3.17.15  Accounting Reports Analyst - Responsibilities

Manual Transmittal

September 23, 2014


(1) This transmits revised IRM 3.17.15 Accounting and Data Control, Accounting Reports Analyst - Responsibilities.


IRM 3.17.15 was created to provide instructions to the reports analysts at the Submission Processing campuses. Its primary use is for maintaining the subsidiary accounts and Accounting reports.

Material Changes

(1) IPU 14U0299 issued 02-11-2014 IRM Updated to correct Form number 3752 to 3753.

(2) IPU 14U0299 issued 02-11-2014 IRM Updated the eighth bullet to read 3 months to agree with IRM

(3) IPU 14U0299 issued 02-11-2014 IRM Updated the Timeliness timeframe for Suspense Acct. 20F3885 process.

(4) IPU 14U0299 issued 02-11-2014 IRM Updated the Timeliness timeframe for Suspense Acct. 20F3502 process.

(5) IPU 14U0299 issued 02-11-2014 IRM Updated Headquarters Submission Processing Accounting Contacts to reflect both Accounting Control and Accounting Services sections.

(6) IPU 14U0639 issued 04-07-2014 IRM Note: Procedural update to Form 3753/Form 5792, Manual Refunds - published on 09-17-2013 with the effective date 10-01-2013, was inadvertently left off the Material Changes.

(7) IPU 14U0639 issued 04-07-2014 IRM Updated Sub Accounts table correction to 4615 "Ogden Only."

(8) IPU 14U0639 issued 04-07-2014 IRM Revised GAO file contents.

(9) IPU 14U0639 issued 04-07-2014 IRM Edited Doc ID format.

(10) IPU 14U0639 issued 04-07-2014 IRM Added clarification for review of Manual refunds.

(11) IPU 14U0639 issued 04-07-2014 IRM Added subsection, Form 14031, Manual Refund Signature Authorization-RSTRK(M) Listing to clarify RSTRK(M) listing review procedures and add From 14031 review procedures.

(12) IPU 14U0639 issued 04-07-2014 IRM Updated Account 1545 procedures.

(13) IPU 14U0639 issued 04-07-2014 IRM Updated to remove External Bank Leads information from 4970 account.

(14) IPU 14U0639 issued 04-07-2014 IRM Revised Account 6700 review procedures.

(15) IPU 14U0639 issued 04-07-2014 IRM Clarification of review procedures of 6801 account.

(16) IPU 14U1107 issued 07-07-2014 IRM Removed review of D-Trial report.

(17) IPU 14U1107 issued 07-07-2014 IRM Added procedure for RACS 004 Report review.

(18) IPU 14U1107 issued 07-07-2014 IRM Updated review volume of Form 5792 and 3753, and clarified 2nd bullet of Note:

(19) IPU 14U1107 issued 07-07-2014 IRM Clarified RSTRK review.

(20) IPU 14U1107 issued 07-07-2014 IRM Added subsection for review of Suspense accounts reports.

(21) IPU 14U1107 issued 07-07-2014 IRM Added review procedures for 1545 account.

(22) IPU 14U1107 issued 07-07-2014 IRM Updated retention document information in Note.

(23) IPU 14U1107 issued 07-07-2014 IRM Removed Form 3997 from description.

(24) IPU 14U1107 issued 07-07-2014 IRM Updated to clarify manager information.

(25) IPU 14U1107 issued 07-07-2014 IRM Updated retention document information and added review procedures.

(26) IPU 14U1107 issued 07-07-2014 IRM Updated title to Fresno and Cincinnati Only.

(27) IPU 14U1107 issued 07-07-2014 IRM Updated review procedures.

(28) IPU 14U1107 issued 07-07-2014 IRM Removed review procedures.

(29) IRM Added the acronym "EOD" .

(30) IRM Added Accounts 2385 and 2395 to the Subsidiary Accounts list.

(31) IRM Added User Fee Treasury Account Symbols.

(32) IRM Updated review procedures for 1540 account to verify action and closing codes input.

(33) IRM Redacted statement of Tolerance amount.

(34) IRM Updated RRACS 0155 report to remove printing requirements.

(35) IRM Added new subsection for Payment over Cancellation Erroneous Refunds RRACS 0156 report

(36) IRM Added new subsection for RRACS 1543, Payment over Cancellation Erroneous Refunds Account.

(37) IRM Added new subsection for review procedures of RRACS 1543 account.

(38) IRM Added new Subsection for Account 6510, Over Assessments Credited.

(39) IRM Added review procedures for Account 6510, Over Assessments Credited.

(40) IRM Removed quarterly review by manager information.

(41) IRM Updated Trace ID information to reflect IRM 3.17.63,Redesign Revenue Accounting Control System.

(42) IRM 3.17.15 Various editorial changes made throughout the IRM.

Effect on Other Documents

IRM 3.17.15, Accounting Reports Analyst-Responsibilities, "dated September 17, 2013 (effective October 1, 2013)" is superseded. The following Interim Procedural Updates (IPUs), issued between February 11, 2014 through July 7, 2014, have also been incorporated into this revision: 14U0299, 14U0639, and 14U1107.


This IRM provides instructions for use by the Accounting functions and the reports analysts at the Submission Processing campuses.

Effective Date


Paul J. Mamo
Director, Submission Processing
Wage and Investment Division  (09-23-2014)

  1. The reports analyst specialist is assigned to the Accounting Operation. This position is the central point of information and coordination for all Accounting reports and Accounting related issues. The duties of this position will cover areas in accounting and tax account functions. The reports analyst specialist will be the liaison to: Unpostables, Rejects, Errors, Receipt and Control, Taxpayer Advocate Service, Bureau of Fiscal Service (BFS), Compliance, Taxpayer Assistance Centers (TAC), Accounts Management, Headquarters and Chief Financial Office (CFO) staff.  (10-01-2011)
Responsibilities of the Reports Analyst

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

  2. 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.

  3. The reports analyst will ensure files, records, documents and documentation are in compliance with IRM guidelines within the Accounting programs.  (10-01-2011)
Internal Management Controls

  1. 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.

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

  3. At least one program review should be performed and documented each quarter by the manager or the reports analyst.  (10-01-2011)

  1. The following sections list references that will be helpful when using the IRM.  (09-23-2014)
Glossary of Accounting Terms

