Part 3. Submission Processing

Chapter 5. Accounts Services

Section 20. Processing Requests for Tax Return/Return Information (Cont. 1)

3.5.20  Processing Requests for Tax Return/Return Information (Cont. 1)

3.5.20.4 
Income Verification Express Service (IVES) Requests Processing

3.5.20.4.2 
Requests for Transcripts Under IVES

3.5.20.4.2.10  (11-30-2012)
IVES Reconciliation

  1. The IVES coordinators or designated individual(s) are required to perform a 100% reconciliation between the Detail Report information and the completed IVES batches for one day's work, every two weeks.

  2. Each site must provide a reconciliation schedule showing rotating days of the week for each two week period to Headquarters by the end of the month preceding the month to be reviewed.

  3. Take the following steps to complete reconciliation:

    1. Review the completed batches of work, comparing information from the Form 4506-T or Form 4506T-EZ against the Detail Reports covering the selected date. (Could be more than one day's Detail Report.)

    2. Make necessary credit/debit adjustments as identified.

    3. Provide information to manager to ensure that disclosure procedures are followed on any unauthorized disclosures. (See IRM 3.5.20.2.1)

    4. Share feedback with manager and/or employees on any errors identified.

    5. Provide the following information to HQ within seven work days of the scheduled reconciliation date:

      Reconciliation Information to HQ

      Volume reconciled
      Total number of errors identified
      Number of unauthorized disclosures identified which have not been previously identified
      Number of credit adjustments needed
      Number of debit adjustments needed

    6. IVES Requests are received without remittance and should be destroyed 65 calendar days after request is closed.

    7. Documents must be in easily retrievable order to allow for easy dispute resolution.

  4. Provide the details of the correction to the Participant after the reconciliation is completed and any adjustment is made to a Participant's account.

3.5.20.4.2.11  (11-30-2012)
IVES Program Requirements

  1. The IVES processing fee will apply when:

    1. A duplicate request for a return transcript is submitted.

    2. An incomplete request is submitted (i.e., a request that cannot be processed due to missing or incorrect information).

    3. A false or fraudulent request is submitted (i.e., a request that has been altered in someway).

      Note:

      Alterations would include information furnished by the participant on line 5 of the Request. Effective November 29, 2010 requests were being rejected if it was apparent that line 5 has been altered in any fashion such as: Writing on Line 5 other than the Participants information, which would indicate overlaying of information already printed on the Form (i.e., numbers or letters that could indicate something was already there, this would be to the left or right of the Participant information and could possibly be above or below the Participant information), or more than one address or name other than the Participants.

      Note:

      Effective January 1, 2011 the Participants can not utilize a sticker containing their information for Line 5. Line 5 information for the Participant has to be stamped on the Request, if not the Request will be rejected.

    4. No record is located.

    5. The Service is otherwise unable to deliver the transcript (e.g., a delegated user’s secure mailbox is full or an incorrect fax number was provided.

    Note:

    The participant will be responsible for all fees incurred by their delegated users.

  2. The IVES coordinator, Team manager and/or designated Quality Review employee(s) will be responsible for performing quality review for the program following established guidelines.

  3. The review of IVES work will evaluate adherence to program requirements and should involve reviewing new and completed work/batches submitted by Participants and/or prepared by RAIVS clerks. The review includes:

    1. Verifying the number of requests in individual batches.

    2. Ensuring that batches do not contain mixed requests (BMF, IMF).

    3. Confirming that the Participant Number is present on the batch sheet.

    4. Ensuring that all Form 4506-T or Form 4506T-EZ listed on batch cover sheet are present.

    5. Making sure that all years requested are present on a Form 4506-T or Form 4506T-EZ .

    6. Ensuring that IVES batch number is present on batch cover sheet prior to returning the cover sheet to the Participant as confirmation or receipt of work.

    7. Ensuring that the TDS tracking number is written at the top right hand corner of the Form 4506-T or Form 4506T-EZ .

    8. Providing feedback to the IVES team on errors that have been caused by employee action. The purpose is to raise awareness about error patterns and to ensure minimum impact on service to the participant.

3.5.20.4.2.11.1  (11-30-2012)
System Downtime Procedures

  1. When the IVES system (Transcript Delivery System (TDS) or Employee User Portal (EUP)) is down, the following procedures will apply:

    1. Call Help Desk to submit Priority 1 ITAMS ticket (1-866-743-5748, Select Option 2, then Option 2 again).

    2. After the ticket is submitted send an E-mail to the HQ RAIVS analyst and Tammy Bird at Tammy K. Bird@irs.gov stating the issue, ticket number; and any additional information that is appropriate.

    3. Complete the Downtime log that is part of your weekly IVES Report. Some Sites may have their own Form to fill out.

    Caution:

    If the system continues to experience down time, and the problem is not resolved after two hours, or if there are multiple occasions of shorter periods of down time, contact Headquarters via E-mail, at which time a decision will be made to switch to the backup system, which is IDRS.

  2. For purposes of the IVES program, there will be a business day cut-off time of 2:00 p.m., local time. Local time refers to the time zone of the IVES site working the request.

3.5.20.5  (11-30-2012)
Photocopy and Miscellaneous Requests

  1. This subsection provides procedures for completing photocopy and miscellaneous requests.

  2. Photocopy requests include the following:

    • Copies of tax forms (individual, business, exempt organization, employee plans, etc.)

    • Copies of electronically filed (e-file) returns

    • Copies of "All Attachments" or "Other Documents"

    • Copies of IRS-prepared Substitute For Return (SFR)

  3. Miscellaneous requests include the following:

    • Form 4442, Inquiry Referrals, for closed Underreporter or Audit Reconsideration cases

    • Form 8796, Request for Return/Information (Federal/State Tax Exchange Program)

    • Requests under United States Department of Agriculture (USDA) Agreement

3.5.20.5.1  (11-30-2012)
Requests for Copies of Tax Forms and Managing Suspense Files

  1. Photocopy/National Archives and Records Administration (NARA) Project is a reimbursable project.

    1. NARA is responsible for Federal Records Centers (FRCs) and charges IRS an established fee to process a "reimbursable copy" request for documents retired to FRC.

    2. The remainder of the photocopy fee is reimbursed to the functions at your campus processing the requests.

  2. If the Form 4506 request is received in your RAIVS location with an original received date of 45 days or older:

    1. Reject the request.

    2. Initiate the appropriate letter.

    3. Refund the reimbursable photocopy fee.

    4. Send a Return Transcript to the taxpayer.

  3. All requests initiated to secure tax forms from the files area should be initiated as "reimbursable" requests (ESTABDR) unless instructed otherwise.

    1. Maintain suspense files by received date.

    2. Associate incoming responses, research, documents, etc. daily.

    3. Purge suspense files daily.

    4. Hold request open until a response is received from document holding area.

    5. Make at least one attempt to pursue charge-out information.

    6. Address problems with late responses through management channels as needed.

  4. If the request is made on Form 4506, Action 61 Guidelines in IRM 21.3.3 , Incoming and Outgoing Correspondence, do not apply.

    1. A 30 day interim letter is not required. Form 4506 instructions include notification that it may take 60 calendar days to receive copies.

    2. Provide a status to the requester if the request is not completed within the 60 days stated on Form 4506 .

  5. All options need to be pursued before providing a transcript in lieu of the Return, including notifying your manager/analyst.

    If... Then...
    There is no response/no record received from Return Files at 21 days Submit a second request.
    There is no response/no record after an additional 14 days, Initiate a Special Search request.
    No record received from Return Files at 45 days and

    1. a response has been received from Special Search, and

    2. you have pursued the charge-out information, and

    3. management follow-up

    1. Provide a Return Transcript to the taxpayer.

    2. Refund the photocopy fee with an explanation that the return is not available at this time and you are providing a Return Transcript in lieu of the Return.

    3. The Requester may request it again at a later date.

  6. Do not initiate a manual reimbursement of a fee until you receive a response that the return cannot be located.

  7. When requesting documents from the Correspondence Imaging System (CIS) and a document request is for an adjustment document (e.g., 1040X), the CIS case must be printed out by the Files Section.

  8. Input the request using ESTABDX.

    1. Files personnel will pull the Form 5147 , IDRS Transaction Record. This will show the (Correspondence Imaging System (CIS) Case ID # and can also be identified if the "CIS IND" contains a "1" .

    2. The CIS Case ID will be printed in the Remarks section of the Form 5147 .

    3. A CIS document can also be identified on ENMOD or TXMOD by the CIS IND of "1" and/or a CIS Case ID Number.

  9. Use TDS or CC IRPTR and see IRM 3.5.20.3.7, Requests for W-2 Tax Form/Information, to process requests for W-2 information.

  10. Aging criteria are set for different products based upon the average time frames for case closure (See IRM 3.5.20.3.1, Timeliness Guidelines for RAIVS Inventory).

  11. Document your case history sheet with your actions, and notify the requester if there is a delay in processing.

    Note:

    Partially completed photocopy requests should not be held longer than 21 days before sending to the requester.

3.5.20.5.1.1  (11-30-2012)
PART PAID Procedures

  1. Review tax form requests for remittance amount.

    If ... Then ...
    A request with insufficient payment for all tax periods requested was not identified during preprocessing, Notate request as PART PAID.
    A request is PART PAID,

    1. Reject request (See IRM 3.5.20.3.2), Rejecting Requests.

    2. Advise the requester that insufficient remittance was submitted.

    3. Include Form 4506 in case requester wants to reorder with proper remittance.

    4. Refund payment.

3.5.20.5.1.2  (11-30-2012)
General Guidelines for Tax Form Copy Requests

  1. Generally, different types of returns are destroyed after specific periods of time.

    Reminder:

    Returns which would have been destroyed are kept for a longer period of time if a case is open.

    1. Do not assume a return has been destroyed based on its age.

    2. Do not reject a request without first checking IDRS/CFOL to determine if subsequent activity has occurred on taxpayer account.

  2. Maintain good contact with Special Search, National Archives Records Administration (NARA), microfilm units and other functions that service RAIVS function. This is critical to a smooth operation.

    Caution:

    If responses are not received from a servicing function in a reasonable period of time, management should contact the functional area for the status of the request. Do not simply re-input the request.

    If... Then...
    The original DLN has been renumbered and the document is still retrievable, Request the re-file DLN on IDRS using CC IMFOLT, CC BMFOLT, or CC TXMODA.
    Collection Statute Expiration Date (CSED) is later than the current date, Request the return.
    Research reveals the return has been destroyed, Research IDRS/CFOL or CC IMFOLV (see table below).

  3. Separate requests should be entered for each tax period requested.

    Reminder:

    Files may archive documents a little differently, (i.e., sometimes two inputs are required to retrieve Form 1040EZ if Form W-2 was separated from the documents.)

    If... And... Then...
    IDRS/CFOL research reveals that the requested tax module was moved to retention register,   Check to see if the Retention Register Module is on-line using the appropriate command code:

    • CC IMFOLR,

    • CC IMFOLT,

    • CC IMFOLV,

    • CC BMFOLR, or

    • CC BMFOLT
    The DLN can be secured , The return has not been destroyed, Request the return (See IRM 1.15.29, Records Management, Records control Schedule for Service Center Operations.

