The Reports Analyst will review and analyze various accounting reports for accuracy and time-line of submission and become familiar with all Accounting IRMs.

The Reports Analyst will monitor the RRACS (Redesign Revenue Accounting Control System) generated and manually-prepared accounting reports to identify any error conditions, operational problems, or unusual trends.

The Reports Analyst will ensure files, records, documents and documentation are in compliance with IRM guidelines within the Accounting programs.

In accordance with Management Accountability Review regulations, managers are responsible for ensuring that internal controls are effective and efficient in day to day operations and safeguard against waste, fraud and abuse. This is accomplished by conducting operational or management control reviews to identify weaknesses and mitigate known risks within the managers' realm of responsibility.

Managers must perform program or "spot" reviews for accuracy and completeness. Problems identified should be discussed with the appropriate functional area for corrective action.

At least one program review should be performed and documented each quarter by the manager or the Reports Analyst.

The following are the terms that will be used throughout this IRM.

The following are the abbreviations (acronyms) that will be used throughout this IRM.

The following are the forms that will be referenced throughout this IRM.

The following are reports that will be referenced throughout this IRM.

The following are subsidiary accounts that will be referenced throughout this IRM.

List of TAS for TIER Reporting identifies the TAS associated with each SGL account. The table identifies each TAS code, TAS name, and TAS category. These TAS codes will be used in the Posting Model as well as in the records for the TIER files.

The following IRMs provide additional instructions.

Review the action plan with the P&A staff analyst.

Ensure that the Accounting information is correct.

Assist in the coordination of meetings with responsible officials to ensure that all actions are completed prior to the target date.

After the transfer is complete:

Accountability package should contain:

Report 003- Ensure accounts are in zero balance especially those that do not belong to your campus.

Report 004- Ensure copy of the status report is also included. Verify the report with any items in reversed status. Check to ensure accounts that do not belong to your campus are in zero balance.

Add accounts 2320, 2330, 2335, 2340, and 2395 and subtract 6310 account; Balance should be zero.

Add accounts 2310, 2325, 2345, 2350, 2355, 2360 and 2370, subtract 6400; the balance should be zero.

Add accounts 4710, 4720 and 4730, subtract 7002 and account should zero out.

Report 017- Ensure Trace ID has correct amount of numbers.

Report 025- Ensure assessment dates are for current month (tape process will include first 6 days of new month).

Report 0577- Ensure the amount matches with the 7610, 7620 and 7650 accounts.

This report assists the Erroneous Refund team to track erroneous refunds by Doc ID. The Erroneous Refund Report lists erroneous refunds by Accounts 1530 (employee fraud cases), 1535 (court cases) (Kansas City Only) and 1540 (non-court cases). Each transaction is listed by Doc ID, date, beginning balance, adjustment amount, and current balance.

This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance report.

This report tracks IPAC disbursements (by Doc ID) waiting to be applied. The IPACD report lists IPAC disbursements by Accounts 4970, 4975, and 4985. Each transaction is listed by Doc ID, beginning balance, adjusted amount and current balance.

This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.

This report tracks insolvency receipts by document numbers that are unclassified, and waiting to be applied to the correct tax class. This report lists the receipts in the Suspense Account 4625. each transaction is listed by Doc ID, beginning balance, adjusted amounts and current balance.

This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.

This report tracks revenue credit in transit to campuses (by Account 4900), by Doc ID, by debit and credit. The Doc ID format is XXXX-XX-YR-XX (Sequence number-SC Transferred Into-Year-SC Transferred From).

This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.

This report supports the Field Inventory Detail Report. It provides a detailed list of each individual record in the Deposit Fund Liability Account 4730, and the miscellaneous deposit funds for each field.

Deposit Fund Liability Account

The report will be sorted in field office order, and then in Doc ID order.