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

    Abatement The reduction or elimination of an assessment.
    Accounting An information system that measures, processes, and communicates financial information about an identifiable economic entity.
    Account Balance The difference in dollars between the total debit footing and total credit footing of an account.
    Accounting Cycle Sequence of steps followed in the accounting process, from analyzing transactions to preparing financial statements and closing the accounts.
    Accounting Period Time covered by financial statements, which can be for any length of time but is usually annual, quarterly or monthly. The annual financial statements may be on a calendar or fiscal year basis.
    Accrual The recognition of an expense that has been incurred or a revenue that has been earned but that has not yet been recorded.
    Accrual Accounting The attempt to record the financial effects on an enterprise of transactions and other events in the periods in which these transactions and events occur rather than only in periods in which cash is received or paid by the enterprise.
    Accrued Expenses Expenses that have been incurred but are not recognized in the accounts, necessitating an adjusting entry; unrecorded expenses.
    Adjusted Trial Balance A trial balance prepared after all adjusting entries have been posted to the accounts.
    Adjusting Entities (Adjustments) Entries made to apply accrual accounting to transactions that span more than one accounting period.
    Agency Location Code (ALC) Eight digit Treasury identifier assigned by Bureau of Fiscal Service (BFS) for Treasury reporting purposes. The first 2 digits identify the department or agency, the third and fourth digits identify the particular bureau within the department, and the remaining 4 digits identify the particular agency account section within that bureau.
    Appropriation An act of Congress that provides budget authority to Federal Agencies to incur obligations and to make payments out of the Treasury.
    Appropriation Symbol Former name of the Treasury Account Symbol. Treasury designations for proper assignment and reporting of monies.
    Assets Probable future economic benefits obtained or controlled by a particular entity as a result of past transactions or events.
    Assessment Taxes assessed, penalties, and interest charged to an account.
    Assessment Statute Expiration Date (ASED) The date the statutory period of time for assessing tax ends. The time frame for assessing tax is normally three years from the due date, or three years from the date the return is filed, whichever is later. IRC Section 6501.
    Attributes Information appended to a financial transaction or account that identifies such things business object class, federal-non federal as in Frontier attributes.
    Audit Trail The documentary evidence of written approval by key people in a business in routinely reviewing and verifying expenditures before a payment is made.
    Balance Sheet The balance sheet presents, as of a specific time, amounts of future benefits owed or managed by the reporting entity (assets), amounts owed by the entity (liabilities), and amounts which comprise the difference (net position).
    Batch Process Computer processing of business transactions and preparation of financial reports in which processing tasks are scheduled in a logical order.
    Business Object Class (BOC) Object classes describe the service or article for which obligations are first incurred, regardless of the purpose, function, or program served.
    Chart of Accounts A numbering scheme that assigns a unique number to each account to facilitate finding the account in the ledger.
    Classification The process of assigning all transactions to the appropriate accounts. All amounts of revenue collected during a current fiscal year will be controlled and reported by the tax class application.
    Closing (Closeout) Entries Journal entries made at the end of the accounting period that set the stage for the next accounting period by clearing the normal (temporary) accounts of their balances.
    Collection Statute Expiration Date (CSED) The date the statute expires for collection of tax, penalty or interest. The CSED is ten (10) years from the assessment date 23C date) of the posting of the original return (transaction code (TC) 150).
    Compound Entry A journal entry that has more than one debit and /or credit entry.
    Contra Account An account whose balance is subtracted from an associated account in the financial statements.
    Control Account An account in the general ledger that summarizes the total balance of a group of related accounts in a subsidiary ledger.
    Current Assets Cash or other assets that are reasonably expected to be realized in cash, sold or consumed during a normal operating cycle of a business or within one year if the operating cycle is shorter than one year.
    Current Liabilities Obligations due within the normal operating cycle of the business or within one year, whichever is longer.
    Custodial Detail Data Base (CDDB) The CDDB is an enhancement to the Financial Management Information System created to track all individual payments that comprise a deposit ticket, and balance the individual transactions against the deposit ticket totals which have been entered into the RRACS general ledger. It has also been expanded to include refund transactions.
    Daily Posting Summary This report summarizes each accounting transaction that successfully posted to, and updated the database. This listing will be considered the transaction journal for accounting purposes, and the permanent record for research, audit trails, etc.
    Debit Voucher SF 5515 - summary document used by a bank to control returned dishonored checks or to make adjustments to deposit tickets.
    Deposit Ticket SF 215/SF 215A - summary document issued by a bank for the purpose of summarizing and classifying collections received for a specific deposit date.
    Disbursement Accounts Series of accounts that record monies disbursed as refunds of previously collected revenue or funds.
    Document Locator Number (DLN) The DLN is a controlled number assigned to every return or document input through the Automated Data Processing (ADP) system. The fourteenth (last) digit is the year of processing and is assigned by the Campus computer at the time of the original input. The DLN is used to control, identify, and locate documents processed in the ADP system.


    The format for a DLN is as follows:

    • First 2 digits - Filing Location Code (FLC)

    • Third digit - Tax Class

    • Fourth and Fifth digits - Document Code (Doc Code)

    • Sixth, Seventh and Eighth digit - Julian Date

    • Ninth, Tenth and Eleventh digits - Block Number

    • Twelfth and Thirteenth digits - Serial Number

    • Fourteenth digit - Year the DLN was assigned

    Earned Income Tax Credit (EITC) The EITC is a tax credit for certain people who work and have earned income.
    End of Day Routine The process used to ensure that the database is in balance at the end of each work day and ready to be backed up at Enterprise Computing Center (ECC) Detroit. Daily reports are also generated.
    Enterprise Computing Center (ECC) The computing site primarily responsible for maintenance of the Master File records for each taxpayer, and for the electronic processing of related inputs and outputs.
    Erroneous Refund Statute Expiration Date (ERSED) Expires two years from the date of the refund (T C 846/840) if caused by the IRS or five years from the date of the refund (TC 846/840) when it is proven that the refund was issued due to fraud or misrepresentation of material fact by the taxpayer.
    Expenses Outflows or other using up of assets or incurrence of liabilities from delivering or producing goods, rendering services, or carrying out of other activities that constitute the entity's ongoing major or central operations.
    FACTS ll Trial Balance The Federal Agencies' Centralized Trial-Balance System (FACTS ll) is a computer program that allows agencies to submit one set of accounting data. This data includes mostly budgetary information that is required for the Report on Budget Execution and Budgetary Resources (SF 133), the End-Year Closing Statement (BFS 2108), and much of the initial data that will appear in the prior year column of the Program and Financing (P&F) Schedule of the President's Budget.
    Federal Financial Management Improvement Act (FFMIA) of 1996 Public Law 104–208, Title Vlll (31 USC. 3512 note) was intended to advance Federal financial management by ensuring that federal financial management systems can and do provide reliable, consistent disclosure of financial data, and that they do so on a basis that is uniform across the Federal government from year to year consistently using professionally accepted accounting standards.
    Federal Financial Management System Requirements (FFMSR) FFMSR specifies the mandatory functional and technical requirements that agency financial management systems must meet in order to be considered compliant with Federal standards as mandated by the Federal Financial Management Improvement Act (FFMIA).
    Financial Event Any occurrence having financial consequences to the Federal government related to the receipt of appropriations or other financial resources; acquisition of goods or services; payments or collections; recognition of guarantees, benefits to be provided, or other potential liabilities; or other reportable financial activities.
    Financial Position The economic resources belonging to a company and the claims against those resources at a point in time.
    Financial Reporting Process Ensures that the system provides the basic reports and on-line information access needed to review financial information and to fulfill central agency reporting requirements.
    Financial Statement A presentation of financial data and information, including accompanying notes, derived from accounting records to communicate (at a point in time) an entity's financial position, and (for a period of time) its results of operations and cash flows or changes in financial position.
    Financial Transaction Economic events that affect the financial position of the business entity.
    Fiscal Year Any 12 month accounting period used by an economic entity. For reporting purposes, a fiscal year extends from October 1 through September 30.
    Fiscal Year End Processing The process by which fiscal year end reports are generated after verifying September month-end reports and all nominal account balances are closed out.
    Fixed Assets Another name for long term assets.
    FRONTIER A Treasury Department data warehouse which receives monthly uploaded financial accounting and budgetary data from subordinate bureaus and other reporting entities within the Department. A data warehouse is defined as a coordinated, architected, and periodic copying of data from many sources inside an organization into an environment optimized for analytical and information processing.
    General Ledger The book or file, which contains all or groups of the companies accounts.
    General Ledger Account The basic storage unit for accounting data. There is a separate account for each asset, liability and component of owners equity, including revenues and expenses.
    Government On-line Accounting Link System II Government On-Line Accounting Link System II (GOALS II) is the system that allows BFS to receive agency accounting data and forward it to various systems within BFS for final processing and to distribute agency accounting reports.
    Health Coverage Tax Credit (HCTC) The Trade Act of 2002, enacted by Congress in August of 2002, created the Health Insurance Tax Credit (HITC) that is now referred to as the Health Coverage Tax Credit (HCTC). Most tax credits are paid out when you file your federal taxes. However, health plan premiums can be expensive and some people need help to pay them each month as they become due instead of when they file their taxes. The monthly HCTC allows you to receive the HCTC in the form of payment to your health plan on a monthly basis as your premium payments become due.
    Intragovernmental Payment and Collection System (IPAC) Intragovernmental Payment and Collection System. All IPAC receipts are reflected in Account 2910. IPAC amount will be reported on SF 224.
    IPACD This report tracks IPAC disbursements by Document (Doc) ID waiting to be applied. The IPACD reports 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 month balance on the Daily Trial Balance report.
    IPACR This report tracks IPAC receipts by document number, that are waiting to be applied. The IPACR report lists IPAC receipts by Accounts 4970, 4975, and 4985. Each transaction is listed by Doc ID, beginning balance report. This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance report.
    IRS Account RRACS General Ledger Account
    Joint Financial Managers Improvement Program (JFMIP) The JFMIP was a joint undertaking of the: U.S. Department of the Treasury; Government Accountability Office (GAO); Office of Management and Budget (OMB); and Office of Personnel Management (OPM), working in cooperation with each other, with other agencies, and with the private sector, to improve financial management in the Federal Government.
    Journal A chronological record of all transactions; place where transactions are first recorded.
    Journal Entry A separate entry in a journal used to record a single transaction.
    Journalizing The process of recording transactions in a journal.
    Ledger A book or file of all a company's accounts, arranged as in the chart of accounts.
    Ledger Classification This a unique identification contained in RRACS indicating how money or items post to the IRS general ledger accounts, tax class, appropriation symbols, recap and Net Tax Refund Report (NTRR) line numbers, deposit source codes, and type of input documents.
    Ledger Entry An entry into the General Ledger.
    Liabilities Probable future sacrifices of economic benefits arising from present obligations of a particular entity to transfer assets or provide services to other entities in the future as a result of past transactions or events.
    Memos Written records supporting journal entries. Credit memos support credits, while debit memos support debit entries.
    Month End Closing When all transactions for a particular accounting month have been input, procedures must be followed to close out the month, generate reports, and set up the database for a new month's transactions. Due to the initiative set forth by the Secretary of the Treasury, these procedures should be started on the second workday after the close of the accounting month.
    Nominal Account Accounts showing the accumulation of revenue and expenses for only one accounting period. Nominal accounts roll into Account 9998 at the end of each fiscal year leaving this account at zero.
    Non-Tax Receivables The net total of non-tax monies posted on Master File and CADE that have an outstanding module balance.
    Normal Balance The balance that one would expect an account to have; the usual balance of an account; also the side (debit or credit) that increases the account.
    Notes to the Financial Statements A section of the corporate annual report containing notes that aid the user in interpreting the financial statements.
    Office of Management and Budget (OMB) Circular A-127, Financial Management Systems Requires financial management systems to reflect an agency-wide financial information classification structure that is consistent with the U.S. Standard General Ledger (SGL), provides for tracking of specific program expenditures, and covers financially related information.
    Opening Balances Beginning balances for all real accounts at the start of the fiscal year.
    OTCnet Over the Counter Network the application that automates the over-the-counter deposit process.
    Other Assets All of the assets owned by a company other than current assets and property, plant, and equipment.
    Posting The process of transferring journal entry information from the journal to the ledger.
    Posting Number Same as a journal number assigned by the system, comprised of a window number (3 digits), the system date (MMDDYY), and a number (3 digits) increments each time a transaction is posted using the window (e.g., 210–102201–0001).
    Post Closing Trial Balance A trial balance prepared at the end of the accounting period after all adjusting and closing entries have been posted. It serves as the final check in the balance of the ledger.
    Real Account Also called permanent accounts, are the accounts; asset, liability, reserve and capital; whose balances are not canceled out at the end of an accounting period, but are carried over to the next period. These accounts appear on the post-closing trial balance and the statement of condition (balance sheet).
    Receipt Account Series of accounts used to record the receipt of and the accountability for monies received for deposit into the Treasury. The accounts are broken down by type of receipt received, and represented by the Treasury Account Symbol (TAS).
    Reclassification Adjustments made to correct classifications of revenue.
    Reconciliation The act of ensuring that the total of the monetary balance of the appropriate general ledger account agrees with the balance in the related subsidiary account and the variances are identified and accounted for.
    Redesign Revenue Accounting Control System (RRACS) The fully automated system used to provide accounting control for all revenue accounting transactions. The database, located at ECC-Detroit, consists of general ledger account, plus a variety of internal records used for balancing and reporting.
    Refund / Disbursement Record monies paid out as refunds of previously collected revenue of funds. Disbursements are recognized at the time of payment or confirmed by the Disbursing Office.
    Refund Statute Expiration Date (RSED) The RSED is generally three years from the Return Due Date (RDD) for prepaid credits if a return was filed, or two years from the payment date for other payments whichever is later.
    Reliability The qualitative characteristic of accounting information that has the traits of representing truthfulness, verifiability, and neutrality.
    Revenue Inflows or other enhancements of assets of an entity or settlements of its liabilities from delivering or producing goods, rendering services, or other activities that constitute the entity's ongoing major or central operations.
    Revenue Receipts Collection of taxes, penalties, interest, and costs assessed or assessable against taxpayers, and payments on accepted offer In compromise (OIC), are classified as revenue receipts. Amounts received as payment of court fines, court costs, forfeitures, penalties incident to, or imposed for, violation of applicable laws from the redemption of property acquired by the government, and receipts from consummated sales of acquired property, will also be classified for deposit as revenue receipts.
    Reversing Entry Entry made at the beginning of the accounting period after the closing of records for the prior accounting period; it reverses certain adjusting entries and is designated to aid in routine bookkeeping for the next accounting period.
    Seized Property (Assets) Monetary instruments, real property, and tangible personal property of others, including illegal drugs, contraband, and counterfeit items seized by authorized law enforcement agencies as a consequence of various laws, in the actual or constructive possession of the custodial agency.
    Statement of Custodial Accounts (SOCA) Financial report required for entities that collect non-exchange revenue for the General Fund of the Treasury, a trust fund, or other recipient entities.
    Subsidiary Account Subsidiary accounts afford necessary details in support of certain general ledger accounts.
    Subsidiary Ledger A ledger separate from the general ledger; contains a group of related accounts the total of whose balances equal the balance of a controlling account in the general ledger.
    Tax Class The process of assigning all transactions to the appropriate accounts. All amounts of revenue collected during a current fiscal year will be controlled and reported by the tax class of application.
    • Tax Class 1 - Withholding and Federal Insurance Contribution Act (FICA)

