field, select the Insert Record icon from the icon bar or Record from the menu bar followed by Insert. The valid type of phone entries are as follows:

    1. B = Business;

    2. C = Cell;

    3. F = Fax;

    4. H = Home;

    5. M = Message;

    6. O = Other;

    7. P = Pager.

    Note:

    The checkbox next to the Phone Number field is used to identify the primary contact phone number.

    Note:

    This field is for the taxpayer's phone number only. Refer to the applicable screens for phone numbers of authorized representatives or Congressional offices.

    Note:

    If the taxpayer is hearing impaired and uses a TTY phone number for communication, select "Other" from the list of values and put TTY after the phone number in the taxpayer phone field.

  18. E-Mail – A 40-character field indicating the taxpayer’s email address. Refer to IRM 13.6.1.13.6, E-Mail Restrictions, for TAS policy regarding corresponding with taxpayers via email.

  19. Outreach – Two fields indicating how the taxpayer learned about TAS, or how the taxpayer’s inquiry was routed to TAS. If the outreach information is available when the case is identified, the code should be added at that time. If the outreach information is not available at the time the case is created, update the information as soon as known. An entry is required by case closure. The first field identifies whether it is the taxpayer’s initial request, subsequent request, or whether the operating division or function referred the inquiry and the taxpayer did not specifically request TAS. The LOV follows:

    1. 1 - Initial TP request for TAS assistance.

    2. 2 - Subsequent TP request for TAS assistance.

    3. 0 - Indirect receipt (no direct TP/Rep request for TAS assistance).

  20. Outreach – The second field indicates how the taxpayer learned about TAS. The LOV follows:

    1. 10 - IRS Publications/Forms/Notices

    2. 11 - IRS Websites

    3. 12 - Telephone directory listings: TAS offices/NTA Toll-free number

    4. 13 - TP/Rep made aware of TAS by BOD/Other Functional Area

    5. 20 - TAS Outreach to Congressional Offices

    6. 30 - TAS Outreach to Tax Practitioner/Tax Professional Community

    7. 40 - TAS external meetings/speeches/events

    8. 41 - TAS outreach to low income taxpayer clinics

    9. 50 - TAS outreach through the media (TV/radio/newspaper, etc.)

    10. 60 - Local Advocate Outreach Program

    11. 70 - Friend/acquaintance/neighbor

    12. 80 - Other (to be used when no other code is appropriate)

    13. 90 - TAS Disaster-Related Outreach (FEMA)

    14. 91 - TAS Disaster-Related Outreach (LITC)

    15. 92 - TAS Disaster-Related Outreach (SBDC)

    16. 95 - TAS Disaster-Related Outreach (Other)

    17. 00 - Indirect receipt (no direct TP/Rep request for TAS assistance)

      Note:

      Code 00 is used when the operating division or function sends a referral to TAS and TAS assistance is not specifically requested by the taxpayer; or a Congressional inquiry not addressed to TAS and not requesting TAS assistance. Secondary code 00 can only be used when the primary Outreach code is 0.

  21. Taxpayer Issue – A three-character field used to capture the taxpayer's perception of the problem/issue. The Taxpayer Issue Code (TIC) is a required field when creating a case based upon the information available at the time the case is created. Update the TIC if appropriate. Refer to the TAMIS Issue Codes listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  22. If the taxpayer has a foreign address check the Foreign Address field to bring up the format for adding a foreign address. The Address field is comprised of four lines, 35 characters each, and the 20-character Country field replaces the City, State and Zip Code fields. All fields are the same as previously described, except for the Address, City, State and Zip Code fields.

  23. Select the ">" button at the top left hand corner of the screen or Tab from the last field on the screen to navigate to the next Taxpayer Screen.

13.4.5.2.1.2  (07-16-2012)
Taxpayer Screen 1 of 5 - Business Taxpayers, Domestic or Foreign Address

  1. The default setting for the Taxpayer Screen 1 of 5 is an individual taxpayer with a domestic address. For a business taxpayer you must check the Business field located at the top of the screen. This displays the format used to create a case for a business taxpayer.

  2. Although not all fields are required, it is important to add as much information as possible when creating the case. In order to save the case, at a minimum all the fields in bold font must be completed. Taxpayer Screen 1 of 5 is the starting point for adding the case. The field descriptions follow.

  3. TIN – Enter the Employer Identification Number (EIN) of the business; using the EIN format. If there is a File Source Code/TIN Definer, you must input it in the field immediately following the TIN. If the File Source Code/TIN Definer is V or W, a Social Security Number (SSN) would be input. Selecting question mark (?) displays the following list of values (LOV).

    1. * or asterisk = Invalid SSN IMF;

    2. D = Temporary TIN;

    3. N = Valid NMF;

    4. P = Valid SSN IRAF;

    5. V = Valid SSN BMF;

    6. W = Invalid SSN BMF; and

    7. X = Invalid SSN IRAF.

  4. Name – A 35-character field containing the corporate name of the business. This is a required field.

  5. DBA – A 35-character field if the business has a "Doing Business As" name different than the entry in the Name field.

  6. Address, City, State, Zip Code – Refer to the earlier descriptions in IRM 13.4.5.2.1.1(10) – (13).

  7. Contact, Contact Title, Best Time, Phone, E-Mail – Refer to the earlier descriptions in IRM 13.4.5.2.1.1(14) – (18).

  8. Outreach, Taxpayer Issue – Refer to the earlier descriptions in IRM 13.4.5.2.1.1(19) – (21).

  9. If the business taxpayer has a foreign address, check both the Business and Foreign Address fields to bring up the format to input a foreign address for the taxpayer. The Address field is comprised of four lines of 35-characters each, and the 20-character Country field replaces the City, State and Zip Code fields. All fields are the same as previously described except the Address, City, State and Zip Code fields.

13.4.5.2.1.3  (07-16-2012)
Taxpayer Screen 2 of 5 - Hardship/Problem Description and Relief/Assistance Requested

  1. The Taxpayer Screen 2 of 5 must be completed to record both the Hardship/Problem Description and the Relief/Assistance Requested by the taxpayer. Both fields are required and allow up to 1000 characters. Use the scroll bar to view the entire text, if necessary.

  2. You must obtain the information to complete these fields from Form 911, Request for Taxpayer Advocate Service Assistance (And Application for Taxpayer Assistance Order), Taxpayer/Representative/Congressional correspondence, phone contact with the taxpayer or representative, or any other communication with the taxpayer or representative.

  3. Select the ">" button at the top left hand corner of the screen or Tab from the last field on the screen to navigate to the next Taxpayer Screen.

13.4.5.2.1.4  (07-16-2012)
Taxpayer Information Screen 4 of 5 - Actions taken or reasons problem not resolved/Circumstances creating economic burden and how TP affected if assistance not provide

  1. This screen is comprised of two sections; the Initiator section and Operations Actions section.

  2. The purpose of the top part of this screen is to identify the IRS employee who initiated the case as meeting TAS criteria.

  3. The Initiator fields are required fields whether the case was initiated by an Operating Division outside of TAS or was received as a direct receipt in TAS. If the Form 911 is initiated through Account Management Services (AMS), the fields populate systemically with the e-911 initiator information. In addition, if the case is initiated by an NTA Toll-free employee, the initiator fields populate systemically with the NTA Toll-free user's TAMIS Employee screen data. If a TAS user initiated the case from a direct receipt such as correspondence, Form 911 or a phone call to TAS, the TAS employee's information is input in the Initiator section. The field descriptions follow.

  4. Last Name/First Name – The name of the initiator of the case.

  5. Org – A two-digit field identifying the location of the initiator. Click on the "?" for a drop-down menu or refer to the current list of TAMIS Organization (Org) Codes located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  6. OpD Func – A two-digit field representing the OD/Function of the initiator for the case. For example: TA=TAS and WI=Wage and Investment. Click on the "?" for a drop-down menu or refer to the current list of Operating Division/Function (OD/Function) Symbols and Location Codes located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  7. OpD Loc – A maximum four-character field representing the location within the OD/Function of the case initiator. Only those location codes associated with the selected OpD Func will display. Click on the "?" for a drop-down menu or refer to the current list of Operating Division/Function (OD/Function) Symbols and Location Codes located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  8. Actions taken by OD to resolve problem or reason why problem could not be resolved/Circumstances creating economic burden and how TP will be affected if assistance not provided – These fields must be completed when TAS receives an inquiry from another OD/Function. Generally, the inquiry is received on a Form 911 or e-911; and the fields are completed based on the information provided on Form 911. NTA Toll-free TAMIS users are not required to complete the fields since they are acting on behalf of TAS. Both fields allow a maximum of 1000 characters. If the viewable screen space is completely populated, use the scroll bar to view the entire text.

  9. Select the ">" button at the top left hand corner of the screen or Tab from the last field on the screen to navigate to the next Taxpayer Screen.

13.4.5.2.1.5  (07-16-2012)
Taxpayer Screen 5 of 5

  1. This is the last Taxpayer Screen required to initiate a case in TAMIS.

  2. Although not all fields are required, it is important to add as much information as possible when creating the case. In order to save the case, all the fields in bold font displayed on the screen must be completed. The field descriptions follow.

  3. Language – Identify the language the taxpayer, or the Power of Attorney, wants to use when discussing his or her problem. English is the default language. Select the appropriate language from the LOV. English is shown first, followed by Spanish. The balance of the languages are displayed in alpha order. If the primary language is not included in the LOV, select "other" and manually enter the language (up to 20 characters). The entry must be in ALL CAPITAL letters. Below is the LOV for the language:

    • ARABIC

    • CHINESE

    • FRENCH

    • GERMAN

    • GREEK

    • ITALIAN

    • JAPANESE

    • KOREAN

    • POLISH

    • PORTUGUESE

    • RUSSIAN

    • TAGALOG

    • THAI (LAOTIAN)

    • VIETNAMESE

  4. Disability – If the taxpayer has a communications-related disability, select the appropriate code. This is a required field which systemically defaults to N – None. The LOV choices follow:

    1. H - Hearing

    2. S - Sight

    3. B - Both Hearing and Sight

    4. N - None (default)

  5. Primary Core Issue Code – The Primary Core Issue Code (PCIC) is a three-digit code to indicate the most significant issue, policy, or process causing the taxpayer’s problem. It may or may not be the same code as the Taxpayer Issue Code (TIC). The field is mandatory. If while working the case you determine the code is incorrect, you may change it to reflect the correct code. Refer to the TAMIS Issue Codes listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  6. Secondary Core Issue Code(s) – The Secondary Core Issue Code (SCIC) is a three-digit code used to identify the secondary issue(s) in a case. If while working the case you determine the code is incorrect or missing, you may change it to reflect the correct code. Multiple SCICs can be entered. To input more than two SCIC, place cursor in either SCIC field, click on Record and Insert. Select SCIC from LOV. Use the scroll bar to view the additional SCIC entries. Click on the “?” for a drop-down menu of issue codes or refer to the TAMIS Issue Codes listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  7. MFT Fields – This includes the fields for the MFT Code, Tax Period, and Plan. At least one entry in the MFT Code and Tax Period fields is required. Three entries or rows display on the screen. If more entries are needed, place the cursor in the MFT code field, then select Record then Insert from the menu bar. Use the scroll bar to view the additional entries. Saved MFT and Tax Periods cannot be removed (using the Record – Remove command) if the MFT and Tax Period has been checked or selected on either the OAR or POA screens.

    1. Code – A required two-digit entry containing the Master File Tax Code (MFT) associated with the tax form involved. If the inquiry is non-account related and there is no MFT associated with the case, enter "00" . Click on the “?” for a drop-down menu of MFT codes or refer to the TAMIS Issue Codes listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

    2. Tax Period – A required six-digit field in YYYYMM format for the tax period(s) involved. If the inquiry is non-account related and there is no tax period associated with the case, enter “000000” in this field.

      Note:

      Duplicate MFT and tax periods are not permitted.

    3. Plan – This field is completed when the Employer Identification Number (EIN) is added to the system with the definer/file source code P. The appropriate plan number should be added.

  8. How Received – This is a required field. It is used to track how TAS received each case. Click on the “?” for a drop-down menu.

    1. A - 1-877-ASK-TAS1 toll-free calls

    2. C - TP/Rep files F 911 or other correspondence to TAS;

    3. N - NTA Toll-Free

    4. P - TP/Rep calls TAS

    5. R - Function identifies as meeting TAS criteria - referral to TAS

    6. S - Function refers to TAS at TP/Rep request

    7. W - TP/Rep visits TAS walk-in area

    8. X - Congressional to function and no request for TAS assistance

    9. Y - Congressional to TAS or request for TAS assistance

    Note:

    If a case is added by an NTA Toll-free user, the How Received field is systemically populated with an "N" .

  9. IRS Rcv Date – Insert the date the IRS received the inquiry. The format is MMDDYYYY. The field is required.

  10. TAS Rcv Date – Insert the TAS received date (TARD). The format is MMDDYYYY. The field is required. The TAS Received Date entry must be equal to or later than the IRS Received Date.

    Note:

    If you need to correct the IRS Received Date or the TAS Received Date, correct the TAS Received Date first since the TAS Received Date must be equal to or later than the IRS Received Date.

    Reminder:

    If the TAS Received Date is updated within 30 days from the TAMIS Received Date, the linked Initial Case Action Due record updates systemically.

  11. TAMIS Rcv Date – A date field showing the date the case was created and saved in TAMIS. The field populates systemically once the process for creating a case is complete and the information saved. The field can not be edited.

  12. ICP/DI/AMS – The systemically populated field identifies whether the case was uploaded from Account Management Services (AMS). The field systemically populates a "Y" if the case was created through AMS or with the letter "N" if the case was added directly to TAMIS. The field can not be edited.

  13. BOD – A required two-digit field with a LOV to identify the business operating division (BOD) of the taxpayer based upon the BOD identifier on IDRS.

    1. LM - Large Business and International

    2. SB - Small Business/Self Employed

    3. TE - Tax Exempt/Government Liaison

    4. WI - Wage & Investment

  14. BODC – A three-character field that contains the BOD Client Code (BODC). The code identifies the account as a member within a particular client segment or sub-group of the tax account’s current BOD. The valid entry consists of three characters where each character position has a range of 36 values: 0-9, A-Z and blank (null) as a non-significant value. The field is not required.

  15. Criteria Code – A required one-digit field, with an LOV, used by TAS to indicate the criteria met for entry into the TAS program. Refer to the Criteria Code listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

    Note:

    If the criteria code is updated within 30 days from the TAMIS Received Date, the linked Initial Case Action Due record updates based on the new criteria.

  16. Added by – The field is systemically populated with the Employee ID # of the user initiating the case on TAMIS or uploading the case from AMS.

  17. ECMS/e-trak Control # – If the case is on e-trak input the control number. The field allows up to 14 characters. Refer to IRM 13.1.9.3, Executive Control Management System (ECMS) Case Procedures, for additional information.

  18. Special Case – A two-character field with a LOV, used to identify specific types of cases. Refer to the Special Case Code listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  19. XREF TIN – Use the field to identify a related EIN or SSN different from either the Primary or Secondary TIN.

