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7.14.2  Data Entry

7.14.2.1  (01-31-2006)
Overview

  1. The main input to the LINUS and EDS data entry function are the EP application forms. The applications are entered on LINUS. The data entered on LINUS is uploaded to EDS. The application data is retrieved using the Data Transcription Subsystem (DTS) screens. The DTS screens are designed to capture all necessary information from these forms as it appears on the application.

  2. The DTS criteria in IRM 7.13.3,Screening, Controlling and Case Closing has been programmed on EDS to systemically accept the determination application. At the discretion of the EP-DCSC Office, additional information needed to perfect the application may be gathered from the case file and/or applicant if such information is readily obtainable. The EP-DCSC should develop local instructions for these procedures.

  3. These procedures provide instructions for EP employees responsible for establishing determination applications on EDS.

    Note:

    TEGE is in the process of replacing the EDS system with a new inventory system called Tax Exempt Determinations System (TEDS). During the testing phase of TEDS, some cases will be established on TEDS and then transferred to EDS. Once the TEDS system is brought online, a new IRM pertaining to TEDS will be established.

7.14.2.2  (01-31-2006)
Input Forms

  1. The EP input forms (revised after July 2001) are as follows:

    1. Form 5300, Application for Determination for Employee Benefit Plan;

    2. Form 5303, Application for Determination for Collectively-Bargained Plan (this form was eliminated effective for applications submitted after December 31, 2001);

    3. Form 5307,Application for Determination for Adopters of Master or Prototype or Volume Submitter Plans;

    4. Form 5310,Application for Determination Upon Termination;

    5. Form 5310-A, Notice of Merger, Consolidation or Transfer of Assets or Liabilities;

    6. Form 6406,Short Form Application for Determination for Amendment of Employee Benefit Plan;

    7. Form 4461, Application for Approval of Master or Prototype Defined Contribution Plan;

    8. Form 4461–A, Application for Approval of Master or Prototype Defined Benefit Plan;

    9. Form 4461–B, Application for Approval of Master or Prototype Plan Mass Submitter Adopting Sponsor;

    10. Form 5309,Application for Determination of Employee Stock Ownership Plan. This form is entered as an attachment to Form 5300.

    11. Form 9999 is not an actual application. This application number is used on EDS to enter requests for a determination received in letter form for Group or Pooled Trusts.

7.14.2.3  (04-01-2003)
Screen Operation

  1. In a typical session, the following interaction takes place.

  2. The EDS system displays a screen prompted by a menu selection.

    1. If application data is found in the hold (scanned) file, the data will be displayed in each of the appropriate fields.

    2. Verify the data for accuracy and any blank fields that are required should be filled in.

    3. If no application data is found in the hold file, a blank screen will be displayed and the data must be entered in each input field.

  3. The remittance processing clerk verifies/enters the responses to the screen prompts in the input fields:

    1. The prompts resemble the questions in the application form. The question numbers (and letters) are also shown to the left of the screen prompt for easy location of the same question in the application form.

    2. The answers to the questions are exactly those entered on the application form.

    3. The arrow and/or tab keys can be used to skip over fields.

    4. The same keys should be used when an input field is not completely filled, to position the cursor in the next input field.

    5. The F1 key is depressed when all desired fields have been verified or entered.

    6. The system will display "WAIT" at the bottom right corner of the screen to indicate that it is processing the input and that no other key should be hit until the "WAIT" sign is turned off.

  4. The system performs edits and consistency checks to ensure that the data verified/entered is correct.

  5. If an error is detected, the terminal will beep, a reverse video error message will be displayed on the last line of the screen, and the cursor is positioned at the field in error. Enter the correct data and depress the F1 key. This error correction procedure will be repeated until all errors have been corrected.

  6. Once all application data has been entered, depress the F1 key on the POA screen, to accept the POA data. The left bottom of the screen will display a message "Case Complete" and display the case number. This case number should be recorded on the EP Determination Input Sheet on the front of the case file. The message "Checking for Duplicates, Please… Wait" will be displayed. If a duplicate is found the Duplicate Establishment screen will be displayed. If there is no duplicate record, the Print Format/Selection Screen will be displayed.

7.14.2.4  (04-01-2003)
Output From Extraction Unit

  1. The initial processing through LINUS generates two types of output:

    1. The Acknowledgment Notices

    2. The EP Determination Input Sheet

7.14.2.4.1  (04-01-2003)
Acknowledgment Notices

  1. An acknowledgment notice is created when an application is entered on LINUS. The acknowledgement notices are stored in a batch file on the system until they are sent to print (daily "batch run" ). Printing should be done daily or at the CSPC's discretion.

