4.19.7  IMF Automated Underreporter (AUR) Technical System Procedures (Cont. 2)

4.19.7.8 
Case Analysis Overview

4.19.7.8.13 
Return Value Menu Option

4.19.7.8.13.4  (09-01-2013)
Standard Deduction

  1. The STANDARD DEDUCTION window is used to calculate changes to the taxpayers standard deduction.

  2. To access the STANDARD DEDUCTION window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Tax computation from the drop-down menu.

    3. Select Standard ded from the pull-right menu.

  3. Take the following actions to enter/verify the correct information:

    1. Enter/verify the total in the AGE/BLIND COUNT field from Form 1040.

    2. Enter a "Y" in the T/P CLAIMED ON ANOTHER’S RETURN? field when necessary.

      Note:

      If "Y" is entered or displayed in the T/P CLAIMED ON ANOTHER’S RETURN? field, take the actions in steps 6 and 7 below.

    3. Enter a "Y" in the FS3 ITEMIZED/DUAL STATUS ALIEN/IE field if the itemized deduction/dual-status box on Form 1040 is checked or the taxpayer checks the box on Schedule A electing to use itemized deductions even though they are less than the standard deduction.

      Note:

      If "Y" is entered or displayed in the FS3 ITEMIZED/DUAL STATUS ALIEN/IE field, take the actions in steps 6 and 7 below.

    4. Enter/verify amount from Form 4684, line 17.

    5. Enter/verify the primary taxpayer’s earned income, as originally reported, in the PRIMARY EARNED INCOME field.

      Caution:

      When earned income is from self-employment, enter the amount shown on Schedule SE, line 3, minus the deductible part of self employment tax deduction.

    6. Enter/verify the secondary taxpayer’s earned income, as originally reported, in the SECONDARY EARNED INCOME field.

      Caution:

      When earned income is from self-employment, enter the amount shown on Schedule SE, line 3, minus the deductible part of self employment tax.

    7. Enter the manually computed standard deduction amount if applicable.

    8. Press <F12> to commit and exit the window.

4.19.7.8.13.5  (09-01-2013)
Form 8615 Tax

  1. The 8615 TAX window is used to calculate changes to Form 8615, Tax for Certain Children Who Have Unearned Income.

  2. To access the 8615 TAX window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Tax computation from the drop-down menu.

    3. Select 8615 Tax from the pull-right menu.

  3. When necessary, take the following actions:

    1. Enter/verify "Y" in the FORM 8615 BOX CHECKED? when Form 8615 is attached to the return.

    2. Enter/verify the parent’s filing status in the PARENT’S FILING STATUS field from Form 8615.

    3. Enter/verify the child's investment income amount from Form 8615 in the CHILD’S INVESTMENT INCOME field.

    4. Enter/verify the child's deduction amount from Form 8615 in the CHILD’S DEDUCTION AMOUNT field.

    5. Enter/verify the parent's taxable income amount from Form 8615 in the PARENT’S TAXABLE INCOME field.

    6. Enter/verify the investment income amount of other children from Form 8615 in the OTHER CHILD INVESTMENT INCOME field.

    7. Enter/verify the parent's tax amount from Form 8615 in the PARENT'S TAX field.

    8. Enter/verify the Manual Child’s Investment Tax. In Case Analysis, leave this field blank. In Responses, see IRM 4.19.3.12.1, 8615 Window, to determine if an entry should be made in this field. If an entry is applicable, enter the amount from line 18 of the recomputed Form 8615.

    9. Press <F12> to commit and exit the window.

4.19.7.8.13.6  (09-01-2013)
Schedule D/Form 8814 Tax

  1. The SCHEDULE D/8814 TAX window is used to calculate changes to Schedule D/Form 8814 Tax.

  2. To access the SCHEDULE D/8814 TAX window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Tax computation from the drop-down menu.

    3. Select sch D/8814 tax from the pull-right menu.

  3. When necessary, take the following actions to enter/verify the amounts:

    1. Enter/verify the qualified dividend amount from Form 1040 in the QUALIFIED DIVIDENDS field.

    2. Enter/verify the short term gain (loss) amount from Schedule D, Part I, line 7, in the SHORT TERM GAIN (LOSS) field.

    3. Enter/verify the net long term gain loss amount from Schedule D, Part II, line 15, in the LONG TERM GAIN (LOSS ) field. If no Schedule D is present, enter the amount from Form 1040, line 13 or Form 1040 A, line 10.

    4. Enter/verify the 28 percent rate gain from Schedule D, Part III, line 18, in the 28% GAIN (LOSS) field.

    5. Enter/verify the unrecaptured 1250 gain amount from Schedule D, Part III, line 19, in the UNRECAPTURES 1250 GAIN field.

    6. Enter/verify the smaller of Form 4952, Investment Interest Expense Deduction, line 4e or the amount entered on the dotted line next to 4e in the FORM 4952 LINE 4e field.

    7. Enter/verify the investment interest expense amount from Form 4952, line 4g, in the FORM 4952 LINE 4g field.

    8. Enter/verify the qualified 5-year gain amount from Schedule D, Part III in the QUALIFIED 5 YEAR GAIN field.

    9. Enter/verify the 8814 tax and/or ECR tax from Form 8814, line 15 and/or the ECR amount from the dotted portion of Form 1040, line 44 or Form 1040A, line 28 in the FORM 8814 TAX/ERC field.

    10. Press <F12> to commit and exit the window.

4.19.7.8.13.7  (09-01-2013)
Child Care Credit

  1. The CHILD CARE CREDIT window is used to compute/recompute changes to Child Care Credit.

  2. To access the CHILD CARE CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select Child care from the pull-right menu.

  3. To compute/recompute Child Care Credit, take the following actions:

    1. Enter/verify the original credit for child and dependent care expenses amount from Form 1040 in the CHILD CARE CREDIT field.

    2. Enter/verify the number of qualifying persons from Form 2441, Part II in the QUALIFYING PERSONS field.

    3. Enter/verify the qualifying expenses amount from Form 2441, Part II in the QUALIFYING EXPENSES field. If the amount is zero, enter "$1" .

    4. Enter/verify the excluded benefits amount from Form 2441, Part III in the EXCLUDED BENEFITS field.

    5. Enter/verify the amount of Prior Year Expenses reported on the Form 2441, identified as CPYE in the PRIOR YEAR EXPENSES field.

    6. Enter/verify the primary taxpayer’s original earned income as reported on Form 2441, in the PRIMARY EARNED INCOME field.

      Caution:

      When earned income is from self employment, enter the amount shown on Schedule SE, line 3.

    7. Enter/verify the secondary taxpayer’s earned income as reported on Form 2441, Part II in the SECONDARY EARNED INCOME field.

    8. Press <F12> to commit and exit the window.

4.19.7.8.13.8  (09-01-2013)
Credit for the Elderly

  1. The CREDIT FOR THE ELDERLY OR DISABLED window is used to compute/recompute changes to Credit for the Elderly or Disabled.

  2. To access the CREDIT FOR THE ELDERLY OR DISABLED window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select Elderly/disabl from the pull-right menu.

  3. To compute/recompute the Credit for the Elderly, take the following actions:

    1. Enter/verify the original Credit for the Elderly from Form 1040 in the ORIGINAL CREDIT FOR ELDERLY field.

    2. Enter/verify the number of the box checked on Schedule R, Credit for the Elderly or the Disabled, Part I in the FILING STATUS AGE INDICATOR field.

      Note:

      The cursor does not leave this field until a valid number is entered, valid entries are single digits "1" through "9" .

    3. Enter/verify the taxable disability income amount from Schedule R, Part III in the TAXABLE DISABILITY INCOME field.

    4. Verify the amount computed by the system. Only enter the non-taxable part of social security benefits amount from Schedule R, Part III in the NON-TAXABLE SSA/RRB/AMOUNT field, if needed.

    5. Enter/verify the non-taxable veterans' pensions and other pension and annuity amount from Schedule R, Part III in the OTHER NON-TAXABLE P/A AMOUNT field.

    6. Press <F12> to commit and exit the window.

4.19.7.8.13.9  (09-01-2013)
Nonrefundable Credits

  1. The NONREFUNDABLE CREDITS window is used to compute/recompute changes to Nonrefundable Credits.

  2. To access the NONREFUNDABLE CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select Other credits from the pull-right menu.

  3. Take the following actions to compute Nonrefundable credits:

    1. Enter/verify the foreign tax credit amount from Form 1040 in the FOREIGN TAX CREDIT field.

    2. Enter/verify the Residential Energy Credit from Form 1040 in the RESIDENTIAL ENERGY CREDIT field.

    3. Enter/verify any Miscellaneous Credits amount from Form 1040, plus any miscellaneous credits annotated on the dotted portion of the Total Credits line on Form 1040 in the MISCELLANEOUS CREDITS field.

    4. Press <F12> to commit and exit the window.

4.19.7.8.13.10  (09-01-2013)
Child Tax Credit

  1. The CHILD TAX CREDIT window is used to compute/recompute changes to Child Tax Credit.

  2. To access the CHILD TAX CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select child Tax from the pull-right menu.

  3. To compute the Child Tax Credit, take the following actions:

    1. Verify the Child Tax Credit amount from Form 1040 in the RETURN AMOUNT field.

    2. Enter/verify the number of qualifying children (enter "0" if no qualifying children) indicated on Form 1040 in the QUALIFYING CHILDREN field.

    3. Enter the manually computed Child Tax Credit amount, if applicable, in the MANUAL CHILD TAX CREDIT field.

    4. Press <F12> to commit and exit the window.

4.19.7.8.13.11  (09-15-2014)
Education Credits

  1. The EDUCATION CREDIT window is used to compute/recompute changes to education credits.

  2. To access the EDUCATION CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select eDucation from the pull-right menu.

  3. To compute the education credits, take the following actions:

    1. Enter/verify the education credits amount from Form 1040 in the RETURN AMOUNT field.

    2. Enter/verify the student(s) SSN(s) in the STUDENT SSN field(s).

    3. Enter/verify the Tentative American Opportunity Credit amount from Form 8863, Education Credits (American Opportunity and Lifetime Learning Credits), in the AOC QUAL EXPENSE field.

    4. Enter/verify the Lifetime Qualified Expense amount from Form 8863 in the LIFETIME QUAL EXPENSE field.

    5. Enter a "Y" in the NOT ELIGIBLE FOR EDU CR REFUND field when the box on Form 8863, line 7 is checked.

    6. Enter/verify the refundable education credits amount in the RFNDBLE CREDIT AMT field.

    7. When applicable enter the manually computed refundable education credit based on the taxpayer's response in the MANUAL RFNDBLE EDU CREDIT field.