    Example:

    For married filing joint returns, which have or will have a split assessment account due to the filing of an Innocent Spouse Election, Separate Liability or Equitable Relief claim, only enter the inquiring taxpayer’s entity data on Taxpayer Screen 1 of 5. Enter the non-inquiring taxpayer’s TIN in the X-Ref field on Taxpayer Screen 5 of 5.

  20. Local Use, Local Use 2, NTA Use, Sys Adv Use, N.O. Use – National Office and local management provides guidance for the use of these fields. Maximum 5 character field.

    Example:

    Insert "NTAHQ" in the N.O. Use field to identify NTA Correspondence.

  21. After all of the required data is entered, save the case by selecting Save from the icon bar or Action, then Save from the menu bar. If you try to save the case, and required fields are empty, you will receive an error message identifying the required entry. The cursor moves to the empty field(s) in sequential order, and the appropriate error message displays, prompting you to complete the field.

  22. When you have added all of the information necessary to create a case and the screens are saved, the Static Display area systemically populates with the data and a Case File number is generated.

  23. TAS Employees Window – This pop-up window displays a list of all the active users in the Org code allowing direct case assignment to a TAMIS user immediately upon "saving" a case. Place the cursor in the row identifying the user to which the case will be assigned, then select "Okay." If the option "No Employee" or "Cancel" is selected, the case defaults to the unassigned or "0" inventory.

    Note:

    The TAS Employees Window used for direct case assignment does not display for NTA Toll-free users.

    Note:

    A history item writes to the History Screen when the case is assigned to a TAMIS user.

13.4.5.2.2  (07-16-2012)
Additional Screens for Initiating a Case

  1. There may be circumstances when you are creating a case on TAMIS that you would complete other screens in addition to Taxpayer Screens 1, 2, 4 and 5.

  2. If the taxpayer has an authorized representative, you must complete the POA (Power of Attorney) screen.

  3. If the inquiry is from a Congressional office, you must complete the Congressional screen.

  4. If the case meets transfer criteria per IRM 13.1.17.1,Case Transfer Process, you must complete the Transfer screen.

13.4.5.2.2.1  (07-16-2012)
POA Screen

  1. Selecting the POA button in the Application Navigation area displays the POA screen.

  2. The POA screen is used to add an authorized taxpayer representative based on Form 2848, Power of Attorney and Declaration of Representative, Form 8821, Tax Information Authorization, or any other valid representative authorization.

  3. The screen is divided into two sections. The first section identifies the POA's firm. The second section is used to identify the representative within the firm. The system allows multiple Contact screens to be associated with a Firm.

  4. If the POA has a foreign address check the Foreign Address field to bring up the format for adding a foreign address. The field descriptions follow.

    Reminder:

    The proper usage of lower and upper case letters is very important in all of the fields.

  5. 2848/8821/Other – This is a required entry. Use the radio buttons to select the type of authorization. If Other is selected you must insert an explanation (maximum 15 characters).

    Note:

    This screen is not intended to document "oral consent" . Enter the information regarding "oral consent" on the History screen. When the case closes, the "oral consent" expires.

  6. Firm Name – This is a required field. Add the name of the POA’s firm. If the representative does not work for a firm, or the firm’s name is unknown, add the name of the representative in the Firm section.

  7. Address, City, State, Zip – These are required fields. Enter the address of the firm or the representative, if no firm exists. Select the state from the list of values. If the POA has a foreign address, check the Foreign Address checkbox. The address format changes to remove the City, State, and ZIP Code fields and replace with a field to identify the country.

  8. MFT/Tax Period/Plan No. – Check the MFTs, Tax Periods and Plan numbers for which the representative is authorized. The MFT and Tax Period choices mirror the entries on Taxpayer Screen 5 of 5. At least one must be checked.

  9. Auth. By - This is a required field. Select from the LOV:

    1. Primary TIN

    2. Secondary TIN

    3. Both

  10. Contact Last Name – This is a required field if the Contact section is completed. Enter the last name of the contact or representative.

  11. First Name – Enter the first name of the taxpayer’s representative.

  12. M.I. – Enter the middle initial of the taxpayer’s representative, if known.

  13. Title – Enter the representative’s title. The LOV choices are Miss, Mr., Mrs., or Ms. If none of the LOV apply, you can enter text up to 5 characters.

  14. Phone – Enter the representative’s phone number (including area code). The field allows up to 25 characters.

  15. CAF # –- Enter the Centralized Authorization File (CAF) number, if available.

  16. Fax – Enter the representative’s fax number (including area code). The field allows up to 25 characters.

  17. Authorized to receive letters/notices – Shows that representative is authorized to receive letters and notices. Box is defaulted with a checkmark; remove check if not authorized.

  18. E-mail – Enter the email address of the representative. Taxpayer information may not be included in any outgoing email to the representative.

  19. Designation – This is a required field. Select from the following LOV:

    1. Attorney

    2. Certified Public Accountant

    3. Enrolled Actuary

    4. Enrolled Agent

    5. Family Member

    6. Full-time Employee

    7. Officer

    8. Other

    9. Unenrolled Return Preparer

  20. Date Form 2848/8821 Sent To CAF – Enter the date you sent either of the forms to the CAF Unit.

  21. POA Rescinded – Input the date the POA was either revoked by the taxpayer or withdrawn by the representative.

  22. Save your action by selecting Save from the icon bar or Action followed by Save from the menu bar.

13.4.5.2.2.1.1  (07-16-2012)
Multiple POAs

  1. Taxpayers may have more than one representative within a firm. Additional firms and representatives can be added to the POA screen.

  2. When adding multiple Firms, place the cursor in the Firm Name field and select Record, followed by Insert from the menu bar. A blank POA screen displays for inserting the record.

  3. If adding additional Contacts within a Firm, place the cursor in the Contact section - Last Name field and select Record, followed by Insert from the menu bar. A blank POA Contact screen displays for inserting the record.

  4. To view the additional Firm or Contact Screens use the scroll bars. The top scroll bar allows you to view multiple Firms, and the bottom scroll bar allows you to view multiple Contacts within a Firm.

13.4.5.2.2.2  (07-16-2012)
Congressional Screen

  1. When you receive an inquiry from a Congressional office, you must complete this screen to record the Congressional data.

  2. Select the Congress button in the Application Navigation area to display the Congressional screen. The field descriptions follow.

  3. Last Name –This is a required field. Enter the last name of the U.S. Representative or U.S. Senator.

  4. First Name –This is a required field. Enter the first name of the U.S. Representative or U.S. Senator.

  5. M. I. –Enter the middle initial, if known.

  6. Personal Title –Under certain circumstances the salutation of a letter would be Dear Mr. Smith, rather than Dear Congressman Smith. When this type of salutation is required, select the appropriate personal title from the LOV (Miss, Mr., Mrs., or Ms.).

  7. Senator/Representative –This is a required field. Select the appropriate radio button; Representative is the default value.

  8. Title –The Title populates with either U.S. Representative or U.S. Senator, depending on the radio button selected. If the title is different from those in the default setting, select from the list of values. Refer to the Congressional Titles listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

  9. District # – A two-digit field used to enter the number of the Congressional district, generally found on the Congressional letterhead.

  10. State – This is a required field. Select the appropriate state from the list of values.

  11. Committee – Enter name of the committee, if the inquiry was received from the Senate Finance Committee (SFC) or the Ways and Means Committee. These cases would generally be received through e-trak.

  12. Address, City State, Zip – These are required fields. Enter the information for the Congressional office. Select the state from the list of values.

  13. Aide's Name –- Enter the first and last name, respectively, of the Congressional aide assigned to the case. For example: Mary Smith.

  14. Phone # – Enter the Congressional Aide's phone number (including area code).

  15. Fax # – Enter the Congressional Aide's fax number (including area code).

  16. E-mail –Enter the Congressional Aide's email address, if available.

  17. Received Date –This is a required field. Enter the date TAS received the Congressional inquiry. If worked by the Governmental Liaison or Disclosure Office, enter the date IRS received the inquiry. The format is MM/DD/YYYY.

    Note:

    The received date cannot be earlier than the TAS Rcv Date on Taxpayer Screen 5 of 5.

  18. Closed Date –Enter the date the closing contact was made with the Congressional office. Enter either the correspondence date or telephone contact date of the closing action. The format is MM/DD/YYYY.

  19. System Add –The field systemically populates with the date the Congressional screen was saved in TAMIS.

  20. Disclosure Release Received –Check the field to indicate you received the disclosure authorization. If the Congressional office has not provided you with a valid disclosure authorization from the taxpayer, leave this field blank.

  21. Duplicate –The field is systemically populated and cannot be edited. The intent of this field was to capture multiple Congressional records added to a single case, which is not the current method of loading Congressional cases. The functionality of this field is no longer viable and not used when working a case.

  22. If inquiries are received from multiple Congressional offices, even on the same issue or the same taxpayer, add a new Congressional case.

  23. Refer to IRM 13.1.8, Congressional Affairs Program, for additional guidance on working Congressional cases.

13.4.5.2.3  (07-16-2012)
Transfer Screen

  1. To transfer a case, you must use the Transfer screen to execute the transfer.

  2. Select the Transfer button in the Application Navigation to display the Transfer screen.

  3. To transfer a case, you must meet certain time frames for an initial contact. Transfer time frames are based on the TAS Received Date. Refer to IRM 13.1.17.5, TAS Transfer Time Frames.

  4. Cases with open OARs cannot be transferred.

  5. Cases cannot be transferred to NTA Toll-free (Org code N#), Immediate Intervention (Org code 12), or Advocacy Projects (Org code 15).

  6. NTA Toll-free users are prohibited from transferring cases to National Office ’00,’ the Area Offices (Org codes ending in ‘0’ ), and campus locations.

  7. The field descriptions follow:

    1. Age – Systemically displays the age of the case.

    2. Transfer From – Systemically displays the transferring Org code.

    3. Transfer To – This is a required field, which requires the two-digit organization code of the TAS office where the case is being transferred. Click on the “?” for a drop-down menu or organization codes or refer to the list of TAMIS Organization (Org) Codes on the TAMIS IRM web page. http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

    4. Transfer Date –Systemically generated based upon the date the case is transferred.

    5. Next Contact Date – This is a required field if the TP Notified of Transfer checkbox is selected.
      1) If there is an open or unchecked action item on the Case Actions screen, the Next Contact Date field systemically populates based on the earliest Case Actions screen the Next Contact Date (NCD) or the Estimated Completion Date (ECD) entries.
      2) If there are no open or unchecked NCD or ECD action items on the Case Actions screen, an entry is not required unless the TP Notified of Transfer box is checked. If the TP Notified of Transfer box is checked, and there are no open action items, enter the promised contact date when the TP was notified of the transfer.

    6. Open IDRS Control to # – If there is an open IDRS control related to the inquiry, enter the IDRS number of the employee controlling the case.

    7. Reason For Transfer – This is a required field. Click on the “?” drop-down menu or refer to the list of Transfer Reason Codes located on the TAMIS IRM web page http://tas.web.irs.gov/tech/tamis/updates/7127.aspx..

    8. Additional Explanation – Use this field if additional space is needed to explain why the case is being transferred. In addition, this field can be used to describe attachments. The field allows up to 100 characters.

    9. TP Notified of transfer – Check this box to confirm you notified the taxpayer of the transfer. This box must be checked if the case is transferred after the allowable transfer time frame; otherwise the field does not have to be checked.

    10. No Documents – Check this box only if no documents are being provided to the receiving office.

    11. Attached, Faxed, Mailed – One or more of these checkboxes must be selected if there are documents being sent for the case. The checkbox indicates how the documents are being transmitted to the transfer-to office.

    12. Transferring Case Advocate – Systemically generated fields based upon the person executing the transfer on TAMIS.

  8. When all of the information is entered on the screen select Save from the icon bar or Action followed by Save from the menu bar to execute the transfer. The message "Do you want to transfer this case?" displays in a pop-up dialogue box (Transfer Confirmation). Select "Yes" to execute or "No" to cancel the transfer.

  9. A history or note is generated to the History screen recording the transfer-from office, transfer-to office, and the user that executed the transfer.

  10. Once the transfer is executed, the case routes to the Unassigned Inventory of the receiving office. Refer to IRM 13.4.6, Management Inventory Screens for questions regarding assigning inventory.

  11. If the case has been transferred more than once, use the scroll bar to view the additional transfer information. To execute an additional transfer, select Record, followed by Insert from the menu bar, to generate a blank Transfer screen.

  12. Level 4 permissions users within the Org assigned, or a level 5 permission user, may update or edit the saved transfer reason code.

13.4.5.3  (07-16-2012)
Working a Case on TAMIS

  1. This section describes how each of the screens used for case processing operate and how they interact with each other. Information documented on certain screens summarizes and posts to other screens, making management of your inventory easier. The following screens are discussed:

    1. Employee Inventory

    2. Initial Actions 1 & 2

    3. Action Plan

    4. Taxpayer Screen 3 of 5 (§7811 Determination)

    5. Case Actions

    6. History

    7. OAR

    8. Third Party

    9. Related Cases

    10. Referral

    11. Case Factors

    12. Closing Actions

    13. Chargeout

    14. Access Log

    15. Reopen

    Note:

    The Application Navigation area referenced throughout the IRM is on Taxpayer Screen 1 of 5.

  2. The Monitor and Suspend checkboxes on Taxpayer Screen 1 of 5 are used to indicate the case status. An open case is placed in Monitor status (select the Monitor checkbox) when no substantive actions are being performed and the Case Advocate is monitoring the case (such as waiting for an IDRS adjustment to post). The Suspend checkbox is used to temporarily suspend a referred case. The referred-to office may select this option while waiting for an action to be completed prior to returning the referred case to the originator.

  3. The Time Recording system (Time screens) captures the time associated with working a case. It systemically records the amount of time the open case is displayed on TAMIS. In addition, any offline case activity should be manually entered on the Time Adjustment screen. For additional information on the Time screens, refer to IRM 13.4.5.9.

13.4.5.3.1  (07-16-2012)
Employee Inventory Screen

  1. The Employee Inventory screen is designed to assist with TAS inventory management. Scheduled actions, from the Case Actions screen, are displayed on the Employee Inventory screen in various sort orders (discussed below). The Employee Inventory screen is accessed by selecting the Inventory button from the Application Navigation area.

    Note:

    If your Employee screen User Preference is set to Inventory, the system automatically displays the Employee Inventory screen when you log into TAMIS.

  2. Select the appropriate radio button to display various inventory options:

    1. Daily – displays a list of all cases requiring action that day as identified on the Case Actions screen. The display includes cases requiring contact that day and cases with overdue contact actions.

    2. Weekly – displays a list of all cases requiring action today, plus over the next six days, as identified on the Case Actions screens. The display includes cases requiring contact on the day the list is generated and cases with overdue contact actions.

    3. Total - displays a list of the total inventory.

  3. The Employee Inventory screen is divided into two sections. The top portion of the Employee Inventory screen displays regular cases, and the bottom portion shows referred-in cases. The field descriptions follow.