    • Tax Class 2 - Individual Income

    • Tax Class 3 - Corporation Income

    • Tax Class 4 - Excise

    • Tax Class 5 - Estate and Gift

    • Tax Class 6 - Non-Master File

    • Tax Class 7 - Railroad Retirement (RRT)

    • Tax Class 8 - Federal Unemployment Tax (FUTA)

    Tax Period A six digit number which represents the end of the tax liability year for a return; and is designated by the year and month.
    Taxes Receivable Amounts that the taxpayers have agreed to or the courts have set. Taxpayer voluntarily files a return without full pay; taxpayer agrees with the IRS assessment; amount owed was determined by Appeals or Tax Court; taxpayer enters into an installment agreement; taxpayer files an OIC; or taxpayer starts paying the assessment.
    Trace Identification (ID) The CDDB mechanism that identifies each deposit ticket and its corresponding payments is a 20 digit number made from 14 characters related to the corresponding deposit ticket and 6 characters representing the Detail Payment Transaction Record for an individual payment.
    Transaction Type As referenced in the posting model, a transaction type provides descriptive information as to the kind of transaction being processed on a specific window or batch process. Examples are deposits, reclassification, regular refunds, refund reversals, etc.
    Treasury Account Symbol Formerly the appropriation symbol, the account number assigned by Treasury to classify agency transactions; Treasury account symbol structure that includes the following components defined by Treasury and OMB: sub class, agency code, hyphen (when co-owner is not null), transfer agency, fiscal year, main account number and sub account number.
    Treasury Information Executive Repository (TIER) TIER is a Department of the Treasury data warehouse, which receives monthly, quarterly, and fiscal year-end financial and budget data in the form of a trial balance from Treasury bureaus and other reporting entities within the Department of the Treasury. The data is uploaded and validated based on TIER's defined validation checks. The uploaded data is initially stored in a TIER holding area until bureaus verify its accuracy. Replaced by FRONTIER.
    Trial Balance A listing of accounts in the general ledger with their debit or credit balances in respective columns; used to test the equality of debit and credit balances in the ledger.
    Twenty-Three C Date (23C) The date a liability is assessed.
    USSGL (SGL) The U.S. Standard General Ledger includes a chart of accounts and technical guidance established to support the consistent recording of financial events as well as the preparation of standard external reports that are required by the central agencies, such as OMB and Treasury. The Treasury Financial Manual (TFM) USSGL Supplement provides: a list of the accounts (i.e., the chart of accounts); descriptions of each account; a listing of transactions processed by Federal agencies; the posting models, including debit and credit pairs, for each type of transaction; the USSGL attributes that are an integral part of the USSGL; and crosswalks from the USSGL to various external reports, such as the SF 133 and the actual year column of the Program and Financing Schedule in the President's budget. The OMB policies regarding the USSGL are in OMB Circular No. A-127, Policies and Standards for Financial Systems. Specifically, the A-127 requires that agencies record financial events throughout the financial management system using the USSGL at the transaction level. This is a legal requirement.
    Window An area of the screen with visible boundaries within which information is displayed. A window can be smaller than or the same size as the screen. Windows can appear to overlap on the screen.
    Worksheet A type of working paper that is used as a preliminary step in and aid to the preparation of financial statements.
    Write-Off The amount of assessments that the entity still has statutory authority to collect at the end of the period, but has no future collection potential and are therefore defined as write-offs.  (09-23-2014)