    8. When applicable enter the manually computed education credit based on the taxpayer's response in the MANUAL EDUCATION CREDIT field.

    9. Press <F12> to commit and exit the window.

4.19.7.8.13.12  (09-01-2013)
Retirement Savings Contribution Credit

  1. The RETIREMENT SAVINGS CONTRIBUTION CREDIT window is used to compute/recompute changes to Retirement Savings Contribution Credit.

  2. To access the RETIREMENT SAVINGS CONTRIBUTION CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Credit from the drop-down menu.

    3. Select Retirement from the pull-right menu.

  3. To compute the Retirement Savings Contribution credit, take the following actions:

    1. Access the window as outlined in (2) above.

    2. Enter/verify the Retirement Savings Contribution Credit amount from Form 1040 in the RETURN AMT field.

    3. Enter/verify the total IRA Contribution/Elected Deferral amounts from Form 8880, Credit for Qualified Retirement Savings Contributions, (column A and/or B) in the TOTAL IRA CONTR/ELECTIVE DEFERRALS fields.

    4. Enter/verify the total distributions amount from Form 8880 (column A and/or B) in the TOTAL DISTRIBUTIONS field.

    5. Enter the manually computed Retirement Savings amount, if applicable, in the MANUAL RSC CREDIT field.

    6. Press <F12> to commit and exit the window.

4.19.7.8.13.13  (09-01-2013)
Alternative Minimum Tax (Form 6251)

  1. The ALTERNATIVE MINIMUM TAX window is used to compute/recompute changes to Alternative Minimum Tax.

  2. To access the ALTERNATIVE MINIMUM TAX window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Other tax from the drop-down menu.

    3. Select Alt min tax from the pull-right menu.

  3. To compute/recompute the Alternative Minimum Tax, take the following actions:

    1. Access the window as outlined in (2) above.

    2. Enter/verify the total Taxes You Paid amount from Schedule A in the SCH A TOTAL TAXES field.

    3. Enter/verify the Certain Interest from a Home Mortgage amount from Form 6251, Alternative Minimum Tax - Individuals, Part 1, in the MORTGAGE INTEREST field.

    4. Enter/verify the Tax Refund amount from Form 6251, Part I in the REFUND OF TAXES field. (Enter as a positive amount.)

    5. Enter/verify the Investment Interest Expense amount from Form 6251, Part I in the INVESTMENT INT EXP field.

    6. Enter/verify the Depletion amount from Form 6251, Part I, in the DEPLETION field.

    7. Enter/verify the Net Operating Loss deduction amount from Form 6251, Part I, in NOL (F6251 LN 10) field.

    8. Enter/verify the Alternative tax net operating loss deduction from Form 6251, Part I, ALT TAX NOL DEDUCTION field.

    9. Enter/verify the Interest from Specified Private Activity Bonds Exemption amount from Form 6251, Part I, in the TAX-EXEMPT BOND INT field.

    10. Enter/verify the Qualified Small Business Stock amount from Form 6251, Part I, in the SECTION 1202 field.

    11. Enter/verify the Exercise of Incentive Stock Options amount from Form 6251, Part I in the INCENTIVE STOCKS field.

    12. Enter/verify the Estates and Trust amount from Form 6251, Part I, in the ESTATES/TRUSTS field.

    13. Enter/verify the Electing Large Partnerships amount from Form 6251, Part I in the LARGE PARTNERSHIPS field.

    14. Enter/verify the Disposition of Property amount from Form 6251, Part I, in the DISP OF PROPERTY field.

    15. Enter/verify the Depreciation of Assets amount from Form 6251, Part I, in the DEPRECIATION field.

    16. Enter/verify the Passive Activities amount from Form 6251, Part I, in the PASSIVE ACTIVITIES field.

    17. Enter/verify the Loss Limitations amount from Form 6251, Part I, in the LOSS LIMITATIONS field.

    18. Enter/verify the Circulation Costs amount from Form 6251, Part I, in the CIRCULATION COSTS field.

    19. Enter/verify the Long-Term Contracts amount from Form 6251, Part I, in the LONG-TERM CONTRACTS field.

    20. Enter/verify Mining Costs amount from Form 6251, Part I, in the MINING COSTS field.

    21. Enter/verify the Research and Experimental Costs amount from Form 6251, Part I in the RESEARCH/EXPERIMENTAL field.

    22. Enter/verify the Income from Certain Installment Sales amount from Form 6251, Part I, in the INSTALLMENT SALES field. (Enter as a positive amount.)

    23. Enter/verify the Intangible Drilling Costs amount from Form 6251, Part I, in the INTANGIBLE DRILLING COSTS field.

    24. Enter/verify the Other Adjustments amount from Form 6251, Part I, in the OTHER ADJUSTMENTS field.

    25. Enter/verify the Gross Tentative Alternative Minimum Tax amount, from Form 6251, Part II (line 31) in the GROSS TENTATIVE ALT TAX field.

    26. Enter/verify the Alternative Minimum Tax Foreign Tax Credit amount from Form 6251, Part II, in the ALT MIN FOREIGN TAX CR field.

    27. Enter/verify the Alternative Minimum Tax amount from Form 6251, Part II, in the ALTERNATIVE MINIMUM TAX field.

    28. If the taxpayer is under age 24, enter a "Y" , in the TAXPAYER UNDER AGE 24 field. (This information can be found Form 8814.)

    29. When applicable enter the manually computed Alternative Minimum Tax amount in the MANUAL ALT MIN TAX field.

    30. When all required fields have been verified/entered, press <F12> to commit and exit the window.

4.19.7.8.13.14  (09-15-2014)
Net Investment Tax

  1. The NET INVESTMENT TAX window is used to compute/recompute changes to the net investment tax.

  2. To access the NET INVESTMENT TAX window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Other tax from the drop-down menu.

    3. Select Net inv tax from the pull-right menu.

  3. To compute/recompute net investment tax, take the following actions:

    1. Access the window as outlined in (2) above.

    2. Enter/verify the amount from Form 8960, Net Investment Income Tax - Individuals, Estates, and Trusts, line 17 in the NET INVEST TAX PER RETURN field.

    3. Enter/verify the amount from Form 8960, line 8 in the TOTAL INVEST INCOME PER RETURN field.

      Note:

      The system populates the ADDITIONAL INVESTMENT INCOME field.

    4. Enter/verify the amount from Form 8960, line 11 in the TOTAL DEDUCTIONS field.

      Note:

      The system populates the RECOMPUTED NET INVEST INCOME TAX field.

    5. Enter/verify the amount from Form 8960, line 17 (if applicable) in the MANUAL NET INVEST INCOME TAX field.

    6. Press <F12> to commit and exit the window.

4.19.7.8.13.15  (09-15-2014)
Other Taxes

  1. The TOTAL OTHER TAXES window is used to compute/recompute changes to Other Taxes.

  2. To access the TOTAL OTHER TAXES window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Tax computation from the drop-down menu.

    3. Select Other taxes from the pull-right menu.

  3. To compute/recompute other taxes, take the following actions:

    1. Access the window as outlined in (2) above.

    2. Enter/verify the Tax on Lump Sum Distributions amount from Form 4972, Tax on Lump Sum Distributions, in the ADDITIONAL TAXES PER RETURN field. If the LUMP SUM TAX window was accessed, the new recomputed additional tax displays. If the additional tax per return does not change, the ADDITIONAL TAXES RECOMPUTED field should equal the return amount.

    3. Enter/verify the amount of the additional tax from Form 5329, Additional Taxes on Qualified Plans (Including IRAs) and Other Tax-Favored Accounts, Part I in the applicable PREMATURE DIST TAX (IRA) PER RETURN field. (IRA, or Simple)

    4. Enter/verify the amount of the additional tax from Form 5329, Part II in the applicable PREMATURE DIST TAX (EDU) PER RETURN field. (QTP/CESA)

    5. Enter/verify the amount of additional tax on excess contributions from Form 5329, Part III through Part VIII, in the EXCESS CONTRIBUTIONS TAX PER RETURN field.

    6. Enter/verify the amount of household employment tax from Form 1040 in the HOUSEHOLD EMPLOYMENT TAXES PER RETURN field.

    7. Enter/verify the amount of first time homebuyer repayment amount from Form 1040 in the FIRST TIME HOMEBUYER REPAY AMT PER RETURN field.

    8. Enter/verify the amount of additional medicare tax from Form 1040 in the ADDITIONAL MEDICARE TAX PER RETURN field.

    9. Enter/verify the amount of net investment income tax from Form 1040 in the NET INVESTMENT INCOME TAX PER RETURN field.

    10. Enter/verify the amount of miscellaneous and/or Recaptured taxes from Form 1040, dotted portion of the Total Tax line, in the OTHER MISCELLANEOUS TAXES PER RETURN field.

    11. Enter/verify the amount of uncollected ss/med tax on wages from Form 1040 or Form 8919, in the UNCOLLECTED SS/MED TAX ON WAGES PER RETURN field.

    12. Press <F12> to commit and exit the window.

4.19.7.8.13.16  (09-01-2013)
Earned Income Credit (EIC)

  1. The EARNED INCOME CREDIT window is used to compute/recompute changes to EIC.

  2. The EARNED INCOME CREDIT window displays anytime a TC 764, 765, or 768 is present on the account, whether or not there is a change to AGI and/or earned income. It also displays if the filing status and income requirements for earned income credit computation are met.

  3. To access this window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Payments from the drop-down menu.

    3. Select Eic from the pull-right menu.

  4. When the taxpayer has indicated he or she does not qualify for EIC by entering "No" on Form 1040 on the Earned Income Credit line or if a condition in IRM 4.19.3.15.3, Earned Income Credit, applies; take the following actions:

    1. Enter a "Y" in the TP NOT QUALIFIED field when the taxpayer indicates he/she is not qualified for EIC.

    2. Press <F12> to commit and exit the window.

  5. Compute EIC when a "Y" is not entered in the T/P indicates not qualified box, take the following actions:

    1. Enter/verify the number of qualifying children in the NUMBER OF QUALIFYING CHILDREN field. Valid entries are 0, 1, 2, or 3. (If more than 3 qualify, enter 3.)

    2. Enter/verify the amount in the TOTAL EARNED INCOME field. This amount should include reported wages, salaries, tips, and other employee compensation. Refer to IRM 4.19.3.15.3, Earned Income Credit, for more information.

    3. Enter/verify the Investment income reported on the return in the INVESTMENT INCOME PER RETURN field. Refer to IRM 4.19.3.15.3, Earned Income Credit.

    4. Enter/verify the new manually computed EIC in the MANUAL EARNED INCOME CREDIT field when applicable.

    5. Press <F12> to commit and exit the window.

4.19.7.8.13.17  (09-01-2013)
Additional Child Tax Credit

  1. The ADDITIONAL CHILD TAX CREDIT window is used to compute/recompute Additional Child Tax Credit.

  2. To access the ADDITIONAL CHILD TAX CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Payments from the drop-down menu.