    1. Case No – Identifies the case file number.

    2. Case No Go-to button – The three raised dots next to the Case No field is the “Go-to” button. Click the Go-to button to view or access the case.

    3. New Case – An asterisk is shown when a case is initially assigned to an employee. The asterisk displays until the employee or user accesses the case.

    4. TIN – Identifies the primary TIN on the case.

    5. Taxpayer Name – Identifies the primary and secondary taxpayer name(s).

    6. Criteria – Identifies the Criteria Code.

    7. Status – Identifies the current status of the case. The values are O (open), M (monitor), R (referral) and S (suspend).

    8. Alert Ind. – Alerts you that someone else added a history to the case. When a history is added by someone other than the case owner, a check mark displays in the field. Clicking on the checkmark, or in the field, displays the last History screen added. The alert indicator is turned off once the History screen is accessed.

    9. TAS Rcv Date – Identifies the TAS Received Date.

    10. Action Date - Identifies the date of the scheduled action from the Case Actions screen. The Action Date field displays an open action date from the Case Actions screen based on the following:
      • If there are multiple open action dates, equal to or earlier than the System Date, the date displayed is determined by the Action Type (C, E, and F). The earliest C or E Action Type/Date displays. The F Action Type only displays if the C and E Action Types are closed or checked.
      • If all the Action Dates are greater than the System Date, the earliest Action Date displays.
      • If after applying the rules above, there are multiple Action Types scheduled on the same day, the action displayed is based on the Action Type; Next Contact Date ‘C’ first, Estimated Completion Date ‘E’, then Follow-up Date ‘F.’

    11. Action Type – Identifies the type of scheduled action.
      C - Next Contact Date (NCD)
      E - Estimated Completion Date (ECD)
      F - Follow-up Date (FUD)

  4. The inventory can be sorted in ascending or descending order based on the following options:

    1. Case No

    2. New Case (indicator)

    3. TIN

    4. Taxpayer

    5. Criteria

    6. TAS Rcv Date

    7. Action Date

    8. Action Type

  5. Use the scroll bar to view additional inventory not appearing on the screen.

13.4.5.3.2  (07-16-2012)
Initial Actions Screen

  1. The Initial Actions screen is used to capture initial case actions. Completion of the screen is mandatory.

  2. To display the Initial Actions screen, select the Initial Actns button from the Application Navigation area.

  3. The screen is made up of two separate screens, consisting of check boxes and text fields. The "<" and ">" buttons in the upper left corner can be used to navigate between the two screens.

  4. You are responsible for recording all initial case actions and may update the information at any time. If updates are made to the Initial Contact Type or Date, a message is written to the History screen indicating a modification was made and the date of the change.

  5. If there are multiple Initial Actions screens due to reopens, an additional window displays to allow selection of the appropriate Initial Actions screen. The following fields display to assist in selecting the correct Initial Actions screen. Click the OK button to select:

    1. TAS Received Date

    2. TAMIS Received Date

    3. TAS Closed Date

    4. TAMIS Closed Date

  6. The field descriptions follow.

    1. Requested Item(s) – Selecting this button opens the Case Actions screen allowing you to document items requested (for example, copies of tax returns) and set the Next Contact or Follow-up dates.

    2. IDRS Control Established Date – Enter the date you controlled the case on IDRS.

    3. Research Systems – Used to record systems researched. The field allows 100 characters of data and a scroll bar to view the entire entry.

    4. Verify: POA/Congress and Third Party – Complete the checkboxes to document verification, if applicable.

  7. Use the Operation’s Contact section to record the Operating Division employee who is either assigned the case or is the contact person assisting TAS with resolving the issue (for example, lien clerk, campus employee with open IDRS control, or Appeals officer). The fields are:

    1. Org – Select the TAS office code that matches the geographic location of the operational contact. Select the Org code from the list of values (LOV).

    2. Func – Select the Operating Division/Function from the LOV. Selecting the applicable unit populates the field with the corresponding symbol.

    3. Func Loc – Select the Operating Division/Function Location from the LOV. Selecting the applicable unit populates the field with the corresponding symbol.

    4. Last Name – Enter the last name of the Operation’s contact.

    5. First – Enter the first name of the Operation’s contact.

    6. Phone – Enter the telephone number of the Operation’s contact.

  8. Use the Suspend Collection Action section to record how enforced collection was suspended, and the length of the suspension. The fields are:

    1. REQ77 (TC 470) - Check the box if IDRS transaction code 470 was used.

    2. STAUP Status - Input the IDRS notice status of the account after collection action is suspended.

    3. Cycles - Input the number of cycles of the STAUP.

    4. ACS Hold Days - Input the number of days ACS suspended collection action, if the account required an ACS hold.

    5. ASGNI/ASGNB Cycles - The number of cycles the TDI notices were suspended.

    6. Request/Suspend Date - If data is entered in the previous Suspend Collection Action fields, the requested date is required.

    7. Emp. Contacted for Hold - Enter the name of the OD/Function employee contacted to suspend collection.

    8. Phone - Enter the telephone number of the OD/Function employee contacted to suspend collection.

      Note:

      You can select the Requested Item(s) button and set a follow-up date for the collection hold expiration date.

  9. The Initial Actions screen 2 of 2 is used to document initial contact actions. The screen is designed to assist with inventory management and the scheduling of Follow-up, Next Contact, and Estimated Completion Dates.

  10. The field descriptions follow.

    1. Initial Contact Type – Select the appropriate entry to document the method of initial contact. If a date is entered in the Initial Contact Date field, a method of contact is required.
      Choose from the following list of values:
      E - Email
      F - Face-to-face
      L - Letter
      N - Not Applicable
      O - Other
      P - Phone

    2. The Initial Action screen permissions have been expanded. The case owner, a level 4 permission user in the Org code, or a level 5 permissions user, can input the initial contact information. This lifts the restriction that a case must be assigned before an Initial Contact Type and Date can be entered. The expanded permission applies to all entries on the Initial Actions screen.

    3. Initial Contact Date – This is a required field which must be completed by case closure. Enter the date the initial contact was made. When the Initial Contact Date is saved or edited, a message writes to the History screen documenting the input or action date, and the Initial Contact Date.

    4. Checkboxes – A list of initial contact actions displays. Document completion of the initial contact actions by checking the appropriate box. Refer to IRM 13.1.18.3, Initial Contact. The initial contact checkboxes include:
      - Made Positive Identification of TP
      - Advised of TAS Involvement
      - Provided Name, Title, Address, Phone #, Hours, ID#
      - Provided Apology (if appropriate)
      - Clarified or Restated Issue
      - Provided Independence Statement

      Note:

      The "Made Positive Identification of TP" checkbox should not be used when the initial contact communication with the taxpayer is through correspondence. Positive identification of the taxpayer can only be verified through verbal contact.

    5. Estimated Completion Date Provided – Enter the Estimated Completion Date provided to the taxpayer. The entry or date systemically populates the Case Actions screen with an "E" action type definer. The systemic entry on the Case Actions screen can not be edited. You can not enter a date that is earlier than the TAS Received Date or exceeds one year from the current date.

    6. Revised Estimated Completion Date – Enter the Revised Estimated Completion Date provided to the taxpayer. You can not enter a date that is earlier than the Estimated Completion Date or exceeds one year from the current date. The entry or date systemically populates the Case Actions screen with an "E" action type definer. Each modification to the Revised Estimated Completion Date writes to the Case Actions screen with a unique identifier as to the revision number.

      Example:

      When the Revised Estimated Completion Date is entered the action populates the Case Actions screen with the text "Revised Estimated Completion Date Rev - 1" . If the Revised Estimated Completion Date is updated, the action populates the Case Actions screen with the text "Revised Estimated Completion Date Rev - #" . The number sign represents the number of updates.

    7. Next Contact Date – A Next Contact Date (NCD) entered from this screen systemically populates the Case Actions screen with a "C" action type definer. You may not schedule an action date earlier than the current (system) date or more than 90 days from the current date.

    8. NCD Action/Requested Items – If an NCD is entered, the accompanying text is required to indicate the next action or requested item. Both the NCD and the narrative systemically populate the Case Actions screen.

    9. Follow Up Date – A Follow up Date (FUD) entered from this screen systemically populates the Case Actions screen with an "F" action type definer. You may not schedule an action date earlier than the current (system) date or more than 90 days from the current date.

    10. FUD Action/Requested Items - If an FUD is entered, the accompanying text is required to indicate the follow up action or requested item. Both the FUD and the narrative systemically populate the Case Actions screen.

    11. Print Button – Select the Print button to generate a report of the Initial Actions screen entries, which can be printed.

  11. Save the entries by selecting Save from the icon bar or Action, followed by Save from the menu bar.

  12. When reopening a case, you must complete a new Initial Actions screen. To access a new Initial Actions screen, select the Initial Actions button from the Application Navigation area. A window displays listing the original and reopened case(s). The screen displays the TAS Received Date, TAMIS Received Date, TAS Closed Date and TAMIS Closed Date for the original and reopened cases. Select the "OK" button for the reopened case to open the Initial Actions screen for recordation.

13.4.5.3.3  (07-16-2012)
Action Plan Screen

  1. The Action Plan screen is used to document a plan of action to resolve the taxpayer’s case. An action plan is one of the initial actions required for each case. Refer to IRM 13.1.18.2.3, Develop an Action Plan, for more information.

  2. As the case develops, the action plan may change and additional actions can be added. The action plan should represent a list of things to be done on the case that anyone else would be able to follow.

  3. Select the Action Plan button from the Application Navigation area to display the Action Plan screen.

  4. The field descriptions follow.

    1. The Left Column – Systemically populated to display the sequential record number of the entries on the Action Plan screen.

    2. The Middle Column – Maximum 70-character text box. The case owner, or a level 4 permission user in the same Org code, can edit the text field up until midnight, Eastern Time, on the day of input.

    3. The Right Column – Systemically generated date the action plan record was entered.

    4. The Scroll Bar – Allows you to view additional action plan records not initially visible on the screen.

  5. Save the information by selecting Save from the icon bar or Action followed by Save from the menu bar.

  6. Once the Action Plan is entered and saved, the history item "Action Plan Added on MM/DD/YYYY" systemically generates to the History screen. As additional action plan entries are saved, the text "Action Plan Updated on MM/DD/YYYY" is systemically written to the History screen.

13.4.5.3.4  (07-16-2012)
7811 Determination/Recommendation for Relief or Assistance - Taxpayer Screen 3 of 5

  1. TAS is required to determine and record the IRC § 7811 Significant Hardship Determination. You must record the determination on Taxpayer Screen 3 of 5.

  2. To display Taxpayer Screen 3 of 5, select the Case button from the Application Navigation area. Taxpayer Screen 1 of 5 displays; use the ">" button at the top left corner of the screen to move through the Taxpayer Screens.

  3. The IRC § 7811 Significant Hardship Determination must be completed before the Operations Assistance Request (OAR) Screens and Closing Actions screens can be accessed. The field descriptions follow.

  4. 7811 Determination – Document whether or not the case meets the definition of "Significant Hardship" . The choices are "Y" - Yes or "N" - No, and "0" for criteria code 0 cases. Follow the procedures in IRM 13.1.18.7, Making an IRC §7811 Significant Hardship Determination.

    1. The value of "0" is systemically generated if the criteria code entered on Taxpayer Screen 5 of 5 is "0" . The only way to change the 7811 Determination field from "0" to "Y" or "N" , is to change the criteria code on Taxpayer Screen 5 of 5.

    2. The 7811 Determination field can be updated from "Y" to "N" or from "N" to "Y" as needed, regardless of the criteria code. There is no limit to the number of changes that can be made prior to case closure.

    3. Once the TAMIS Closure Date is saved, the 7811 Determination field can only be changed by a level 5 permissions level user.

  5. Explanation – You must enter an explanation of why a significant hardship does or does not exist in this text field. The text field allows up to 2000 characters. If the viewable screen space is completely populated, use the inner scroll bar to view the entire text.

  6. Explanation Updated – If the Explanation text box is updated, the Explanation Updated field displays a "Y" otherwise an "N" .

  7. Login – The systemically generated field displays the TAMIS Login Name of the user that added or last edited the 7811 Determination field.

  8. Date – The systemically generated field displays the date the user added or last edited the 7811 Determination field.

  9. 7811 Updated – If the 7811 Determination field is updated, the 7811 Updated field displays a "Y" , otherwise an "N" .

  10. LTA Action – The Local Taxpayer Advocate (LTA), or Acting LTA, is required to document on TAMIS his or her concurrence with a change in the 7811 Determination from a "Y" to "N" . The LTA selects the radio button to document the decision. Refer to IRM 13.1.18.7, Making an IRC 7811 Significant Hardship Determination.

    1. No Action – This radio button is the default setting and indicates no action is required from the LTA.

    2. Concur – The LTA selects this radio button to concur or agree with the 7811 Determination of "N" .

    3. Deny – The LTA selects this radio button to disagree or deny the 7811 Determination of "N" .

    4. Date – The LTA enters the date of their decision.

    5. Login – The systemically generated field displays the TAMIS Login Name of the user that entered and saved the entries in the LTA Action fields.

  11. TAO Issued – Input the date if a Taxpayer Assistance Order (TAO) is issued. Only a permission level 4 user in the Org code can input the entry.

  12. TAO Code – The TAO Code field is systemically generated and displays the TAO/Relief Code if codes 07 – 10 are entered on the Closing Actions screen.

    Reminder:

    TAO/Relief Codes 07 – 10 are only appropriate if the 7811 Determination is "Y" .

    Note:

    Only TAMIS users with permission level 4 within the same Org, may enter TAO Codes 07, 08, 09 and 10 in the TAO/Relief Code field.

  13. Recommendation for Relief or Assistance – Enter your recommendation for relief or assistance. The text field allows up to 2000 characters. If the viewable screen space is completely populated, use the inner scroll bar to view the entire text.

  14. Scroll Bar – Use the outside scroll bar to view additional Taxpayer Screen 3 of 5 screens created when cases are reopened.

  15. Save the information by selecting Save from the icon bar or Action followed by Save from the menu bar.

  16. When a case is reopened, a new Taxpayer Screen 3 of 5 must be completed.

13.4.5.3.5  (07-16-2012)
Case Actions Screen

  1. The Case Actions screen is used to record estimated completion, next contact and follow-up dates. The Case Actions screen or the History screen can be used to schedule case actions. All recorded actions are maintained on the Case Actions screen.

  2. Follow-up Date (FUD) , Next Contact Date (NCD), or Estimated Completion Date (ECD) entries display on the Employee Inventory screen which assists in inventory management.

  3. The text field allows a maximum 40 characters. If a more detailed narrative is required, use the History screen. See IRM 13.4.5.3.6, History Screen, for instructions on using the History screen.

  4. Select the Case Actions button from the Application Navigation area to display the Case Actions screen. The field descriptions follow.

  5. Entries can be entered directly on the screen, or on the Initial Actions and History screens, which flow to the Case Actions screen.