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

    ALC Agency Location Code
    ANMF Automated Non-Master File
    BMF Business Master File
    CADE Customer Account Data Engine
    CARS Central Accounting Reporting System
    CDDB Custodial Detail Database
    CFO Chief Financial Office
    CFY Current Fiscal Year
    CRL Control Record Listing
    DBA Data Base Administrator
    DCF Dishonored Check File
    DLN Document Locator Number
    DMF Debtor Master File
    DOJ Department of Justice
    DPS Daily Posting Summary
    DT Deposit Ticket
    DTRIAL Daily Trial Balance
    DV Debit Voucher
    ECC Enterprise Computing Center
    EFTPS Electronic Federal Tax Payment System
    EITC Earned Income Tax Credit
    EIN Employer Identification Number
    EOD End of Day
    EOM End of Month
    EOMF Exempt Organization Master File
    EP/EO Employee Plans/Exempt Organization
    ERSED Erroneous Refund Statute Expiration Date
    FACTS ll Federal Agencies Centralized Trial Balance System ll
    FFMSR Federal Financial Management System Requirements
    BFS Bureau of Fiscal Service
    FPLP Federal Payment Levy Program
    FRC Federal Records Center
    FTRIAL Future Trial Balance
    GAO Government Accountability Office
    GMF Generalized Mainline Framework (pipeline processing)
    GUF Generalized Unpostables Framework
    HCTC Health Coverage Tax Credit
    HQ Headquarters
    IDRS Integrated Data Retrieval System
    IMF Individual Master File
    IPAC Intragovernmental Payment and Collection System
    IRA Individual Retirement Account
    IRC Internal Revenue Code
    IRM Internal Revenue Manual
    JFMIP Joint Financial Managers Improvement Program
    MF Master File
    MTRIAL Monthly Trial Balance
    NCC National Computing Center
    NMF Non-Master File
    NTRR Net Tax Refund Report
    OIC Offer in Compromise
    OMB Office of Management and Budget
    P&A Planning and Analysis
    PFY Prior Fiscal Year
    PJ Pre-Journalized
    RACR Reciprocal Accounting Control Record
    RAS Revenue Accounting System
    RCA Reasonable Cause Assistant
    RFC Regional Financial Centers
    RAC Resident Agent in Charge
    RRACS Redesign Revenue Accounting Control System
    RRPS Residual Remittance Processing System
    SC Service Center (now referred to as "Campus" )
    SCCF Service Center Control File
    SDC Scheme Development Center
    SF Standard Form
    SF 133 Report on Budgetary Execution
    SF 224 Statement of Transactions
    SGL Standard General Ledger
    SOCA Statement of Custodial Activity
    SSN Social Security Number
    TAFS Treasury Appropriation Fund Symbol
    TAS Treasury Account Symbol
    TC Transaction Code
    TFM Treasury Financial Manual
    TIN Taxpayer Identification Number
    TREASURY US Department of Treasury
    UA Unpaid Assessments
    URF Unidentified Remittance File
    USSGL United States Standard General Ledger
    XSF Excess Collection File  (10-01-2011)

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

    Form # Form Title
    Form 1081 Voucher and Schedule of Withdraws and Credits
    Form 1184 Refund Cancellation Schedule
    Form 1331 Notice of Adjustment
    SF 215A Deposit Ticket
    Form 2158 Credit Transfer Voucher
    SF 224 Statement of Transactions
    Form 2424 Account Adjustment Voucher
    Form 3753 Manual Refund Posting Voucher
    Form 3809 Miscellaneous Adjustment Voucher (non-revenue receipts)
    Form 3996 Tax Revenue Receipts Recap
    Form 3997 Reconciliation of General Ledger Accounts
    Form 514B Tax Transfer Schedule
    SF 5515 Debit Voucher
    Form 5792 Request for IDRS Generated Refund (IGR)
    Form 6168 General Ledger Reconciliation with National Computing Center (NCC) Reciprocal Accounting Control Record (RACR)
    Form 6652 Statement of Difference for Deposit or Disbursement Transactions
    Form 813 Document Register
    Form 8166 Input Reconciliation Sheet
    Form 8758 Excess Collections File Addition  (09-23-2014)
RRACS Reports

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

    003 DTRIAL, Daily General Ledger Trial Balance
    004 MTRIAL, Monthly General Ledger Trial Balance
    0131 Erroneous Refund
    0132 Unapplied External Leads Report
    0155 Identity Theft Erroneous Refund Inventory
    014 Service Center Revenue Receipts Classification Summary
    017 Deposit Tickets and Debit Vouchers Reported on SF 224
    018 SF 224, Statement of Transactions
    019 SC Open Daily Wire List
    023 NTRR, Net Tax Refund Report-Submission Processing Campus/For ALC/Area Office (Month Ending and Fiscal Year to Date)
    025 Form 2162, Summary of Assessment Certificates Issued
    027 FBA, Fund Balancing Account records
    035A DTDV Match Treasury Records
    035B DTDV Unmatched Treasury Records
    050 Net Tax Refund Comparison Report
    051 General Ledger Account Details
    072 Service Center Deposit Ticket Classification Report
    128 Service Center Informant Reward
    576 Electronic Check Processing (ECP) Deposit Discrepancy Support List
    577 Loss and Shortages  (04-07-2014)
Subsidiary Accounts

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

    Account # Account Name
    1321 Non Master File (NMF) Notice (Cincinnati Only)
    1322 NMF Taxpayer Delinquent Accounts (Cincinnati Only)
    1324 NMF Taxpayer Delinquent Accounts Under Tolerance (Cincinnati Only)
    1360 NMF Installment Agreement Accounts (Cincinnati Only)
    1371 NMF Offers in Compromise (OIC )(Cincinnati Only)
    1389 NMF Suspense (Cincinnati Only)
    1400 Tax Accounts Transferred Out
    1510 Other Receivables, Regular
    1530 Employee Fraud Case
    1535 Court Case Erroneous Refunds (Kansas City Only)
    1540 Non-Court Case Erroneous Refunds
    1545 Identity Theft Erroneous Refunds
    1600 Manual Assessments, Transit Account
    1710 Dishonored Check File
    1840 Other Receivables,. Inactive
    2320 Miscellaneous Receipts
    2330 EP/EO User Fees (Cincinnati Only)
    2335 Miscellaneous User Fees (Cincinnati and Ogden Only)
    2340 Photocopy Fees
    2350 Public Debt
    2355 Federal Court Ordered Restitution (Kansas City Only)
    2360 Conscience Fund
    2380 Original Installment Agreement
    2385 Reinstated Installment Agreement
    2395 OIC User Fees (Cincinnati, Memphis, and Brookhaven Only)
    4120 SC Suspense for the Master File (MF) - Business Master File (BMF)
    4130 ECC Unpostable - BMF
    4220 SC Suspense for the MF - IMF
    4230 ECC Unpostable Documents - IMF
    4420 SC Suspense for NMF
    4425 EFTPS/FPLP Suspense for NMF (Ogden Only)
    4430 Unpostable Documents - NMF
    4440 Assessment and Abatement Suspense - NMF (Cincinnati Only)
    4610 Unapplied Advance Payments (Cincinnati Only)
    4615 IRC Section 847, Special Estimated Tax Payments (Ogden Only)
    4620 Unidentified Remittances
    4625 Insolvency Suspense
    4710 Offers in Compromise (Cincinnati Only)
    4720 Sale of Seized Property (Ogden Only)
    4730 Miscellaneous Deposit Fund
    4740 Deposit Funds in Transit
    4750 Anti-Drug Special Funds Liability
    4755 Liability for Informant Reward (Ogden Only)
    4765 EFTPS Miscellaneous Suspense (Ogden Only)
    4900 Revenue Credits in Transit to Other SP Campuses
    4910 Disbursement Loss
    4970 Unapplied Refund Reversals
    4971 Unapplied External Leads (Fresno and Cincinnati Only)
    4975 Liability Department of Justice (DOJ) Receipts (Kansas City Only)
    6310 Miscellaneous Fees
    6400 Miscellaneous Revenue Collections
    6510 Over-Assessments Credited
    6565 Refund Cancellation Credits Allowed
    6570 Substantiated Credits Allowed
    6575 Overpayment Interest Allowed
    6700 Foreign Check Collection Cost and Miscellaneous Bank Charges
    6800 Excess Collections
    6801 Expired External Leads Write-Off (Fresno and Cincinnati Only)
    6905 Identity Theft Erroneous Refunds Write-Off
    6920 Disbursement Write-Off
    6950 DOJ Civil Debt Collection Hold-back (Kansas City Only)
    6985 Profit and Loss on Sale of Acquired Property (Ogden Only)
    7610 Embezzlement and Thefts
    7620 Unexplained Losses
    7650 Deposit Discrepancies  (09-23-2014)
Treasury Accounting Symbols (TAS)

  1. List of TAS for TIER Reporting identifies the TAS associated with each Standard General Ledger (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.