    3. Select addl cHild tax from the pull-right menu.

  3. To compute the additional child tax credit, take the following actions:

    Note:

    If the taxpayer did not qualify for additional child tax credit during original processing or inadvertently omitted claiming the credit, you need to manually select the ADDITIONAL CHILD TAX CREDIT window.

    1. Enter/verify the amount of credit shown in the RETURN AMT field. This amount should match the TC 766 amount with Credit Reference 336 shown on the TAX ACCOUNT screen excluding the cents. The per return amount cannot exceed the taxpayers original credit amount.

    2. Enter/verify the SST and Medicare Tax withheld, including any U/R wage amounts, from Schedule 8812, Child Tax Credit, Part II with the amount shown in the SS/MED TAXES WITHHELD field.

    3. Enter/verify the total SE Deduction and Tip Tax amount(s) from Form 1040 plus any amount identified as uncollected taxes with the amount shown in the 1/2 SE DED/TIP TAX field. Enter a zero (0) when the taxpayer filed a Form 1040A.

    4. Enter the new manually computed additional child tax credit amount in the MANUAL ADDL CHILD TAX CREDIT field when applicable.

    5. Press <F12> to commit and exit the window.

4.19.7.8.13.18  (09-01-2013)
Adoption Credit

  1. The ADOPTION CREDIT window is used to compute/recompute changes to adoption credit.

  2. To access the ADOPTION CREDIT window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select Payments from the drop-down menu.

    3. Select Adoption from the pull-right menu.

  3. To compute the adoption credit, take the following actions:

    1. Enter/verify the total number of adopted children from Form 8839, Part I in the TOTAL NUMBER OF ADOPTED CHILDREN LISTED ON FORM 8839, PART I.

    2. Enter the amount of qualified adoption expenses from Form 8839, as filed or previously adjusted, in the QUALIFYING ADOPTION EXPENSE field.

    3. Enter the adoption credit amount from Form 1040 in the ADOPTION CREDIT PER RETURN field.

    4. If the adoption credit was manually calculated, enter the amount in the MANUAL ADOPTION CREDIT field.

    5. Press <F12> to commit and exit the window.

4.19.7.8.13.19  (09-01-2013)
Penalties

  1. The Penalties menu option allows access to the ESTIMATED TAX PENALTY and LIMIT PENALTIES windows. The ESTIMATED TAX PENALTY window is used to compute/recompute changes to estimated tax penalty. The LIMIT PENALTIES window is used to fully or partially abate Social Security Tip Tax Penalty and/or Failure to File Penalty and to suppress or enter the manual Negligence Penalty. The LIMIT PENALTIES window should be selected only after all other applicable windows in TAX COMPUTATIONS screen have been accessed.

  2. The NEGLIGENCE STATUS window displays when conditions warrant. See IRM 4.19.3.16.7, Determine Negligence Status Screen.

  3. To access the LIMIT PENALTIES window, take the following actions:

    1. Select rV tax comp in the TAX COMPUTATIONS screen.

    2. Select pEnalties from the drop-down menu.

    3. Select Limit penalties from the pull-right menu.

  4. Take the following actions to enter/verify the correct amounts:

    1. Enter/verify the manually computed additional Failure to File Penalty amount in the ADDITIONAL FAILURE TO FILE PENALTY field.

    2. Enter/verify the manually computed Social Security Tip Tax Penalty amount in the SSTIP TAX PENALTY field.

    3. Enter/verify the manually computed Negligence Penalty, or "0" (zero) to suppress the penalty, in the NEGLIGENCE PENALTY field.

    4. Enter/verify the manually computed Substantial Understatement Penalty, or "0" (zero), to suppress the penalty, in the SUBSTANTIAL UNDERSTATEMENT PENALTY field.

    5. Click in the PENALTY WAIVED field if the taxpayer requests that the penalty be waived and the request has been approved.

    6. Click in the PENALTY NOT WAIVED field if the taxpayer requests that the penalty be waived and the request has been denied.

    7. Press <F12> to commit and exit the window.

    In Response Phase: When a penalty has been limited, it stays limited as long as the manually input amount is present. To allow the system to compute the penalty it is necessary to remove the manually computed penalty, leaving the field blank.

  5. The ESTIMATED TAX PENALTY window displays when a TC 170 or TC 176 appears on the TAX ACCOUNT screen, see IRM 4.19.3.16.3, Estimated Tax (ES) Penalty.

4.19.7.9  (09-01-2013)
Assessments - Case Analysis/Responses

  1. The COMPUTE ASSESSMENT window is used when an account requires a manual adjustment.

    1. During the screening phase, access the COMPUTE ASSESSMENT window for the adjustment of W/H and/or excess SST/RRT when PC 20 is assigned to a case.

    2. During the response phase, access the COMPUTE ASSESSMENT window when a system generated PC cannot be used to close a case with an assessment.

      Note:

      If entering a PC 67 or 87 it is not necessary to access the COMPUTE ASSESSMENT window.

  2. To access/view the COMPUTE ASSESSMENT window, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select Assessment from the drop-down menu.

  3. To commit/make a manual change to an assessment, take the following actions:

    1. Enter/verify the agreement date displayed in the CREDIT INTEREST DATE field, per IRM 4.19.3.20.10.1, The Assessment Window (credit interest date). Verify that this date reflects the correspondence date on the correspondence being used to make the assessment.

      Note:

      When inputting TC 290-0 to refile an ELF response, delete the CREDIT INTEREST DATE.

    2. Enter/verify the correct Transaction Code and money amount are shown in the TRANS CODE and TRANS AMT fields.

    3. Enter/verify that the correct Source Code has been entered in the SRCE CD field.

    4. Enter/verify the Reason Codes in the REASON CD field. This field must contain an entry. One to four reason codes may be used.

    5. Enter/verify that the correct Hold Code has been entered in the HOLD CD field, if applicable.

    6. Enter/verify that the correct Priority Code has been entered in the PRIORITY CD field, if applicable.

      Note:

      The File Location Code (FLC) field displays a 98 if an International or 66 if a Puerto Rico return was filed.

    7. Enter/verify the correct Credit Reference Number(s) and money amount are shown in the REFERENCE CD and REFERENCE AMT fields.

      Note:

      Manually enter or correct Credit Reference Number (CRN) 680 on CP 2501, partially agreed CP 2000, and Letter 1151C responses.

      Note:

      If more than eight Credit Reference Numbers are necessary, enter the assessment on IDRS following campus directions.

    8. Enter a "Y" , "N" , or "R" in the SOURCE DOCUMENT ATTACHED? field.
      Y - Source Document Attached
      N - No Source Document Attached
      R - Source Document Retained

    9. Enter remarks in the REMARKS field. This field must contain an entry and should explain the adjustment in some way (e.g., AUR ADJ).

    10. Verify that an "A" is displayed in the AUTO/MANUAL IND field. The system automatically creates an assessment record on all cases up until a locally determined date but no later than February 28, 20XX. An assessment record is not be printed if it is later than the specified date or if a manual assessment is required. Click in the AUTO/MANUAL IND field to change the displayed "A" to an "M" that creates a manual assessment record.

4.19.7.9.1  (08-12-2011)
Changing Entries/Making New Entries

  1. It may be necessary to make a change to an entry in any of the fields of the COMPUTE ASSESSMENT window when making an adjustment to the case.

  2. Clear the field before making the entry. If a field, (other than the transaction code/amount or the reference code/amount), such as the date, reason code, blocking series, etc. contains an entry that must be changed, take the following actions:

    1. Click on the field containing the entry that needs to be changed.

    2. Press <F5> to clear the field.

      Caution:

      Use of the <F3> key, instead of <F5>, causes the window to freeze.

    3. Make the appropriate entry.

  3. If a field such as the transaction code/amount or the reference code/amount contains an entry that needs to be changed, delete the record before making the new entry as follows:

    1. Click on the field that contains the entry to be changed.

    2. Press <F3> to delete the record.

    3. Make the appropriate entry.

  4. To enter new transaction code/amounts or reference code/amounts in a field that does not already contain an entry, take the following actions:

    1. Click on the last field that contains an entry.

    2. Press <Enter>.

    3. Make the appropriate entry.

  5. After all required entries have been made, press <F4> to commit the changes.

4.19.7.9.2  (09-01-2013)
Process Code (PC) 20 Assessments

  1. You must complete/commit the TAX COMPUTATIONS screen and access the COMPUTE ASSESSMENT window before the system allows input of PC 20.

  2. After completing the tax computations, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select Assessment from the drop-down menu.

  3. Input/verify the appropriate entries contained below:

    Field Correct Entry
    BLOCK NUM
    • 50 for U/C W/H or excess SST/RRT

    • 55 for O/C W/H or excess SST/RRT

    TRANS COD 290
    TRANS AMT 0.00
    SRCE CD 2
    REASON CD
    • 51 for W/H

    • 55 for excess SST/RRT

    PRIORITY CD 3 for refund adjustments (otherwise leave blank)
    REFERENCE CD
    • 806 and applicable REFERENCE AMT for U/C W/H

    • 807 and applicable REFERENCE AMT for O/C W/H

    • 252 and applicable REFERENCE AMT as a positive amount for U/C excess SST/RRT or as a negative amount for O/C excess SST/RRT

    SOURCE DOCUMENT ATTACHED
    • Y - for paper filed returns

    • N - for ELF returns

    REMARKS Example: URP ADJ or AUR ADJ

    Note:

    If you are allowing the taxpayer additional W/H or additional excess SST/RRT, make a note of the amount and payer before you begin creating a Letter 2893C. This information may be needed as an entry on the letter and the LETTER window hides the CASE ANALYSIS screen.

    Note:

    Do not enter a CREDIT INTEREST DATE on W/H and/or SST adjustments with a TC 290 0.00 (zero). Leave the IRS RECD DATE field blank.

4.19.7.10  (09-01-2013)
Correspondex Letters

  1. The CREATE CORRESPONDEX LETTER window is used to prepare a correspondex system letter or to leave a record of a manually prepared letter that has been sent to the taxpayer(s), payer(s) and/or third party(ies).

  2. To access the CREATE CORRESPONDEX LETTER window, take the following actions:

    1. Select reF tools from the CASE ANALYSIS window.

    2. Select Letter from the drop-down menu. The CORRESPONDEX LETTER window displays.

  3. The CORRESPONDEX LETTER window has five menu options:

    • CREATE

    • EDIT

    • DELETE

    • DISPLAY

    • PRINT

  4. There are two types of letters that can be selected:

    • CORRESPONDEX LETTERS

    • MANUAL LETTERS

  5. Select one of the letters listed in the CORRESPONDEX LETTERS to issue the letter through the AUR system

  6. Select one of the MANUAL LETTERS listed to create a record of a letter sent that is not listed as a correspondex letter. The Manual Letters field reflects the manual letter numbers used by the local campus.