  6. Open Actions/Closed Actions Buttons – Two menu buttons at the top of the screen. The Open Actions view displays all open or unchecked actions, and the Closed Actions view displays all closed or checked actions. Open Actions is the default view.

    1. The Open Actions display in ascending order by Date Created.

    2. The Closed Actions display in ascending order by Action Date.

  7. Action Type – Input the identifier for the type of case action.

    1. C - Next Contact Date (NCD)

    2. E - Estimated Completion Date (ECD)

    3. F - Follow-up Date (FUD)

  8. Action/Requested Items – The field allows a maximum of 40 characters of text. The manual entries can be edited or updated by the action item owner until midnight eastern time.

  9. Action Date – Enter the action date for your estimated completion (ECD), contact (NCD) or follow-up (FUD). The next scheduled action displays on the Static Display area in the Next Action field of the main screen, and on the Employee Inventory screen.

    Note:

    You may not enter an action date more than 90 days from the current date. In addition, the date entered cannot be prior to the current date (system date).

  10. Date Created – The systemically generated field displays the date the action was saved.

  11. Login Name – The systemically generated field displays the TAMIS Login Name of the user who added or last updated the Case Action record.

  12. The Unlabeled Field to the Right of the Login Name – Identifies whether or not the Action/Requested entry was systemically generated. Case Actions records that are input manually display an "N" and systemically generated action items display a "Y" .

    Example:

    Examples of systemically generated action items include the initial action item added when a case is first created, and action items generated from the OAR screen.

  13. Completed Items Check Box – Check the box to indicate the action has been completed. As action items are completed, the record systemically moves to the Closed Actions view.

  14. When a case is added to TAMIS, the first Case Action record is systemically generated. The systemic Action Dates are calculated based on the case criteria code.

    1. Criteria 1-4 cases – The Action Date is three workdays from the TAS Received Date.

    2. Criteria 5-9 cases – The Action Date is five workdays from the TAS Received Date.

    3. Criteria code 0 cases – Initial Case Action records are not generated.

  15. If within 30 days of the TAMIS Received date a user updates the TAS Received Date or Criteria Code, the Initial Case Action Date systemically updates. If the initial action is already completed or checked, a new Case Action record systemically generates with a new Action Date. If the initial action has not been completed or checked, the record is systemically "checked-off" , and a new Case Action record is written with the updated Action Date.

  16. Case Action items or records can be added by:

    1. The case owner;

    2. Other permission level 1-4 users in the same Org code;

    3. The referred to Technical Advisor if the case is in Referral status; and

    4. Level 5 permission users.

  17. Case Action items or records can be checked off as completed by:

    1. The case owner;

    2. Other permission level 1-4 users in the same Org code;

    3. The action owner; for example, the referred to Technical Advisor if he or she added an action item while case was in Referral status; and

    4. Level 5 permission users.

  18. A manually entered case action record can be removed by:

    1. The case owner or action author by midnight the day the record was added; or

    2. Level 5 permission users.

    3. Systemically generated case action records can not be removed.

  19. To add a new case action, place the cursor in a field above the position where new record will be opened. Select Insert Record from the icon bar or Record followed by Insert from the menu bar. System will sort actions by the action date.

  20. Scroll Bar – Allows you to view additional case action records not initially visible on the screen.

  21. Save the information by selecting Save from the icon bar or Action followed by Save from the menu bar. The Next Action field in the Static Display Area updates with the next scheduled action once the case is refreshed. To refresh the case, click on another screen while in the case (for example, the Case screen).

13.4.5.3.6  (07-16-2012)
History Screen

  1. All case activity must be recorded on TAMIS. Many case actions can be recorded on the Case Actions screen, but narratives requiring more than 40 characters of text must be documented on the History screen.

  2. If TAMIS is unavailable for any length of time and you document history on another medium, you must transcribe the information to the TAMIS History screen when the system becomes operational.

  3. To display the History screen, select the History button from the Application Navigation area.

  4. To add a new history, select Insert Record from the icon bar or Record followed by Insert from the menu bar.

  5. The field descriptions follow.

    1. Case No. – The systemically generated field displays the case file number.

    2. Date Stamp – The systemically generated field displays the date the history was saved.

    3. Login Name – The systemically generated field displays the TAMIS Login Name of the user who saved the History screen entry.

    4. Login Name Go-to button – The three raised dots next to the Login Name field is the "Go-to" button. Click the Go-to button to view or access the Employee screen associated with the Login Name.

    5. History Text – This is a free-form text field to document case histories. The field accommodates up to 4000 characters. To update history, place your cursor at the place where you want to edit or add additional history. The screen may be updated within the same business day (until midnight Eastern time). Any TAMIS user permission level 1 – 5 can insert a history for any case.

    6. System Generated – Identifies whether or not the history entry was systemically generated. History records that are input manually display an "N" and systemically generated action items display a "Y" .

      Example:

      An example of systemically generated history is the automatic population of Taxpayer Screen 2 of 5 entries on the History screen.

    7. Update Indicator – The field indicates whether the history text was updated during the same business day. "Y" indicates an update; "N " indicates no update.

    8. Duplicate History Button – The button is used to duplicate the displayed History screen text to another case. It is an effective tool when working more than one case with identical issues. Upon selection, a window displays to enter the case number(s) to which the history will be copied. A confirmation box then appears. Select "OK" or "Cancel" .

      Note:

      Exercise caution when using the Duplicate History button because of the possibility of inadvertent, unauthorized disclosure. History that is duplicated on another case should not include any taxpayer identifying information.

    9. Print History Button – Select the Print History button to generate a report of the displayed History screen entries, which can be printed.

    10. Next Contact Date – A Next Contact Date (NCD) entered from this screen systemically populates the Case Actions screen with a "C" action type definer. You may not schedule an action date earlier than the current (system) date or more than 90 days from the current date. Only permission level 1 – 4 users within the Org code, and permission level 5 users, can enter and save NCDs.

    11. NCD Action/Requested Items – If an NCD is entered, the accompanying text is required to indicate the next action or requested item. Both the NCD and the narrative systemically populate the Case Actions screen.

    12. Follow up Date – A Follow up Date (FUD) entered from this screen systemically populates the Case Actions screen with an "F" action type definer. You may not schedule an action date earlier than the current (system) date or more than 90 days from the current date. Only permission level 1 – 4 users within the Org code, and permission level 5 users, can enter and save FUDs.

    13. FUD Action/Requested Items - If an FUD is entered, the accompanying text is required to indicate the follow up action or requested item. Both the FUD and the narrative systemically populate the Case Actions screen.

    14. Scroll Bars – There are two scroll bars. The "inside" scroll bar is used to view a history record which exceeds the displayed area. The "outside" scroll bar is used to view multiple records or histories. Use the multiple record scroll bar to navigate from one single history record to the next. The histories are stored in descending date order.

  6. Save the entries by selecting Save from the icon bar or Action followed by Save from the menu bar.

13.4.5.3.7  (07-16-2012)
Third Party Screen

  1. TAS occasionally must contact third parties (other than an authorized representative or Congressional office). The Third Party screen is designed to record the third party contact information. More than one third party screen can be saved on a case. Refer to IRM 13.1.18.2.4, Additional Case Actions and IRM 13.1.2.4, Third Party Contacts, for additional guidance.

  2. To display the Third Party screen, select the Third Party button from the Application Navigation area.

  3. The field descriptions follow.

    1. If fear of reprisal is indicated by the Third Party, check this box – Check this box to protect the third party source if the third party believes the disclosure of his or her name could result in unwanted or harmful attention from the taxpayer. If this box is checked, the system blocks the entry of the contact’s name, address, or telephone number.

      Note:

      If contact information was previously entered, and the third party expresses fear of reprisal, you must manually remove all contact information.

    2. Created – This field displays the system date the screen was saved.

    3. Name of Contact – This is the first and last name of the person you are contacting to secure information. This person must be outside the IRS, and not the taxpayer’s authorized representative.

    4. Personal Title – Select a title from the list of values (Miss, Mr., Mrs., or Ms.) or type a title up to five characters.

    5. Address, City, State, Zip – Enter the complete address for the contact. Select the state from the list of values.

    6. Type of Contact – This is a required field. Select from the following list of values:
      Financial Institution
      Employer
      Neighbor
      Government Entity
      Landlord
      Other

    7. Contact For – This is a required field. Choose from the list of values:
      Primary TIN
      Secondary TIN
      Both Primary and Secondary TINs

    8. Contact Description – This is information regarding the contact, (for example, why it was necessary to contact the third party).

    9. Contact Phone, Fax # – List the telephone and fax number of the person contacted.

    10. How Authorized – The taxpayer or POA can authorize third party contacts, but if the authorization has not been secured, an advance notice of contact can be provided to the taxpayer/POA. This satisfies the requirement of IRC 7602(c). When you are able to secure authorization from the taxpayer or POA for a third party contact, you can type in text or select from the following list of values:
      Form 911 signed by taxpayer - If selected, "Form 911 signed by Taxpayer" is recorded on any subsequently added Third Party contact screens.
      Form 12180 signed by taxpayer.
      Verbal - If selected, you must add an explanation to the History screen.

    11. Auth. Date – This is the date the taxpayer authorized the contact. If you secured direct authorization from the taxpayer/POA, you cannot select "F12175 Completed" (see below), as it is not required.

    12. Notification – If you were unable to secure authorization for the contact, you must document how the taxpayer was notified of the contact. Select one of the following two radio buttons:
      Letter 3164J
      Notice 1219 (CP 504/518)

    13. Mail Date – This is the date the taxpayer was notified by letter of the third party contact.

    14. By Hand Date – This is the date the Letter 3164J was handed to the taxpayer during a face-to-face meeting.

    15. Fax Date – This is the date the Letter 3164J was faxed.

    16. F12175 Completed – Check this box to indicate you completed F12175, recording the contact. This must be checked if notification is required.

  4. Once all data is entered to the Third Party screen, save by selecting Save from the icon bar or Action followed by Save from the menu bar.

  5. To record additional third party contacts, select Record followed by Insert from the menu bar. A blank screen displays to add another contact. Use the scroll bar to view multiple records.

13.4.5.3.8  (07-16-2012)
Related Cases Screen

  1. The Related Cases screen is an important feature of TAMIS. The screen displays any open or closed case in which the TIN (primary or secondary) matches the TIN of the selected case record. The screen should be checked regularly in order to prevent duplicate/related cases from being worked in separate TAS offices.

    Note:

    The Related Cases screen does not display if the TIN is all "0" or "9" .

  2. All fields on this screen are systemically populated.

  3. The field descriptions follow.

    1. Case No – This field shows the case file number(s) of the related cases.

    2. Case No Go-to Button – This button has a raised area with three dots next to the Case No field. By selecting the Go-to button, the related case displays as read-only.

    3. Tin - This field shows the related TIN.

    4. Org – This field shows the Org code of the TAS office who has/had the related case.

    5. TIC – This field shows the Taxpayer Issue Code of the related case.

    6. PCIC – This field shows the Primary Core Issue Code of the related case.

    7. Status Code –This field shows the current status of the related case.

    8. TAS Rcd – This field shows the TAS received date of the related case.

    9. TAS Clsd - This field shows the TAS closed date, if applicable, of the related case.

    10. Emp Id Go-to Button – The button has a raised area with three dots next to the Emp ID field. By selecting the Go-to button, you may see the Employee screen linked to the Emp ID listed.

    11. To view additional records, use the scroll bar.

13.4.5.3.9  (07-16-2012)
OAR Screen

  1. These two screens are used to record all information required by a TAS Operations Assistance Request (OAR).

  2. The information added to the OAR screens is used to generate a Form 12412, Operations Assistance Request (OAR), and becomes a permanent record within each case. Multiple OAR records may be added. There can be multiple open or closed OARs on a case.

  3. It is imperative that all information entered on the OAR screens be as complete and accurate as possible in order to expedite the processing of each OAR. In addition, this same information is used to generate reports that allow TAS to track and analyze IRS operational business processes. OAR inventory reports are generated for each operating division and functional unit as required by the Service Level Agreements (SLAs) between TAS and the operating divisions/functions.

  4. In order for a Case Advocate to generate an OAR on TAMIS, a TAS SLA Liaison must be identified on the Employee Screen, via a checkmark in the TAS SLA Liaison field. There can be only one TAS SLA Liaison for each Org code. See IRM 13.4.2.6.1, Completion of Employee Screen for instruction on setting up the TAS SLA Liaison in the Employee screen.

  5. An OAR may only be initiated after the case is assigned to an employee, and the IRC 7811 Significant Hardship Determination is completed and documented on Taxpayer Screen 3 of 5.

  6. To navigate to the OAR screen, you must first query a specific case. Select the OAR button from the Application Navigation area to display the OAR screens. Once displayed, you can use the toggle button in the top left corner to navigate between the two screens.

  7. For more information, refer to IRM 13.1.19 , TAS Operations Assistance Request (OAR) Process.

13.4.5.3.9.1  (07-16-2012)
OAR Screen 1

  1. OAR screen 1 is used to create and generate the OAR and is the only screen requiring completion when the OAR is initially sent to the operating division/function. OAR screen 1 is also used to enter a negotiated completion date when the operating division cannot meet the original requested completion date.

  2. OAR screen 2 is completed when the operating division/function acknowledges the OAR, or returns the Form 12412.

  3. OAR screen 1 is made up of three sections:

    1. The Static Display area, where taxpayer and TAS office information is posted;

    2. Section III. Responsible OD/Func. Information; and

    3. Section IV. Specific Assistance Requested.

  4. The field descriptions follow.

  5. The information in the static display area of the first OAR screen is systemically generated. The fields are as follows:

    1. CF# - the case file number of the TAS case.

    2. Org Code - the Org code for the office to which the case is assigned.

    3. TAS Group - the group to which the case is assigned.

    4. BOD - the business operating division to which the taxpayer belongs (from Taxpayer Screen 5 of 5).

    5. Criteria - criteria code of the case.

    6. TP - reflects the taxpayer name as shown in the TAMIS permanent display area (from Taxpayer Screen 1 of 5).

    7. P TIN - primary taxpayer's SSN or EIN.

    8. S TIN - secondary taxpayer's SSN or EIN.

    9. TIN Definer - immediately follows the Primary and Secondary TINs. The field displays the entries from Taxpayer Screen 1.

    10. OAR Serial # - a unique number assigned to each OAR created.

    11. Date Created - the date the OAR Screen was added and saved on TAMIS.

    12. Date Closed - the entry from the Completed OAR Received Date field on OAR screen 2. This field can be queried.

    13. Age - the age of the OAR, calculated as follows:
      Open OARs - today's date minus date displayed in the Liaison Acknwldgd Date field (as input by user).
      Closed OARs - date from the Date Completed OAR Received field (as input by user) minus the date from the Liaison Acknwldgd Date field (as input by user).