This report should be produced monthly and issued to the area that maintains the Form 2236, and quarterly to the Scheme Development Center (SDC) Resident Agent in Charge (RAC), or any other office concerned according to case history, in order to ascertain what disposition should be made of the payments. A response (verification) is required for the reports issued March 31, and August 31.

The area maintaining the miscellaneous deposits will issue a two-way memo to the Resident Agent in Charge. The memo will include taxpayers name, EIN/SSN, tax class, tax period, and amount. Sufficient space should be reserved for a remarks column used for insertion of notations by the office concerned. Responses should be returned to this area within 30 days.

Responses, either agreeing to the inventory report or reconciling any discrepancy, should be forwarded to Accounting within 30 days after receiving the listing. Accounting will ensure that all responses have been received, and will complete reconciliation procedures not more than 60 days after the listing was issued.

This report will be disposed of one year after each semi-annual verification.

Review Authorization signature list monthly to ensure names have been updated, also, include monthly review of RSTRK file.

Weekly perform a random review of Form 3753 and Form 5792:

Form 3996 is used to balance Direct Revenue Receipts by tax class to the SCCF, Revenue Receipts Control Sheets, and all other accounts that include current revenue receipt monies.

Monthly the Data Control function should provide a complete Form 3996 package to the Reports Analyst. Photocopies or original spreadsheets highlighting "what " is being carried for the month. Back-up should be provided to the analyst upon request.

Ensure Form 3996 is signed and dated by the 25th of each month by the Accounting Technician and the Accounting Operations Chief.

All items on lines 8, 11, 12 and 13 should have audit trails.

RRACS 072 - Should match with Line 1

SCCF 07–56 - Match with Line 4 (2nd day of new month)

The SCCF Aged listing consists of:

The Reports Analyst should review the SCCF 07-44, SCCF 07-50, SCCF 07-51 and SCCF 07-53 weekly and give assistance where needed.

The Reports Analyst should be the point of contact between Data Control and the other Accounting units and Headquarters. The Reports Analyst should facilitate weekly meetings between the Data Control, Reject and Unpostable functions when special situations occur, or inventories age.

This manual report will be prepared by the site monthly on letter size paper to report the balancing of the subsidiary accounts to the general ledger accounts. This report must not be altered. All accounts must remain on this form and filled in even if there are zero balances. This report will be used to alert the site and HQ of any imbalances between the accounts, and any processing problems within the site.

A comprehensive status report is required for any account reported as either aged reconciled, unreconciled, or both. It must contain the following information, as appropriate:

All credit amounts on Form 3997, and the comprehensive reports, must be bracketed.

Ensure Form 3997 reflects the correct accounting period and money amounts.

Definition of Terms on Form 3997:

Form 3997 must be digitally signed by the Field Director, the Accounting Operation manager, the Team manager, and the Accounting Reports Analyst.

Form 3997 will be supported by balancing sheets maintained in the campuses. The following documentation must be attached to Form 3997 when E-mailed to HQ:

Original of Form 3997, with all the back-up, will be maintained in the GAO file by the campus.

No later than the 25th of the following month, a copy of the signed Form 3997, Form 6168, and the comprehensive reports, should be E-mailed to the SP HQ RACS analyst assigned to each campus. This information can be found in the Points of contact, IRM 3.17.15.11 ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ The E-mailed copies must reflect the same figures and account information as the signed copy maintained in the GAO file. If problems occur, and it is felt this time requirement cannot be met, contact SP HQ RRACS analyst for further instructions. It should be noted that an out-of-balance condition is not justification for this report to be submitted late. The Form 3997 is reported on the SP/CFO and Treasury Scorecard.

Additional reminders for Form 3997:

The monthly RACR is due the 15th of each month to ECC and submitted monthly on the 25th with the Form 3997 to CFO and HQ.

Ensure supporting documentation is attached.

The RRACS DBA E-mails this report to the CFO contacts and to the Reports Analyst; showing the date, contacts and documentation sent to update the scorecard.