  7. Only one type of letter can be selected and sent to a taxpayer or representative per session. Each letter can, however, be sent to more than one address. Multiple letters can be sent to an employer(s) and/or payer(s) during one session.

4.19.7.10.1  (09-01-2013)
Create Letter Window

  1. When the CREATE option is selected in the CREATE CORRESPONDEX LETTER window, the ADDRESS INFORMATION window displays.

  2. All available address information for the SSN displays in the ADDRESS INFORMATION window. The address from the Taxpayer Information File (TIF) displays first, followed by the POA address (if applicable). Business address information displays only when the Letter 2625C is selected.

    Note:

    Make any address additions for POA, business or ex-spouse, etc. through the UPDATE ADDRESS window first.

  3. The cursor appears in the field to the left of the 1st name line information. To select which address(es) to send the letter to, take the following actions:

    1. Click on "Y" in the field to the left of the 1st name line information to non-select the address displayed in the window if you do not want them to receive the letter.

    2. Use the down arrow key to scroll through all applicable addresses.

    3. Press <F12> to commit and exit the window. The CREATE LETTER window displays.

  4. The CREATE LETTER window displays the following information:

    • SSN

    • LETTER NUMBER

    • NUMBER OF COPIES

    • LETTER ADDRESS

    • LETTER PARAGRAPHS

    • LETTER FILL-IN

    There is a DISPLAY menu option that can be used to display the letter once it is complete.

  5. The LETTER ADDRESS section of the window displays the selected address type(s) and the salutation.

  6. The LETTER PARAGRAPHS section shows the SP (select paragraph), P# (paragraph number or letter), PARAGRAPH HINT TEXT, and the PARAGRAPH TEXT.

  7. The LETTER FILL-IN section shows the fill-in number to be entered into the TEXT field.

  8. When the window displays and entry is necessary, the cursor is in the TEXT field of the LETTER FILL-IN area.

4.19.7.10.2  (09-01-2010)
Letterhead Information

  1. The salutation is automatic based on the information contained in the case. Many entries for the letterhead are also automatic and display in the TEXT field of the LETTER FILL-IN section of the window.

  2. If the displayed information is correct, press <Enter>. The text for the next fill-in displays. Continue to press <Enter> until the SSN, tax year, tax form and contact information has been confirmed.

    Note:

    Some letters allow you to enter more than one tax year. Press <Enter> each time the system prompts you for another tax period if no other tax years are needed. Otherwise, enter the applicable tax year(s).

  3. Per campus direction, certain text may be required to be entered manually. Manual entries must be typed using the same format that is displayed in the hint text, e.g., all upper or lower case letters, etc. Follow the actions listed below to make manual entries:

    1. Enter your name or the name of the locally designated contact person.

    2. Enter the earliest time the contact person can be reached.

    3. Enter the latest time the contact person can be reached. Include the appropriate time zone (EST, PST, etc.).

    4. Enter the area code and phone number of the contact person.

    5. Enter the area code and phone number of the local fax.

    6. Press <Enter>.

    Note:

    If the text fill-ins are system generated and you change the contact person's name, etc., the system reverts back to the system generated information for subsequent correspondence.

  4. After all letterhead information has been entered the cursor moves to the SP (select paragraph) field in the LETTER PARAGRAPHS section.

4.19.7.10.3  (08-12-2011)
Selecting, Creating, Editing and Deleting Letter Paragraphs

  1. The LETTER PARAGRAPHS section of the window contains the SP (select paragraph), the P# (paragraph number or letter), the PARAGRAPH HINT TEXT and the PARAGRAPH TEXT fields. Use this section of the window to select the pre-composed paragraphs. The system automatically generates some paragraphs.

  2. To view the text of a paragraph, take the following actions:

    1. Select the brief description in the PARAGRAPH HINT TEXT field, the text appears in the PARAGRAPH TEXT field.

    2. Scroll through the PARAGRAPH HINT TEXT to view the text of other paragraphs.

  3. To return to the SP field, click in the blank field under the last paragraph number/letter input (or in the first field if no paragraphs were input).

  4. To select a pre-composed paragraph, click on the desired paragraph number/letter in the P# field or enter the desired number/letter in the SP field and press <Enter>.

    Note:

    When composing the letter, the system automatically sequences the auto-generated and selected paragraphs in the proper sequence. The system may also generate some related paragraphs based on the selections made by the TE. The system does not select all applicable paragraphs.

  5. If the selected paragraph(s) require fill-in information, the cursor moves to the TEXT field of the LETTER FILL-IN section. The required entry(ies) must be completed before another paragraph can be selected. When the cursor moves to a fill-in area, applicable hint text displays at the bottom of the screen. Several fill-in fields are automatically completed by the system and does not allow a manual entry to be made.

    Note:

    Fill-in text should be typed in the same manner as it is shown in the hint text at the bottom of the screen.

  6. When the content of one of the pre-composed paragraphs is not sufficient, use an open paragraph and follow the actions listed below:

    1. Select or enter the open paragraph number/letter.

    2. A LOCAL PARAGRAPHS window displays. The cursor is located in the NUM (Paragraph Number) column.

    3. Use the Up and Down arrow keys to scroll through the locally available paragraphs.

    4. If an existing local paragraph is suitable, place the cursor on its assigned number and press <Enter> followed by <F12> to commit and exit the window.

    5. If none of the available local paragraphs are sufficient, compose a new paragraph by clicking on the Create Paragraph box. This launches the CREATE/EDIT PARAGRAPH window.

    6. Enter the appropriate text using upper and lower case letters as needed. The system allows up to 384 characters to be entered.

    7. When finished, click on "OK" . The Spellcheck window displays.

    8. Click <Spellcheck> to begin reviewing the paragraph; make changes as necessary.

  7. When an open paragraph does not provide sufficient space, you may include a floating paragraph. Floating paragraphs can also contain up to 384 characters and can be positioned anywhere within the body of the letter. A floating paragraph cannot be used as the opening or closing paragraph or as an enclosure. Although the system arranges the selected paragraphs in the proper order, a floating paragraph remains in the position where it is placed. Place the cursor in the SP field of the paragraph you want the floating paragraph to follow and press <F2> or click on the * in the P# field. The LOCAL PARAGRAPHS window displays and the cursor is in the NUM column. Once placement is set, follow the procedures above to enter paragraph.

  8. When you are finished selecting and/or composing paragraphs, review the letter. To review, select the DISPLAY box and use the Page Up and Page Down keys to scroll. If corrections are needed, click on "OK" or "Cancel" to return to the CREATE LETTER window.

  9. Make any corrections or changes to the letter at this stage. It is more difficult to make changes or corrections after the letter has been formatted.

  10. To delete a paragraph, select the letter or number of the paragraph to be deleted in the SP field and press <F3>.

  11. To change a fill-in, open or floating paragraph; select the paragraph number/letter in the SP field that needs to be changed and press <Enter>. Use the <Backspace> and <Delete> keys to erase the incorrect entry(ies).

  12. To change a previously selected local paragraph, scroll through the locally available paragraphs and select the correct local paragraph.

  13. To change a paragraph that you created, select the "Create Paragraph" box to launch the CREATE/ EDIT window. Make any changes by using the <Backspace> and/or <Delete> keys to erase the incorrect entry(ies).

  14. At this stage the only letterhead information that can be corrected is the salutation (e.g., the taxpayer name(s), business name or representative name). To correct any of this information select the salutation and use the <Backspace> and <Delete> keys to erase the incorrect information and then type in the corrected text.

  15. Format the letter AFTER all corrections have been made. To format the letter press <F12>. The following message displays: NOTE: LETTER HAS BEEN CREATED AND SAVED.

  16. Once the letter has been formatted the ATTACHMENT ADDRESS window displays. This window allows additional information, including copies of tax returns, tax law information, etc., to be included as an attachment to the created letter. If attachments are needed, follow the actions listed below:

    1. Scroll through the ATTACHMENT ADDRESS section using the Up and Down arrow keys until the address(es) needing the attachment(s) display(s).

    2. Type a "Y" in each address that requires an attachment(s).

    3. Press <F12>. The following alert message displays: NOTE: ENCLOSURE ATTACHMENT FORM PRINTING AT DEFAULT PRINTER. Retrieve the printed sheet and include it with the attachment in the case.

    4. Exit the CREATE CORRESPONDEX LETTER window if you are finished creating/correcting the letter(s).

    If there is no attachment, take the following actions:

    1. Press <F8> to exit this window. The current letter is completed, and the CREATE CORRESPONDEX LETTER window displays so any additional letters may be created.

    2. Exit the CREATE CORRESPONDEX LETTER window if you are finished creating/correcting the letter(s).

  17. To view a created correspondex letter, take the following actions:

    1. Select the reF tools from the CASE ANALYSIS screen.

    2. Select Letter from the drop-down menu. The CREATE CORRESPONDEX LETTER window displays.

    3. Use the cursor to select the field next to the letter you wish to view.

      Note:

      A previously created letter displays a "Y" in this field.

    4. Select the DISPLAY box or press <ALT> and "d" simultaneously.

    Note:

    For Letter 2625C, a separate window showing the business address displays. Select the addresses you want to view.

  18. To edit a letter after it has been formatted, take the following actions:

    1. Select the reF tools from the CASE ANALYSIS screen.

    2. Select Letter from the drop-down menu. The CREATE CORRESPONDEX LETTER window displays.

    3. Select the field next to the correspondex or manual letter that you want to edit.

    4. Click on "EDIT" .

    5. Press <F12>. All windows that pertain to the correspondex letter displays and you can make the necessary changes.

  19. To delete a letter, take the following actions:

    1. Select the reF tools from the CASE ANALYSIS screen.

    2. Select Letter from the drop-down menu. The CREATE CORRESPONDEX LETTER window displays.

    3. Select the field next to the correspondex or manual letter that you want to delete.

    4. Select "DELETE" . The DELETE LETTER window displays.

    5. Click "OK" to delete the letter.

  20. To print a letter, take the following actions:

    1. Select the reF tools from the CASE ANALYSIS screen.

    2. Select Letter from the drop-down menu. The CREATE CORRESPONDEX LETTER window displays.

    3. Select the field next to the correspondex or manual letter that you want to print.

    4. Choose the ADDRESS SELECTION window.

    5. Select the PRINT box.

    6. Type a "Y" in the desired address(es) followed by <F12>.

    7. Click "OK" . The letter prints at the default printer.

4.19.7.11  (09-01-2007)
Completing Case Analysis

  1. If, after analyzing the information and tax return information and TAX COMPUTATIONS screen it is determined that a notice is to be issued, complete the DISPLAY NOTICE SUMMARY screen.