    14. Sys Cls Dt - displays the date the OAR was closed on TAMIS.

  6. The Responsible OD/Func. Information section is completed by the case advocate and identifies the responsible office for the recommended actions requested on the OAR. The fields in this section are as follows:

    1. OAR Issue – Select an issue code that accurately identifies the issue related to the recommended actions requested on the OAR. This is the issue code of the OAR, which is not necessarily the same as the Primary/Secondary Core Issue Code of the case. If "999" is selected (Other), you must enter text in the second field, which holds up to 17 characters.

      Example:

      If the OAR requests a levy release, the OAR Issue Code would be 710 (Levy).

    2. OAR MFT – The MFTs, tax periods, and plan numbers are systemically generated from the data entered on Taxpayer Screen 5. At least one MFT/TXPD must be checked. Select or deselect the period(s) for the OAR by clicking on the check box to the right of the Plan Number field. The up and down arrows to the right of the checkbox are used to view all periods entered on Taxpayer screen 5 of 5. MFTs, tax periods, and plan numbers from Taxpayer Screen 5 of 5 cannot be added, deleted, or updated on the OAR screen.

      Note:

      If additions or changes to the field are required, you must make the changes on Taxpayer Screen 5 of 5. If the appropriate period(s) are not displayed on the OAR screen, you must make sure you have added the periods to Taxpayer Screen 5 of 5.

      Note:

      At least one tax period must be selected and saved before a Form 12412 can be generated.

    3. BOD – Enter the business operating division/function responsible for taking the recommended actions requested on the OAR in this required field.

    4. Org Unit – Select the contents for this required field from a drop-down list of values. The organizational unit is based on the BOD selected. Only those organizational units valid for the BOD display.

    5. Area – Select the contents for this field from a drop-down list of values. Choose the area within the organizational unit responsible for taking the recommended actions requested on the OAR. Only those areas valid for the selected organizational unit display. This field may or may not be required, depending on which BOD and organizational unit you select.

    6. Location – Select the contents for this field from a drop-down list of values. Choose the location within the area responsible for taking the recommended actions requested on the OAR. Only those locations valid for the selected area display. This field may or may not be required based on the area selected.

    7. Unit – Select the contents for this field from a drop-down list of values. Choose the unit within the location responsible for taking the recommended actions requested on the OAR. Only those units valid for the selected location display. This field may or may not be required based on the location selected.

    8. OD/Func Liaison Name – Enter the name (first name, middle initial, last name) of the BOD functional liaison to whom the OAR is being sent. The first name and last name fields are required.

    9. OD/Func. Liaison Phone # – Enter the liaison’s telephone number including area code, with dashes.

    10. OD/Func. Liaison FAX # – Enter the liaison’s fax number including area code, with dashes.

    11. Date OAR sent to OD/Func – Enter the date the OAR was forwarded to the operating division or function. This is a required field, prior to entering a date in Section V, Liaison Received Date field.

    12. Date Acknwldgd (Expected) – This date field is generated by TAMIS based on the date input to the Liaison Received Date field (located in Section IV of the second OAR screen) and if the Expedite box is checked.

    13. Relf Detrm Date (Expected) – This date field is generated by TAMIS for criteria 1 – 4 cases only and is based on the Liaison Received Date (located in Section IV on OAR Screen 2). The system calculates the expected relief determination date by adding three workdays to the Liaison Received Date (input by the initiator)

    14. Date Acknwldgd (Actual) – This date field is systemically generated by the date input for the Liaison Ackwnldgd Date in Section V on OAR Screen 2.

    15. Relf Detrm Date (Actual) – This date field is systemically generated by the date input for the Relief Determination Date field in Section V on OAR Screen 2.

  7. The Specific Assistance Requested section consists of the following fields:

    1. Description of Recommended Actions – Provide a detailed narrative explaining and justifying all actions requested of the operating division/functional unit. Indicate how attached documentation supports carrying out TAS’s recommended actions. If the request involves an account adjustment, specify the type and nature of the adjustment recommended (for example, tax, penalty or interest abatement), including dollar amount, if appropriate. The field displays six lines of text, but can be scrolled to allow up to 3,795 characters. This is a required field.

    2. Expedite Checkbox – This box is checked if the OAR warrants expedite processing by the operating division/functional unit, regardless of the criteria of the case. Once the Date OAR sent to OD/Func field is saved, you cannot edit (either select or deselect) the Expedite checkbox.

      Note:

      If the Expedite checkbox is populated, the word ‘Expedite’ displays on the Form 12412 in the Criteria Code box under the actual criteria code.

    3. Supporting Documents – List all attached documents supporting the TAS recommended actions. (Note: Supporting documents generally do not include copies of TAMIS screens, Form 911H, Form 911, Form 3870, IDRS prints or similar internal forms.) The field displays three lines of text but can be scrolled. If more lines are needed, you may enter up to 1,725 characters. This is a required field.

    4. Requested Completion Date – Enter the date (mm/dd/yyyy) the recommended actions should be completed by the operating division/functional unit. This is a required field.

    5. Negotiated Completion Date – If a completion date requires negotiation with the operating division/functional unit, enter the agreed upon completion date.

    6. Updated – This systemically generated field provides a count of the number of times the Negotiated Completion Date field is updated.

  8. Once all of the required information is added to OAR screen 1, the information must be saved. Select the Save icon or Action followed by Save from the menu bar.

  9. To print Form 12412, click on the Generate 12412 tab. Form 12412 generates with the information entered on the OAR screen and other TAMIS screens.

    Note:

    Each time a new OAR is saved and the "Generate 12412" tab is selected, a pop-up window containing the group manager’s name displays. After selecting the correct group manager, click "OK" at the bottom of the window. A message displays confirming your selection. If the information is correct, select "Yes" . The steps are required only once for each OAR.

  10. Select Print from the toolbar or the Print icon to print Form 12412. Sections V and VI on page two of Form 12412 are to be completed by the operating division/function and returned to TAS.

    Note:

    If no TAS SLA Liaison has been identified on the Employee Screen for your Org code, the following error message generates: "No TAS SLA Liaison has been identified for your office. Please notify your manager immediately."

  11. To exit the Form 12412, click on the "X" located in the top right corner.

13.4.5.3.9.2  (07-16-2012)
OAR Screen 2

  1. OAR Screen 2 is used to enter information regarding the processing and closing of an OAR. Update OAR Screen 2 when the Form 12412 is acknowledged, and again when the actions are taken by the OD/Function, if the OAR is rejected and when the OAR is closed.

  2. OAR Screen 2 consists of three sections:

    1. Section V. OD/Func. Acknowledgement and Assignments

    2. Section VI. OD/Func Actions Taken

    3. Section VII. Closing Information

  3. The field descriptions follow.

  4. The fields in Section V, OD/Func. Acknowledgement and Assignments, are completed when the OD/Func Liaison acknowledges receipt of the OAR.

    1. Liaison Received Date – Enter the date the operating division/function unit Liaison received the OAR. This is a required field prior to entering a date in Section VII, Date Completed OAR Received field.

    2. Liaison Acknwldgd Date – Enter the date the Liaison acknowledged receipt of the OAR. This is a required field prior to entering a date in Section VII, Date Completed OAR Received field.

    3. Date Assigned – Enter the date the OAR was assigned to an employee in the operating division/function. This is a required field prior to entering a date in Section VII, Date Completed OAR Received field.

    4. Relief Determination Date – This field is used for criteria 1-4 cases only. Enter the date the operating division/function made the relief determination. This is a required field prior to entering a date in Section VII, Date Completed OAR Received field.

    5. OD/Func Employee’s Name – Enter the name of the employee in the operating division/function assigned to work the OAR. Input first name, middle initial, last name. The first name and last name fields are required at the time a date is entered in the Section VI, Date Assistance/Actions Completed field.

    6. Phone # – Enter the phone number (including area code), with dashes, of the operating division/function employee. This is a required field.

    7. Fax # – Enter the fax number (including area code), with dashes, of the operating division/function employee.

    8. OD/Func Mailing Address, City, State, and Zip – Enter the address of the employee assigned the OAR. The state field has a drop-down list of values.

    9. Managers Info – Enter the name and phone number (including area code), with dashes, of the operating division/function employees manager.

  5. The fields in Section VI, OD/Func Actions Taken are entered as soon as the completed OAR is received.

    1. Assistance Actions Completed – Enter all assistance actions taken by the operating division/function based upon the information on the returned Form 12412. Enter up to 1,760 characters. This is a required field and must be entered prior to the input of a date in the Section VII, Date completed OAR Received field.

    2. Date Assistance Actions Completed – Enter the date the actions were completed by the operating division/function employee. This is a required field only if the requested actions have been completed by the operating division/function. Do not enter a date if the OAR was rejected. The field must be completed prior to the input of a date in the Section VII, Date completed OAR Received field.

    3. Checkboxes – The seven checkboxes located in Section VI are used only to provide reasons why the operating division/function has not taken action on an OAR, and it has been rejected back to the TAS employee. Check one or more of the appropriate boxes based upon the feedback from the operating division/function employee or the information on the rejected Form 12412. One or more checkboxes are required if a date is entered in the Date OAR Rejected/Returned to TAS field. Reasons for rejection checkboxes are:
      • Operating division/function disagrees with TAS recommended actions.
      • TAS has authority to complete requested action.
      • OAR routed to the wrong BOD/Oper Unit/Area/location/Unit.
      • Action requested in Section IV (1) is not clear.
      • Incomplete Form 12412.
      • Supporting documentation not attached.
      • Other (explain in detail in space below).

    4. Reject/Return Explanation – This field is required if one or more of the checkboxes described above are checked. Enter a detailed explanation why the OAR was rejected/returned as explained by the operating division/function employee per the returned Form 12412. Enter up to 1,210 characters.

    5. Date OAR Rejected/Returned to TAS – This is a required field if data is entered into any of the Checkboxes and Reject/Return Explanation fields. Enter the date the OAR, Form 12412, was rejected/returned (sent) to TAS by the operating division/function Liaison. If you need to send a new OAR to the same operating division/function to rectify the error, once the Date Completed OAR Received is entered and saved the following message displays:
      "Do you want to reissue this OAR? If yes, the current OAR will be saved and a new OAR will display with the same OAR Screen 1 entity and function information" . Select Yes if you want a new OAR issued. By selecting "Yes" your original OAR is saved and a new OAR is created duplicating many of the same entity fields and large text boxes, which may be edited. If you select "No" , the OAR is saved but no new OAR is created.

      Note:

      Do not enter new or updated information on the original rejected OAR and send it out again. A new OAR with a new serial number must be generated.

  6. The fields in Section VII, Closing Information are as follows:

    1. Date Completed OAR Received – Enter the date the TAS employee received the OAR package back from the operating division/function. This date must be greater than or equal to the date entered into the Date Assistance Actions Completed field or the date entered into the Date OAR Rejected/Returned to TAS field. This is a required field for all completed and returned OARs, including rejected OARs. If the IRS does not return the OAR timely, see IRM 13.1.19.5.4(6). Once this field is completed and saved the date can not be changed.

      Note:

      Once the Date Completed OAR Received field is entered and saved, the system automatically populates the Sys Cls Dt on OAR Screen 1. Once the Sys Cls Dt is populated, the Date Completed OAR Received field can not be changed.
      To ensure accuracy of the Date Completed OAR Received and the Sys Cls Dt, (OAR Screen 1) the following warning message displays when you enter the Date Completed OAR Received:
      Warning Message: Please verify that the Completed OAR Received Date of mm/dd/yyyy is accurate. Saving this date generates an OAR System Closure Date that cannot be changed. Are you ready to close this OAR?

    2. Were all recommended actions completed? – Select from the drop down list of values "Yes" or "No" . This field is required if the date was input to the Section VI, Date Assistance Actions field. This field remains null if the OAR was rejected and a date is entered in the Date OAR Rejected/Returned to TAS field.

    3. Created By – This is a systemically populated field reflecting the login of the employee who created and saved the OAR.

    4. Generate 12412 – As explained on OAR Screen 1 in IRM 13.4.5.3.9.1, this button is found on both OAR Screens and is used to generate and print the Form 12412.

  7. To exit an OAR screen, click on the Exit icon, select Action and then Exit, or click on the "X" located in the top right corner of the OAR screen 1 or screen 2.

13.4.5.3.9.3  (07-16-2012)
Saving OARS to TAMIS

  1. To save an OAR, select the Save from the icon bar from the tool bar or Action followed by Save from the menu bar.

  2. When an OAR is saved to TAMIS for the first time, the following statement posts automatically to the history:
    "OAR #xxxxxxx was created by [user login] " .

  3. When an OAR is completed and a date is entered in the Date Completed OAR Received field, the following statement automatically posts to the history:
    "OAR #xxxxxxx was closed by [user login]" .

  4. When the Expected Date Acknwldgd , Expected Relf Detrm Date (criteria 1 – 4 only), Requested Completion Date, or Negotiated Completion Date fields are entered and saved, the dates plus one workday is automatically added to the Case Actions Screen as follow up dates.

13.4.5.3.9.4  (07-16-2012)
Adding/Updating/Removing an OAR

  1. Only the case owner, an employee with permission level 3 or 4 within the same Org code, or permission level 5 users can add or update an OAR.

  2. To add a subsequent OAR to TAMIS after one has already been saved, click on the OAR tab in the Application Navigation area, and select Record followed by Insert on the toolbar. This opens a new OAR Screen to add another OAR to the case.

  3. Only users with permission level 4 or higher may remove an OAR from TAMIS once it is saved.

13.4.5.3.10  (07-16-2012)
Referral Screen

  1. The Referral screen is used to request assistance from a TAS Technical Advisor on complex or sensitive cases beyond a Case Advocate’s expertise. In rare circumstances the Referral screen can be used to move a case temporarily from one office to another so the receiving office can assist in working the case. Refer to IRM 13.1.12, Technical Advisors and the Virtual Team Process.

  2. When a case is referred, the original case owner is ultimately responsible for case resolution.

    Note:

    The static display area will continue to reflect the employee number and organization code of the referring employee.

  3. A case can be placed in referred status only if the current status is O (open) or M (monitor).

  4. Select the Referral button from the Application Navigation area to access the Referral screen.

  5. The field descriptions follow.

    1. Age – Systemically calculated for the number of days the case has been in referral status.

    2. Referred From – Systemically generated; displays the Org code of the employee that referred the case. NTA Toll-free employees cannot generate referrals.

    3. Refer to – Generates a list of values to select the office to which the case is being referred. Although every TAS office is listed, cases are generally referred to a Technical Advisor – ROTA, RATA or CTA. Refer to the following link on the TAS web page for a list of TAS Org Codes at http://tas.web.irs.gov/tech/tamis/updates/7127.aspx.

      Note:

      TAS users cannot refer a case to NTA Toll-free or Systemic Advocacy Org codes.

    4. Referral Date – Systemically generated with the date the case was referred.

    5. Reason for Referral/Documents Included – This 100-character text box is a required field to document the reason for the referral and the action requested. If someone else initiates the referral for you on TAMIS, your name and telephone number must be documented as the contact.

    6. Referred To Case Advocate – Systemically generated with the name and phone number of the user assigned the referral.

    7. Referred From Case Advocate – Systemically generated with the name and phone number of the user who generated the referral on TAMIS.