7.14.2.4.2  (04-01-2003)
EP Determination Input Sheet

  1. This input sheet contains application data and it is used by the W&I Deposit Unit's Remittance Processing Clerks to input the applications through the DTS on EDS.

7.14.2.4.3  (04-01-2003)
Case Files

  1. Once the applications have been established on EDS, the case files are placed in boxes and sent to the EP-DCSC for processing.

Exhibit 7.14.2-1  (04-01-2003)
Initial Input of Application and Posting of User Fees

(1) To enter data on LINUS the followings selection should be made from the Campus Novell Main Menu. Select Option A, Campus Application. (See menu below).

CSPC NOVELL MAIN MENU
   
  1) DIRECTOR’S OFFICE
  2) COMPLIANCE DIVISION
  3) INFORMATION SYSTEMS
  4) PROCESSING
  5) QUALITY ASSUR 7 MGMT SUPPORT
  6) SUPPORT SERVICES
  7) CUSTOMER SERVICE
  8) PC LEARNING CENTER
  9) ELECTRONIC FILING
  A) Campus APPLICATIONS
  B) EXIT TO DOS

(2) From the CSPC Novell Main Menu, Select Option A, Campus Application.

The following options are displayed.

Campus APPLICATION
  1) COHA
  2) EONS
  3) MAILDEX MENU
  4) LINUS

(3) Select Option 4, LINUS

(4) The system will prompt to Enter your login: Type in your login and hit return.

(5) The system will prompt to Enter your password: Type in your password and hit return.

(6) The system message will be displayed when the correct password is typed. Strike any key to continue. The following COV14 Novell Menu is displayed.

COV14 NOVELL MENU
   
  1) LINUS (LETTER INFORMATION NETWORK USER FEE SYSTEM)
  2) NETWORK PRINTERS
  3) EP/EO UPLOAD
  4) ACCESS TO OTHER SYSTEMS
  5) CHANGE PASSWORD
  6) NOVELL UTILITIES
  7) LOGOUT

(7) Select Option 1 LINUS (Letter Information Network User Fee System)

(8) The following LINUS system screen is displayed with the available option.

VERSION 1.2 CSPC
   
  1) LINUS Standard Letters
  2) LINUS Selective Paragraph Letters
  3) Current LINUS Features
   
  Q Quit LINUS

(9) Enter Option 1 to process User Fee data.

(10) The following screen will be displayed.

Highlight a Selection and Press ENTER
  LINUS MAIN WORKMENU
   
  F–2221 IA Daily Report Reinstate
  F 2221 IA Daily Report NEW
  F–784 Instal Agree Rpt (PENDING)
  EP/EO Ohio District USERFEES CSPC
  Index Upload (EndxDly)
  EP / EO Mail Log (new)

(11) Highlight EP/EO Ohio District USER FEES CSPC and Press the Enter Key.

(12) The system will prompt for a TE number or {ESC} to return to Main Menu.

(13) If TE Number is entered the following screen is displayed.

System Date: xx/xx/xx Day of Week: Thu Julian Date: xxx
EP/EO Ohio District USERFEES CSPC
 
  C Create OHIO D.O. EP or EO DLN for UserFees
  E Edit OHIO D.O. existing EP or EO DLN Record for UserFees
  A ADD (DISABLED) to OHIO D.O. existing EP or EO DLN UserFees
  P Print OHIO D.O. existing EP or EO UserFee daily files
  D Delete OHIO D.O. (NOT ACTIVED AT THIS TIME)
 
R Return to Main OHIO D.O. Menu
Press TAB to change date  

(14) Highlight C Create OHIO D.O. EP or EO DLN for User Fees

(15) The following options are displayed:

Work is C Current or A Advanced
 
Select option C or A
 
R Remit or N Non-Remit
 
Select option R or N
 
Enter the correct Form #
 
Select Option: 1 F5307; 6 F6406; A F1023;
  2 F5300; 7 F5303; B F1024;
  3 F5310; 8 F4461; C F1025;
  4 F5310A; 9 F4461A; D F1026;
  5 F5310B; 0 F4461B; E F1028;
  N F9999; V F3244; F F3244;

(16) The System will prompt to enter the Document Locator Number (DLN) twice.

(17) Enter the last 5 digits of the DLN.

The following screen is displayed.