4.19.7.11.1  (09-01-2013)
Using the Display Notice Summary Screen

  1. The DISPLAY NOTICE SUMMARY screen is used to enter the reported amount for each income type and displays the information that is included on the notice. The information is shown in different sections of the screen.

    • CHANGED ITEMS

    • PROPOSED CHANGES TO SCHEDULE A ITEMIZED DEDUCTIONS

    • PROPOSED CHANGES TO TAX COMPUTATION

    • INDICATORS

    • SELECTED PARAGRAPHS

    • BODY PARAGRAPHS

    • PAYER INFORMATION

    • TAXPAYER NOTICE ADDRESS

  2. To access the DISPLAY NOTICE SUMMARY screen, select Summary from the CASE ANALYSIS screen.

  3. The cursor appears in the RETURN column in the first line. If there are U/R items, enter the amount shown on the return. This is a required field; you must make an entry in order to exit this screen. To scroll through the field, press the Up and Down arrow keys. After all reported amounts are input, press <Enter>.

  4. The DISPLAY NOTICE SUMMARY screen contains three indicator fields. Refer to the chart below for an explanation of the fields.

    Indicator Field Explanation
    Notice Indicator Used to input the appropriate notice type and sets specific body paragraphs to be included in the notice mailed to the taxpayer. See IRM 4.19.3.18.3, Notice Summary Screen, for applicable codes.
    Amended Indicator Used when a notice needs to be amended. The literal "A" must be entered in the AMENDED INDICATOR field. Otherwise, leave blank.
    Sort Indicator Sort codes may be used when special handling by the Clerical function is required. Up to five sort codes may be used. See IRM 4.19.3, IMF Automated Underreporter (AUR), for applicable codes.
  5. The AMOUNT PREVIOUSLY PAID and the MANUAL INTEREST amount can be entered on the DISPLAY NOTICE SUMMARY screen. Use the manual interest field to enter manual interest only. The latest amount(s) committed, on either window, is saved to both, e.g., if the TE enters and commits an AMOUNT PREVIOUSLY PAID of $100 and a MANUAL INTEREST amount of $500 on the DISPLAY NOTICE SUMMARY screen, both the DISPLAY NOTICE SUMMARY and TAX COMPUTATIONS screens reflect those amounts.

  6. To access the EZ information screen from the DISPLAY NOTICE SUMMARY screen, click on the box titled, Form.

  7. To display more detailed information regarding Schedule A, click on the box that reads CLICK FOR SCH A. To view additional credit and other tax information, click on the applicable line number on the left hand side of the screen.

  8. The SELECTED PARAGRAPHS section displays auto generated and selected paragraphs for the case. You may add/review the paragraph numbers, compose an open paragraph or view the text of the paragraphs being sent. Verify all entries, information returns, the income/deduction types, return and IRP amounts and the increase/decrease amounts.

    Note:

    Body paragraphs are changed based on the entry of Notice Indicators. To view a Body Paragraph, click in the box of the paragraph you wish to view. The BODY PARAGRAPH TEXT box displays.

  9. After verifying the information contained on the DISPLAY NOTICE SUMMARY screen, press <F4> to commit the entries and <F8> to exit the window.

  10. When a notice needs to be amended, the literal "A" must be entered in the AMENDED IND field.

4.19.7.12  (09-01-2012)
Selecting, Viewing and Deleting Notice Paragraphs

  1. Paragraphs may be added to the CP 2000 or CP 2501 notice. The SELECT NOTICE PARAGRAPH window is used to select paragraphs. Selected paragraphs display in the SELECTED PARAGRAPH section on the DISPLAY NOTICE SUMMARY screen. For a complete list of paragraphs see Exhibit 4.19.3-7, CP Paragraphs.

  2. Certain adjustments made to the taxpayer's account cause automatic paragraphs to be generated by the system. Automatic paragraphs are identified on the DISPLAY NOTICE SUMMARY screen by an asterisk (*) in the AUTO field and cannot be manually selected. Most automatic paragraphs do not display in the SELECTED PARAGRAPH NUMBER field.

  3. In addition to the available system paragraphs, campus AUR Coordinators can create paragraphs that address local issues. These are listed under LOCAL.

  4. To add paragraphs to a notice, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select nOtice para from the drop-down menu. The SELECT NOTICE PARAGRAPH window displays along with a brief description of each available paragraph.

  5. A maximum of 24 numbered paragraphs for the notice may be selected. When necessary, a special 999 paragraph may be added.

  6. Select a paragraph number by typing its number in the SELECTED PARAGRAPH NUMBER field on the left hand side of the screen and then press <Enter>.

  7. An error message displays if the paragraph number entered is invalid. Press <F3> to remove invalid numbers and re-enter a valid number.

  8. The available paragraph numbers display in the P/N field. Scroll through the paragraph numbers and select the appropriate paragraphs from this field taking the following actions:

    1. Press <F12> or use the mouse to move the cursor to the P/N field.

    2. Move the cursor to the paragraph number you wish to select by pressing the <Up> and <Down> arrow keys and by pressing <Enter>.

    3. Place the cursor in the SP# field next to the paragraph number to select and click the left mouse button.

  9. You may view the complete text of a paragraph(s) by accessing the NOTICE PARAGRAPH REFERENCE window, and clicking on the description text for the paragraph you would like to view. While in a PARAGRAPH SUMMARY window, pressing the <F6> key brings up a blank COMPLETE PARAGRAPH TEXT window. Input the paragraph number you want to view and press <Enter>. The selected paragraph text displays in the COMPLETE PARAGRAPH TEXT window.

  10. To view additional paragraphs while the COMPLETE PARAGRAPH TEXT window is displayed, press <F5> to clear the paragraph number. Enter the new paragraph number and press <Enter>.

  11. The SELECTIVE PARAGRAPHS field contains the various income categories. All paragraphs pertaining to the specific income type display when you click on the desired category. Use the SELECTIVE PARAGRAPHS field when trying to determine which paragraph(s) need to be sent with specific income types.

  12. To view selective paragraph listings, click the specific income type you wish to view and click ENTIRE LST to return to the SELECT NOTICE PARAGRAPH window.

  13. Use the special 999 paragraph when additional information needs to be sent to the taxpayer that is not included in the numbered paragraphs. To compose a 999 or special paragraph, take the following actions:

    1. Click the THIS BOX TO ENTER OR VIEW SPECIAL TEXT in order to view the special paragraph. A pop-up window displays.

    2. Enter the text of the special paragraph. The text automatically wraps at the end of each line.

    3. Click on "OK" when finished entering the text. The Spell Check window displays.

    4. Click on the <Spell Check> button to begin checking your text. Make changes as needed.

  14. To delete text from a special paragraph, place the cursor behind the characters to be deleted and press the <Backspace> key OR place the cursor in front of the characters to be deleted and press the <Delete> key and click "OK" .

  15. To prevent a selected paragraph from appearing on the notice, the record must be deleted. To delete a selected paragraph, place the cursor on the number of the paragraph you wish to delete in the "Selected Paragraph Number" field and press <F3>.

    Note:

    The paragraph is not removed by merely backspacing or deleting the paragraph number.

  16. To delete a 999 or special paragraph, click the THIS BOX TO DELETE SPECIAL PARAGRAPH box at the bottom of the applicable PARAGRAPH window.

    Note:

    If any of the original U/R issues change after the paragraphs have been selected and committed, you must return to the PARAGRAPH window to delete, add or modify any impacted paragraphs.

4.19.7.13  (09-01-2013)
Process Codes (PC)

  1. The PROCESS CODE window displays when the Process cd option is selected from the CASE ANALYSIS or DISPLAY NOTICE SUMMARY screen.

  2. To input a PC, take the following actions:

    1. Select Process cd from the CASE ANALYSIS or DISPLAY NOTICE SUMMARY screen.

    2. Enter the appropriate PC.

    3. Press <F4> to commit.

      Note:

      The PC entered replaces the pending PC.

    4. Press <F8> to exit.

    Note:

    To ensure consistency between the PC and the assessment, a warning message displays. Take the appropriate action.

  3. If you enter a PC that is inconsistent with the U/R amount or the screens accessed, or is inconsistent with the last posted PC, an error message displays. To remove an invalid PC, press <F5> to delete it. Enter the appropriate PC or rework the case as necessary.

  4. To select a valid PC from the VALID CODES window, take the following actions:

    Note:

    Do not just hit the <Enter> key, this will cause the first PC listed to post to the account and may cause an incorrect closure.

    1. Click on the applicable PC.

    2. Press <Enter>.

    3. Press <F4> to commit.

    4. Press <F8> or Exit, to exit the PROCESS CODE window.

  5. The PROCESS CODE LOOKUP window is used to view the process codes that can follow the current PC. Up to 100 codes can be displayed. To display the PROCESS CODE LOOKUP window, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select pc looKup from the drop-down menu.

    3. Enter the existing PC. The allowable process codes that can follow displays.

    4. Exit the window after viewing the allowable codes.

4.19.7.14  (11-12-2010)
Releasing a Work Unit

  1. A work unit must be released when all the cases in the work unit are complete. To release a work unit, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Work unit from the drop-down menu.

    3. Select Release from the pull-right menu. The RELEASE WORK UNIT window displays with the cursor in the BATCH field.

    4. Enter the batch number of the work unit to be released. The cursor moves to the WORK UNIT field.

    5. Enter the work unit number. The system checks to verify that all cases in the work unit have been completed with a PC and there are no: New Transactions received on the TAX ACCOUNT screen, Payer Agent information received, or New Correspondence received. As these cases are released, the system performs validity checks for each SSN (case) in the work unit.

      Note:

      If there is a discrepancy, the CASES IN ERROR window overlays the RELEASE WORK UNIT window, showing the SSN(s) of the cases in error. The work unit cannot be released until all error conditions are corrected. See (3) below, for error conditions and the action required to correct each one.

    6. If there are no cases in error, or when all error conditions have been corrected, the cursor moves to the RELEASE field. Enter "Y" in the RELEASE field.

    7. Press <F4> to commit. A message displays indicating the records have been committed.

    8. Press <F8> to exit. When the release of a work unit is complete, the UID is removed, indicating no ownership.

    Note:

    During the response phase, if research is requested on a case(s) IPC 3A, 6A, or 8A, the UNIT RESEARCH SUSPENSE window overlays the RELEASE WORK UNIT window. These cases are systemically moved to the Unit Suspense batch and must be physically removed from the work unit.