    8. No Documents, Attached, Faxed, Mailed – Select the appropriate checkbox(s) to notify the receiving office if documents are being sent and how they are being sent. If the No Documents checkbox is selected, no other box can be selected. However, you can select one or any combination of the Attached, Faxed, and Mailed checkbox options.

    9. Return Referral – The Technical Advisor assigned the referral selects this button to return the referral to the originator (referring office).

    10. Referral Returned – Displays the date the referral was returned on TAMIS to the originator.

  6. To generate the referral, select Save from the icon bar, or Action followed by Save from the menu bar. When the action to save the referral is taken, the following message appears:
    "Do you want to refer this case?" "Yes" or "No" . Selecting "Yes" completes the referral and forwards it to the "refer to" office. Selecting "No" clears all entries on the Referral screen.

  7. Once the referral is saved the statement "Referred from Org# to Org#" is systemically generated to the History screen.

    Note:

    A case can only be taken out of Referral status (returned) by the Technical Advisor or TAMIS user assigned the referral on TAMIS, or a user assigned to that Technical Advisor’s or users Org code.

  8. To initiate a subsequent referral, access the Referral screen and select Record followed by Insert from the menu bar, for a blank referral screen.

  9. The scroll bar allows you to view multiple referral records.

13.4.5.4  (07-16-2012)
Case Factors Screen

  1. The Case Factors screen is accessed by selecting the Case Factors button from the Application Navigation area.

  2. The Case Factors screen captures the level of complexity of a TAS case as it develops and how it becomes more complex over time.

  3. It is very important to correctly complete and update the Case Factors screen as the case progresses.

  4. The data from the Case Factors screen will be used in the future automated workload distribution system. The workload distribution system will not only consider the number of cases in an employee's inventory, but also the impact the complexity and case time may have on the employee’s ability to effectively take on more case work.

  5. The screen is comprised of questions or factors that relate to the complexity of a case. The Case Factors screen has 24 case related questions.

  6. The Case Factors screen questions display in sequential order. A few questions have more than one element. Some responses to the questions are systemically populated, others must be entered manually.

  7. Certain questions or factors are systemically populated based on previously entered and saved information on TAMIS. Systemically populated questions display in regular font and are framed. Questions requiring manual entry display in bold font and are not framed. This allows TAMIS users to easily identify those case factors that need to be manually completed.

  8. The definitions of the case factors can be viewed directly on the Case Factors screen by selecting the help "?" button after the case factor question.

  9. The Case Factors screen must be completed prior to accessing the Closing Actions screen.

  10. There is only one Case Factors screen per case, regardless of whether a case is reopened. If a case is reopened the original Case Factors screen manual entries can be edited.

  11. The table below provides a description of the Case Factors screen headings.

    Case Factor Screen Fields and Format Type of Field Type Description
    Print Button Selecting the Print button generates a screen shot of the Case Factors screen. To print a copy of the screen shot select File followed by Print on the menu bar or the Print icon on the toolbar.
    Exit (X) Button Located in the upper right corner. Used to close the screen and return to the Taxpayer Screen 1.
    Does the case involve? Checkboxes Heading above the case factor questions. The questions display in numerical order. For details regarding each case factor question refer to IRM 13.4.5.4(13).
    Help (?) Button Located at the end of each case factor question is a question mark. Instead of displaying a LOV as on other TAMIS screens, it displays a detailed explanation of the question.
    Yes - No Checkboxes All case factor questions have a "Yes" or "No" checkbox. Some are systemically generated; others require a manual entry. Entries systemically generated display in regular font and questions requiring a manual entry display in bold font. You must select either "Yes" or "No" on those factors requiring a manual entry.
    Date Systemic field Systemically generated based upon the date of the "Yes" or "No" checkbox entry. This date changes as the "Yes" or "No" responses are updated. This field can not be manually edited.
    Login Systemic Field Systemically generated based upon the most current TAMIS login name of the person who last entered or updated the "Yes" or "No" checkbox entry.
    Update Systemic field Systemically generated to display a "Y" or "N" based upon whether the "Yes" or "No" checkbox has been updated.

  12. The Case Factor questions display in sequential order.

  13. The table shown below provides the Case Factor question numbers, the Case Factor questions, and additional information pertinent to each field or question on the Case Factors Screen.

    Case Factor # Case Factor Question: Does the Case Involve...? Yes or No Checkbox Systemically Populate? Additional Information (Help Menu)
    1 Various MFTs Yes TAMIS will systemically generate a Yes checkmark for Question 1 if the case involves two or more different MFTs.

    If not, Question 1 will be systemically populated with a No checkmark.
    2 Multiple Tax Periods Yes TAMIS will systemically generate a Yes checkmark for Question 2 if the case involves more than one tax period.

    If not, Question 2 will be systemically populated with a No checkmark.
    3 Account/Return More than Three Years Old Yes TAMIS will systemically generate a Yes checkmark for Question 3 if the case involves a tax period more than three years old with respect to the TAS Received Date year.

    If not, Question 3 will be systemically populated with a No checkmark.
    4 Multiple Issues Yes TAMIS will systemically generate a Yes checkmark for Question 4 if the case involves at least more than one issue as evidenced by the presence of different issue codes in both the Primary Core Issue and Secondary Core Issue Code Fields.

    If not, Question 4 will be systemically populated with a No checkmark.
    5 TP/POA Communications Requiring Foreign Language Usage Yes TAMIS will systemically generate a Yes checkmark for Question 5 if the case involves communicating in a foreign language as evidenced by the language value in the Taxpayer Screen 5 Language Field.

    If not, Question 5 will be systemically populated with a No checkmark.
    6 Statute Issues Yes TAMIS will systemically generate a Yes checkmark for Question 6 if the case involves a statute issue as evidenced by the presence of issue code value 170 (Assessment Statute), 175 (Collection Statute) or 180 (Refund Statute) in either the Taxpayer Issue, Primary Core Issue or Secondary Core Issue Code Field.

    If not, Question 6 will be systemically populated with a No checkmark.
    7 Multiple Entities No Manually populated.
    Check Yes if the case involves multiple entities. Examples include dealing with tax issues of divorced taxpayers; married taxpayers changing filing status; partnership and individual partners; multiple businesses owned by the same individual; related corporations; and corporations and related individuals assessed the Trust Fund Recovery Penalty (TFRP).

    Otherwise check No.
    8 Stolen Identity or Other Fraud Issue(s) Without CI Control or Involvement No Manually populated.
    Check Yes if the case involves a fraudulent issue or issues (e.g.; stolen identity, forged signature(s), civil fraud) and Criminal Investigation is not controlling or working the fraudulent issue.

    Otherwise check No.
    9 Multiple Transaction/Adjustments No Manually populated.
    Check Yes if case resolution involves transactions or adjustments requiring usage of more than one IDRS command code or usage of the same IDRS command code for several tax periods.

    Otherwise check No.
    10 Third Party Contact (Other than with Government Agencies)   Factor 10 consists of two questions, 10a and 10b. When applicable, complete the Third Party Screen.
    10a Third Party Contact Recorded on Third Party Screen Yes TAMIS will systemically generate a Yes checkmark for Question 10a if there exists at least one Third Party Screen and the Type of Contact is other than Government Entity.

    If not, Question 10a will be systemically populated with a No checkmark.
    10b Third Party Contact Not Recorded on Third Party Screen No Manually populated.
    For Question 10b, check Yes if the case involves contact with a third party (other than a government agency) that was not recorded and saved on a Third Party Screen. Examples include contact with an employer, financial institution, Form 1099 payor, landlord and neighbor. (Do not include contacts with POAs or Congressional offices.)
    Otherwise check No.
    11 Contact with Other Government Agencies   Factor 11 consists of two questions, 11a and 11b. When applicable complete the Third Party Screen.
    11a Government Agency Contact Recorded on Third Party Screen Yes TAMIS will systemically generate a Yes checkmark for Question 11a if there exists at least one Third Party Screen and the Type of Contact is Government Entity.

    If not, Question 11a will by systemically populated with a No checkmark.
    11b Government Agency Contact Not Recorded on Third Party Screen No Manually populated.
    For Question 11b, check Yes if the case involves contact with a government agency that was not recorded and saved on a Third Party Screen. Examples of government agency contacts include contacts with Financial Management Services (FMS); Treasury Offset Program (TOP); Social Security Administration (SSA); Veterans Administration (VA) and state or local governments. (Do not include contacts with POAs or Congressional offices.)
    Otherwise check No.
    12 Recreating Records No Manually populated.
    Check Yes if the case involves recreating records in instances where tax return information or an administrative file was unavailable or where other relevant records were destroyed.
    Otherwise check No.
    13 Intricate Case Planning Including IDRS Analysis No Manually populated.
    Check Yes if the case involves sequencing of multiple issues and/or adjustments.
    Otherwise check No.
    14 Financial Analysis No Manually populated. Factor 14 consists of two parts:
    • A Yes/No checkbox
    • A Low, Medium, and High checkbox
    Part 1 - Check Yes if the case requires financial analysis of Forms 433-A or 433-B or an analysis of examination issues relating to income and expenses.
    If Yes, also check the appropriate level of analysis.
    Otherwise, check No.
    What level? Low, Medium, and High checkbox No The Low, Medium, and High checkboxes. Use the Help key in determining the level of financial analysis and guidelines. Any exceptions or deviations must be documented in the case History Screen.
    15 Research of Specialty Issues No Manually populated.
    Check Yes if the case involves research on one or more of the following types of tax issues: International, Employment, Excise, Estate and Gift or Tax Exempt/Government Entity issues.
    Otherwise check No.
    16 Research of Emerging Issues No Manually populated.
    Check Yes if the case involves a new or novel set of facts relating to the proper application of the tax law or involves an issue or issues not currently addressed by published legal guidance or IRS administrative policies or directives.
    (Note: A current listing of what TAS considers to be emerging issues can be found on the TAS web site by typing "TAS Emerging Issues" in the search box.)
    Otherwise check No.
    17 Contacts with Multiple Operating Divisions or Functions   Factor 17 consists of two questions, 17a and 17b.
    17a Form 12412 (OAR) issued to multiple BODs/Functions or Org Unit Yes TAMIS will systemically generate a Yes checkmark for Question 17a if OARs were sent to two or more different BODs or two or more different Org Units.

    If not, Question 17a will be systemically populated with a No checkmark.
    17b Multiple BOD/Function/Org Units contacts without Form 12412 issuance No Manually populated.
    For Question 17b, check Yes if the case involves contact with two or more different BODs or Org Units without the issuance of Form 12412.
    Otherwise, check No.
    18 Extensive IRM research or guidance required from Operating Divisions/Functions beyond TAS delegated authorities No Manually populated.
    Check Yes if the case requires extensive review of another function's IRM(s) to determine the correct course of action or to determine the accuracy or appropriateness of action(s) taken by the function in question. This case factor may also include informal functional contacts that assist in resolving unusual issues.
    Otherwise check No.
    19 Extensive Negotiations with Operating Divisions/Functions No Manually populated.
    Check Yes if the case requires managerial involvement in extensive discussions with Operating Divisions/Functions to resolve taxpayer issue(s) without the issuance of a Taxpayer Assistance Order (TAO).
    Otherwise check No.
    20 Technical Advisor Involvement   Factor 20 consists of two checkbox fields, 20a and 20b.
    20a TAMIS Referral to Technical Advisor Yes TAMIS will systemically generate a Yes checkmark for Question 20a if the case involves a TAMIS referral to at least one Technical Advisor Org Code. The system will also generate one or more checkmarks if referrals were made to different Technical Advisor Org Codes.

    If not, Question 20a will be systemically populated with a No checkmark.
    20b Technical Advisor Contact without TAMIS Referral Issuance No Manually populated.
    For Question 20b, check Yes if the case involves contact with a Technical Advisor without a TAMIS case referral.
    You may check more than one checkbox if contact was made with more than one type of Technical Advisor.
    Otherwise check No.
    21 Technical Advisor Assignment Yes TAMIS will systemically generate a Yes checkmark for Question 21 if the case involves assignment to a Technical Advisor Org Code A1, C1 or O1. The system will also generate a checkmark to indicate the type of Technical Advisor assignment.

    If not, Question 21 will be systemically populated with a No checkmark.
    22 Contact with Attorney Advisor or Counsel No Manually populated.
    Check Yes if the case involves contact with/assistance from an Attorney Advisor, Local IRS Counsel or the NTA Counsel. Also check the type of counsel contacted.
    You may check more than one checkbox if contact was made with more than one type of counsel.
    Otherwise check No.
    23 Providing the Taxpayer/POA with Alternatives No Manually populated.
    Check Yes if the case requires providing TP/POA with resolution alternatives, e.g.; various collection payment options or avenues of appeal.
    Otherwise check No.
    24 Developing Innovative Solutions No Manually populated.
    Check Yes if the case includes innovative techniques and solutions, e.g.; securing records not normally utilized to support an Examination or Collection issue.
    Otherwise check No.

13.4.5.4.1  (07-16-2012)
Case Factors Screen Permissions

  1. If a case is open, only the assigned case owner, a permission level 4 user in the assigned Org code or a permission level 5 user can add, delete or edit the manual Yes/No checkboxes on the Case Factors screen.

  2. Once a case is closed, the assigned case owner has 5 business days after the TAMIS Closure Date to edit the manual Yes/No checkboxes.

  3. Permission level 4 users in the assigned Org code or permission level 5 users can edit the manual Yes/No entries at any time.

13.4.5.5  (07-16-2012)
Closing Actions

  1. The Closing Actions screens are completed when all actions on the TAS case are completed, and the case is ready to be closed on TAMIS. There are two screens that are mandatory, however not all fields are required. The screens are designed to ensure all the required account actions have been taken. You cannot close a case on TAMIS unless all of the required data is entered.

  2. Prior to accessing the Closing Actions screens, all fields on the Case Factors screen and the 7811 Determination field on Taxpayer Screen 3 of 5 must be completed.

  3. If the 7811 Determination field was changed from "Y" to "N" and the field value at closing is still "N" , the LTA or other authorized individual must document the concurrence on Taxpayer Screen 3 of 5 before the Closing Actions screens can be accessed.

  4. A case cannot be closed if there is an open OAR.

  5. A case can be closed by the case owner or permission level 3 or 4 users in the same Org code. A permission level 5 user can also close the case.

  6. Once a case is closed, edits are permitted for up to 30 days from the TAMIS Closed Date by the case owner.

  7. Fields can be entered and saved on the Closing Actions screens without actually closing the case. For example, if a TAO/relief code of 07-10 needs to be entered prior to formal case closure, the mandatory fields can be input and the screen saved. The case can be edited or formally closed later.

  8. Select the Clsg Actions button in the Application Navigation area to access the Closing Actions screens.

13.4.5.5.1  (07-16-2012)
Closing Actions - Screen 1

  1. The field descriptions for the Closing Actions - Screen 1 follow.

  2. Closing Contact Date – Enter the date of the last contact with the taxpayer in MM/DD/YYYY format. If there was no response from the taxpayer the date of the second request letter would be the closing contact date.