The Reports Analyst receives all copies of the RACR with supporting documentation for review, initials and forwards to the Operations Chief.

The SF 224, Statement of Transactions, is generated at the end of month processing and is used to report account classification of collections, refund disbursements, refund check cancellations, and transactions processed. It is broken down into 3 sections:

All copies of SF 224 must be signed by the campus director, as it reflects the directors' accountability. A signed copy of the SF 224 will be retained at the campus for use by GAO in its site audit.

The SF 224 is reviewed by the Reports Analyst before forwarding to the Campus Director for signature.

RRACS DBA transmits SF 224 through GOALS (Government On-Line Accounting Link System) on or before 12:00 noon Local Time Zone on the 2nd workday of the new month to CFO, the Campus Directors' copy is ready for review by the 3rd workday.

The Campus Director's folder should contain RRACS Reports 017, 018, 018A, 018B, Transmittal worksheet and SF 224 Adjustments (if any).

This report is a snap shot of the IPACD and IPACR identifying the aged items.

This report is due to CFO by the 5th workday after month end report.

The RACS DBA E-mails this report to the CFO contacts and to the Reports Analyst showing the date, contacts, and documentation sent to update the score card.

The Reports Analyst receives all copies of this report with documentation for review.

This report will show the fiscal year-to-date cumulative balance in each general ledger account, and the general ledger classification totals.

The Reports Analyst should request a copy of the M Trial from the RACS DBA monthly.

An Asterisk will appear next to an account in reverse balance status. An account in reverse status must be expeditiously resolved.

The Reports Analyst will review the Reverse Status Report prior to submission to CFO and HQ RACS analyst. A Reverse Status Report explains the reverse status condition and must be sent by E-mail or faxed to CFO and the HQ RACS analyst no later than the 4th workday of the new month.

The Reverse Status Report should indicate in the header "Attachment for M Trial" , the month it is for, and the name of the campus.

This report should include:

The monthly General Ledger Trial Balance must be certified as to its correctness and the certified copy should be kept in the campus' GAO file. The authority for certification of this report can be designated by the campus director, but not below the operations manager.

This Reconciliation report is due three (3) work days after the 18th of each month.

Supporting documentation is needed for items 3 months and older.

The RACS DBA sends these reports via E-mail to the CFO contacts showing the date, contacts and when the documentation was sent, to update the scorecard.

The Reports Analyst should be receiving all copies of the SOD and supporting documentation for review prior to the due date.

This receivable account will be used to record and control amounts on NMF accounts while in the process of manual transfer to other campuses. NMF account amounts will be posted to this account when Form 514-B is prepared. Amounts will be closed from the account upon receipt of the receiving campus' acknowledgement of account transfer on Form 514-B, part 2.

External subsidiary record is the pending file of Form 514-B.

This receivable account will be used to record amounts of receivables other than taxes collectible. This account represents receivables which have not been collected, assessed or written-off as uncollectible. Account 1510 will be supported by copies of bills, debit voucher or other documents showing the name of each debtor, amount receivable and details of the transaction creating the indebtedness.

This account will also be used to clear unresolved debit items from the Service Center Control file (SCCF) and unprocessable debits from the Dishonored Check file (DCF). This account will be supported by case history files recording approval of the Submission Processing site Director to remove them from the SCCF. These items will be supported by Forms 3809 for non revenue receipt items and Form 2424 for revenue receipt items.

Items referenced in (1) and (2) remaining in this account after the statutory period for assessment has expired will be transferred to Account 1840. The statutory period for assessment on unresolved debits from the Service Center Control file (SCCF) will be considered to have expired when the general assessment statute period has expired.

External subsidiary is the file of paper documents used as described above.

This receivable account is used to record an employee fraud case. Account 1530 will be supported by:

Employee Fraud Cases are controlled in the 1530 Account. Access should be limited.

Transfer case to the 4910 Disbursement Loss Account, when the case is determined uncollectible. Documentation will explain why the case is uncollectible.