    Note:

    Review IRM 21.2.2.5.9 , On-Line Retention Register, for guidelines.

    The return has been destroyed, It is not a third party request,

    1. Provide the return/account information using TDS.
    The return/account information is available, It is a third party request,

    1. Send the return information to the taxpayer.

    2. Notify the taxpayer and the third party appropriately.
    No return information is available through TDS,  

    1. Close case.

    2. Notify the requester.
    Document is not available   Send return/account information to the requester.

  4. Requesters using Form 4506 , Form 4506-T , and Form 4506T-EZ are directed to submit requests to the campus indicated in the instructions (based on the state in which they resided when the return was filed). However, you may receive requests which should have been sent to another campus.

    1. Work the request at your campus.

      Exception:

      IVES requests must be worked at the location at which the participant is assigned.

    2. Do not reject a request with instructions that the requester submit the request to another campus.

    3. Do not transfer requests to another campus for processing unless a specific agreement exists between campuses.

    4. If an agreement does exist and case is transferred, notify the taxpayer his/her case is being transferred.

    5. Refund any photocopy fee deposited by your campus if a return is not found.

  5. Local management can determine if a request should be expedited.

    1. Use ESTAB, Request Code V, (ESTABV) to expedite a request.

    2. Secure supervisory approval.

    3. Keep the expedite request volume to a minimum.

  6. Up to eight tax periods can be requested on Form 4506..

  7. Up to four tax periods on Form 4506T-EZ and Form 4506-T.

  8. Do not reject a request because more than the allowable number of periods are listed.

  9. If taxpayer requests only page 1 of Form 1040 , provide front and back of Form 1040 .

    Note:

    When providing copies of tax returns of partnerships, S corporations, trust or estates (Form 1065 , Form 1120S , Form 1041 and Form 706 ), attachments, schedules or other listings that include entity information (i.e., name, address, TIN.) of taxpayers other than the filing entity or the requesting party must be removed. For example, a taxpayer requesting a copy of Form 1065 may only obtain a copy of the Form 1065 , Schedule K, and the taxpayer's own Schedule K-1.

3.5.20.5.1.3  (11-30-2012)
Requests for Copies of Exempt Organization Returns

  1. An Exempt Organization (EO) or a person from an exempt organization can request a copy of the organization's return which is available for public inspection using Form 4506-A , Request for Public Inspection or Copy of Exempt or Political Organization IRS Form or submitting a written request.

  2. Available Exempt Organizations (EO) forms includes the following:

    • Form 990

    • Form 990-EZ

    • Form 990-PF

    • Form 990-T (filed after August 17, 2006)

    • Form 5227 (filed after December 31, 2006)

    Reminder:

    Form 4506-T may be used for requests from the general public.

  3. All EO requests on Form 4506-A , or written requests without payment, are worked by the Ogden Campus.

  4. Any request for a copy of an EO return received in a site other than Ogden should forward the request to:

    Ogden IRS Campus

    Mail Stop 6716

    1160 W. 1200 S

    Ogden, UT 85201

  5. The instructions for Form 4506-A lists the photocopy fees for the copies requested. Form 4506-A requires payment per page.

  6. Form 4506 should be used if a complete copy of the return (including all attachments) is requested.

3.5.20.5.1.4  (11-30-2012)
Requests for Copies of Employee Plans Own Return

  1. A person from an employee plan requesting a copy of their Form 5500 , Annual Return/Report of Employee Benefit Plan or Form 5500-SF , Short Form Annual Return/Report for Small Employee Benefit Plan, The Department of Labor can only provide copies of the Form 5500 and Form 5500–SF at the following address:

    Department of Labor

    Public Disclosure, Room N-1513

    Pension and Welfare Benefits Administration

    200 Constitution Avenue NW

    Washington, DC 20210-1111

  2. Public Disclosure requests for Employee Plan Form 5500 Series (except for Form 5500-SF should be sent to the Department of Labor at the address in Item (1) above.

  3. Public requests for copies of Form 5500-EZ with a plan year prior to 199912 and after 200901 can be routed to the following address for processing :

    Internal Revenue Service

    1973 North Rulon White Blvd.

    Attn: EP Accounts Mail Stop 6552

    Ogden, UT 84404

  4. If a request is received for Plan Years ending 199912 - 200812, return the request to the filer telling them the Form 5500–EZ for the Plan Period requested is unavailable and we can not provide you with a copy.

    Note:

    Form 5500–EZ filed between 199912 and 200812 are no longer available. The IRS and/or DOL no longer have access to the Form 5500–EZ images to fill the requests for a copy.

3.5.20.5.1.5  (11-30-2012)
Requests for Copies of "All Attachments" or "Other Documents"

  1. Process requests received (except on Form 4442 ) with statements such as "all attachments" or specifically for "other documents" as follows:

    If ... Then ...
    Request states "all attachments," Process request following normal procedures, providing return and schedules as originally filed.
    Request asks only for documents not part of original return filing, such as Examination reports or Statutory Notice of Deficiency, Research to see if case is open in Examination (TC 420) or Underreporter (TC 922) function.
    The case is open in Examination or Underreporter,

    1. Refund any payment.

    2. Notify function that the taxpayer is asking for a copy of specific documents related to an open case.

    3. Provide the function with a copy of the request.

    4. Notify the taxpayer that the request has been referred to the appropriate function.
    The case is not open in Examination or Underreporter, See IRM 3.5.20.5.2. , Requests for Closed Underreporter or Audit , Requests for Closed Underreporter or Audit Reconsideration Cases, for processing procedures.
    Request is for a copy of an amended return,

    1. Process as regular photocopy request, using CC ESTABDR for DLN (Document Code 54) of amended return.

    2. Do not reimburse payment.

    Request asks for return and documents not a part of original return filing, and not items mentioned above,

    1. Process request for copy of return.

    2. Advise requester other items must be requested under FOIA. Call the Disclosure Help Desk at (866) 591–0860 or send email to *Disclosure@irs.gov if questions arise.

    Request is only for copies of items requester did not send to IRS, or were not provided a copy during normal processing. (This includes internal IRS documents.)

    1. Reject request. (See IRM 3.5.20.3.2, Rejecting Requests)

    2. Reimburse any payment.

    3. Advise requester that request must be submitted under FOIA. Contact your local Disclosure Manager if questions arise.

  2. The Ogden RAIVS unit processes requests for copies of Form 8038 series and Form 8328 information returns filed by issuers of Tax Exempt bonds. IRM 21.7.7.5 , Tax Exempt Bonds (TEB) Background, provides background/clarification, definitions, MFT codes, document codes, and report numbers.

    1. Make sure the requester is authorized to receive the information. The requester must be an official of the municipality, such as a Director of Taxation. If you are in doubt, consult your local Disclosure Manager. Based on that advice, process or reject the request.

    2. To obtain the return, use CC TXMOD or BMFOL using TXMODAXX-XXXXXXX MM RRR TTTTTT or BMFOLRXX-XXXXXXX MMTTTTTRRR . X = EIN, M = MFT, R = Report Number, and T = Tax Period.

    3. Returns processed prior to 2001 are identified with a TC 973, with a triple zero (000) Report Number. There may be multiple TC 973 per tax period. Each TC 973 represents a separate return. TC 973 information can be displayed via CC BMFOLT.

    4. Returns processed 2001 and subsequent, are identified with a TC 150. There is only one TC 150 per account.

3.5.20.5.1.6  (11-30-2012)
Current Year Return Copy Requests

  1. Process current year requests by researching IDRS for a pending or posted return.

    If ... And ... Then ...
    Request is for a copy of current year return ONLY, Research reveals current year is not posted, Advise taxpayer to resubmit the request in 30 to 60 days after they have filed their return.
    Request is for a copy of current year return only, Research reveals return has been received by IRS (i.e., TC 610, Remittance with Return) but not posted,

    1. Suspend request for two weeks.
    Return is not posted after suspense period,  

    1. Reimburse payment.

    2. Advise taxpayer there is no record of the return and to resubmit their request 30-60 days after they have filed their return.

    3. Close IDRS control.
    Request is for copies of multiple tax periods including current year return, Research reveals current year is not posted,

    1. Process other tax periods on request.

    2. If suspense is required, search current year again after two week suspense period.

    3. initiate a reimbursable copy request for return.

    4. If still no posting,
      • reimburse payment, and
      • advise taxpayer there is no record of the return and to resubmit their request 30-60 days after they have filed their return.

    5. Close IDRS control.
    Research reveals a return posting,  

    1. Initiate a reimbursable copy request for the return.

3.5.20.5.1.7  (11-30-2012)
Requests for Copies of Electronically Filed (E-File) Returns

  1. IRS E-FILE returns are currently filed in six centers and can be identified by a unique File Location Code (FLC). The first two digits of the DLN indicate file location code as follows:

    If DLN Begins With... Then Return Filed at...
    16 (14 - Secondary FLC filing season 1998)) Andover
    20 (Formerly 98, which is now obsolete) Austin (International returns, Form 2555 , Form 2555-EZ , Form 8833 , Form 8854 , Form 8891 or Foreign Country address indicator "3" )
    21 (Formerly 66, which is now obsolete) Austin (U.S. Possessions addresses and returns containing U.S. Possession forms)
    30 (32 - Secondary FLC) Philadelphia
    35 and 38 (35 - Secondary FLC for 1998, FLC 55 before 1997) Cincinnati
    70 (79 - Secondary FLC) Kansas City
    76 (75 - Secondary FLC for 1998, FLC 85 before 1997) Austin
    80 (90 - Secondary FLC) Fresno
    93 (92 - Secondary FLC for 1998) Ogden

  2. When a taxpayer files an electronic return, the return consists of electronic data, therefore, no paper form is available through Files. A taxpayer files electronically:

    • Through a preparer E-File, or

    • On-Line (On a personal computer)

  3. Beginning with Tax Year 2007, Electronic Return Originators (ERO) can e-file individual income returns only if the returns are signed electronically using either the Self-Select or the Practitioner Preparer Identification Number (PIN). EROs will no longer use Form 8453 as a signature document, but will use a re-designed Form 8453 , U.S. Individual Income Tax Transmittal for an e-file Return, to transmit supporting paper documents that are required to be submitted by the ERO to the IRS.

  4. Taxpayers who file electronically for TY 2000 - 2006 and subsequent can choose to use the Self-Select Personal Identification Number (PIN) option Form 8453-OL with a signature. No paper form is available through Files.

  5. When working cases where the signature document is required for an electronically filed return, you may research IDRS in one of two ways to determine if you should request a Form 8453 or Form 8453-OL from Files:

    1. Use Command Code TRDBV.

    2. Enter the ACC CODE (access code) associated with the return.

    3. Under the heading ACC CODE, look for the literal JURAT-INFO or SIGNATURE. If either are present, the taxpayer has used the Self-Select Option to sign the return.