  3. Phone/Letter – This is a required field. Check the applicable box regarding how the closing contact was made. If the closing contact includes both a telephone contact and closing letter, both boxes should be checked.

  4. Checkboxes – This screen includes six checkboxes to remind you of closing requirements. The checkboxes are optional, and you would select only those that are applicable to the case. When you check a box, you are stating you took the action or to identify a specific condition.

  5. Relief Resolution – This is a required field and is limited to 200 characters. You must provide a brief description of the final resolution of the case.

  6. If you enter information on Closing Actions Screen 1 and are not going to close the case, you can save the information by completing the required fields on Closing Screen 2, TAO/Relief Code and TAO/Relief Date, and select Action followed by Save from the menu bar, or Save from the icon bar. This saves any information entered on the Closing Actions Screens 1 and 2.

13.4.5.5.2  (07-16-2012)
Closing Actions - Screen 2

  1. Closing Actions Screen 2 must be completed when closing the case on TAMIS. Not all fields are required. To access Closing Actions Screen 2, use the arrow located in the top left corner of Closing Actions Screen 1.

  2. The screen is divided into three sections:

    1. Were the following actions completed?

    2. Is this correct?

    3. Complete the following:

  3. The field descriptions follow.

13.4.5.5.3  (07-16-2012)
"Were the following actions completed?" Section

  1. This section reminds you to close the Integrated Data Retrieval System (IDRS) control base, address any collection holds placed on the taxpayer’s account and refile any original documents.

  2. IDRS Control Closed Date– If an IDRS Control Date has been input on the Initial Actions screen, an IDRS Closed Control Date is required on the Closing Actions screen. Enter the date in MM/DD/YYYY format.

  3. Holds Addressed – Check the box if you released or updated a Collection hold.

  4. All documents/returns refiled – Check the box if you returned original documents to files.

13.4.5.5.4  (07-16-2012)
"Is this Correct?" Section

  1. This section is for you to verify the following information:

    1. Taxpayer Entity/POA/Congressional – Check this box to confirm you have verified the entity information entered on those screens is accurate.

    2. Outreach, Local Use, Local Use2, NTA Use, Sys Adv Use, and N.O. Use – These fields are systemically populated from the data entered on the Taxpayer Screens (1 and 5). You must confirm the information in these fields is correct. If the information is not correct, you must correct the appropriate fields.

13.4.5.5.5  (11-07-2013)
"Complete the following:" Section

  1. You must complete this section prior to closing the case. The fields are as follows:

  2. Core Issue Codes – The Primary and Secondary Core Issue Codes display on the Closing Actions screen. Click on the “?” after Primary for a drop down menu of Core Issues codes or refer to the TAMIS Issue Codes listing located on the TAMIS IRM web page at http://tas.web.irs.gov/tech/tamis/default.aspx.

  3. Primary (PCIC) – Systemically populates from Taxpayer Screen 5 of 5. This field can be updated on this screen or Taxpayer Screen 5. If modified on the Closing Action screen, the PCIC on Taxpayer Screen 5 will systemically update to reflect the change. If modified on Taxpayer Screen 5, the PCIC on the Closing Actions screen will systemically update to reflect the change.

  4. Secondary (SCIC) – Systemically populates from Taxpayer Screen 5 of 5 if applicable. This field can be updated on this screen. If modified on the Closing Action screen, the SCIC on Taxpayer Screen 5 will systemically update to reflect the change. If modified on Taxpayer Screen 5, the SCIC on the Closing Actions screen will systemically update to reflect the change.

  5. Closing Date – Enter the date all required actions have been completed and the TAS case is closed.

  6. TAO/Relief Code, TAO Relief Date and Assistance Code Fields - Relief codes are based on the 7811 Determination field.

    1. The TAO/Relief Codes and appropriate TAO/Relief Date fields apply when the 7811 Determination = "Y" . The list of values displays for the TAO/Relief Codes showing the positive relief codes first. Assistance codes 80 and 81 may be used with positive or negative relief codes.

    2. If the 7811 Determination is "N" , the TAO/Relief Code and TAO/Relief Date fields do not apply and are protected from any user update. The use of Assistance codes 90-98 is required.

    3. If the 7811 Determination is "0" , the TAO/Relief Code and TAO/Relief Date fields do not apply and are protected from any user update. The use of Assistance codes 90-98 is optional.

      TAO/RELIEF CODE DESCRIPTION
      07 TAO ISSUED - BOD/FUNC COMPLIED
      08 TAO ISSUED - BOD/FUNC APPEALED: TAO SUSTAINED
      09 TAO ISSUED - BOD/FUNC APPEALED: TAO MODIFIED
      10 TAO ISSUED - BOD/FUNC APPEALED: TAO RESCINDED
      60 FULL RELIEF-INDIVIDUAL ISSUE
      61 FULL RELIEF-SYSTEMIC ISSUE
      70 PARTIAL RELIEF-INDIVIDUAL ISSUE
      71 PARTIAL RELIEF-SYSTEMIC ISSUE
      50 NO RELIEF-RELIEF APPROPRIATE, BUT LAW PREVENTS CHANGE
      51 NO RELIEF-HARDSHIP NOT VALIDATED
      52 NO RELIEF-NO RESPONSE
      53 NO RELIEF-BOD/FUNCTION ALREADY PROVIDED RELIEF
      54 NO RELIEF-TP WITHDRAWS RELIEF REQUEST
      55 NO RELIEF-NO INTERNAL REVENUE LAW ISSUE
      56 NO RELIEF-OTHER

      Note:

      Only TAMIS users with permission levels 4 and 5 may enter TAO Codes 07, 08, 09, and 10, in the TAO/Relief Code field.

  7. TAO/Relief Date – This is a required field for 7811 Determination = Y cases and if the TAO/Relief Code is 07, 08, 09, 60, 61, 70, or 71.

  8. Assistance Code – When closing a case and the 7811 Determination is "Y" , a prompt displays asking whether you provided any other assistance to the taxpayer. The prompt is activated for cases with 7811 Determination = "Y" , no matter the relief code. If the 7811 Determination is "N" , then relief codes do not apply and only assistance codes can be used and are mandatory. If the 7811 Determination is "0" the use of assistance codes is optional.

  9. IRC – This field requires an entry when Relief Code 50 or Assistance Code 90 is selected in the TAO/Relief code field or Assistance Code field, respectively. You must select the applicable code from the list of values, citing why the law prevents you from providing relief. Refer to the following list of IRC Sections. If none of the choices from the list of values apply, you must enter the appropriate IRC section in the format XXXX(X) with a brief description not exceeding 55 characters.

    IRC SECTIONS DESCRIPTION
    6013 Joint return filing provisions
    6013(e) Innocent Spouse - No knowledge (repealed 07/22/98)
    6015(b) Innocent spouse - No knowledge (RRA98)
    6015(c) Innocent Spouse - Allocation of deficiency items (RRA98)
    6015(f) Innocent Spouse - Equitable relief (RRA98)
    6323(j) NFTL (lien) withdrawal
    6325(a) NFTL release
    6325(b) Discharge of property from NFTL
    6325(d) NFTL subordination
    6343 Return of levied property/proceeds
    6402(a) Offset to another internal revenue tax
    6402(c) Offset to past due support obligations
    6402(d) Offset to debts due federal agencies
    6402(e) Offset to past due state income tax obligations
    6402(f) Offset to repay excess OASDI payments
    6404 Abatement of interest
    6511 Statutory limitations on credit or refund
    Blank (7 spaces) Blank (55 spaces/free-form user narrative to identify other "law prevents change" situation)

    Note:

    Depending on the 7811 Determination selection, the TAO/Relief Code or the Assistance Code must be completed. The table below can assist you in identifying when these situations occur.

    IF THEN
    7811 Determination = Y TAO/Relief Codes apply. Once entered, an alert window displays the following question: "Were additional actions taken to help resolve the problem?" , followed by 2 buttons, "Yes" and "No" .
    Yes is selected Assistance code 80 or 81 must be entered in the Assistance Code field.
    No is selected The Assistance Code field remains blank.
    7811 Determination = N TAO/Relief Codes are not applicable. Use of assistance codes 90-98 is required.
    7811 Determination = 0 TAO/Relief Codes are not applicable. Use of the assistance codes 90-98 is optional.

  10. Manual Refund – Check this box if a manual refund was issued to the taxpayer. See IRM 13.1.21.1.3.18Manual Refunds.

  11. Manual Refund Issue Date – Enter the date the manual refund was initiated in MM/DD/YYYY format, if applicable.

  12. No Customer Survey Contact – Check this box to indicate that this taxpayer (or representative) should not be contacted for the customer satisfaction survey conducted by a contractor on TAS’s behalf. Only permission level 4 or 5 users can check this box.

  13. Close This Case Button - Once all information is added to the Closing Actions screens and the case is ready to be closed, selecting this button closes the case. Once you select the Close This Case button and enter "Yes" at the prompt the case is closed and you can not reverse a case closure of a case closed in error. See Note.

    Note:

    If there are any required fields on TAMIS without valid entries, the system does not allow you to close the case. If you try to close the case the following warning message displays: "There are incomplete actions do you want to close this case?" This means there are actions on the Case Actions screens that have not been checked as being completed. If you say Yes to the warning, you are saying it is OK to close the case, regardless of these actions. If you say No to the warning, you must review the unchecked boxes on the Case Actions screen and check them off. Generally, you should always say No to the warning, so you can review the unchecked boxes on the Case Actions screen and check them off before closing.

  14. TAMIS Closed Date – Systemically populated field with the date the case was closed on TAMIS after the Close This Case button is selected.

13.4.5.5.6  (07-16-2012)
Closing a Reopened Case

  1. Selecting the Clsg Actions button in the Application Navigation area on a reopened case displays the Closing Actions screen records.

  2. The first line of the Reopened record # is the current case. Selecting the "OK" button next to this entry displays a new Closing Actions screen. Selecting the "OK " button next to any other record displays the completed Closing Actions screen for the particular case you selected.

  3. Refer to IRM 13.4.5.6, Reopen Screen, for information regarding reopening a case.

13.4.5.5.7  (07-16-2012)
Updating a Closed Case

  1. Users who have permission level 1 or higher can update a closed case within 30 days of closure. However, you cannot reverse the closure of a case you may have closed in error.

  2. Users who have permission level 4 or higher can update a closed case more than 30 days after the closure date. However, the closure of a case can not be reversed regardless of the permission level.

13.4.5.6  (07-16-2012)
Reopen Screen

  1. The Reopen screen records why a case is being reopened and the number of times the case has been reopened. Reopening a case is limited to users with permission level 3 or 4 in the same Org code as the closed case. Permission level 5 employees can also reopen a case closed from any Org.

  2. TAMIS records only one case file record regardless of how many times a case is reopened. Each time a case is reopened, TAMIS generates a new Initial Actions screen, Taxpayer Screen 3 for the input of the 7811 Determination, and Closing Actions screens which require entries.

  3. Any office may reopen a case that was previously closed on TAMIS, however, the procedures for reopening a case contained in IRM 13.1.21.3, Reopening Cases, must be followed.

  4. To reopen a case, select the Reopen button in the Application Navigation area. The most recent reopen record displays. If there are no reopen records for the selected case, a blank screen displays.

  5. If there are multiple reopen records, use the scroll bar to locate a specific record.

  6. To reopen a case that was previously closed or reopened, select Record followed by Insert from the menu bar to display a blank screen.

  7. When a case is reopened, a new Initial Contact Due date is written to the Case Actions Screen.

  8. When a case is reopened, the system resets the New Case Indicator displayed on an Employee’s Inventory screen.

  9. The field descriptions follow.

  10. Reopened Record # – This field is systemically generated to show the reopen number for this instance.

  11. Total Number of Reopened Records – Systemically generated to show the total number of times this case has been reopened.

  12. Reopened Date – Systemically generated with the date the case was reopened.

  13. Reopened TAS Received Date – This is a required field. Enter the date the subsequent inquiry was received in the TAS office on the case being reopened. The date should be entered in MM/DD/YYYY format.

  14. Reason Code – This is a required field. Select from the following list of values:

    1. C = Receipt of Congressional Correspondence

    2. L = Late Response by Taxpayer

    3. E = Service Error

    4. A = Receipt of Additional Info from Taxpayer

    5. U = Taxpayer is dissatisfied with Resolution

    6. I = Incorrect Actions/Unresolved Issues

  15. Previous TAS Received Date – Systemically generated field displaying the date the case was originally received in TAS.

  16. Previous TAMIS Received Date – Systemically generated field displaying the date the original case was initiated on TAMIS.

  17. Case Previously assigned to – Systemically generated fields displaying the Employee #, Org, and Previous Case Close Date of the closed case. If this is the first reopen, the information is related to the original case. If there are multiple reopens, the last reopen record displays.

  18. The scroll bar allows you to view the information for all reopen records for this case.

  19. After completing the Reopen screen, select Save from the icon bar or Action followed by Save from the menu bar.

13.4.5.7  (07-16-2012)
Chargeout Screen

  1. You are required to use the Chargeout screen when you remove a case from your office’s centralized closed files.

  2. Employees with permission level 3 and higher can charge out a case, but the screen is viewable to all users. Multiple records are viewed by using the scroll bar.

  3. To access the Chargeout screen, select the Charge Out button in the Application Navigation area.

  4. If the case has never been charged out before, a blank screen is displayed. If the case has been previously charged out, the latest record is displayed.

  5. To charge out a case on TAMIS, you must use a blank screen. Select Record, followed by Insert from the menu bar.

    Note:

    In order to charge out a case, the case must be in closed status.

  6. The field descriptions follow.

  7. Charge-out Date – Systemically generated upon saving the charge out.

  8. Employee inputting charge-out – Systemically generated TAMIS login of the person entering the charge out.

  9. Charging case out for Employee # – Employee requesting the closed case file. This may or may not be the same person who is actually performing the charge out on TAMIS. Select the Employee ID # from the list of values. This is a required field.

  10. Employee Org Code – Systemically generated based upon the organization code of the employee requesting the closed case file.

  11. Date Case Returned to Files – Enter the date the case was returned to files in MM/DD/YYYY format. Entry for this field is restricted to permission level 4 or higher.

  12. Chgout Reason Code – This is a required field. Select from the following list of values:

    1. 1 - Centralized Quality Review

    2. 2 - TIGTA

    3. 3 - TAS National Office Review

    4. 4 - TAS Area Office Review

    5. 5 - TAS Local/Campus Office Review

    6. 6 - DBA/DIA Review

    7. 7 - Other

    Note:

    Only viewers with permission level 4 or 5 can view the Chargeout Reason Code field.

  13. Use the scroll bar to view multiple records.

  14. After recording your entries in the Chargeout screen, select Save from the icon bar or Action followed by Save from the menu bar.

13.4.5.8  (07-16-2012)
Access Log Screen

  1. The Access Log screen records every access/query executed by a TAMIS user on a specific case.

  2. The access is recorded by the date and time the case was accessed, the TAMIS user’s login, Employee ID number and Org Code.