    200101 Withheld Individual Income and FICA Taxes General Fund Receipt
    200110 Individual Income Tax, Other General Fund Receipt
    20–0111 Corporation Income and Excess Profit Taxes General Fund Receipt
    200121 Federal Unemployment Tax Act Taxes General Fund Receipt
    200130 Railroad Retirement Tax Act Taxes General Fund Receipt
    200152 Excise Taxes General Fund Receipt
    200153 Estate and Gift Taxes General Fund Receipt
    201060 Forfeitures of Unclaimed Money and Property General Fund Receipt
    201099 Fines, Penalties, and Forfeitures, Not Otherwise Classified General Fund Receipt
    201210 Contributions to Conscience Fund General Fund Receipt
    203220 General Fund Proprietary Receipts, Not Otherwise Classified, All Other General Fund Receipt
    20–2411 EP/EO User Fees Receipts General Fund Receipt
    20F3820.009 Unidentified Cash Collections, Federal Tax Deposits, Internal Revenue Service General Fund Receipt
    20F3820.017 Unidentified Cash Collections, Federal Tax Deposits, Internal Revenue Service General Fund Receipt
    20F3820.018 Unidentified Cash Collections, Federal Tax Deposits, Internal Revenue Service General Fund Receipt
    20F3820.029 Unidentified Cash Collections, Federal Tax Deposits, Internal Revenue Service General Fund Receipt
    20F3820.049 Unidentified Cash Collections, Federal Tax Deposits, Internal Revenue Service General Fund Receipt
    20F3844 DOJ IPAC Suspense General Fund Receipt
    20F3875.011 Budget Clearing Account (suspense) General Fund Receipt
    20F3880.009 Unavailable Check Cancellations and Overpayments (suspense) General Fund Receipt
    20F3885.011 Undistributed Intra-governmental Payments General Fund Receipt
    20X0903 Refunding Internal Revenue Collections (indefinite) General Fund Expenditure
    20X0904 Refunding Internal Revenue Collections, Interest (indefinite) General Fund Expenditure
    20X0905 Payment Where Recovery Rebate Exceeds Liability for Tax, Internal Revenue Service General Fund Expenditure
    20X0906 Payment Where Earned Income Credit Exceeds Liability for Tax, Internal Revenue Service General Fund Expenditure
    20X0922 Payment Where Child Credit Exceeds Liability for Tax, Internal Revenue Service General Fund Expenditure
    20X0923 Payment Where Health Care Credit Exceeds Liability for Tax, Internal Revenue Service General Fund Expenditure
    20X0929 Payment Where Alternative Minimum Tax Credit Exceeds Liability for Tax General Fund Expenditure
    20X0930 Payment Where Tax Credit to Aid First Time Home Buyers Exceeds Liability for Tax General Fund Expenditure
    20X0931 Payment Where Certain Tax Credits Exceed Liability for Corporate Tax General Fund Expenditure
    20X5099 Reimbursement to State and Local Law Enforcement Agency, Internal Revenue Service Special Fund Expenditure
    20X5432.1 New Installment Agreement User Fees General Fund Expenditure
    20X5432.3 Reinstated Installment Agreement User Fees General Fund Expenditure
    20X5432.4 OIC User Fees General Fund Expenditure
    20X5432.5 EP/EO User Fee Increase 990 CD User Fees General Fund Expenditure
    20X5432.6 Disbursement Reserved  
    20X5433 Informant Payments, Internal Revenue Service Special Fund Expenditure
    20X6163 Proceeds and Payments of Enrollee's Share of the Health Coverage Tax Credit, Internal Revenue Service, Treasury Deposit Fund Expenditure
    20X6511.009 Seized Cash, Internal Revenue Service Deposit Fund Expenditure
    20X6737 Internal Revenue Collections for Northern Marianna Islands Deposit Fund Expenditure
    20X6738 Cover-over Withholding - U.S. Virgin Islands Deposit Fund Expenditure
    20X6740 Cover-over Withholding - Guam Deposit Fund Expenditure
    20X6741 Cover-over Withholding - American Samoa Deposit Fund Expenditure
    20X6879.009 Unapplied Collections, Internal Revenue Service Deposit Fund Expenditure  (06-18-2013)
Related Internal Revenue Manuals

  1. The following IRMs provide additional instructions.

    IRM Number Title
    IRM 3.0.167 Losses and Shortages
    IRM 3.5.10 Remittance Transaction Research (RTR) System
    IRM 3.8.44 Campus Deposit Activity
    IRM 3.8.45 Manual Deposit Process
    IRM 3.8.46 Discovered Remittance
    IRM 3.8.47 Manual Deposit Process for Field Offices
    IRM 3.10.5 Batch/Block Tracking System (BBTS)
    IRM 3.10.72 Receiving, Extracting and Sorting
    IRM 3.10.73 Batching and Numbering
    IRM 3.17.5 Hardcore Payment Tracers
    IRM 3.17.10 Dishonored Check File (DCF) and Unidentified Remittance File (URF)
    IRM 3.17.20 The Refund Intercept Program
    IRM 3.17.21 Credit and Account Transfers
    IRM 3.17.30 SC Data Controls
    IRM 3.17.41 Accounting and Operating Reports
    IRM 3.17.46 Automated Non-Master File (Accounting)
    IRM 3.17.50 Submission Processing RRACS Procedures
    IRM 3.17.63 Interim Accounting Control System
    IRM 3.17.64 Accounting Control General Ledger Policies and Procedures
    IRM 3.17.79 Accounting Refund Transactions
    IRM 3.17.80 Working and Monitoring Category D, Erroneous Refund Cases in Accounting Operations
    IRM 3.17.220 Excess Collections File
    IRM 3.17.221 Enterprise Computing Center Data Controls
    IRM 3.17.243 Miscellaneous Accounting
    IRM 3.17.244 Manual Assessments
    IRM 3.42.5 IRS e-file of Individual Income Tax Returns
    IRM 21.4.1 Refund Research
    IRM 21.4.2 Refund Trace and Limited Payability
    IRM 21.4.3 Returned Refund Releases
    IRM 21.4.4 Manual Refunds
    IRM 21.4.5 Erroneous Refunds  (09-23-2014)
External Subsidiary Balancing Operations

  1. The total of the individual account balances comprising each subsidiary record must equal the balance in the RRACS subsidiary control. This relationship will be verified by monthly balancing operations. Any difference must be investigated, resolved, or shown and explained as a reconciling figure on Form 3997, Reconciliation of General Ledger Accounts.

  2. Although monthly and quarterly balancing is prescribed in these instructions, it need not be performed at the end of each month. Month-end balancing dates, however, provide the easiest recognizable date wherein balances composed of the same transactions can be computed for both the RRACS and external subsidiary records, resulting in fewer "float" items when balancing. Month-end balancing dates are therefore recommended for all subsidiary records except those with a large number of individual accounts.

  3. When it is necessary to prepare adding machine accumulations of the individual subsidiary accounts, the tabulation will be made on proof sheets, rather than on machine tapes. Any closed account record will be withdrawn from the open files and held for proper disposition after the balancing has been completed. Each adding machine proof sheet will be labeled to indicate the subsidiary record involved, the date of the last posting, and the name of the adding machine operator. After balancing, the proof sheets containing the adding machine tabulations will be filed or maintained in books until they can be retired or given other disposition authorized by their applicable record control schedule.

  4. Computer Listing Option - The requirement to balance source documents to computer listings relates only to those subsidiary accounts that are maintained on a separate computer program. The computer program files are intended to facilitate research and balancing operations, not to replace the source documents that are still considered the subsidiary file supporting the general ledger account. Due to the volume of supporting documents, it became increasingly difficult to tabulate and balance these documents monthly. The listing totals are accepted on an interim (monthly) basis until the actual source documents can be tabulated quarterly.

  5. Any subsidiary account residing on Integrated Data Retrieval System (IDRS), Generalized Mainline Framework (GMF), or Generalized Unpostables Framework (GUF) does not require the original documents to be tabulated. The computer generated control listings from these four above mentioned systems are sufficient for Accounts 1710, 4120, 4130, 4220, 4230, 4252, 4253, 4300, 4420, 4620 and 6800.