DLN: 17007232999998 Post Mark Dte: MMDDYYYY Dishonored Ck #:
EIN: Memo Entry:  Date: MMDDYY
    Returned Refund Ind:
Entity Nme:   Refund Amt:
  NL 2      Refer:
  NL 3      Intls:
NL 4     Wrksta:
In Care Of:    
Address:    
City:    State:   ZIP:   Rcvd
Name of Plan     Form No:  Plan# Ind FeeAmt
     F5307    $
    IRS Fee $  EP Fee $
       Actual
       Fee Amt
       $
  ESC = Cancel
  Input Date: MMDDYYYYY

(18) Enter appropriate data.

(19) After all data has been entered on the above screen the following POA Data Screen is displayed.

EP/EO Power of Attorney Form–2848 or other Auth.
Power of Attorney # 1 Information
  NL 1:  
  NL 2:  
  NL 3:  
   
Address:  
  City: St:  ZIP.
      ESC = Cancel
(20) Enter the POA information, if available.
(21) The POA information completes the application input of User Fee information on LINUS. This information is transmitted to the EDS database to complete input of the application in TE/GE Deposit Unit.

Exhibit 7.14.2-2  (04-01-2003)
EDS Main Menu

(1) The following menu is displayed once the users log on EDS.
   
EDS-CES–30 EP DETERMINATIONS SYSTEM (EDS)
   
  (1) Reserved
  (2) Data Transcription System Menu (DTS)
  (3) Inventory Control System Menu (ICS)
  (4) Management Information System Menu (MIS)
  (5) File Maintenance System Menu (FMS)
   
  (0) EXIT
   
  ***Select one of the above: __
   
   
Hit F1: Execute F10: Exit
   
(2) Options two through five are currently available to users. These options connect the user to the various subsystems within EDS. These options and the function of these subsystems will be discussed in detail in this manual.

Exhibit 7.14.2-3  (01-31-2006)
Data Transcription Subsystem

(1) This menu is displayed when the users selects option 2 from the EDS Main Menu. Each option on the DTS menu below will be discussed in detail in the following exhibits.
EDS-DTS–601ep EP DATA TRANSCRIPTION
   
  (1) EP DATA TRANSCRIPTION
   
  (2) Print Transmittal Sheets
  (3) Query ALLIS Data Files
  (4) Generate File and Mail Labels
  (5) Query Incomplete Applications
  (6) Query/Generate File Folder Numbers
   
  (0) Exit
   
  ***SELECT ONE OF THE ABOVE: __
   
  Document Locator No:________
(or) Incomplete Case No: _______
   
Hit F1: Execute F10: Exit
(2) Enter the option number desired.
(3) Enter the Incomplete Case Number from Letter 1012 when an application has been returned for insufficient information. The Case Number is stored on EDS to maintain the history of the incomplete case.

Note:

This option was primarily used prior to determination work centralizing in EP-DCSC.

)
  a. When a case number is entered the system checks for the Incomplete Letter File to determine whether the case number exists. (Note: Incomplete Letter records are removed from the system after 180 days.)
  b. If the document locator number exits, the data previously entered on LINUS for the EIN, Name, Address, and User Fee is displayed.
  c. If document locator number does not exist, a blank EP Initial and Application Screen is displayed.
(4) Make any corrections to data transmitted from LINUS and depress the F1 key to accept data.
(5) When there are no input errors the EP Initial Screen (Exhibit 7.14.2–4) will be displayed.
(6) If there is an input error, the error message will be displayed and the cursor positioned on the field in error.
  a. Correct the input error.
  b. Continue at (5), above.
Validity Checks
ITEM PROMPT DESCRIPTION
1 SELECT ONE OF THE ABOVE Must be one of the valid option numbers (0 through 6).
2 Document Locator Number (DLN) The DLN is a unique 14 digit number assigned to the case in the Campus. May be entered to query for a specific case.
3 Incomplete Case No: The 9 digit Case Number from the Incomplete Letter 1012.

Exhibit 7.14.2-4  (01-31-2006)
EP Initial Screen

(1)  The EP Initial screen below is displayed when option 1 is selected from the DTS Main Menu.
(2)  If application data is found in the hold file all fields are displayed with data from LINUS.
(3)  If application data is not found in the hold file the screen will display the EIN entered in the previous screen in only one EIN field.
  a. Verify the EIN entered is correct. If the EIN is correct, enter the application manually.
 