    4. Enter the ACC CODE associated with the literal JURAT-INFO or SIGNATURE and the information will be displayed. If this is a joint return, there should be two JURAT screens, one for the primary signature and one for the secondary signature.

      Caution:

      In the case of a joint return, if the primary taxpayer chooses to use a Self-Select PIN option, the secondary taxpayer must also use this option to sign the return.

    5. Identify by Document Code in DLN - (xxxDC-xxxxxxxx-x). For E-FILE of On-Line returns, use FLC code. See Document 6209, IRS Processing Codes and Information, for listing of FLC codes.

  6. For available tax years :

    1. Use CC TRPRT to obtain tax return data.

    2. Use CC TRDBV to request the signature document.

    3. Review CC TRDBV for a PIN.

      If... Then...
      A PIN is identified, There will be no Form 8453 or Form 8453-OL . The PIN is the signature.
      CC TRPRT does not indicate a PIN was used,

      1. Request Form 8453 or Form 8453-OL using CC ESTAB.

      2. Annotate the remarks section of CC ESTAB with "Form 8453/8453-OL only."

3.5.20.5.1.8  (11-30-2012)
Requests for Copies of Substitute for Return (SFR)

  1. Substitute for Returns (SFR) are documents prepared by IRS in order to process assessments of tax for both IMF and BMF returns.

  2. The documents are usually blank except for words "Substitute for Return" across the top.

  3. On CC TXMOD, the SFR indicator will be marked for both IMF and BMF returns.

    If... And... Then...
    The request is for a transcript of an IMF or BMF return, Research indicates an SFR posted, Process the request.
    The request is for a copy of an IMF or BMF return, Research indicates an SFR posted,

    1. Reject the request back to the taxpayer.

    2. Refund any photocopy fee submitted.

    3. Provide a Return Transcript (if available) If return transcript is not available send taxpayer and accounts transcript.

      Note:

      Do not send the account transcript if the request is for a third party.

    4. Advise the requester that a request for the copy of the return must be made under FOIA to
      IRS
      Disclosure Scanning Operation
      2980 Brandywine Road
      Suite 209 Fordham Building
      Chamblee, Georgia
      80341.

    5. "Include" information about how to request the copy under FOIA. This information can be obtained from your local Disclosure Manager. *Disclosure@irs.gov

3.5.20.5.1.9  (11-30-2012)
Follow-Up Procedures for Requesting Original Tax Forms From Return Files

  1. Make every attempt to locate the original tax form requested.

    Reminder:

    Only the following campuses have Underreporter functions: Atlanta, Austin, Brookhaven, Fresno, Ogden and Philadelphia.

    If... Then...
    The return is charged out to another function,

    1. Contact the function where the document is charged to secure a copy of the return.

    2. Advise them you are responding to a paid request for a copy of the return.

    3. Ask for an expeditious response.

    Note:

    Agreements should be negotiated with areas that keep large volumes of returns for extended periods of time.
    The return is charged out to Underreporter Function (check for TC 922 on IDRS),

    1. Contact Underreporter to secure a copy of the return.

    2. If Underreporter indicates the return has been re-filed, initiate another reimbursable copy request.

3.5.20.5.1.10  (11-30-2012)
Review of Photocopied Tax Form

  1. When you receive a copy that you have requested, sending the copy to the requester must take precedence over other work, except for IVES.

    1. Review the documents received for completeness.

    2. Make a copy if original document is received.

    3. Ensure all forms and schedules are present.

    4. Expedite follow-up requests for missing items. Mark written requests "Follow-up Documents Missing."

    5. If you think there are documents which cannot be released except under FOIA, call the Disclosure Help Desk at (866) 591–0860 or send an email to *Disclosure@irs.gov If this is the case, advise requester that these documents must be obtained under FOIA. Include instructions. For information on how to handle an SFR see IRM 3.5.20.5.1.8., Request for Copies of Substitute for Return (SFR)

    6. Stamp first page only "Photocopy," unless the document is an electronic return, and each page already has "TRPRT PRINT DO NOT PROCESS" printed on it.

    If... Then...
    Form W-2 is not attached to the return,

    1. Call the taxpayer to see if he/she will accept a transcript of W-2 information.

    Taxpayer agrees to accept a transcript of W-2 information, Continue processing.
    Taxpayer does not agree to accept a transcript of Form W-2 information or taxpayer cannot be reached by telephone,

    1. Close the case.

    2. Do not request the return looking for the W-2.

    3. Reject the case.
    Unable to locate a return posted for the requested tax period,

    1. Notify the customer we are unable to locate a return in our files with the information provided and no further action can be taken on the request.

    2. Provide a return transcript, if available. (See IRM 3.5.20.3.4, Return Transcript Requests)

    3. Reimburse payment. See (IRM 3.5.20.5.1.12.1., Reimbursing Prepaid Photocopy Fees)

3.5.20.5.1.11  (11-30-2012)
Certified Copies of Tax Forms

  1. There are two types of certified copies:

    • Informal certification

    • Formal certification

  2. If the taxpayer requests a certified copy, use the informal certification process to fill the request.

  3. Delegation Order 11-5, provides authority to certify Authenticity of Official Documents. Most campuses have delegated authority for "informal certification" to the Operations Manager responsible for RAIVS function.

  4. Prepare informal certified copies as follows:

    1. Prepare copy of return per guidelines in IRM 3.5.20 .

    2. Stamp first page with "certification" stamp bearing the appropriate signature. (All pages of return should be bound together using stapler or similar method, indicating that all pages are included under certification.)

    3. An example of acceptable verbiage for certification is Authentic IRS Reproduction. Per IRC Section 6103(p)(2)(c), this photocopy has same legal status as if it were original .

    4. Deliver informal certified copy of tax forms using IRM 3.5.20 procedures.

    If... Then...
    A certified copy of the return cannot be provided, Send the taxpayer a return transcript, if available, using the informal certification process.
    The return transcript requested is older than the current or three (3) prior years,

    1. Advise the requester that the information is not available.
    The request is to certify a Non-Filing or a Non Record,

    1. Stamp the letter with the informal Certification Stamp.

  5. A Formal Certification, (usually referred to as Blue Ribbon), is not performed by RAIVS.

  6. IRS employees (usually Disclosure or Compliance) identify the need, generate the request through the National Standard Application and process, or send it to the appropriate campus function for processing, (usually Accounting Branch).

  7. RAIVS may be asked to retrieve the return from a Federal Records Center.

3.5.20.5.1.12  (11-30-2012)
Prepaid Photocopy Fees

  1. If a copy of a return cannot be provided, RAIVS will:

    • provide a return transcript to the taxpayer, if available, and

    • reimburse the fee to the taxpayer or third party indicated on Form 4506 .

      Note:

      If the return is received after the refund has been issued to the taxpayer or third party do not send the return. Send the return back to Files.

  2. Accounting for Photocopy fees:

    1. Photocopy fees are not tax payments and should not post to the taxpayer's master file account or be considered for offset to the Treasury Offset Program (TOP).

    2. Payments are detached from Form 4506 by Receipt and Control (R & C) or by RAIVS employees working within the R & C area.

    3. R & C deposits payments into a special Revenue Accounting Control System (RACS) Account 6310, Treasury Account 20X6877.

    4. Receipts and adjustments are reflected on RACS Report 0129.

    5. The net income is recorded in the undispersed Appropriation Account Ledger File Tracking System (FTS) 6653, Account 20X6877.

    6. Once the funds are deposited, Beckley Finance Center transfers the funds into the Internal Revenue Administrative Appropriation Accounts.

    7. If, at any time, the photocopy fee is found erroneously posted to the taxpayer's tax account, prepare Form 2424 , Account Adjustment Voucher, to transfer the credit from the master file to the RACS account. Forward the completed Form 2424 to Accounting.

  3. The R & C employee or the RAIVS employee working within the R & C area will take the following actions:

    1. Notates the money amount on Form 4506 with a green rocker to indicate receipt. (The paper Form 4506 is the record of payment.)

    2. Sends the Form 4506 to RAIVS for processing.

  4. Earnings are recorded in Project 110, Taxpayer Photocopy, on the Automated Financial System (AFS).

  5. There are no reimbursable earnings for expenditures related to requests associated with dishonored checks or in instances when photocopies are provided free of charge. All such expenditures must be absorbed by appropriated funds in the financial plan(s) concerned.

  6. Additional information can be found in IRM 3.17.63 , Accounting Control, and IRM 3.8.44 , Campus Deposit Activity.

3.5.20.5.1.12.1  (11-30-2012)
Reimbursing Prepaid Photocopy Fees

  1. The following criteria require use of the prepaid photocopy refund process:

    1. Reimburse prepaid photocopy fees when a copy of the return cannot be provided.

    2. Reimburse any overpaid portion of prepaid photocopy fees.

    3. Reimburse prepaid photocopy fees when requests are rejected.

  2. Process reimbursement for prepaid photocopy fees as follows:

    1. Use the National Standard Application (NSA), Photocopy Fee Refund System (PHOREF), to initiate refunds. It mandates managerial approval of all refunds. See User Guide (available in the unit , from the local MITS Systems Administrator, or from the National RAIVS Analyst.) See IRM 3.5.20.5.1.12.1 (3)

    2. Note refund amount on original Form 4506 and/or case history sheet attached to the form.

    3. The system will initiate correspondence to the requester about the refund.

    4. The system will send the request to the Accounting Operation for processing. RAIVS will route the Form 4506 to Accounting for review.

    5. When returned, file the original Form 4506 and any other forms and authorization.

  3. Photocopy Fee Refund System (PHOREF) Processing Flow:

    1. On a weekly basis the Duplicate Name, Refund Amount, SSN Reports should be ran and compared.

    2. On a regular basis as established between Accounting Operations and RAIVS, the RAIVS Unit sends to Accounting, the Quality Review (QR list), for the day and the corresponding Forms 4506 for review.

    3. Each Quality Review list includes: (a) an items count and (b) total dollar amount. If an item requires correction, it must be deleted from the system and reentered by the RAIVS Unit.

    4. Quality Review lists the items and source documents for the following: Compare the following items to the QR listing. This is the data approved for release to FMS, only if accurate, Entity information (e.g., name, address, dollar amount.), Verify dollar amount entered onto the Form 4506 by Receipt and Control (e.g., green rocker amount), and Verify that Form 4506 , ‘Block 6’ (authorization to pay third party) is checked if a reimbursement is being sent to a third party.

    5. RAIVS Unit will be notified of discrepancies or corrections required for the Final Photocopy Fee Refund Listing. Coordinate with the other work area to mutually agreeable time frame(s).

    6. Once a week (or as mutually established by RAIVS and Accounting), the Final Photocopy Fee Refund Listing is generated by RAIVS and signed by the RAIVS or designated Authorized Approving Official. The F3753 or Final Photocopy Fee Refund Listing is forwarded to Accounting for scheduling and certification via the Electronic Certification System (ECS).

    7. Upon receipt of the Final Photocopy Fee Refund approval listing, and at the discretion of Accounting Operations, the Certifying Officer or his designee, logs onto the Photocopy Fee Refund System and prints the Photocopy Refund listing.