  2. The system performs a validity check on all cases in a work unit that is being released. The CASES IN ERROR window displays showing the SSNs and CSNs of any cases in error.

  3. Review any cases that appear in the CASES IN ERROR window. The field to the left of the SSN field allows you to scroll through the SSNs listed using the Up and Down arrow keys. For assistance in correcting common errors, refer to the table below.

    Error Message Necessary Action
    NO PC Enter a valid PC when no PC has been entered. Re-enter the PC when a change has been made to the case after the initial PC was input.
    NEW TRANS Go to the TAX ACCOUNT screen; remove the asterisk (*) on each new transaction and then rework the case as necessary.
    PAYER AGENT Review the Payer Agent information and rework the case as required.
    CORR RECD Indicates that new correspondence has been received on the case. Associate the response with the case and rework as needed.
  4. Be sure to annotate the SSNs and error of the case and return to the CASE ANALYSIS screen to correct any discrepancies. If there is more than one error it may be helpful to print the CASE IN ERROR window. Exit the CASES IN ERROR window and the RELEASE WORK UNIT window; the CASE ANALYSIS screen displays. After all cases in the work unit have been corrected, re-select the RELEASE WORK UNIT window using the steps in (1) above.

  5. During the response phase the RELEASE WORK UNIT/UNIT RESEARCH SUSPENSE UNIT window displays when the RELEASE WORK UNIT is committed and one of the cases in the unit contains a research PC. The system rebatches the case(s) into the appropriate unit research suspense batch and transfers the case to the user's UID. Pull these cases from the work unit and file them with your unit suspense work; then exit the windows.

4.19.7.15  (11-12-2010)
Transferring a Work Unit

  1. Based on the assigned user profile the Transfer Work Unit option may or may not be available.

  2. When a work unit is transferred, to another TE or Manager, the system moves all the cases in the work unit from the original batch to unit suspense. The cases are no longer part of the batch and cannot be returned to their original batch or within a work unit and must be released individually. Use this option to transfer a work unit from the batch when the batch needs to be released and the work unit is not complete.

    Note:

    Each case from the transferred work unit has to be accepted individually. If the transferred work unit needs to be updated again, each case has to be updated individually. Transferred work units must have the PC on each case updated before release.

  3. To transfer a work unit, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Work unit from the drop-down menu.

    3. Select Transfer from the pull-right menu. The TRANSFER WORK UNIT window displays, with the cursor in the BATCH field.

    4. Enter the five-digit batch number. The cursor moves to the WORK UNIT field.

    5. Enter the two-digit work unit number. The cursor moves to the TO UID NUMBER field.

    6. Enter the new UID number.

    7. Press <F4> to commit.

    8. Press <F8> to exit.

4.19.7.15.1  (09-01-2013)
Accepting Transferred Work Units

  1. When a work unit has been transferred the system moves all the cases in the work unit from the original batch to unit suspense. The cases are no longer part of the batch and cannot be returned to their original batch or within a work unit and must be accepted individually.

    Note:

    If the transferred work unit needs to be updated again, each case has to be updated individually.

  2. To accept a work unit(s) that has been transferred to you, take the following actions:

    1. Select cOntrol from the CASE ANALYSIS screen.

    2. Select Work unit from the drop-down menu.

    3. Select Transfer from the pull right menu.

    4. Select aCcept transfer. The ACCEPT TRANSFERS window displays. It lists the old batch numbers along with the SSNs of each case in the work unit(s) to be accepted. (It may also include the SSNs of any other cases that have been transferred to you from another UID.)

    5. Type "Y" in the accept field on the right side of the screen for each case you are accepting or enter the SSN in the SSN TO ACCEPT box for individual cases.

      Note:

      Verify the SSN before entering the Commit key. The system does not prompt the user when an SSN that is not shown on the ACCEPT TRANSFERS window is entered.

    6. Press <F4> to commit.

    7. Press <F8> or Exit.

    Note:

    Each case in the transferred work unit must be released individually after it is worked using the RELEASE CASE window.

  3. You can also accept a work unit(s) that has been transferred to you by taking the following actions:

    1. Select cOntrol from the AUR Main menu.

    2. Select Work unit from the Control menu.

    3. Select Transfer from the drop-down menu.

    4. Select Accept from the pull right menu. The ACCEPT TRANSFERS window displays. It lists the old batch numbers along with the SSNs of each case in the work unit(s) to be accepted. (It may also include the SSNs of any other cases that have been transferred to you from another UID.)

    5. Type "Y" in the accept field on the right side of the screen for each case you are accepting or enter the SSN in the SSN TO ACCEPT box for individual cases.

      Note:

      Verify the SSN before entering the Commit key. The system does not prompt the user when an SSN that is not shown on the ACCEPT TRANSFERS window is entered.

    6. Press <F4> to commit.

    7. Press <F8> or Exit.

    Note:

    Each case in the transferred work unit must be released individually after it is worked using the RELEASE CASE window.

4.19.7.16  (09-01-2010)
Controlling Individual Inventory

  1. Before any action can be taken on a case, it must be assigned to your UID.

4.19.7.16.1  (11-12-2010)
Assigning Cases

  1. To assign a case to your UID/workload use the ASSIGN CASE window. Cases must be assigned to the UID before any changes can be made. Examples of when this option might be used are to:

    • Correct an error

    • Rework a case that has been released either individually or in a work unit

  2. To assign a case, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select Assign from the pull-right menu. The ASSIGN CASE window displays, with the cursor in the SSN field.

    4. Enter the SSN of the case to be assigned.

    5. Press <F4> to commit. A message displays indicating the records have been committed.

    6. Press <F8> to exit.

  3. To view a list of the cases currently assigned to you, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select cases assIgned from the pull-right menu. The CASES ASSIGNED window displays.

    4. Press the <Up> and <Down> arrow keys or scroll bar to scroll through the assigned cases.

4.19.7.16.2  (11-12-2010)
Releasing Cases

  1. To release a case that is assigned to a User, use the RELEASE CASE window. To release a case, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select Release from the pull-right menu. The RELEASE CASE window displays, with the cursor in the SSN field.

    4. Enter the SSN of the case to be released. The system checks to verify certain conditions.

      Note:

      If the system identifies a discrepancy, the ERROR window overlays the RELEASE CASE window (an asterisk (*) displays in the error condition column). The case cannot be released until all error conditions are resolved. See (3) below, for a complete list of error conditions and the action required to correct each one.

    5. If the case being released belongs to a batch assigned to the unit it should be returned to the batch in CSN order. If the batch displayed is a Unit Suspense batch type, the work unit and sequence number is blank. After releasing a case in unit suspense, place the case in the designated area for clerical retrieval.

    6. If there are no errors on the case, or when all error conditions have been corrected, press <F4> to commit. A message displays indicating the records have been committed.

    7. Press <F8> to exit.

  2. The system performs a validity check on the case that is being released. The ERRORS window displays when there is a discrepancy.

  3. Review the error message(s) and take corrective action. Common error messages and solutions are listed below.

    Error Message Required Action
    NO PC Enter PC when no PC is entered. Re-enter PC when a change has been made to the case after the initial PC was entered.
    NEW TRANS Go to the TAX ACCOUNT screen, remove the asterisk (*) on each new transaction and re-work the case as needed.
    PAYER AGENT Review the Payer Agent information and re-work the case as necessary.
    DEFECT CD The manager or lead must remove the defect indicator from the case.
    CORR RECD Correspondence related to the case has been received. Associate the response with the case and re-work as needed.
    SPEC PARA A special paragraph is present. Refer the case to the manager or lead to review the special paragraph.
    OVER TOLRNC The tax increase is over ≡ ≡ ≡ ≡ ≡ ≡ . Refer the case to the manager or lead to review the tax increase.

    Annotate the error and return to the CASE ANALYSIS screen to correct applicable discrepancies. Exit the ERRORS window and the RELEASE CASE window.

  4. During the response phase, the RELEASE WORK UNIT/UNIT RESEARCH SUSPENSE UNIT window displays when the RELEASE WORK UNIT is committed and one of the cases in the unit contains a research PC. The system rebatches the case(s) into the appropriate unit research suspense batch and transfers the case to the user's UID.

4.19.7.16.3  (11-12-2010)
Transferring Cases

  1. It may be necessary to transfer a case to the unit suspense batch, such as while waiting for assistance on the case or when another User needs to work a case. The system moves the case from the current batch into unit suspense when a case is transferred. An individual case may be transferred to you or to your manager or lead. Take the following actions to transfer a case:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the Control menu.

    3. Select Transfer from the drop-down menu.

    4. Select Transfer from the pull-right menu. The TRANSFER CASE window displays, with the cursor in the SSN field.

      Note:

      If transferring while in the CASE ANALYSIS screen the SSN auto populates.

    5. Enter the UID number to which the case is to be transferred.

    6. Press <F4> to commit.

    7. Press <F8> to exit.

4.19.7.16.3.1  (11-12-2010)
Accepting Transferred Cases

  1. A case that has been transferred to a User must be accepted before it can be worked. Before accepting a case transfer, the physical case should be in the User's possession. To accept a transferred case, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select Transfer from the pull-right menu.

    4. Select Accept from the pull-right menu. The ACCEPT TRANSFERS window displays showing individual cases that have been transferred to your UID. The cursor is in the SSN TO ACCEPT field.

      Note:

      The ACCEPT TRANSFERS window is the same for accepting work units and individual cases.

    5. Enter a "Y" in the ACCEPT column for each case being accepted.

    6. After entering a "Y" for all the cases you choose to accept, press <F4> to commit.

    7. Press <F8> to exit.

4.19.7.16.4  (08-12-2011)
Requesting Cases

  1. In certain situations it may be necessary to request an individual case to work. The request case option generates a charge-out which the clerical function uses to pull, transfer, and route the case to the requester. A case cannot be requested to work when it is assigned to another UID.

    Note:

    This option should not be used when working virtual cases, the TEs should use the UWC option whenever possible.

  2. To request a case, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select reQuest from the pull-right menu.

    4. Enter the SSN. The REQUEST CASE window displays with a "W" in the REQUEST CD field, press <Enter>.

      Note:

      The system displays a message if the case is not in a Suspense Batch.

    5. A "Y" displays in the TELEPHONE field.

      Caution:

      Verify the "Y" is only in the telephone field and NOT in the PRP/CNGR field unless applicable.

    6. Press <F4> to commit. A message displays indicating the records have been committed.

    7. Press <F8> to exit.

      Note:

      When the case file is received, use the ACCEPT TRANSFERS window to acknowledge receipt of the case.

4.19.7.16.5  (11-12-2010)
Entering IRS Received Date

  1. When correspondence is received and the received date has not been input by the clerical unit use the CORRESPONDENCE RECEIVED window to add this information.