  6. Real Accounts - Accumulate all "open" items. File items which have closed during the report month in "closed" file after the account is balanced.

  7. Nominal Accounts - Accumulate all open items that are new for the current fiscal year (CFY), sort and file closed items which are prior fiscal year (PFY) items that were still open at the beginning of the current fiscal year. After the account is balanced, file any new CFY items which closed during the report month in the "closed" file. File any PFY items that have been closed during the report month in a special folder. At the end of the fiscal year, purge the file by filing all items in the "closed" file.

  8. The balancing group will balance all subsidiary records. Generally accepted Accounting Principles and Standards requires separation of duties. External subsidiary balancing operations must be performed by an individual who does not maintain or post to the account. The locating and resolving of differences must be a joint effort between the balancing group, the employee maintaining the subsidiary record, and the control group. If errors are not located after a verification of adding machine runs, an examination of all monthly transactions affecting the account will be necessary. This will require a review and comparison of the General Ledger Detail Record and subsidiary record postings.

  9. NMF Accounts may be individually listed on proof sheets immediately prior to establishment in a NMF status control in RRACS. Each listing will be labeled to indicate the NMF status control involved balanced in accordance with procedures in IRM 3.17.46, Automated Non-Master File Accounting. The totals for any documents remaining in the Manual Assessments, Transit account will be listed on a separate proof sheet. The combined total of the two proof sheets should be balanced to Account 1600 in the RRACS system.

  10. Balancing of the external subsidiaries will not delay the month-end closing runs for RRACS. Any necessary corrections due to external subsidiary balancing will be made in the following month.  (10-01-2011)
Transfer of Accountability of Submission Processing Site Directors

  1. In accordance with the Government Accountability Office (GAO) accounting principles and standards, Headquarters (HQ) requires accountable officers to render complete accounting documentation covering the full extent of their financial accountability, as of the close of business of the last day as the accountable officer for their jurisdiction.

  2. When a change of Directors occurs, ensure an action plan has been prepared as described in IRM 3.0.167, Losses and Shortages, and coordinate with the Planning and Analysis (P&A) staff to complete the transfer of accountability.

  3. Documentation must be maintained in the Submission Processing Sites GAO Site Audit File.  (10-01-2013)
Transfer of Accountability Review Procedures

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

  2. Ensure that the Accounting information is correct.

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

  4. After the transfer is complete:

    • Review the Accountability package for accuracy and completeness.

  5. Accountability package should contain:

    • Director's memo

    • Campus Director's memo

    • General Ledger trial balance

    • Account 7500

    • DO Inventory Detail Report

    • Loss/Shortage Report

    • Form 3996

    • Form 3997

    • Standard Form (SF) 224

    • Copy of the final action plan  (04-07-2014)
On-Site Audit by Government Accountability Office (GAO)

  1. The audit by GAO of the tax refund transactions of the Service will be made at the location where the operations are conducted, and the accounting records are maintained.

  2. Copies of the SF 224, related original refund and check cancellation voucher schedules with any required supporting documents, plus other documents, such as the Regional Finance Center (RFC) confirmation listing, are to be retained in the supporting files in accordance with 44 USC. 3309.

  3. In accounting period order, separate files will be maintained of the refund disbursement and check cancellation schedules, and other documents relating to the monthly SF 224 as follows:

    1. Original SF 1166 OCR

    2. Original SF 1098 (or the Control-D file, RPA 4140, if originals are not provided) , SF 1184, SF 1081, or Form 3813 and

    3. Adjustment documents or explanatory memoranda relating to the correction of errors in a previously prepared SF 224

  4. The following additional records will be made available:

    1. BMF, Individual Master File (IMF), and Customer Account Data Engine (CADE) Recaps of Assessments, Abatements and Other Post-Journalized Transactions

    2. Form 8485

    3. Form 2285

  5. Form 8485 and Form 2285 will be made available for restricted-interest cases only, and taxpayer names must be blocked out.

  6. On request by the GAO auditors, specific transcripts will be produced for individual cases selected for verification of refund interest computation. Taxpayer names must be obliterated or removed from transcripts prior to delivery to GAO.

  7. All un-audited records of refund transactions will be retained either in the campus files or the Federal Records Center (FRC) for audit by GAO. Records of refund transaction which have been audited by GAO may be transmitted to the FRC or otherwise retired, or given another disposition authorized by their applicable record control schedule.

  8. Fax copies used in lieu of originals must be photocopied for the GAO file.


    Quarterly, the reports analyst should review to ensure files are being kept for GAO reviews.  (07-07-2014)
Review of Forms and Reports

  1. Monthly the RRACS Team should provide the reports analyst with the month-end reports/forms needed to perform their review.

  2. If necessary the reports analyst can provide a list of the reports needed to the RRACS team.

  3. The reports analyst should have ample time to thoroughly review each end-of month report, sign, date and forward to Operations Manager for their signature and date.  (07-07-2014)
Procedures for End of Month Reports (EOM)

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

  2. Report 004- Ensure copy of the status report is also included. Verify the report with any items in reverse status. Check to ensure accounts that do not belong to your campus are in zero balance. If any are found not in zero balance, verify the journals in RRACS are correct with the DBA, and determine action is being initiated to resolve the account balance.

  3. Add Accounts 2320, 2330, 2335, 2340, and 2395 and subtract Account 6310; Balance should be zero.


    Journals done through disbursement window, and no RAS was run, will be off by that amount.

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

  5. Add Accounts 4710, 4720 and 4730, subtract Account 7002; and account should zero out.

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

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

  8. Report 0577- Ensure the amount matches with the Accounts 7610, 7620 and 7650.  (10-01-2011)
Erroneous Refund Report - Court Cases (RRACS Report 131)

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

  2. This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance report.  (06-18-2013)
Unapplied External Leads Report (RRACS Report 0132)

  1. This is a monthly report produced by the RRACS system. The current month activity must equal the current balance on the Daily Trial Balance Report.

  2. The Unapplied External Leads Report helps the Accounting functions track the status of the External Leads deposits and applications. External Leads are listed on the report by deposit ticket number. This report lists external leads in Account 4971, Unapplied External Leads. Each transaction is listed by Doc-Id, date, beginning balance, adjustment amount, and current balance.  (10-01-2011)
IPACD Report (RRACS Report 138)

  1. 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.

  2. This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.  (10-01-2011)
Insolvency Suspense Report (RRACS Report 139)

  1. 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.

  2. This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.  (04-07-2014)
Credit Transfer Out (RRACS Report 142)

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

  2. This report is produced monthly. The current month activity equals the current balance on the Daily Trial Balance Report.  (10-01-2013)
Miscellaneous Deposit Inventory Detail Report (RRACS Report 137)

  1. 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.

  2. Deposit Fund Liability Account

    1. Total Miscellaneous Deposit Funds - Lists each Doc ID in order, original prepared date, and balance that is in open status (this report should equal Account 4730).

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

  4. 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 September 30.

  5. The area maintaining the miscellaneous deposits will issue a two-way memo to the Resident Agent in Charge. The memo will include taxpayer's name, Employer Identification Number (EIN)/Social Security Number (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.

  6. 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.

  7. This report will be disposed of one year after each semi-annual verification.  (06-18-2013)
Identity Theft Erroneous Refund Inventory Report, RRACS Report 0155

  1. This is a monthly report produced by the RRACS system. The current month activity must equal the current balance on the Daily Trial Balance Report.

  2. The Identity Theft Erroneous Refund report helps the Erroneous Refund function track identity Theft erroneous refunds by Doc-Id. This report lists erroneous refunds in Account 1545, ID Theft Erroneous Refunds. Each transaction is listed by Doc-Id, date, beginning balance, adjustment amount, and current balance.

  3. Report 0155 is availabe for viewing on RRACS and may be printed as needed.  (09-23-2014)
Payment Over Cancellation Erroneous Refund Inventory Report, RRACS Report 0156

  1. This is a monthly report produced by the RRACS system. The current month activity must equal the current balance on the Daily Trial Balance Report.

  2. The Payment Over Cancellation (POC) Erroneous Refund Report helps the Erroneous Refund function track POC cases by Doc-Id. This report lists erroneous refunds in Account 1543, Payment Over Cancellation Erroneous Refunds. Each transaction is listed by Doc-Id, date, beginning balance, adjustment amount, and current balance.