    8. Accounting Operations will verify that the Photocopy Fee Refund data for scheduling and certification is accurate and corresponds to the Final Photocopy Fee Refund listing signed by the Authorized Approving Official. Once the Photocopy Fee Refund data is determined to be correct, and has been “approved’ by Accounting it is ready for release by TCC to MCC.

3.5.20.5.1.12.2  (11-30-2012)
Reporting Earnings

  1. The contact information in this section is for internal use only.

  2. The National RAIVS Analyst will:

    1. Review and track Form 8455 , Tax Return Photocopy System Earnings, data.

    2. Maintain the monthly/annual spreadsheet of costs, by office.

  3. The RAIVS Unit or Campus Planning and Analysis - RAIVS Analyst will:

    1. Prepare Form 8455 .

    2. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

    3. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

  4. The Business Finance Analyst will:

    1. Prepare Form 5489 , Schedule of Reimbursable Earnings.

    2. Enter all earnings into AFS except for information systems earnings, which will be entered by MITS Operations.

    3. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

  5. Beckley Finance Center will:

    1. Approve earnings through Automated Financial System (AFS) PASS 2.

    2. Initiate action to notify Revenue and Accounting to transfer monies from the Undispersed Appropriation Account (FTS Account 665320X6877) to satisfy the Accounts Receivable established by earnings in AFS.

3.5.20.5.1.12.3  (11-30-2012)
Undelivered Refunds and LMTD Pay Cancellation

  1. The undeliverable photocopy reimbursement fee, SF 1098, Schedule of Canceled or Undelivered Checks, and IRS Miscellaneous LMTD Pay Cancellation Listing, are forwarded to the RAIVS unit.

  2. RAIVS will process as follows:

    • Research listings,

    • Search "returned reimbursements" file,

    • Search "undeliverable file" , or

    • locate original request, if available.

      If ... And... Then ...
      Research reveals an IRS error when issuing the check,  

      1. Process a new check.

      2. Notate actions taken on the listings.

      3. Maintain the listings for 60 calendar days from receipt. (These listings are evidence that photocopy fee checks were returned/canceled).
      Taxpayer inquires about non-receipt of reimbursement, the credit is found,

      1. Reissue the check.

      2. Verify the correct address is used.

      Reminder:

      Government checks are valid for one year after issue date.
      An inquiry is received regarding a reimbursement of photocopy fee, research indicates

      • the refund was made,

      • no SF 1098 is located, and

      • it is less than one year

      1. Contact Refund Inquiry and request a tracing action be initiated.

      2. Follow procedures given by Refund Inquiry and reissue the check or file the inquiry.

      3. Notify taxpayer of the resolution.

3.5.20.5.1.12.4  (11-30-2012)
Returned Photocopy Reimbursement

  1. When a prepaid photocopy fee check is returned by taxpayer, Refund Inquiry will take the following actions:

    1. Acknowledges receipt of check.

    2. Prepares Form 3913 , Acknowledgment of Returned Refund Check.

    3. Forwards Form 3913 with the taxpayer's correspondence to RAIVS function.

    4. Sends SF 1098 to the RAIVS function when the credit is redeposited.

  2. RAIVS function will:

    1. Maintain a file of returned photocopy refunds for at least 60 calendar days from disposition. Then purge and destroy.

      If ... Then ...
      The taxpayer's correspondence does not indicate the reason for return, or provide guidelines for disposition of credit,

      1. Contact the taxpayer for clarification and instruction.

      2. Advise the taxpayer a request is needed to issue a second refund.
      Taxpayer returns a photocopy refund, because it should have been paid to the Third Party, but box 9 of Form 4506 was not checked,

      1. Insure all required information is on the taxpayer correspondence

      2. Attach the taxpayer correspondence to the Form 4506 for records purposes

      3. Send the refund to the third party
      A credit is applied to a tax account, Attach Form 3913 , Acknowledgement of Returned Refund Check, and correspondence to payment voucher.

3.5.20.5.1.12.5  (11-30-2012)
Dishonored Checks for Copies of Tax Forms

  1. Dishonored checks for prepaid photocopy fees are processed by the Accounting Operation. They can be identified as such by the word "Photocopy " , or "Form 4506" encoded on the back of the check when it was initially processed.

  2. Accounting will:

    1. Prepare Form 8157 , Check for Copy of Tax Return Not Accepted by Banks.

    2. Mail Part 1 and 2 to the taxpayer along with the dishonored check.

    3. Advise the taxpayer to send a replacement payment.

    4. Send a photocopy of the check with a copy of Form 8157 to RAIVS.

  3. RAIVS will take the following actions on dishonored check requests:

    1. Locate the request in process.

    2. Close the controls if the document request has not been completed.

    3. Advise the taxpayer that the request will not be processed due to the dishonored check.

    If... Then...
    A request for reimbursable copy was already initiated, Hold the original request form in suspense until a response is received.
    A replacement check is received within 45 days, Continue processing the request.
    No response is received within 45 days,

    1. Close the controls.

    2. Advise the taxpayer that the request will not be processed due to the dishonored check.

    3. Retain the original request, along with a copy of the dishonored check and Form 8157 (if one was received from Accounting).

3.5.20.5.2  (11-30-2012)
Requests for Closed Underreporter or Audit Reconsideration Cases

  1. Form 4442 , Inquiry Referral, is used to request copies of closed Underreporter or Audit reconsideration cases.

    1. RAIVS will work Underreporter requests for tax year 1992 and prior.

    2. Underreporter requests for tax years 1993 to current are worked in Underreporter.

  2. IRM 21.3.1.4.59 , Copies of CP 2000 , CP 2501 , or Letter 2893C , provides procedures for responding to requests.

  3. The IRS employee who completed Form 4442 , assumes responsibility for disclosure of information requested. RAIVS employees do not need to take further action regarding authorization for disclosure.

  4. FOIA requests or Form 4442s requesting FOIA information must be made under FOIA guidelines. Advise the requestor that a request must be made under FOIA guidelines and include instructions.

3.5.20.5.2.1  (11-30-2012)
Receipt and Review of Form 4442 for Processing

  1. In general, the only Forms 4442 which should be received and reviewed in RAIVS are the following:

    1. Requests for closed CP 2000 for tax year 1992 and prior. See IRM 21.3.1.4.57 , Status of Underreporter Cases, and/or IRM 21.3.1.4.58 , Resolving or Referring Underreporter Cases .

    2. Requests for closed Audit Reconsideration cases per IRM 21.5.10.4.4 , Copies of Audit Reports. (CSRs referring bulk requesters should be asking the requesters to call RAIVS.)

  2. Review Forms 4442 for completeness and validity. The following items must be present to be considered complete:

    • Part I Box 1 Employee's Name

    • Part I Box 3 Received Date and Time

    • Part I Box 4 Location

    • Part I Box 5 Referring To

    • Part I Box 7 Manager's Signature

    • Part II Box 8 Taxpayer's Name on Return

    • Part II Box 9 TIN

    • Part II Box 13 or 14 Current Address or Address on Return or Last Known Address (If different from Current)

    • Part II Box 15 Form(s)

    • Part II Box 17 Tax Period

    • Part III Section B Taxpayer Inquiry/Proposes Resolution

  3. Send Forms 4442 that meet any of the following criteria to Campus Referral Coordinator within four (4) days of receipt:

    • Form is incomplete

    • Form is not timely filed

    • Form was filed at the wrong location

    • Request is for a copy of CP 2000 , CP 2501 , or Letter 2893C for tax year 1993 or subsequent

3.5.20.5.2.2  (11-30-2012)
Processing Form 4442

  1. Once initial review is completed, process a complete and valid Form 4442 as follows:

    If... Then...
    A request is for an Audit Report, Obtain a copy from Exam RGS (Report Generation Software). A complete Audit Report consists of the following:

    • Cover letter 525, 531-T, or 566 if available (matching date on second page of Form 4549A or B).

    • Form 4549, 4549A, or 4549B

    • Explanations Form 886 or 866A if available.
    The Audit Report is not available on line,

    1. Control the case with category TPRQ.

    2. Use CC ESTABD to request the DLN provided on the Form 4442 with Transaction Codes 290/300.
    The request is for a CP 2000 , CP 2501 , or Letter 2893C ,

    1. Control the case with category TPRQ.

    2. Use CC ESTABD to request the DLN provided on the Form 4442 .

  2. Check the tax period to ensure that only the tax period requested is copied when the document is received.

    1. If multiple tax periods are included on one assessment proposal, call the Disclosure Help Desk at (866) 591–0860 or send an email to *Disclosure@irs.gov for proper handling.

  3. Check the document to ensure that only the requesting taxpayer's name and TIN are listed.

    1. If other taxpayer information is intermingled within your request send only the requesting taxpayer's data.

    2. After you have completed this step provide copies of the reports with mixed information to your RAIVS P & A Analyst for review.

    3. The RAIVSP & A Analyst will route the reports to your Examination P & A Analyst for correction.

  4. Copy only the original assessment document that was previously mailed to the taxpayer, including the envelope with the postal return information, if attached, or the file copy of assessment information. (Usually, a complete file copy of the proposed assessment letter with a breakdown of the assessment is attached.) Assessment documents carrying stamps indicating previous disclosure to state or local government, may be disclosed to taxpayer.

  5. Call the Disclosure Help Desk at (866) 591–0860 or send an email to *Disclosure@irs.gov if there are specific questions regarding disclosure. You may consider a local agreement in which completed requests of this type are placed in a special area and reviewed by Disclosure or Examination before filling the requests.

  6. Mail copy received via Report Generation Software (RGS) or ESTAB with Form 1354 to the address per instructions on the Form 4442 .

    Note:

    If Spouse (block 11) is also the Caller (block 22) and joint return filed for tax periods indicated, send information to the Spouse and Primary Taxpayers.

  7. Close case and retain per record retention guidelines for requests received with no remittance.

    If... Then...
    The assessment documents cannot be located,

    1. Verify request.

    2. Check account for other DLN possibilities.
    Document still cannot be located,

    1. Notify the taxpayer.

    2. Close the case.

3.5.20.5.3  (11-30-2012)
Requests Under Fed/State Agreement - Form 8796

  1. Some state tax agencies enter into an agreement on coordination of income tax administration with IRS.

  2. The agreements allow a State tax agency and the Service to exchange certain tax information for income tax administration purposes.

  3. The Disclosure Office has responsibility for oversight of these agreements.

  4. Requests under Fed/State agreement are received by your Disclosure Manager on Form 8796 , Request for Return/Information.

  5. Some campuses have a local agreement under which the Disclosure Manager will ask RAIVS to fill the requests after Disclosure has given approval.