  2. To input the IRS received date, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select rcVd date from the pull-right menu. The received date portion of the CORRESPONDENCE RECEIVED window displays.

    4. Enter the SSN of the case.

      Note:

      If entering a IRS received date while in the CASE ANALYSIS screen the SSN auto populates.

    5. Enter the received date of the correspondence in the IRS RCVD DATE field. (The AUR RCVD DATE field is entered by the system.)

    6. Press <F4> to commit.

    7. Press <F8> or select Exit to exit the CORRESPONDENCE RECEIVED window.

4.19.7.17  (09-15-2014)
Viewing Cases

  1. The View case menu is used to view any case that is on the AUR system.

  2. To view a case, take the following actions:

    1. Select reView from the main menu.

    2. Select View case from the drop-down menu.

    3. Enter the SSN, the cursor moves to the PHONE CONTACT field.

    4. Phone assistors either use their mouse to left click in the field or the space bar to make a check mark appear in the field, then press the <Enter> key to proceed with the View Case process.

      Caution:

      If the PHONE CONTACT field is checked incorrectly, the user can either left click with their mouse or press the space bar again to remove the check mark from the field.

      Note:

      The TE must complete disclosure on phone calls using the DISCLOSURE VERIFICATION screen.

    5. The DISCLOSURE VERIFICATION screen automatically displays when the PHONE CONTACT field of the HISTORY/VIEW/REQUEST window contains a "Y" . See (3) below for additional information on the DISCLOSURE VERIFICATION screen.

    6. For non-phone related access to View Case (PAS review, etc.): after the user types in the SSN, press the <Enter> key TWICE to move past the PHONE CONTACT field (without placing a check mark in the field) and proceed with the View Case process.

  3. After accessing the DISCLOSURE VERIFICATION screen as outlined in (2) above, follow disclosure procedures in IRM 4.19.3.20.2.2, Disclosure.

    Note:

    Beginning with TY 2011 the CAF number displays in the DISCLOSURE VERIFICATION screen.

    1. Click in the box to the right of the SSN field after verifying the primary Social Security Number.

    2. Click in the box to the left of the NAME OR NAMES field after verifying the name (filing status 1, 3 or 4) or names (filing status 2) as they appear on the tax return.

    3. Click in the box to the left of the ADDRESS field after verifying the complete mailing address including city, state and zip code.

      Note:

      If the caller provides information that requires updating the account (i.e., new address, authorized third party, etc) the phone assistor can click on the "CHANGE ADDR?" button (after disclosure has been completed) and the UPDATE ADDRESS window displays. Once changes have been made and committed, the system defaults back to the DISCLOSURE VERIFICATION screen.

    4. Click in the box to the right of the FILING STAT CD after verifying the filing status used on the return, OR the box to the left of the DOB field after verifying the date of birth. If neither are known, click in the box to the left of the NUM EXEMPTIONS field after verifying the total number of exemptions.

    5. Once disclosure has been completed, click on the "DISCLOSURE COMPLETE" button. If the required disclosure has been met, the system displays the taxpayer's account. If the required disclosure has not been met, the following message displays: "ERROR: DISCLOSURE INCOMPLETE" . Verify that you have asked the required disclosure questions and checked the corresponding boxes. If caller fails disclosure, normal procedures for failed disclosure should be followed. Press <F8> to exit the DISCLOSURE window.

  4. The history of the case can be viewed by accessing the CASE HISTORY window.

  5. There are two different menu options that can be used to view case history depending on the location of the case. To view a case assigned to your unit, take the following actions:

    1. Select cOntrol from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select Case history from the pull-right menu.

    4. Enter the SSN to be viewed.

  6. To view a case that is not assigned to your unit, take the following actions:

    1. Select reView from the main menu.

    2. Select Case history from the pull-right menu.

    3. Enter the SSN to be viewed.

  7. The CASE HISTORY window includes the following information:

    1. SSN - The primary taxpayer's social security number.

    2. S-SSN - The secondary taxpayer's social security number.

    3. CSN - The current case sequence number.

    4. CATEGORY - A two-digit number that identifies the type of U/R income.

    5. ELF/EZ - A "Y" in this field indicates a 1040EZ or an ELF return was filed, an "N" indicates a paper return was filed

    6. NAME CTRL - The first four letters of the primary taxpayer's last name.

    7. AO - The code identifies the IRS Area Office.

    8. SUBCATEGORY - Identifies the dollar range of the potential U/R amount.

    9. USER - The assigned employee UID (if the case is assigned).

    10. SUBFILE - An alpha or numeric character that identifies the sub-program with AUR for which the case was developed.

    11. REQ USER - The number that identified the user requesting the case from the suspense file.

    12. TP INFO - This button allows access to the DISPLAY TAXPAYER INFORMATION window

    13. BATCH NUMBER - The first two digits are the type of batch and the last three digits show the sequence number of the batch within the batch type.

    14. LOCATION - The identification number of the unit that the batch is assigned to.

    15. STATUS - A code assigned to each batch that describes the current processing stage (e.g., assigned to a unit, batch finished, etc.).

    16. STATUS DATE - Date the status of a batch was updated.

    17. CODE: The PC of the case. Use the boxes to the left to scroll.

    18. RECON CODE - The Recon Issue Code assigned to the case.

    19. USER - The UID number of the employee that entered the latest PC.

    20. INPUT DATE - The date the last PC was input.

    21. POSTED DATE - The date the PC posted on the system and was uploaded by ECC-MTB (Enterprise Computing Center at Martinsburg) or ECC-MEM (Enterprise Computing Center at Memphis).

    22. PREVIOUS CSN and PRIOR CSN- The two previous case sequence numbers of the case.

      Note:

      For TY 2010 and prior only one previous CSN will display.

    23. PREVIOUS LOCATION - The prior location of the batch.

    24. DATE - The date associated with the correspondence type. By clicking on this box, the notice or letter history appears. Use the boxes to the left to scroll.

    25. ACTION - Types of action taken on the case (e.g., phone calls, correspondence, assessment. etc.).

    26. ACTION CODE - Alpha character that indicates the status of outgoing correspondence

      Action Code Definition
      T True Undeliverable
      M Re-mailed to new address
      R Rejected
      U New address/actions exist
      C Cancelled, indicates a stop notice action has been input
      S Statutory notice not mailed
      D Notice information deleted
      X Statutory Notice unclaimed/refused
      A Notice has been delivered by USPS and it has been signed for by the intended recipient or agent approved by the recipient.
      P The notice has been surrendered to the USPS. Notice is Pending delivery by USPS.
    27. PROCESS CODE TEXT - A description of the last posted PC.

    28. RECON CODE TEXT - A description of the last posted Recon code.

  8. The DISPLAY TAXPAYER INFORMATION window can be accessed by clicking on the "TP INFO" box in the CASE HISTORY screen. It is used to input the telephone number(s) and contact hours for taxpayers, input case notes, and access the UPDATE ADDRESS window. This window also displays the filing status, exemptions, over 65 or blind, bankruptcy, and POA information, as well as the current entity and complete account information to assist when telephone representatives are reviewing disclosure information.

  9. The DISPLAY TAXPAYER INFORMATION window can also be accessed by taking the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select tp Info from the drop-down menu.

  10. To view an assessment history, click on the action DATE field on the bottom left side of the Case History screen.

4.19.7.17.1  (11-12-2010)
Viewing Display Notice History Screen

  1. While viewing the CASE HISTORY window, you can select the DISPLAY NOTICE HISTORY screen. These screens display a complete summary of the information contained in the notice that was issued to the taxpayer.

  2. To view a notice, click on the DATE field next to the notice to be reviewed on the CASE HISTORY screen. The DISPLAY NOTICE HISTORY screen allows you to scroll through the CHANGED ITEMS, SELECTED PARAGRAPHS and the SELECTED INFORMATION RETURNS using the Up and Down arrow keys.

4.19.7.17.2  (09-01-2010)
Universal Work Case

  1. AUR tax examiners identified to have access to Universal Work Case can view and work (if available) a case regardless of where the AUR case was initiated. The ability to work a case initiated from another site is restricted for cases currently assigned to a Notice Suspense or Notice Purge batch only. If the user attempts to control a case not in a Notice Suspense or Notice Purge batch, the following message appears: "Error: Case is not in a batch allowed for Universal Work Case."

  2. Before an action can be taken on a case, it must be controlled to the user. After the case has been accessed through "View Case" , take the following actions to control the case:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select univ Work from the pull-right menu.

    4. Click on the "Yes" box when the following message displays: "Do you accept the case to work?"

      Note:

      If the "No" box is checked, the case is not assigned to the user.

    5. Acknowledge the message: "Warning: Case has been assigned to you. Please work case and release."

      Note:

      This action assigns the case to the user in the appropriate Universal Work Suspense Batch (45950, 65950, and 75950) and move the user automatically to case analysis to work the case, input the PC, and release the case.

4.19.7.17.2.1  (09-01-2010)
Releasing Cases through Universal Work

  1. To release a Universal case that is assigned to a User, use the RELEASE CASE window.

    Note:

    These cases do not appear on the unit inventory report, TEs need to press <F6> or access the CASES ASSIGNED window to identify cases that are assigned to them under Universal work. Managers should monitor the employees inventory to ensure that cases worked through Universal Work Case (BT XX950) are released timely.

  2. To release a universal case, take the following actions:

    1. Select Control from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select Release from the pull-right menu. The RELEASE CASE window displays, with the cursor in the SSN field.

    4. Enter the SSN of the case to be released. The system checks to verify certain conditions.

      Note:

      If the system identifies a discrepancy, the ERROR window overlays the RELEASE CASE window (an asterisk (*) displays in the error condition column). The case cannot be released until all error conditions are resolved. See Exhibit 1.4.19-4, Error Condition-Cause-Corrective Action Chart, for a complete list of error conditions and the action required to correct each one.

    5. If there are no errors on the case, or when all error conditions have been corrected, press <F4> to commit. A message displays indicating the records have been committed.

    6. Press <F8> to exit.

    Caution:

    Cases that are not released by the TE that works them can be released by the AUR Coordinator. If the AUR Coordinator releases the case it is refiled to the previous suspense batch. All PCs entered by the TE are lost.

4.19.7.17.3  (11-12-2010)
Viewing Archived Cases

  1. When AUR case information is no longer available to view using View Case, it may be accessible through the Archived Case option.

    Note:

    The User does not have to access the archived data from the current AUR tax year. It can be accessed from any of the tax years located on the AUR system.