  3. This report does not need to be printed unless needed or requested.  (07-07-2014)
Form 3753/Form 5792, Manual Refunds

  1. Weekly perform a random review of Form 3753 and Form 5792. A combined total of five, and up to twenty as time allows, Form 5792 and Form 3753 should be randomly selected (current or previously processed) for review of the following.

    • All fields on form completed

    • Verify all dates are complete

    • There should be no mark overs, strike through, or white out. Only the Accounting function is allowed to perfect manual refund documents in "red" ink to prevent a delay in processing of the manual refund request.

    • Schedule Number (Form 3753 only)

    • Verify the signature of approving official on the manual refund matches the signature on the active Form 14031 on file. Look for the omission or inclusion of middle initials, first names, first initial, etc. Refer to IRM, Accounting Refund Transactions.

    • Open control base box must be checked and a monitoring control base must be open on IDRS until TC 840 posts.


      Complete documentation of this review must be maintained on file for a period of 90 days and include the following:
      Volume of all Form 5792 and Form 3753 reviewed.
      Copies of forms and back up documents reviewed when a deficiency is found.
      All deficiencies identified, specific actions taken, and resolution date.
      Supporting documentation of all actions taken.  (09-23-2014)
Form 14031 Manual Refund Signature Authorization-RSTRK(M) Listing

  1. A review of the RSTRK (M) listing must be performed monthly to ensure all current months Form 14031 are reflected on the RSTRK(M) listing. The following actions should be taken to complete this review:

    • Compare all current months Form 14031 to the RSTRK(M) listing.

    • Compare all active BFS Form 210CO Certifying Officer to the RSTRK(M) listing. Verify the BFS Form 210CO validation date is current. (Current = 2 years from the BFS validation date reflected on the back of the BFS Form 210CO).

  2. Monthly perform a 100 percent review of the active Forms 14031 to verify accuracy and completeness. The following actions should be taken:

    Section II

    • Verify name of authorized manual refund approver (Printed name) matches signature of manual refund approver. (Look for the omission or inclusion of middle initials).

    • Verify that signature date is prior to signature date in Section III.

    • When a signature is on the pseudonym line, back up documentation must be attached from the Office of Privacy.

    • Check that all other fields are complete.

    Section III

    • Head of Office signature and printed name are present.

    • Verify Head of Office title is present, When "Acting" is indicated, a Form 10247, Designation to Act must be attached. (Verify signature date in Section III is within the Designation to Act timeframe on the Form 10247).

    Section IV

    • Accounting received date is present.

    • "Add to RSTRK" is notated with date when received in Accounting (May 2013 or later).

    • Verify Accounting received date and date added on RSTRK(M) listing is within 1-2 business days, unless otherwise notated (i.e. spelling correction (date) etc.).


    Maintain complete documentation of this review on file for a period of 90 days and include the following:

    • Volume of all Form 14031 reviewed and verified against the RSTRK(M) listing.

    • Copy of the RSTRK(M) listing.

    • All deficiencies identified, specific actions taken, and resolution date.

    • Supporting documentation of all actions taken.  (10-24-2012)
Form 3996, Tax Revenue Receipts Recap

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

  2. 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.


    Prior to submission to HQ, Data Control is instructed to forward all original Form 3996 with supporting documentation, a copy of the Reasonable Cause Assistant (RCA) sheet and line 8 reconciling items to the reports analyst for review. After the review is performed, the reports analyst will initial, and date and send back to Data Control to be submitted to HQ timely.

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

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

    1. Line 8 - items that cannot be corrected; should be carried forward each month.

    2. Line 11 - items that have been controlled on either URF, DCF or SCCF but have not been journalized within the current month.


      Increases to the SCCF are a plus and decreases to the SCCF are a minus to line 11.

    3. Line 12 - items that have been journalized but not controlled.


      Items on lines 11, 12, and 13 should be cleared the following month.

    4. Line 13 - items from prior month.

    5. Line 14 - sum of lines 11, 12, and 13.

    6. Line 15 - should be all zeros.

  5. RRACS 072 - Should match with Line 1.

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


    The following reports are listed as a guide for balancing the SCCF Accounts:

    • SCF 11–42, Master Control Record Listing (CRL) for Mainline, Residual Remittance Processing System (RRPS), and IDRS

    • SCF 11–51, Tape CRLs for Mainline (includes RRPS) and IDRS

    • SCF 11–49, Nullified CRL

    • SCF 11–41, Adjustment CRL

    • SCF 11–47, Renumber Reclassification Summary

    • SCF 11–46, Renumber CRL

    • SCF 11–48, New DLN Record List

    • SCF 07–42, Control File Summary

    • SCF 07–43, Invalid Transcripts

    • SCF 01–41, Invalid CRL

    • SCF 07–47, Pre Journalized (PJ) Trial Balance

    • SCF 07–48, PJ Trial Balance - Future DLN List

    • Form 4028 and Form 4028A


    "Ensure the date is included with each cycle."  (10-01-2011)
SCCF Aged Listing

  1. The SCCF Aged listing consists of:

    • SCCF 07-44 - Aged Manual Modules - Items in manual status on the SCCF database.

    • SCCF 07-50 - Aged Error/Reject Modules - Items in Error or Rejected status on the SCCF database.

    • SCCF 07-51 - Aged Manual + Error/Reject Modules - Items that have been put into Manual from Reject status on the SCCF database.

    • SCCF 07-52 - Aged Summary - Summaries of aged Items broken down by month and Master File (IMF, BMF etc.).

    • SCCF 07-53 - Aged BOBs - Items in BOB (blocks out of balance) on the SCCF database.


      There should be no items beyond 3 months on this report.

  2. 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.

  3. 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.  (10-01-2013)
Form 3997 Reconciliation of General Ledger Accounts

  1. 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.

  2. 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:

    • Account number at the top of the report along with total money amount.

    • Item count and money amounts making up the total amount, with a clear and detailed explanation for the imbalance.

    • Attempts made, and methods used, to correct imbalances must be noted for each item. Follow-up attempts for correction should be made and documented monthly.

    • Last accounting period through which the account is completely reconciled on a current basis (i.e., had none of the present aged items in it).

    • Estimated date the account will be reconciled.

    • Any existing problems that may prevent reconciliation.

    • Identifying information that is pertinent for the items that make up the imbalance, such as: Doc ID, cycle, tape journal, etc.


      If there is more than one item for the same account and the explanation is the same, one explanation is sufficient, but list the money amounts for each item.


      If there is more than one item and the explanations are different, list the amount and explanation separately.


      If the problem is systemic (a file or tape run), and there are numerous items, put the total amount with the explanation.

    • Important note: Use information that identifies the items, such as, IPAC ID, Doc ID, cycle, tape journal, etc.

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

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

  5. Definition of Terms on Form 3997:

    • Reconciled- When a variance exists between RRACS and the subsidiary accounts, and the corrective action is a journal action to RRACS, or a correction to the subsidiary ledger that was identified after the month has ended. If the report is a July 31 month-end and the item is journalized in August to get the account reconciled, it would show in the reconciled column.

    • Aged Reconciled- (Example: Form 3997 for the month of July 31, 2009) - If the transaction for this same item listed previously is still not completed by August's EOM processing, then it becomes an aged reconciled item.

    • Unreconciled Item- If there is an out-of-balance condition and the way to correct it is not clear (an adjustment to RRACS/subsidiary), then it will be reported as an unreconciled item. If this item is reconciled by the following month end, but actions required were not completed by end of month, then it must be reported under aged reconciled.

  6. Form 3997 must be digitally signed by the Field Director, the Accounting Operation manager, the Team manager, and the Accounting reports analyst.

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

    • Copies of the BMF, IMF/CADE Form 6168.

    • Comprehensive status reports as described above.

    • Summary page from the spreadsheet used to balance the sub-accounts which includes the monthly totals and volume.

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

  9. No later than the 25th of the following month, a copy of the signed Form 3997, Form 6168, and the comprehensive reports, should be emailed to the SP HQ RRACS analyst at &W&I SP:RRACS. The emailed 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.

  10. Additional reminders for Form 3997:

    1. The Quarterly Form 3997 is to be completed and signed for the months of March, June, September, and December, and emailed along with Form 3997 to SP HQ.

    2. Keep a copy of your email showing that the Form 3997, Form 6168 and comprehensive reports were sent to the SP HQ RRACS Analyst on or before the 25th of the following month behind your original documents that are kept in your GAO file.