  6. Requests from SSA are centralized in FSPC and are submitted on a Form 4506-T .

  7. Forward or transship any requests received from SSA to FSPC.

3.5.20.5.3.1  (11-30-2012)
Procedures for Processing Form 8796 Requests

  1. Process requests on Form 8796 as follows:

    1. Research IDRS to verify TIN and secure DLNs to request documents.

    2. Research IDRS for indication of an open criminal investigation case (Z freeze).

      If... Then...
      Z freeze is present, Refer case to Chief, Fraud Detection Center, formerly Criminal Investigation Branch, for disposition.
      The return or information requested is available,

      1. Request documents.

      2. Suspend request.

      3. When original document(s) are received:

      1. copy only specific information requested.

      2. Use disclosure stamps if provided.

      3. Process request to the appropriate IRS function for delivery.

      4. Close case and re-file original documents.
      The return has not posted or information requested is not available,

      1. Advise requester.

      2. Close case.

    3. When original document(s) are received, copy only specific information requested.

    4. Use disclosure stamps if provided.

    5. Process request to the appropriate IRS function for delivery.

    6. Close case and re-file original documents.

3.5.20.5.3.2  (11-30-2012)
Requests Under United States Department of Agriculture (USDA) Agreement (Forms Form CCC-927, Form CCC-928, and Form CCC-931)

  1. The IRS and USDA have established an agreement in which IRM will compute certain eligibility calculations, based upon USDA guidelines, and provide the results of those calculation to the USDA.

    1. This information will assist the USDA's determination regarding federal farm program payments eligibility.

    2. This information is requested by taxpayers using USDA Forms Commodity Credit Corporation (CCC)-927, CCC-928, and CCC-931.

  2. This program will be worked only at the Fresno Submission Processing Center, Accounting Operations, RAIVS Team under program code 80600.

  3. These cases will age at 10 work days after IRS receipt.

  4. Integrated Automation Technologies developed the USDA Project Tool which assists users by automating IDRS command code TPCINA input. The USDA Project Tool Job Aid can be accessed by the following link:

  5. If the USDA Form CCC-927, CCC-928, or CCC-931 is signed by their customer as "filing as a surviving spouse" process the request. If there is a valid POA attached to the request or court paperwork indicating that the signer has the authority to act in "tax matters" for the taxpayer, process the Form CC-927, CCC-928, or CCC-931.http://idap.web.irs.gov/jobaids/USDAToolJobAid.pdf

  6. When rejecting Forms CCC-927, CCC-928, or CCC-931, send the rejected item back to the County Office as indicated in box 1 of the form. Do not send the reject form back to the producer.

  7. USDA Forms CCC-927, CCC-928, or CCC-931 must be retained for a period of six (6) years and three (3) months after the processing year.

3.5.20.5.4  (11-30-2012)
Form 8821-A (IRS Disclosure Authorization for Victims of Identity Theft) - Austin and Cincinnati ONLY

  1. To assist in prosecuting Identity Thieves, Law Enforcement Agencies will be having taxpayers who have had their identity stolen or have had fraudulent returns filed, complete Form 8821-A (IRS Disclosure Authorization for Victims of Identity Theft). The Form 8821-A will be sent to Criminal Investigation (CI) and they will send to the Austin or Cincinnati RAIVS Units where employees will fill the requests by furnishing Photocopies of Tax Returns. The Tax Returns can be filed three different ways:

    • Electronically (TRPRT)

    • Modernized Electronic (Mef)

    • Paper (Posted)

  2. The TRPRT and Mef returns will age at 10 business days and Paper filed returns will age at 30 business days. The aged criteria includes research, quality review, and sending the requested information to the Law Enforcement Agencies (LEO).

  3. This program will be worked only at the Austin and Cincinnati Submission Processing Centers, Accounting Operations, RAIVS Team under the following program codes:

    • 790 - 34004 for input

    • 790 - 34005 for clerical

  4. Forms 8821-A will be retained for 45 days after completion before destroying.

  5. A Form for Treasury Check Information System (TCIS), which is a External Enrollment Request Form will need to be completed for each employee who will be conducting TCIS research.

    Note:

    The TCIS System is not an IRS System but belongs to the US Department of Treasury. Limit the number of employees who have access to this system to a number necessary to ensure the research for payment information for the entire group is conducted timely.

3.5.20.5.4.1  (11-30-2012)
Receiving and Sorting Form 8821-A

  1. CI will send Forms 9921-A to the Austin and Cincinnati Sites to an Email Box for processing.

    • Austin Email Box - wi.austin.ives@irs.gov

    • Cincinnati Email Box - *W&I Cincinnati-IVES

  2. Control Clerk will open the file and print the Form 8821-As for a batch.

  3. Control Clerks will stamp a RAIVS received date on the Form 8821-A and batch the requests in bundles of no more than 25 tax years.

    Note:

    Do not mix Law Enforcement Agencies within bundles

    Note:

    The stamp will say "Received in Photocopy Unit" .

3.5.20.5.4.2  (11-30-2012)
Clerical Control and Intake Process Form 8821-A

  1. Control Clerks will enter Form 8821-A information into the Access database for tracking and record keeping purposes.

    1. Create a Batch Number for all Form 8821-As received for a particular Law Enforcement Agency (LEO) based on the State, the Initials of the LEO name, and received date.

      Example:

      The first batch of 25 Form 8821-As listed the LEO as Anywhere County Sheriff's Office from Anywhere, Anyplace and was received on July 10, 2012. Anyplace will be entered into the State field, July 10, 2012 will be entered into the date received field and 001-A will entered into the bat number field. The combination of these three elements will be used when running a query in the database to create the Case Control Sheet (CCS). If more than 25 documents were received, then the second group of up to 25 documents will be 002-A for Anyplace and July 10, 2012.

    2. The initial entries required upon receipt of each Form 8821-A are:
      - Received date
      - Taxpayer name
      - Taxpayer TIN
      - LEO Name
      - LEO State
      - CI Point of Contact (POC) Name
      - CI Control Number (if any)
      - Batch Number (locally generated by Form 8821-A Control Clerk)
      - Form 8821-A number within the batch, i.e., 1 through 25
      - Tax Year requested

      Note:

      You will find that many of the fields in the database have drop down boxes for easy completion.

    3. After all data is entered for each Form 8821-A in the batch, the Control Clerk will run a query for the batch and then print a Case Control Sheet (CCS) report for the batch and place the Form 8821-As and the Working CCS into a folder to worked.

    4. Control Clerk will run a Database Query on the batch and print a Record Number Index Report and attach it to the inside of the front cover of the folder for later reference.

    5. The folder will be placed in the Work In Process (WIP) bin and add the batch number to WIP log sheet for the Processing Clerk to sign out.

3.5.20.5.4.3  (11-30-2012)
Processing Procedures For Form 8821-A

  1. Pre-Screening of Form 8821-A

    1. Ensure the following information is present, legible, and unaltered:
      - Taxpayer Name (First and Last Name)
      - Taxpayer Identification Number

      Note:

      If an ITIN is present you will reject the request.


      - Law Enforcement Office Name
      - Law Enforcement Agency Name
      - Law Enforcement Agency mailing address
      - Tax Year
      - Taxpayer has signed and dated the form

      Note:

      Processing date must be within 120 days of the date that the Form 8821-A is signed by the taxpayer.

    2. For Third Party Signatures if the person who signs the Form 8821-A is signing as a Third Party, on behalf of a minor child, etc. ensure all required paper work is present. IRM 3.5.20.2.2. and IRM 3.5.20.2.7.

    3. If any of the information on the request is illegible or missing you will reject the request as outlined in the

    IRM 3.5.20.2.5.1.

3.5.20.5.4.4  (11-30-2012)
Conducting Research for Form 8821-A

  1. Identification and Authentication of the Taxpayer

    1. Verify TIN and Name on the request.

    2. Use the IAT Address Research Tool (ART) or IDRS. IRM 3.5.20.2.8.

    3. If the TIN and Name do not match research information, follow

      Note:

      Do not research for cross reference TINs.

      Note:

      If using the IAT Art Tool, the Identity Theft Indicator may appear. If the indicator does appear, ignore, because the taxpayer is filling out the Form 8821-A due to their identity being stolen.

    4. If the TIN and Name do NOT match, go to the "Reject" column of the CCS and enter the appropriate Reject Coded with pen or pencil. See IRM 3.5.20.5.4.7.

  2. Filling the Form 8821-A Request at this time you will also be completing the rest of the CCS with the following information as it becomes available:

    • Type of Return filed: Mef, TRPRT, or Paper

    • Return requested date

    • Reject Code (if any)

    • Name of the Clerk completing the request

  3. Use IDRS to research for the posted (Transaction Code (TC) 150) Document Locator Number (DLN) for the requested tax year on Form 8821-A. The Tax Return can be three types: Paper, TRPRT, or Mef.

    Note:

    Check all requests on Mef before looking for TRPRT or Paper.

  4. When the type of Tax Return is identified that was filed, enter this information on the CCS for each TIN. You can select from the drop down menu.

  5. If research indicates the tax return is TRPRT you will request (following TRPRT procedures) an electronic copy of the tax return for the year requested on Form 8821-A.

    • On TRPRT filed returns the first two digits of the DLN will start with:

    TRPRT Document Locator Number Prefixes

    STATE DLN Prefixes
    Kansas City 70, 79, or 43
    Philadelphia 30 or 32
    Atlanta 75 or 76
    Fresno 80 - 90 or 99
    Andover 14 - 16, 19 or 35

    Note:

    For additional File Location Code Guide, section 4.3.

    		 Codes, refer to the Campus File Location

    • If you request the return before 12:00 noon you may receive the information that day from the print room.

    • If you request the request the return after 12:00 noon the information will bed received with 1 to 2 business days.

      Note:

      If you have not received the return from the print room within 2 business days, follow-up with the print room and reorder if necessary.

  6. If research indicates the tax return is Mef (follow Mef Procedures) an electronic copy of the tax return for the year requested on Form 8821-A

    • On Mef filed returns, the literal "Mef" will show to the left of the DLN.

    • You will need to enter EUP, Mef and research the TIN for the return.

    • You can print the return directly to your local printer from the Mef page.

      Note:

      When printing a Mef return, be sure to adjust page set-up margins to Right (R)/Left (l) to .25 and Top (T)/Bottom (B) to .25. Otherwise the line amounts will not display on the printed page.

    .

  7. If research indicates the tax return is PAPER (posted) return you will request a copy by doing the following:

    1. Fill Out Form 2275 and in Part B (Originators Information) you will mark Court Case, this will allow for expedite serviced.

    2. You will also indicate Special Search on Form 2275.

    3. If the document is at the site you should receive in 24 hours.

    4. If the document is at the Federal Records Center you should receive in 48 hours.

      Note:

      For 2011 and later returns, always search Mef to determine if the "Posted" return has been converted to an Mef return before ordering from files.

      Note:

      List year 1 and before are at the Federal Records Center.

      Note:

      You can send through fax machine up to 5 Form 2275 to Files via Fax

    5. Control the case to yourself on IDRS for monitoring until the paper filed return comes in. Once the Paper Filed Return comes in and is sent to Law Enforcement, you can close the control base.

      Note:

      If the return has an ID Theft Protection PIN you will not fill the request. The Ide Theft Protection PIN is furnished to the taxpayer by IRS when they have reported that their Identity has been compromised. (This is located around the signature area of the return and is only on the 2011 Tax Returns).