  3. The Access Log screen tracks queries on a complete case, and does not include an access to the TAMIS Inventory screen, TAMIS Employee screen or OAR screen "only" queries that retrieve the OAR Screen data but do not retrieve the entire case associated with the OAR screen in question.

  4. Case queries executed from the Inventory screen are recorded on the case’s Access Log.

  5. Case access activity will be recorded and maintained in a case's Access Log screen for the life of the case on the TAMIS Active database.

  6. The Access Log screen is a view only screen. All field entries are systemically populated when the case is accessed by a TAMIS user, and cannot be edited.

  7. To view the Access Log screen and Access Log Report, select the Access Log button in the Application Navigation area.

  8. The field descriptions follow.

    1. CF# – Displays the case file number of the case accessed on TAMIS.

    2. Org Code – Displays the Org code of the TAS office assigned to the queried case.

    3. Case Assigned to: – Displays the Employee ID number of the TAMIS user assigned to the queried the case.

    4. TP – Displays the name of the taxpayer or business entity for the queried case.

    5. P TIN – Displays the SSN of the primary taxpayer or EIN if a business for the queried case.

    6. Print button – Select to generate and print an Access Log Report for the queried case.

    7. X – Exit button.

    8. Date/Time – Displays the date the user executed the case query in mm/dd/yyyy format, and the time the user executed the case query in military time format.

    9. Login – Displays the TAMIS login of the user who executed the case query.

    10. Emp ID – Displays the TAMIS Employee ID of the user who executed the case query.

    11. Org – Displays the TAMIS Org Code of the user who executed the case query.

  9. The Access Log records display in descending order. A maximum of 13 records display at one time on the Access Log screen. Use the scroll bar to view additional records.

13.4.5.8.1  (07-16-2012)
Access Log Screen Permissions

  1. The following TAMIS users are permitted to access and view the case’s Access Log screen:

    1. Permission level 1 or 2 TAMIS users – may only view the Access Log screen of cases currently assigned to them.

    2. Permission level 3 TAMIS users – may only view the Access Log screen of cases assigned within their own TAS Org Code and Employee Group code.

    3. Permission level 4 TAMIS users – may view the Access Log screen of all cases assigned to their own Org Code.

    4. Permission level 5 TAMIS users – may view the Access Log screen of any case in any Org Code.

13.4.5.9  (07-16-2012)
Time Reporting

  1. The Time Recording system captures the time associated with working a case. It records the amount of time the open case is displayed on TAMIS. The time recording is automated and can not be manually turned on or off. However, time can be adjusted to reflect the actual activity on a case.

  2. Selecting the Time button in the Application Navigation area displays the Time screens. There are two screens associated with this button. The initial Time screen shows the time records associated with the case. The Time Adjustment screen allows for adjustments to the time.

  3. While viewing the Time or Time Adjustment screens the timer is paused.

  4. There may be situations when the actual case is not open on TAMIS, but the user is involved in offline case activity, for example reviewing correspondence for a specific case. In this circumstance, the Time Adjustment screen would be used to capture the actual time the user spent on the offline case activity.

  5. If a user is interrupted while working a case on TAMIS, to avoid inaccurate time records, the TAMIS user should refresh the screen or place themselves in query mode. If this was not done and a case remains open on TAMIS but is not actively being worked, the time can be adjusted (decreased) to reflect the appropriate time that should have been recorded on the case.

  6. One of the following options will stop the timer on the displayed case:

    1. Refreshing the TAMIS screen by placing the screen in query mode by selecting Query then Enter from the menu bar or the Enter Query icon.

    2. Exiting TAMIS and returning to the TAMIS Main Menu.

      Reminder:

      Opening the Inventory screen while a case is displayed in TAMIS will not stop the timer for the displayed case. The timer continues to record time while the case is displayed in the Static Display area (top portion of TAMIS screen). While in the Inventory screen, if the user opens a different case by clicking the "go-to" button next to a case file number, the timer will stop on the original case and start capturing time on the newly displayed case.

  7. The Time screen is used to capture time on open cases only. Once a case is closed the timer will not record any time spent on the case, even if it is queried and viewed by the user.

  8. Any TAS employee other than the assigned Case Advocate who provides offline case related assistance will not be required to document such time unless it is equal to or greater than fifteen (15) minutes.

13.4.5.9.1  (07-16-2012)
Time Screen

  1. The Time screen shows the time recorded on a case for a specific date. The field descriptions follow.

  2. Login – The default entry is the current TAMIS user. The "?" button provides the List of Values (LOV) displaying other users’ logins. Permission levels 3 and 4 users can view other users’ times within the same Org code.

  3. Case No – The default entry is the case file number the user was viewing prior to accessing the Time screen. A user can query for a different case file by entering the case file number and executing the Query command.

  4. Case Activity, Day’s Activity and Week’s Activity – Time or period views. Case Activity is the default setting.

    1. Case Activity View – This is the default view. It displays the accumulated time for a single case for the current day and six previous calendar days. One row is displayed per day for all the time accumulated on the record date.

    2. Day’s Activity View – Displays the employee’s recorded time for all cases accessed that day. One row per each case is displayed.

    3. Week’s Activity View – Displays the recorded time on all cases accessed for the current day and the six previous calendar days. One row per case per date is displayed.

  5. Date – Time Recorded Date. Records are displayed in descending date order. One time record per case per day displays. If there were multiple accesses of a single case within the day, the time is combined into one record.

  6. Case No – Case file number.

  7. TAMIS Rcv – TAMIS Received Date for the case file.

  8. SC – Status code of the case file.

  9. Login – The TAMIS user login.

  10. Title – The TAMIS position of the user at the time of recordation.

  11. Time – Time in HH:MM format.

  12. All User’s Time – All time recorded, by all users, for the case on the record date.

  13. +/- button – Selection of this button for a specific record or row displays the Time Adjustment screen.

13.4.5.9.2  (07-16-2012)
Time Adjustment Screen

  1. The Time Adjustment screen is accessed when previously recorded time records require adjusting.

  2. Permission level 1 or 2 users can view and adjust their own time records.

  3. Permission level 3 users can view and adjust their own time records, and view other user’s time records within their own Org. code.

  4. Permission level 4 users can view and adjust their own time records, as well as view and adjust other user’s time records within their own Org. code.

  5. Permission level 5 users can view and adjust their own time records, as well as other users’ time records regardless of Org. code. The screen descriptions follow.

  6. All fields, except the Adjustment field, will systemically populate, based on the row or record selected from the Time screen.

  7. Case No – Case file number.

  8. TAMIS Received Date – Date the case was added to TAMIS.

  9. Status Code – The current status of the case.

  10. Login – TAMIS user login.

  11. Title – Position of the TAMIS user at the time the data was recorded.

  12. Activity Date – Date the data was recorded.

  13. Activity Time – The amount of time recorded.

  14. Adjustment – Field used to adjust the time record.

    1. + / - field – Select whether increasing (+) or decreasing (-) the time record.

    2. hh:mm fields – Enter adjustment time in hours and minutes.

  15. Employees cannot adjust the displayed Activity Time record below zero. The Adjusted Time field will systemically populate based on the adjustment entry. Save the change before exiting the screen selecting Save from the icon bar or Action followed by Save from the menu bar.

  16. To exit the Time Adjustment screen and return to the Time screen, select the back arrow button on the screen (<).

13.4.5.10  (07-16-2012)
Form 911H, Taxpayer Advocate Service Case Information - Form 911 History

  1. The Form 911H, Taxpayer Advocate Service Case Information – Form 911 History, provides a complete record of a case. The Form 911H report is several pages long and displays all of the information entered on all TAMIS screens associated with a case.

  2. You can print a copy of a TAMIS case file by accessing the Taxpayer Advocate Management Information System Reports menu.

13.4.5.10.1  (01-15-2005)
Generating the Form 911H

  1. To generate a Form 911H, access the TAMIS Main Menu and select the Reports button.

  2. You must have permission level 0, or higher, to generate the Form 911H report.

  3. To create a copy of the Form 911H, select the Form 911H radio button from the Taxpayer Advocate Management Information System Reports screen.

  4. Once you have selected the Form 911H radio button, select the Generate Report button.

  5. The Form 911H Report Parameter window displays.

  6. Select the location from which to generate a Form 911H; Active or Archive database. Active is the default choice.

  7. Enter the Case File # and click the "OK" button.

  8. Once the Form 911H generates, use the scroll bar to view the complete form.

13.4.5.10.2  (07-16-2012)
Format of Form 911H

  1. The Form 911H report is several pages long, and each TAMIS screen containing data is displayed.

  2. The Form 911H report is displayed in the following format:

    1. Page Header Information –Page header information is repeated on every page of the Form 911H report. The header identifies the date the report was generated, page number of the report, case file number, status, and to whom the case is assigned.

    2. Taxpayer Information – Taxpayer specific fields from Taxpayer Screens 1, 2, and 5 are displayed, as well as all taxpayer entity and contact information. The Outreach and Taxpayer Issue fields are shown under the Case Information section. The hardship description and relief requested from Taxpayer Screen 2 of 5 is displayed. The Language and Hearing Impaired fields are extracted from the Taxpayer Screen 5 of 5 and displayed.

    3. Taxpayer Representative Information –Data from the POA screen is shown, if the taxpayer has a representative. If more than one Firm or more than one Contact is shown on the POA screen, all POA data is displayed in the sequence originally entered.

    4. Congressional Contacts –Data from the Congressional screen is included on the report, if applicable for the taxpayer.

    5. Third Party Contact(s) –Data from Third Party screen is included, if applicable for the taxpayer. If there are multiple third party contacts, all display.

    6. Initiator Information –The initiator information fields (Initiator's name, Org, OpD Func, and OpD Loc) completed on Taxpayer Screen 4 of 5 are displayed. Data from two additional fields Actions the Operating Division initiator took to help resolve the problem and Reasons why Operating Division initiator did not provide relief are also included.

    7. Case Information – The Case Information section has five specific sections. See table shown under IRM 13.4.5.10.2.1 (1) for more detail.

    8. Charge-Out Information – If the Chargeout screen contains information, the field contents are shown on the Form 911H.

    9. Transfer/Referral History Table Information – If the Transfer or Referral screens contain information, it is shown on the Form 911H. If multiple transfer/referrals were input, they are listed in sequential order. The following fields are displayed:

      • Type

      • Org

      • OpD

      • OpD Loc

      • Group

      • Employee #

      • Date

      • Age

    10. Potential Related Case Information –This section lists all cases shown on the Related Cases screen. If more than one related case is present, all display. This section contains the fields Case #, TIN, Org, Employee and Status.

    11. Operations Assistance Request (OAR) –This section displays all of the entries from the OAR screen. The section identifies both the OAR initiator and the recipient. If multiple OARs are initiated, all display in sequential order.

    12. Reopen Case Information –This section displays data from the Reopen Screen, if completed for the case. The fields included are the Reopened Record #, Reopened TAS Received Date, Date Reopened, and Reason Code.

    13. Case Factors – This section displays all of the data from the Case Factors screen.

    14. History –This section displays all of the entries on the History screen, with a blank line between each history. The layout of the section displays the Date (of the history entry), Login (of the user who entered the history), System Generated, History Updated fields, and the History Text.

13.4.5.10.2.1  (07-16-2012)
Taxpayer Screens 1 and 5

  1. The first section contains case coding from Taxpayer Screens 1 and 5. The following fields are displayed:

    BOD BOD Client
    Outreach ECMS/e-trak Control #
    Taxpayer Issue Primary Core Issue
    Secondary Core Issue Special Case
    Criteria Code How Received
    ICP Indicator IRS Received Date
    TAS Received Date TAMIS Received Date
    Local Use Local Use2
    NTA Use Sys Adv Use
    N.O. Use Xref TIN

  2. Data from the Taxpayer Screen 3 of 5 follows the codes listed above, displaying the fields 7811 Determination and LTA actions and date.

    • The second section displays all fields from the Initial Actions screen.

    • The third section displays entries from the Action Plan screen. If completed, the fields Action Plan Number, Action Plan Date, and Plan are displayed.

    • The fourth section displays the entries from the Case Actions screen. All actions are listed in sequential order. The fields displayed are the Action Type, Action/Requested items, Action Date, Date Created and Completed Items checkbox.

    • The fifth section displays the entries from the two Closing Actions Screens.

  3. The following fields are displayed in the fifth section of the Closing Actions screens:

    Closing Contact Date Phone Checkbox
    Letter Checkbox TP Education of Process Checkbox
    Adjustments Posted Checkbox TP Advised of Recourse Checkbox
    Addressed Overpayment/Liability Checkbox No Response Checkbox
    Apology Checkbox IDRS Control Closed Date
    Holds Addressed Checkbox TP Entity/POA/Congressional Correct? Checkbox
    All documents/returns refiled Checkbox TAO/Relief Date
    TAO/Relief Code Closing Date
    Assistance Code TAMIS Closed Date
    Manual Refund Checkbox No Customer Survey Contact Checkbox

    Note:

    If the case was reopened, there are multiple closing action screens; each closing action screen is shown in sequence.

  4. Charge-Out Information – If the Chargeout screen contains information, the field contents are shown on the Form 911H.

  5. Transfer/Referral History Table Information – If the Transfer or Referral screens contain information, it is shown on the Form 911H. If multiple transfer/referrals were input, they are listed in sequential order. The following fields are displayed:

    • Type

    • Org

    • OpD

    • OpD Loc

    • Group

    • Employee #

    • Date

    • Age

  6. Potential Related Case Information – This section lists all cases shown on the Related Cases screen. If more than one related case is present, all display. This section contains the fields Case #, TIN, Org, Employee and Status.

  7. Operations Assistance Request (OAR) – This section displays all of the entries from the OAR screen. The section identifies both the OAR initiator and the recipient. If multiple OARs are initiated, all display in sequential order.

  8. Reopen Case Information – This section displays data from the Reopen screen, if completed for the case. The fields included are the Reopened Record #, Reopened TAS Received Date, Date Reopened, and Reason Code.

  9. Case Factors – This section displays data from the Case Factors screen. All 24 questions are listed including the checkboxes for yes and no. Any changes made to the checkboxes are indicated in the Date, Login name and Update fields.

  10. History – This section displays all of the entries on the History screen, with a blank line between each history. The layout of the section displays the Date (of the history entry), Login (of the user who entered the history), System Generated, History Updated fields, and the History Text.

13.4.5.10.3  (07-16-2012)
Printing Form 911H

  1. Once the Form 911H is generated and appears on the screen, select File then Print from the tool bar or the Print icon from the icon bar to print the form. You can print the complete Form 911H or select the page(s) to print.

13.4.5.10.4  (07-16-2012)
Exiting Form 911H

  1. To exit from 911H, select File then close from the tool bar, or the select the "X" in the upper right corner of the screen. This will bring you to the Form 911H Report Parameter Screen. Either enter another case file number or select the Cancel button. Selecting the Cancel button will bring you back to the TAMIS Main Menu.


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