  2. To access archived case information, take the following actions:

    1. Select reView from the main menu.

    2. Select Archived case from the drop-down menu. The REQUEST ARCHIVE window displays.

    3. Enter the SSN of the case in the SSN field.

    4. Enter the tax year of the case in the TAX YEAR field.

    5. In the REQUEST OPTION field enter "V" to view or "P" to print. The ARCHIVED FILE REPORT window displays.

    6. Review the available options (e.g., General Case Information, Case Note Information, etc.).

    7. Click on the "View" or "Print" option under the type of case information you need. If the Print option is selected, follow the system prompts.

    8. If you need to view or print another case component, click the mouse on the "Back" arrow at the top left corner and repeat step 6 above.

    9. To exit the ARCHIVED FILE REPORT, select File followed by Close.

4.19.7.18  (08-12-2011)
Requesting Research

  1. Additional information may be required to complete the analysis of a case. It may be necessary to order an additional return using the REQUEST RESEARCH window. This window displays the prior research request(s) for the case and also allows additional research to be ordered or prior requests to be cancelled.

  2. To request research, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select Research from the drop-down menu. The REQUEST RESEARCH window appears.

    3. Click in the SSN field.

    4. Enter the primary SSN. The cursor moves to the RS TP (Research Type) field.

      Note:

      The FILE SOURCE CODE field displays next to the SSN field. This field remains blank unless the SSN entered is invalid. A system prompt appears if an entry is required or needs to be changed.

    5. Enter an "R" to request a return. The cursor moves to the RQ TP (Request Type) field.

    6. Enter the appropriate code, refer to the chart below for the applicable codes to enter for ordering a return.

      Code Description
      C Copy only
      G Follow up to first request with no reply
      I Information request as specified in remarks
      K Copy request as specified in remarks
      O Original document request
      P Copy request for first page
      R Reimbursable photocopy request
      T Recharge documents to another area
      V Expedite return request
      W W-2 request
      X Out of campus' Federal Records Center request
    7. Use the MFT CD (Master File Tax Code) field to enter the MFT information you are requesting. The MFT CD for a Form 1040 is 30. When a valid MFT code is entered, the FORM NUM field displays the related tax form number that is being requested.

    8. Use the TAX PRD field to enter the tax period of the return being requested. The default is the current tax year. If research for another tax year is needed, click on TAX PRD field and enter tax year (YYYYMM). Enter the DLN and name control (NAME CTRL). The cursor moves to the remarks section.

    9. Use the DLN field to enter the document locator number. If the DLN of the document you are requesting is unknown, research IDRS (TXMOD or IMFOLT) to determine the correct DLN to enter in the DLN field.

    10. Use the NAME CTRL field to enter the name control of the taxpayer for which the return is being requested, input remarks as applicable and press <F4> to commit.

  3. At times it may be necessary to re-order research when the original request is not satisfied. To re-order research, press <F4> in the REQUEST RESEARCH window. The cursor moves down one line. Enter all required information and press <F4> to commit.

  4. If a research request was committed and is no longer needed, the request should be deleted. Requests can only be deleted if they have not yet been uploaded to IDRS. Research requests input through the AUR system (including the TAX ACCOUNT screen) that are no longer needed must be deleted via the REQUEST RESEARCH window.

  5. To delete a request:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select Research from the drop-down menu. The REQUEST RESEARCH window appears.

    3. Place the cursor on the record to be deleted

    4. Press <F3>.

    5. Press <F4> to commit and save the deletion.

    6. Press <F8> to exit.

4.19.7.19  (09-01-2012)
Updating Address Information

  1. Use the UPDATE ADDRESS window to input changes to:

    • The taxpayer's name

    • The taxpayer's address

    • The spouse's address

    • POA information

      Note:

      Beginning with TY 2011 the UPDATE ADDRESS window will allow for input of up to four (4) POAs.

    • A temporary address

    • Authorized third party contact information

    • The business name and address

    • The Name Line Changes

  2. To access the UPDATE ADDRESS window, take the following actions:

    1. Select reF tools from the CASE ANALYSIS screen.

    2. Select Update Address from the drop-down menu. When the window is selected, the current master file address information displays.

      Note:

      Valid entries for the second name line are A-Z, 0-9, -, &, / and blank. Use C/O to indicate in care of . Do not use "%" . Valid entries for the address line are A-Z, 0-9, -, / and blank. For a list of major city codes press <F6> while in the City field and select the appropriate code. For a list of valid state codes press <F6> while in the State filed and click on the item needed.

  3. To add DECD to the taxpayer's name(s), take the following actions:

    1. Enter address type "I" in the ADDRESS TYPE field.

    2. Enter "DECD" after the taxpayer's last name in the FIRST NAME LINE field for other than joint returns (e.g., JOHN SMITH DECD).

    3. For joint returns, enter "DECD" after the first name of the decedent in the FIRST NAME LINE (e.g., JOHN DECD SMITH and MARY SMITH).

    4. Enter second name line, if needed.

    5. Enter "D" in the split code box.

    6. Press <F4> to commit the change.

    7. Press <F8> to exit.

  4. To change an address, take the following actions:

    1. Enter address type "I" in the ADDRESS TYPE field.

    2. Enter second name line or any changes to the second name line in the SECOND NAME LINE FIELD.

    3. Enter the updated street address in the STREET ADDRESS field.

    4. Enter the city or a valid major city code in the CITY field.

    5. Enter a valid state code in the STATE code field.

    6. Enter the 5, 9 or 12- digit ZIP code in the ZIP field. (The system validates the zip code according to the state code that has been input).

    7. Press <F4> to commit the change.

    8. Press <F8> to exit.

  5. To add or change an Authorized Third Party or POA address, take the following actions:

    1. Enter address type "A" for Authorized Party , "P1" for first POA or "P2" for second POA in the ADDRESS TYPE field.

    2. Enter second name line or any changes to the second name line in the SECOND NAME LINE FIELD.

    3. Enter the third name line or any changes to the third name line in the THIRD NAME LINE field.

    4. Enter the street address in the STREET ADDRESS field.

    5. Enter the city or a valid major city code in the CITY field.

    6. Enter a valid state code in the STATE code field.

    7. Enter the 5, 9 or 12 digit ZIP code in the ZIP field. (The system validates the zip code according to the state code that has been input).

    8. Press <F4> to commit the change.

    9. Press <F8> to exit.

  6. To add or change a business name or address based on IDRS (CC INOLES) information, take the following actions:

    1. Enter address type "B1" through "B9" in the ADDRESS TYPE field.

    2. Enter the first name line in the FIRST NAME LINE field.

    3. Enter second name line or any changes to the second name line in the SECOND NAME LINE FIELD.

    4. Enter the third name line or any changes to the third name line in the THIRD NAME LINE field.

    5. Enter the street address in the STREET ADDRESS field.

    6. Enter the city or a valid major city code in the CITY field.

    7. Enter a valid state code in the STATE code field.

    8. Enter the 5, 9 or 12 digit ZIP code in the ZIP field. (The system validates the zip code according to the state code that has been input).

    9. Press <F4> to commit the change.

    10. Press <F8> to exit.

  7. To add or change a foreign address, take the following actions:

    1. Enter address type "I" (alpha) in the ADDRESS TYPE field.

    2. Enter the street address of the foreign address in the SECOND NAME LINE.

    3. Enter the city, province or county, directionals, and foreign postal code in the STREET ADDRESS field.

    4. Enter the country name in the CITY field.

    5. Enter a period (.) followed by a blank space in the STATE field.

    6. Leave the ZIP field blank. (A ZIP code is not entered for a foreign address).

    7. Press <F4> to commit the change.

    8. Press <F8> to exit.

  8. To input a temporary address, take the following actions:

    1. Enter address type "T" in the ADDRESS TYPE field.

    2. Enter the address change, as applicable.

    3. Enter the beginning date that the temporary address will be in effect (MMDDYY). This date cannot be earlier than the current date.

    4. Enter the ending date of the temporary address (MMDDYY).

    5. Press <F4> to commit the change.

    6. Press <F8> to exit.

  9. More than one address type may be entered while in the UPDATE ADDRESS window. After one address change has been updated and committed, the cursor returns to the ADDRESS TYPE field. To enter additional address types, follow the actions listed below:

    1. Press <F7> to clear all fields.

    2. Enter a valid address type code in the ADDRESS TYPE field.

    3. Make applicable entries in the remaining fields.

    4. Press <F4> to commit the changes.

    5. Repeat steps 1 through 4, if additional address updates are required.

    6. Press <F8> to exit.

  10. To add or change an Army Post Office/Fleet Post Office/Diplomatic Post Office (APO/FPO/DPO) address, take the following actions:

    1. Enter address type "I" in the ADDRESS TYPE field.

    2. Enter any changes to the FIRST NAME field.

    3. Enter the second name line in the SECOND NAME LINE field.

    4. Input the STREET ADDRESS.

    5. Enter APO, FPO or DPO in the CITY field.

    6. Enter "AA" , "AE" or "AP" in the STATE field.

      Note:

      "AE" is the alpha code to use if the first three digits of the ZIP code are between 090-098, "AA" is for all ZIP codes that begin with 340 and "AP" is for ZIP codes that start with 962-966. Refer to the chart below for additional information.

    7. Enter the 5, 9 or 12 digit ZIP code.

    8. Press <F4> to commit the change.

    9. Press <F8> to exit.

    First Three ZIP Code Digits Country
    090-092 Germany
    094 United Kingdom
    095 Atlantic/Mediterranean Ships
    096 Italy and Spain
    097 Other Europe
    098 Middle East and Africa
    340 The Americas (except the United States and Canada)
    962 Korea
    963 Japan
    964 Philippines
    965 Other Pacific and Alaska
    966 Pacific/Indian Ocean Ships
  11. To view available addresses, enter a valid address type and press <Enter>.

  12. To delete an address, access the UPDATE ADDRESS window. When the applicable address displays press <F3> to delete followed by <F4> to commit and <F8> to exit.

4.19.7.20  (11-12-2010)
Stopping Notices

  1. The STOP NOTICE window is used to stop CP 2501, CP 2000 or Statutory notices from being mailed. In order for the Stop Notice request to be successful, it must be input at least two Fridays before the scheduled mailout date. The window can also be used to delete a previously input stop notice request.

  2. To access the STOP NOTICE window, take the following actions:

    1. Select cOntrol from the CASE ANALYSIS screen.

    2. Select Case from the drop-down menu.

    3. Select stop Notice from the pull-right menu.

  3. To stop a notice from being mailed:

    1. Enter the SSN.

    2. Press <Enter>. A message indicating that the notice has been added to the Stop Notice list displays.

    3. Press <F8> to exit.

  4. To delete a Stop Notice request:

    1. Click on "DELETE" in the STOP NOTICE window.

    2. Enter the SSN.

    3. Press <Enter>.

    4. Press <F4> to commit. A message indicating that the notice has been removed from the list displays.

    5. Press <F8> to exit.


More Internal Revenue Manual