    6. Once all the returns have been ordered or printed for the batch, it should be placed in the TCIS research bin to have one of the clerks with TCIS access complete to research for any payments that have been made against the TIN for the specified tax year.

3.5.20.5.4.5  (11-30-2012)
Researching Payment Information in the Treasury Check Information System (TCIS)

  1. When TCIS enrollment has been completed, the applicant will receive two emails from the Treasury Department Administrator:

    • The first will provide the enrolled with a link to the TCIS login page.

    • The second will provide the enrollee with a temporary password and login ID.

      Note:

      Once at the login site, be sure to save the site to your favorites.

  2. Once initial login and account setup are completed, research TCIS for any payments that have been issued to the taxpayer under their TIN by doing the following:

    1. In the upper right hand corner of the screen, select the "Switch Applications" button.

    2. From the list on left of the screen, select the TCIS Internal (ITCIS) option.

    3. You will now be asked to re-log into TCIS. Use your same ID and PW as established above.

    4. On the left side of the screen, select the "Integrated View" button.

    5. At the top of the screen, select "Payee Query" tab.

    6. At this screen, insert the TIN without dashes and enter the date range you wish to research.

      Researching Tax Years In TCIS

      YEARS DATE RANGE
      Current Year January 1 of current calendar year to current date.
      Prior Year January 1 to December 31 of the year in which the check would have been issued.
      2009 Tax Year Refund checks would have been issued in 2010, the year in which the return was processed.

    7. When you hit the submit button, you will get a display screen.

    8. The top box will list any Checks that have been issued to the TIN within the specified date range. If none have been issued there will be a statement to that effect.

    9. The bottom box will list any payments that have been made via electronic funds transfers.

    10. Before proceeding, print this screen by using the CTL-P keys on your keyboard.

    11. Access the information on each, by clicking on the blue highlighted line in the Trace Number filed.

    12. At the "Payment Details Screen" print the screen again by using the CTL-P keys on your keyboard.

    13. If a check was issued and cashed, you will find a link below the detail information to a "Check Image" . Click on this link to open a PDF image of both the front and back of the check and print the image using the CTL-P keys on your keyboard.

      Note:

      In some cases, you will find that both a check was issued and an EFT was made or attempted. In these cases, be sure to print the page for both transactions as well as the check image if available.

    14. Repeat the above process beginning at step 5, this time using the TIN with dashes. If both boxes on the page indicate no payments have been made, you may begin your next research at the "Payee Query" screen or exit the application if completed with all research for the batch.

    15. Attach the TCIS page prints to the Form 8821-A and place back in the batch folder.

    16. Place the RAIVS Authentic IRS Reproduction stamp on each TCIS screen print and indicate how many pages the print contains.

    17. When all TCIS research is completed for the batch, placed the batch back in the Control Clerks bin for Database updating.

3.5.20.5.4.6  (11-30-2012)
Updating The Database (Control Clerk)

  1. Once the documents are ordered and the CCS has been annotated with pen and ink entries and all TCIS research is completed, the Control Clerk will then enter the applicable information into the Access Database for each Form 8821-A record in the batch.

    • From the CCS, enter the type of return ordered and document ordered date.

    • If any TCIS Payment information is attached, update the TCIS fields in the database with the routing, account,a dln or check number and the amount successfully paid.

    • Repeat for each Form 8821-A in the case.

3.5.20.5.4.7  (11-30-2012)
Rejecting Forms 8821-A

  1. When a Form 8821-A has to be rejected indicate the reason code in the Reject column of the CCS.

    Reject Codes for Form 8821-A

    Reason for Reject Reject Code
    Taxpayer mailing address - missing, illegible, or altered. A
    TIN - missing, illegible, or altered. B
    Consent portion incomplete C
    Tax Year - missing, illegible, or altered. D
    Taxpayer signature and date - missing, illegible, or altered. E
    Signature Date - The date the Form 8821-A was signed by the taxpayer. F
    TIN is an ITIN. G
    TIN and Name do not match research information. H
    No Return filed. I
    No Account on File. J
    Multiple Years requested on a single Form 8821-A (Form clearly states 1 year per form). K
    No or improper POA submitted. L
    No or improper Certificate of Guardianship over the Estate, Letters of Testamentary, a Will probated by the court. Other court documents identifying you as the Personal Representative, granting similar authority, or otherwise establishing material interest. M

  2. When rejecting a request, always complete Form 13873I and attach the form to the Form 8821-A.

  3. When Form 13873I is completed, place in the batch folder to be mailed with first document mail out.

3.5.20.5.4.8  (11-30-2012)
Completion of ELF and Mef Returns (First Mailing)

  1. Returns that were filed on ELF or Mef should be completed with 10 business days of receipt. Once all Mef prints have been printed and all the ELF returns in the batch have been received from the Print Room, the completed documents need to be assembled for mailing. A completed Form 8821-A package will consist of several items in the following order:

    1. The CCS listing all the documents in the batch with the ones being mailed in this mail out highlighted in yellow.

    2. A Cover Sheet containing the Taxpayer Name in all CAPS for each Form 8821-A in the package.

    3. A copy of Form 8821-A.

    4. The Tax Return with the Certification.

    5. The TCIS "Payment Detail" page showing whether or not any payments were made to the TIN for the tax year specified.

      Note:

      This is required even if both boxes indicate no payments have been made.

    6. If payments have been made, the EFT Screen Print should be behind the "Payment Detail" page.

    7. If a check was issued and cashed, I should be behind the "Payment Detail" page with the image printed attached to it.

      Note:

      In some instances, both types of payments have been made. In these cases, prints of both must be included in the package.

      Note:

      In some instances, attempts have been made to make EFT and check payments, but both payments have been returned or rejected. In these instances, attach copies of both screen print outs, but it is not necessary to affix the "Authentic" stamp, as no money was actually delivered to the taxpayer.

    8. Create and print a Cover Sheet for the case with the Taxpayer Name as it appears on the Form 8821-A.

    9. Repeat steps 1 - 9 for each Form 8821-A in the batch that is ready for mailing.

    10. Place batch in the Quality Review bin for review.

3.5.20.5.4.9  (11-30-2012)
Completion of Paper Returns (Second Mailing)

  1. Paper Returns have 30 business days to complete the request. If there are several paper returns that have been ordered for a batch, it is permissible to wait until all of them have been received to send them all at one time, however, do not until the last day to determine if they are coming in. These documents are considered controlled and should be tracked for age. If you get to within 5 days of the aged date, and have not been able to locate the documents or obtain a copy sent from Files. Close the case and issue a Form 13873I with boxes 1 and 36 checked and send with the second mailing.

3.5.20.5.4.10  (11-30-2012)
Mailing Packages (Control Clerk)

  1. Package Review

    • Ensure all Forms 8821-A have a Cover Sheet attached to the front of each Form 8821-A.

    • Create and print a mailing sheet to be placed inside the mailing envelope with the batch documents. All documents should be mailed directly to the Individual LEO at the agency name and address as shown on the Form 8821-A.

      Note:

      Larger packages may require a box with a mailing label rather than an envelope with an address window.

    • Update the Database with any notations made by the clerks on the CCS such as Reject Codes.

    • Mark the Access Record as closed and place a completed date in the appropriate field.

    • Print an updated CCS form for the batch.

    • Highlight in yellow marker the cases included in the mailing envelope and put in front of all cases in the batch.

    • Place the contents in the mailing parcel and deliver to the mail room for mailing.

3.5.20.5.4.11  (11-30-2012)
Certification Form(s) 2866

  1. There are 6 pre-designed Certification Forms for Tax Returns that require fill-in data for the specified fields only:

    • Name(s) exactly as show on the Return.

    • Type of return: e.g. 1040, 1040A, or 1040EZ.

    • Tax Year.

    • Number of pages in the return.

    Pre-designed Form 2866 Letters for Tax Forms

    TAX FORM FORM 2866 LETTER
    Form 1040

    • Taxpayer filing single (paper or electronic).

    • taxpayer filing joint (paper or electronic).
    Form 1040A

    • Taxpayer filing single (paper or electronic).

    • Taxpayer filing joint (paper or electronic).
    Form 1040-EZ

    • Taxpayer filing single (paper or electronic).

    • Taxpayer filing joint (paper or electronic).

    Note:

    Insure you have the correct Certification Form for the request you are processing and that you complete the form correctly.

  2. There are 4 different Certification Forms used when TICS information shows payment has been successfully made under the taxpayers TIN for the tax year being requested on the Form 8821-A.

    Pre-designed Form 2866 Letters for TCIS

    TYPE of TCIS FORM 2866 LETTER
    Electronic Funds Transfer has been successfully completed.

    • Taxpayer Individual TCIS Fill-in.

    • Taxpayer Joint TCIS Fill-in.
    There are 2 different Certification Forms used when TICS information shows a US Treasury Department Check has been issued and successfully issued, cashed, and reconciled.

    • Treasury Check Individual Fill-in.

    • Treasury Check Join Fill-in.
    If the TCIS Search showed no payments have been made for the tax period specified, print the screen image and attach it to the return to be sent back to the LEO

    • No certification is required in this case.

3.5.20.5.4.12  (11-30-2012)
Impress IRS Seal of Form 2866

  1. After all appropriate Form(s) 2866 have been completed and printed, emboss the IRS seal in the open area to the left of the signature area of the letter.

3.5.20.5.4.13  (11-30-2012)
Form 2866 Signatures

  1. Prepare the case with Forms 2866 for Signatures as follows:

    1. Following the TIN order of the Control Clerk Spreadsheet, assemble the Form 8821-A packages for each TIN as follows:

      Form 8821-A Package Assembly

      Cover Sheet with Taxpayer Name
      Copy of Form 8821-A
      Print or copy of Tax Return

      Note:

      If the original is received from files, DO NOT send the original return, send the photocopy only.

      Certification of the copy of the check with the seal and signed by Accounting Operation Manager
      Copy of the cashed check

    2. Complete and place a Form 14074, Action Routing Sheet on the front of the case and hand deliver to the Accounting Operations Manager Office or their designee for signatures on all Forms 2866 attached to the case.

3.5.20.5.4.14  (11-30-2012)
Delivery to Law Enforcement Agencies

  1. Unless specified by the delivering CI POC, mail the completed and signed case to the LEO. See IRM 3.5.20.5.4.10.

  2. If the CI POC requests 2 day ground delivery in their instruction when they request the Form 2866 certifications, prepare a Form 9814, Request for mail Shipping Service, and include it with the certification forms of Operations Manager's signature.

    • Select the Small Package Carrier and the Ground options for type of delivery.

    • Complete the Sender portion with RAIVS information.

    • Complete the Recipient portion with the LEO information.

      Note:

      Hand write "Tracking Receipt Requested" on the top margin of the form so the mail room will send RAIVS the tracking number.