    3. The monthly Form 5199A (maintained by Enterprise Computing Center (ECC) and available on Control D) must be included as supporting documentation in front or behind the Form 6168 maintained in the GAO file by the campus.  (10-01-2013)
Form 3997, Review Procedures

  1. This report requires the reports analyst signature.

  2. Review to ensure accuracy:

    • Compare figures with the General Ledger, reconciled and unreconciled items

    • Ensure supporting documentation is attached with aged items

    • Check item counts

    • Statute expiration counts

    • Signatures and Date

    • Timeliness - This report is due by the 25th of each month

  3. Review suspense accounts for timely problem resolution, proper use of accounts and procedural adequacy.


    Suspense accounts are reported on the Form 3997. Review to ensure reconciled items are resolved before next month's report is due. If not resolved, ensure they are reported as "Aged Reconciled," follow-up weekly until reconciled.

  4. Forward report (Form 3997) to Accounting Operations Manager prior to forwarding to the Campus Director for signature approval, ensure the report has been reviewed by the appropriate offices, as required by your Operation.  (10-01-2011)
Reciprocal Accounting Control Record (RACR)

  1. 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.

  2. Ensure supporting documentation is attached.

  3. The RRACS Data Base Administrator (DBA) emails this report to the CFO contacts and to the reports analyst; showing the date, contacts and documentation sent to update the scorecard.

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


    Upon request, RRACS or the Balancing Team will provide a copy of the weekly RACR to the reports analyst.  (09-23-2014)
SF 224

  1. 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:

    • Section I - Classification of Disbursements and Collections by Appropriation, Fund and Receipt Account

    • Section II - Control Totals of Disbursement and Collections Classified in Section I

    • Section III - Status of Collections

  2. 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.

  3. The SF 224 is reviewed by the reports analyst before forwarding to the Campus Director for signature.

  4. RRACS DBA emails 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 after any supplemental 224's are completed as needed.

  5. If a supplemental 224 is needed, the RRACS DBA will input the data to Central Accounting Reporting System (CARS), an automated BFS system for transmission to Treasury.


    Pen and ink changes will have to be manually input to CARS on a supplemental 224 by the DBA after CFO transmits the original.

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


    Always forward to Operations Manager to initial before forwarding to Campus Director for signature.  (10-01-2013)
SF 224 Review Procedures

  1. Balancing of the SF 224 report is always due on the second (2nd) workday of every month by 12:00 Noon.

  2. Beginning with the July 2013 SF 224, the campuses will no longer input and transmit their SF 224. They will send an email to CFO indicating Month-End balancing is complete. CFO will then transmit the SF 224 thru CARS. The end of month checklist must be completed and signed by the Accounting Operation Manager prior to the email notification.

  3. The RRACS DBA will include the reports analyst on the email to CFO confirming Month-End balancing is complete for the campus. This email shows the date, time and contacts to update the scorecard.


    The reports analyst should receive all copies of the RRACS reports with supporting documentation attached for review and signature prior to forwarding to the operations chief.

  4. CFO will notify the campus when the transmission of their SF 224 is complete. The DBA will login to CARS and print the SF 224 to forward for campus director signature.

  5. Reports/Documents needed for review:

    • RRACS Report 004 - Monthly General Ledger Trial Balance

    • RRACS Report 017 - Deposit Ticket (DT)/Debit Voucher (DV) reported on SF 224

    • RRACS Report 018 - Form 224, Statement of Transactions

    • RRACS Report 018A - IPAC Form 224, Statement of Transactions

    • RRACS Report 018B - Form 224 Statement of Transactions

    • Transmittal Worksheet

  6. RRACS Report 017 -

    • Find the "Net Total DT/DV" for each month (month 01, month 02, etc...) and compare to Section III of the RRACS Report 018.

    • Deduct deposits presented or mailed to bank.


      If the 017 report has starred (*) items (located on the left hand side of the report), look under the column heading "Date Presented" and notice the date (list year) does not match.

    • These starred (*) items should be pulled out and listed separately on the RRACS Report 018 in section III.

  7. RRACS Report 018, 018A, and 018B:

    • Compare figures on the RRACS report 018, 018A, and 018B section I, II, and III to the Transmittal Worksheet section I, II, and III, per IRM, Redesign Revenue Accounting Control System.

  8. When reviews are complete, initial and date the folder's cover sheet and forward folder to Accounting Operation Manager to initial.  (06-18-2013)
Form 20F3885 Suspense Account Report and Percentage of Suspense Report

  1. These reports indicate the timeframe of aged IPACs, corrective action taken, and the percentage of aged items.

  2. IPAC Log sheet, Corrective Action Worksheet, and Percentage Worksheet are required by CFO.

  3. These reports are due to CFO by 11:00 a.m. on the third business day of the month.

  4. The reports analyst receives all copies of this report with documentation for review.  (06-18-2013)
Form 20F3502 Suspense Account Report

  1. This account is required to reflect a zero balance by the 2nd business day of the month.

  2. This worksheet is due to CFO by COB of the second business day of the month.

  3. The reports analyst receives all copies of this report with documentation for review.  (07-07-2014)
Review of Suspense Account Reports

  1. Verify all required documentation is present and completed accurately.

  2. For Form 20F3885 report: Follow up as needed with RRACS to verify corrective action has been taken to resolve any items aged over 30 days.  (10-01-2011)
Monthly General Ledger Trial Balance (M Trial)

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

  2. The reports analyst should request a copy of the M Trial from the RRACS DBA monthly.


    The RRACS DBA should forward a copy of the Reversed Status report to the reports analyst prior to submission to CFO and the HQ RRACS analyst.

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

  4. The reports analyst will review the Reverse Status Report prior to submission to CFO and HQ RRACS analyst. A Reverse Status Report explains the reverse status condition and must be sent by email or faxed to CFO and the HQ RRACS analyst no later than the 4th workday of the new month.

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

  6. This report should include:

    • Every account that is in reverse status

    • A clear and detailed explanation

    • Money amount(s)

    • Other information that will help identify the item(s) such as, Doc Ids, cycle, etc.


      If the reverse status was caused by many items, then list the total amount with the explanation.

    • If there is more than one explanation for one account, list them separately with the appropriate money amount for each.

    • How long this particular item(s) has caused this reverse status and what action has been taken to fix the problem.

  7. 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.  (03-12-2012)
Statement of Difference (SOD)

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

  2. Supporting documentation is needed for items 3 months and older.

  3. The RRACS DBA sends these reports via email to the CFO contacts showing the date, contacts and when the documentation was sent, to update the scorecard.

  4. The reports analyst should be receiving all copies of the SOD and supporting documentation for review prior to the due date.


    The RRACS DBA should send the SOD to the reports analyst prior to the due date.  (03-12-2012)
Review Procedures

  1. For Deposits check for:

    1. Report date

    2. Correct audit month/year

    3. Deposit Ticket/Deposit Voucher Number

    4. Date confirmed and Date received in RRACS

    5. Treasury amount or IRS amount

    6. Action taken /date

    7. Journal

    8. Cross-references ( check all and ensure a match)

    9. GOALS SOD (compare against)

    10. RRACS -017 (compare to unchecked items)

  2. For Disbursements check for:

    1. Report date

    2. Agency Location Code (ALC)

    3. Audit date

    4. Schedule number

    5. Confirmed date

    6. Treasury amount

    7. IRS amount

    8. Action taken

    9. Journal

  3. In addition, check for supporting documentation for items over 3 months old.

  4. Confirm that the email to Headquarters was sent prior to the due date.


    Statement of Difference is part of the CFO and Treasury Scorecard.  (10-01-2011)
Subsidiary Accounts and Procedures

  1. Subsidiary accounts that afford necessary details in support of certain general ledger accounts will be maintained, as prescribed. As a general rule, posting to subsidiary accounts will be made directly from documents or forms showing the transaction. This practice avoids possible inaccuracies that may arise if information is transcribed or summarized separately, and such summaries are then used for entries to the subsidiary accounts.

  2. The reports analyst should:

    • Analyze and review the Subsidiary Accounts; ensure all supporting documentation is attached, history sheets are updated and case files are set up according to IRM 3.0.167, Losses and Shortages for completeness.

    • Ensure the RRACS generated reports balance.

    • Ensure reports cross balance and all general ledger and subsidiary files agree with reported information.

  3. Quarterly, prepare written documentation, recommendations and/or oral presentations for management; identifying possible error trends and all out of balance conditions.

  4. Document and support findings:

    • To improve the reporting systems

    • To change processing procedures

    • To present data for tracking purposes

    • To identify staffing and/or training needs  (10-01-2011)
Account 1400 Tax Accounts Transferred Out

  1. 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.

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

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