The external subsidiary for this account is the file of paper documents described in (1) above.

This receivable account is used to record erroneous refund receivables that result in a court case.

Account 1535 will be supported by:

Note: The case file for this account is maintained by the Ogden Scheme Development Office.

Ensure Form 3809 Documents balance to the 1535 Account portion of the RRACS 0131 Report.

This receivable account is used to record erroneous refund receivables that are not court cases. This account represents erroneous refund receivables that have not been collected, resulted in a court case, assessed or determined uncollectible. Account 1540 will be supported by:

Cases are transferred to the 1530 Account when it is determined that the case is going to court.

Cases are transferred to the 4910 Disbursement Loss Account when the statute expires.

A case determined to be uncollectible before the statue expiration will be transferred to the 4910 Disbursement Loss Account. Documentation will explain why the account is uncollectible.

The external subsidiary for this account is the file of paper documentation described in (1) above.

The unpaid balance of manual assessments may be established in the manual Assessments, Transit Account.

Assessments manually prepared may be transferred from account 1600 to NMF, BMF, IMF or IRA in accordance with schedules established by the individual Submission Processing sites.

External subsidiary is a file of new documents pending transfers to NMF, BMF, IMF or IRA.

This receivable account will be used to record and control dishonored checks or money orders, previously recorded as collections for the IRS.

Account 1710 serves as a suspense account for these items while research operations are being performed to determine proper application to the taxpayer account. Individual items within the account are controlled and maintained on a magnetic tape file within IDRS.

After research and proper identification, items are removed from the IDRS file and posted as debits to the taxpayer account. Items remaining on the file after 367 days will be transferred to Account 1510.

After the DCF file is balanced to all related SFs 5515, sub-batches are prepared and tapes are run. Entries to RRACS are made from the SFs 5515 and tapes. Annotate all journal numbers and amounts on the DCF03. Make sure total of journals balances with total added to DCF file, plus or minus any adjustments or errors, as noted.

This account will also be used to record deposit discrepancies (losses) related to SF 5515. These items will be entered immediately onto the DCF for control purposes. Necessary research will be performed to determine the proper application of the debit. If, after 90 days, the debit cannot be resolved, it will be transferred to Account 7650, Deposit Discrepancies. The case must be documented with all actions taken to resolve the discrepancy. This documentation is needed to request relief of the loss.

External subsidiary is the DCF on IDRS.

This receivable account will be used to record the amounts of unresolved items for which the statutory period of assessments has expired.

Items in this account will be transferred from Account 1510. These case history files will be supported by approval of the Submission Processing site Director.

Items may also be transferred from Account 4810. These case files will be supported by administrative approval delegated no lower than Chief, Accounting Operations. Items in this account will be closed to Account 6600, Accounts Cleared Statute, ten years from the date of the deposit ticket/debit voucher.

Case files will be reviewed at least once yearly to determine the accounts on which the Statute for Collection has expired.

Upon expiration of Statute for Collection, items in this account will be closed to the Accounts Cleared, Statute Account 6600.

External subsidiary is the case history files.

This receipt account represents monies collected and placed in the Treasury General Fund Account. Collections may be cash, check or money order applicable to this General Fund Account. Receipts are recorded in this account upon preparation of Deposit Ticket, SF 215A. The Submission Processing Campus Director is personally accountable for these funds until deposits into the Treasury Account is confirmed.

Included in this account are monies for Treasury Account Symbols 20–2411 (User Fees).

This account can be reduced only through adjustment between the Funds or Revenue Receipt accounts as all SF 5515's normally are applied to the Revenue Receipts Withholding Class.

Account is maintained on a fiscal year basis.

Included in this receipt account are monies for the EO User Fee Increase and the Form 990 CD User Fee. The EO User Fee increase is processed in Cincinnati. The Form 990 CD User Fee is processed in Ogden. These monies are reported under Treasury Account Symbol 20X5432.5.