3.5.20.5.4.15  (11-30-2012)
Maintaining Files on Original Form 8821-A Documents (Control Clerk)

  1. Original printed Forms 8821-A will bed kept in Accounting for 45 days. After 45 days, documents can be destroyed.

    Note:

    Electronic copies will be held indefinitely in the S:Drive CI8821-A folder

  2. Put Original Form 8821-As in a box and label the box by DATE: (each day, begins a new box).

    Note:

    Use the CCS Spreadsheet on box. The date will always be the stamped RAIVS Photocopy Received Date.

  3. For easy reference, you may want to band Law Enforcement Offices separately within the box: this is for easy reference if you need to locate a document later, should you need it.

Exhibit 3.5.20-1 
Optional Address Abbreviations

The following is a list of valid address abbreviations when verifying address information.

WORD ABBR WORD ABBR WORD ABBR
Allee
Alley
Ally
Aly 		ALY Clb
Club 		Clb Ford
Frd
Fords
Frds 		Frd

Frds
Air Force Base AFB Common Cmn Forest
Forests
Frst 		Frst
Anex
Annex
Annx
Anx 		ANX Cor
Corner
Corners
Cors 		Cor

Cors 		Forg
Forge
Frg
Forges 		Frg


Frgs
Apart
Apartment
Apment
Apmt
Apt 		APT Course
Crse 		Crse Fork
Frk
Forks
Frks 		Frk

Frks
Arc
Arcade 		ARC Court
Crt
Ct
Courts
Cts 		Ct


Cts 		Fort
Frt
Ft 		Ft
Av
Ave
Aven
Avenu
Avenue
Avn
Avnue 		AVE Cove
Cv
Coves 		Cv

Cvs 		Freeway
Freewy
Frway
Frwy
Fwy 		Fwy
Base
Basement
Basemt 		BSMT Ck
Cr
Creek
Crk 		Crk Front
Frt 		Frnt
Bayoo
Bayou 		BYU Crecent
Cres
Crescent
Cresent
Crscnt
Crsent
Crsnt 		Cres Garden
Gardn
Gdn
Grden
Grdn
Gardens
Gdns
Grdns 		Gdn




Gdns
Bch
Beach 		BCH Crest Crst Gateway
Gatewy
Gatway
Gtway
Gtwy 		Gtwy
Bend
Bnd 		BND Crossing
Crssing
Crssng
Xing 		Xing General Delivery Gen Del
Blf
Bluf
Bluff
Bluffs 		BLF


Blfs 		Crossroad Crd Glen
Gln
Glens
Glns 		Gln

Glns
Bot
Bottm
Bottom
Btm 		BTM Curve Curve Green
Grn
Greens 		Grn

Grns
Blvd
Boul
Boulevard
Boulv 		BLVD Dale
Dl 		Dl Grov
Grove
Grv
Groves 		Grv


Grvs
Br
Branch
Brnch 		BR Dam
Dm 		Dm Hanger Hngr
Brdge
Brg
Bridge 		BRG Depart
Department
Dpart 		Dept Harb
Harbor
Harbr
Hbr
Hrbor
Harbors 		Hbr




Hbrs
Brk
Brook
Brooks 		BRK

Brks 		Div
Divide
Dv
Dvd 		Dv Haven
Havn
Hvn 		Hvn
Building BLDG Dr
Drive
Drv
Drives 		Dr


Drs 		Height
Heights
Hgts
Ht
Hts 		Hts
Burg
Burgs 		BG
Bgs 		Ea
East 		E Highway
Highwy
Hiway
Hiwy
Hway
Hwy 		Hwy
Byp
Bypa
Bypas
Bypass
Byps 		BYP



Byps 		Est
Estate
Estates
Ests 		Est

Ests 		Highway Contract HC
Camp
Cmp
Cp 		CP Exp
Expr
Express
Expressway
Expw
Expy 		Expy Hill
Hl
Hills
Hls 		Hl


Hls
Canyn
Canyon
Cnyn
Cyn 		CYN Ext
Extension
Extn
Extnsn
Extensions
Exts 		Ext



Exts 		Hllw
Hollow
Hollows
Holw
Holws 		Holw
Cape
Cpe 		CPE Fall
Falls
Fls 		Fl
Fls 		Inlet
Inlt 		Inlt
Causeway
Causway
Cswy 		CSWY Ferry
Frry
Fry 		Fry Is
Island
Islnd
Islands
Islnds
Iss 		Is


Iss
Cen
Cent
Center
Centr
Centre
Cnter
Cntr
Ctr
Centers 		CTR








Ctrs 		Field
Fld
Fields
Flds 		Fld

Flds 		Isle
Isles 		Isle
Cir
Circ
Circl
Circle
Crcl
Crcle
Circles 		CIR






Cirs 		First 1st Jct
Jction
Jctn
Junction
Junctn
Juncton
Jctns
Jcts
Junctions 		Jct





Jcts
Clf
Cliff
Clfs
Cliffs 		Clf


CLFS 		Flat
Flt
Flats
Flts 		Flt

Flts 		Key
Ky
Keys
Kys 		Ky

Kys
WORD ABBR WORD ABBR WORD ABBR
Knl
Knol
Knoll
Knls
Knolls 		Knl


Knls 		One-half 1/2 Rdg
Rdge
Ridge
Rdgs
Ridges 		Rdg


Rdgs
Lake
Lk
Lakes
Lks 		Lk

Lks 		Orch
Orchard
Orchrd 		Orch Riv
River
Rivr
Rvr 		Riv
Land Land Oval
Ovl 		Oval Rd
Road
Rds
Roads 		Rd

Rds
Landing
Lndg
Lndng 		Lndg Overpass Opas Room Rm
La
Lane
Lanes
Ln 		Ln Park
Pk
Prk
Parks 		Park Rt
Rte
Route 		Rte
Lgt
Light
Lights 		Lgt

Lgts 		Parkway
Parkwy
Pkway
Pkwy
Pky
Parkways
Pkwys 		Pkwy Row Row
Lf
Loaf 		Lf Pass Pass Rue Rue
Lob
Lobby
Loby 		Lbby Passage Psge Run Run
Lck
Lock
Lcks
Locks 		Lck

Lcks 		Path
Paths 		Path Second 2ND
Ldg
Ldge
Lodg
Lodge 		Ldg Penthouse Ph Shl
Shoal
Shls
Shoals 		Shl

Shls
Loop
Loops 		Loop Pier Pier Shoar
Shore
Shr
Shoars
Shores
Shrs 		Shr


Shrs
Lower Lowr Pike
Pikes 		Pike Side Side
Mall Mall Pine
Pines
Pnes 		Pne
Pnes 		Skyway Skwy
Manor
Mnr
Manors
Mnrs 		Mnr

Mnrs 		Pl
Place 		Pl So
So,.
South 		S
Mdw
Meadow
Mdws
Meadows
Medows 		Mdw

Mdws 		Plain
Pln
Plaines
Plains
Plns 		Pln

Plns 		S.E.
SE
Southeast 		SE
Mews Mews Plaza
Plz
Plza 		Plz S.W.
SW
Southwest 		SW
Mill
Ml
Mills
Mls 		Ml

Mls 		Point
Pt
Points
Pts 		Pt

Pts 		Space Spc
Mission
Missn
Msn
Mssn 		Msn Port
Prt
Ports
Prts 		Prt

Prts 		Spg
Spng
Spring
Sprng
Spgs
Spngs
Springs
Sprngs 		Spg



Spgs
Motorway Mtwy Post Office Box
P.O. Box
P.O. Drawer
POB
PO 		PO Box Spur
Spurs 		Spur
Mnt
Mount
Mt 		Mt Pr
Prairie
Prarie
Prr 		Pr Sq
Sqr
Sqre
Squ
Square
Sqrs
Squares 		Sq




Sqs
Mntain
Mntn
Mountain
Mountin
Mtin
Mtn
Mntns
Mountains 		Mtn






Mtns 		Private Mailbox PMB Sta
Station
Statn
Stn 		Sta
Nck
Neck 		Nck Rad
Radial
Radiel
Radl 		Radl Stop Stop
No
No.
North 		N Ramp Ramp Stra
Strav
Strave
Straven
Stravenue
Stravn
Strvn
Strvnue 		Stra
N.E.
Northeast 		NE Ranch
Ranches
Rnch
Rnchs 		Rnch Stream
Streme
Strm 		Strm
N.W.
Northwest 		NW Rapid
Rpd
Rapids
Rpds 		Rpd

Rpds 		St
Str
Street
Strt
Streets 		St



Sts
Office Ofc Rear Rear Suite Ste
One-fourth
One-quarter 		1/4 (space after prior number and before fraction) Rest
Rst 		Rst Smt
Sumit
Sumitt
Summit 		Smt
WORD ABBR WORD ABBR WORD ABBR
Ter
Terr
Terrace 		Ter Tunel
Tunl
Tunls
Tunnel
Tunnels
Tunnl 		Tunl View
Vw
Views
Vws 		Vw

Vws
Third 3RD Tpk
Tpke
Trnpk
Trpk
Turnpike
Turnpk 		Tpke Vill
Villag
Village
Villg
Villiage
Vlg
Villages
Vlgs 		Vlg





Vlgs
Throughway Trwy Underpass Upas Ville
Vl 		Vl
Trace
Traces
Trce 		Trce Un
Union
Unions 		Un

Uns 		Walk
Walks 		Walk
Track
Tracks
Trak
Trk
Trks 		Trak Unit Unit Wall Wall
Trafficway
Trfy 		Trfy Upper Uppr Way
Wy
Ways 		Way

Ways
Tr
Trail
Trails
Trl
Trls 		Trl Valley
Vally
Vlly
Vly
Valleys
Vlys 		Vly



Vlys 		Well
Wells
Wls 		Wl
Wls
Trailer Trlr Vdct
Via
Viadct
Viaduct 		Via WE
West 		W

Exhibit 3.5.20-2 
Address Reject Exceptions RAIVS/IVES

The following is a table that shows some examples of when to reject or accept an address.

Note:

With or without an Identity Theft Indicator always use the chart below when comparing address information. If an Identity Theft Indicator is present, the address on the IAT Tool has to match line 3 on Form 4506, 4506-T, or 4506T-EZ. No Identity Theft Indicator present can match line 3 or 4.

Address on Request Accept REJECT Form 4506, 4506-T or 4506T-EZ IAT
Missing a number in street address (all remaining address items match: City, State, Zip Code, etc.) X   1492 Canary Rd.
Lincoln, OH 45423 		14982 Canary Rd.
Lincoln, OH 45423
Extra number in street address (all remaining address items match: City, State, Zip Code, etc.) X   11903 Cedar Ste 12
Pierce, KS 66102 		1190 Cedar Ste 12
Pierce, KS 66102
Transposition of numbers in street address (all remaining address items match: City, State, Zip Code, etc.) X   123 Juniper Dr.
Hayes, TX 72385 		132 Juniper Dr.
Hayes, TX 72385
Transposition of number in P.O. Box (all remaining address items match: City, State, Zip Code, etc.) X   P.O. Box 152
Cleveland, IL 74520 		PO Box 512
Cleveland, IL 74520
Directional missing (E, W, N, S, etc.) before or after street name   X 2306 Orange Rd.
Grant, MO 64101 		2306 E Orange Rd.
Grant, MO 64101
Apartment, building, suite, etc. missing (Bldg., Apt., Ste., etc.)   X 782 Poplar Ave.
Madison, KS 66102 		782 Poplar Ave Ste 12
Madison, KS 66102
Missing prefix (Bldg., Apt., Ste., etc.) X   971 Pine Apt 7
Cleveland, IL 74520 		971 Pine 7
Cleveland, IL 74520
Missing address designation, e.g., St., Rd., Ave., Terr., etc.   X 7923 E. Orchid
Towhee, IL 61615 		7923 E Orchid St
Towhee, IL 61615
Abbreviations used in lieu of full names (all remaining address items match: City, State, Zip Code, etc.) X   864 East Pine Ave.
Adams, CO 74516 		864 E Pine Ave
Adams, CO 74516
Two or more items in street address does not match   X 98220 W Pink St
Washington, MO 64137 		98220 Pine Ave
Washington, MO 64137
City missing (all remaining address items match: Street name and number, State, and Zip Code.) X   1221 Redbud Lane
MO 64189 		1221 Redbud Ln
Jackson, MO 64189
Different city (all remaining address items match: Street name and number, State, and Zip Code.) X   9546 Rose Parkway
Harrison, MO 64189 		9546 Rose Pkwy
Polk, MO 64189
Missing ZIP Code   X 7502 Ebony St.
Tyler, NY 		7502 Ebony St
Tyler, NY 11213
Different ZIP Code   X 3725 Magnolia Rd.
Garfield, CA 95819 		3725 Magnolia Rd
Garfield, CA 95820
Transposed numbers in ZIP Code   X 8835 Hemlock Dr.
Harding, GA 45134 		8835 Hemlock Dr
Harding, GA 54134
Only the last number in the zip code does not match X   12 Main St
Kansas City, MO 64137 		12 Main St.
Kansas City, MO 64138

Exhibit 3.5.20-3 
RAIVS Contacts

Other functions should use this exhibit ONLY for:

1) Forms 4442 to request documents for closed CP2000, CP2501, or CP2893C cases for Tax Years 1992 and prior, per IRM 21.3.1.4.57, Status of Underreporter Cases, and/or IRM 21.3.1.4.58, Resolving or Referring Underreporter Cases,

2) Closed Audit Cases, per IRM 21.5.10.4.4, Copies of Audit Reports, or

3) To refer "IVES or Third Party Requesters" seeking processing of Form 4506 , Form 4506-T, or Form 4506T-EZ for Return/Return Information per IRM 21.3.6.4.4, Photocopy Requests for Information Returns, and IRM 21.2.3.4.1.10 Third Party Requests. Do not refer taxpayer phone calls to RAIVS functions.

Note:

If request is for a copy of CP2000, CP2501, CP2893C for tax year 1993 and subsequent, do not send Form 4442, or Form 4442ICP to RAIVS. Send to Underreporter function.

Note:

Assistance at these telephone numbers may only be available in English. IVES requesters with limited English calling these numbers may need to have an English translator with them when they call.

Note:

If the audit occurred at the Brookhaven, Memphis, or Andover campus, route Form 4442 to the appropriate campus listed below: Brookhaven, Memphis, and Andover: IMF Route Form 4442 to Fresno SC, Brookhaven, Memphis, and Andover: BMF Route Form 4442 to Cincinnati SC.

Note:

If the audit occurred at the Atlanta campus, route Form 4442 to the Kansas City SC.

Note:

Effective 7-1-07, Philadelphia IMF files/work went to Kansas City SC, and the Philadelphia Centralized Disaster processing went to Cincinnati SC.

ADDRESS MANAGER AND LEAD PHONE FAX
 
Austin Campus - IMF
RAIVS External mail AUSC RAIVS, Stop 6716, Austin, TX 73301 RAIVS Internal mail 3651 S. I.H. 35 Stop 6716 Austin, TX 78741 DAY SHIFT
Tasmia Given

Lead: Joanna Herrera
Kenneth U. Helsley
Lead: Diana Herrera
NIGHT SHIFT
J

Josephine Eiler
Lead: Ramona Gonzalez
(512) 460–8712
(512) 460-2253
(512) 460-2255
(512) 460-8729

(512) 460-8307
(512) 460-2722 		(512) 460-2272
Files Steve Harmon (512) 460-8071 (512) 460-4152
Cincinnati Campus - BMF
Regular Mail Address RAIVS P O Box 145500 Stop 2800F Cincinnati, OH 45250 Express Mail Address RAIVS 200 W. Rivercenter Blvd. Covington, KY 41011 DAY SHIFT
Cynthia Roark
Lead: Dixie Meyer
Darlene Mason
Lead: Virginia True
NIGHT SHIFT
Paula Clare
Lead: Monica Smallwood
(859) 669-4542
(859) 669–3963
(859) 669-4219
(859) 669-4219
(859) 669-5610
(859) 669-4646 		(859) 669–3592
Files Rosemary Williams (859) 669-5607 (859) 669-3579
Fresno Campus - IMF
Regular and Express Mail Address RAIVS 5045 E. Butler Ave. Stop 38101 Fresno, CA 93727 DAY SHIFT
Charity Ward
Lead: Denita Cox
Naomi Rodriguez
Lead: Rebecca Romero
Marlene Pineda
Lead: Linda Thompson
Nellie Mosqueda NIGHT SHIFT
Debra Stone
Lead: Esmeralda Gonzalez
Monica Torres
Lead: Julia Calvert
Esmerald Gonzalez (USDA)
(559) 456–7384
(559)456-5889
(559)456–5888
(559)456–5892
(559) 456-5891
(559) 456-5886
(559) 456–5187



(559) 456–5150
(559) 456–5955
(559) 456–5153
(559) 456-5862
(559) 456-5955 		(559) 456–5876
Files Debbie Falagan (559) 253-4932 (559) 253-4982
Kansas City Campus - IMF
Regular and Express Mail Address RAIVS 333 W. Pershing Rd. Stop 6705-S-2 Kansas City, MO 64108 DAY SHIFT
Kathy Kurz
Lead: Josephine Brown
DaShawn Hinton
Lead: Kathleen Maenhoudt
NIGHT SHIFT
Tami Francis
Lead: Debra Phillips
Olympia Sampson
Lead: Cachella Price 		(816) 325-3718



(816) 325-3157
(816) 325-3721
(816) 325-3719
(816) 325–3833




(816) 325-3510
(816) 325-3883
(816) 325-3718
(816) 325-3658 		(816) 292-6102
Files Tana Williams
(816) 325–3542 (816) 292–6111
Ogden Campus - BMF
Regular Mail Address, IRS RAIVS, M/Stop 6734 Ogden, UT 84409Express Mail Address IRS RAIVS, 1973 N Rulon White Blvd, M/Stop 6734 Ogden, UT 84409 DAY SHIFT
Aaron Johanson
Lead: Tiffany Ellison
Dustin Hyde
Lead: Heather Fitzwater
NIGHT SHIFT
Dan Hillaker
Lead: Trisha Royer
Stephanie Miller
Lead: Alisa Smith




(801) 620-7286
(801) 620-7873
(801) 620-6411




(801) 620–6339
(801) 620-7255
(801) 620-6438
(801) 620-7613 		(801) 620-6922
Files Crystal Jones (801) 620–7928 (801) 774–2508

Exhibit 3.5.20-4 
IRM Cross-References

Note:

These are IRM references contained within IRM 3.5.20, they are listed here as a convenience for the user.

  • IRM 1.15.29 Records Management, Records Control Schedule for Tax Administration-Wage & Investment Records

  • IRM 11.3 Disclosure of Official Information Handbook

  • IRM 11.3.1.10 Facsimile Transmission of Tax Information

  • IRM 11.3.3.3 Disclosure to Designees and Practitioners

  • IRM 13.1.7 Taxpayer Advocate Service Case Criteria

  • IRM 2.3.35.9.7 Payee On-Line Sanitized Transcript (Definer W)

  • IRM 21.1.3.18 Taxpayer Advocate Service (TAS) Guidelines

  • IRM 21.2.2.5.9 On-Line Retention Register,

  • IRM 21.2.3.4.(3) Tax Return Transcripts

  • IRM 21.2.3.4.10 Bulk Requests From Third Parties

  • IRM 21.3.1.4.57 Status of Underreporter Cases

  • `IRM 21.3.1.4.59 Copies of CP2000/2501/2893c

  • IRM 21.3.1.4.58 Resolving or Referring Underreporter Cases

  • IRM 21.3.3 Incoming and Outgoing Correspondence/Letters

  • IRM 21.5.10.4.4 Copies of Audit Reports

  • IRM 21.7.1 BMF/NMF Miscellaneous Information

  • IRM 21.7.1.1 Business Tax Returns and Non-Master file Accounts Overview

  • IRM 21.3.6.4.4 Photocopy Request for Information Returns

  • IRM 3.8.44 Campus Deposit Activity

  • IRM 3.8.45 Manual Deposit Process

  • IRM 3.17.63 Accounting Control

  • IRM 3.30.123 Processing Timeliness: Cycles, Criteria, and Critical Dates.

Exhibit 3.5.20-5 
IVES Reject Codes

Reason for Rejection Cover Sheet Entry
Enter all codes if more than one applies.
Form 4506-T or Form 4506T-EZ was not received or attached MISSING
Information on form is not legible ILLEG
* Line 1a - Taxpayer name is missing

Exception:

Accept request if there is a name on Line 2a that matches the signature.

 NO NAME
* Line 1b - Taxpayer SSN/EIN is missing or has more than or less than 9-digits NO SSN or NO EIN
Line 5 - Any of the following 3rd Party information is missing:

  • Name (often a business name)

  • Address

  • Participant SOR/Secure Mailbox (up to nine digits, alpha numeric mix)

    Note:

    The SOR/mailbox is acceptable if found at the top of the request.

 NO LINE 5 or INC LINE 5
Line 6a - No box is checked NO CK
Line 9 - Tax year or period is missing NO YR
Signature is missing or does not match the name on Line 1a, 2a, or 3 NO SIG
Signature Date - The difference between the Received Date and the signature date is more than 120 days OLD SIG
(BMF only) Title for person signing form is not present NO TITLE

Exhibit 3.5.20-6 
IVES Reject Notification Spreadsheet

SAMPLE DOCUMENT
IVES NOTICE OF REJECTED ITEM(S)
Participant Name:
Participant Fax Number:
Date Received:Date Rejected:
Data Entry Clerk:
REASON CODE(S) FOR REJECTION (1-9)
Batch
# 		Mailbox Name Name Control Entity
(#1) 		Add
(#2) 		ID
(#3) 		SOR
(#4) 		Prod
(#5) 		Sign
(#6) 		Date
(#7) 		Ill
(#8) 		Alter
(#9)
1234 XXX XXXX   X              
1234 XXX XXXX     X            
1234 XXX XXXX         X        
1234 XXX XXXX             X X  

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