EDS-CSS-602 EP DETERMINATION APPLICATION
Document Locator No: __________   User Fee:___
Form:__ Ver:_ Rev: __ EIN:_–______–____
Control Date: __/__/_
Name of Plan Sponsor: ____________________
  ____________________
  ____________________
  ____________________
DBA: ____________________
In Care Of: ____________________
Address: ____________________
City: __________State:_ Zip: ___–__
Case Grade:_
Hit F1: Execute F10: Exit
 
(4)  Verify the data for accuracy or enter the information according to the validity checks below.
(5)  Depress the F1 key.
(6)  When there are no input errors:
  a. If the control date entered is older than 12 months a message will be displayed to verify the date.
  b. If the control date is correct depress the F4 key.
  c. If the control date is not corrected depress the F5 key to enter the correct control date. Continue at (3), above.
  d. If the entries are valid, the EP Name Screen (Exhibit 7.14.2–4) will be displayed.
(7)  When there is an input error, the error message will be displayed and the cursor positioned on the field in error.
  a. Correct the input error.
  b. Continue at (3), above.
(8)  For any missing information, EDS will automatically store the related paragraph to generate a letter requesting the information after technical screening.
Validity Checks
ITEM PROMPT DESCRIPTION
1 Form Display only. The Form Number entered on LINUS is displayed.
2 Ver Display only. The version Code entered on LINUS.
    Form/Version Version Code

4461–A      A
4461–B      B
5310–A      A
Any other Form  Blank
3 Rev The Form Revision Date will be displayed from the data uploaded from LINUS. The date must be entered unless the Form is 9999. Must be in MMYYYY date format.
    Valid revision dates are:

Form  Revision Date

5300  01/1996, 07/1998, 09/2001
5303  01/1996, 07/1998
5307  03/1996, 07/1998, 09/2001
5310  01/1996, 07/1998, 11/2002
5310–A   09/1994, 05/2003
6406  01/1996, 07/1998, 09/2001
4461  08/1994, 03/2000, 11/2003
4461–A   08/1994, 03/2000, 11/2003
4461–B   08/1994, 03/2000, 11/2003
9999  Blank
4 EIN The EIN is displayed from the data uploaded from LINUS. Must be numeric. The first two digits must be in the following ranges:
    01–06, 11, 13–16, 21–25, 31, 33–39, 41–48, 51–59, 61–64, 66–68, 71–77, 81–88, 91–99.
    The EIN must be entered twice to prevent accidental transposition of numbers. EIN is a required entry. In the case where the EIN is not available for requests such as, a group or pooled trusts, enter 99–9999999. A "dummy" EIN will be generated and the request will be processed.
5 Control Date Must be entered in the valid date format. Must be no greater than the current system date. See instructions in IRM 7.13.3,Screening, Controlling and Case Closing.
6 Post of Duty Must be entered. Must be a valid two-digit office code.
    AREA OFFICE CODE

11  04, 06, 11, 13, 16, 22, 23, 38
52  35, 52, 54, 56, 58, 59, 62, 65, 66, 72, 98
31  31
75  36, 39, 42, 43, 73, 74, 75, 76, 83
95  33, 77, 84, 86, 91, 94, 95

Exhibit 7.14.2-5  (01-31-2006)
EP Name Screen

(1) The screen below is displayed after successful completion of the EP Initial Screen (see Exhibit 7.14.2–4). All fields are displayed with application data from LINUS.

  1. Verify the accuracy of the data from LINUS.

EDS-CSS-602b EP DETERMINATION APPLICATION
Document Locator No: __________   User Fee:___
Form:__ Ver:_ Rev: __ EIN:_–______–____
Control Date: __/__/___
Name of Plan Sponsor: ____________________
  ____________________
  ____________________
  ____________________
DBA: ____________________
In Care Of: ____________________
Address: ____________________
City: __________State:_ Zip: ___–__
Case Grade:_
Hit F1: Execute F10: Exit


(2) The Document Locator Number, Name of Plan Sponsor, Address and City/State/Zip will be displayed from the LINUS data uploaded to EDS.

  1. If Name of Plan Sponsor is established on EDS, and the name control is different from the first four characters, it must be designated by right-handed bracket(s). See the description under "NAME OF PLAN SPONSOR" .

  2. Verify that the data displayed is for the application being entered. If it is significantly different, RESEARCH MASTER FILE BEFORE MAKING CHANGES TO THE DATA DISPLAYED. Changes may be made according to the descriptions below.


(3) DTS will assign a File Folder Number (FFN) to the file if one was not assigned. This is done by leaving the File Folder Number item blank. Once all application data has been entered, the FFN will be assigned. This number should be written on the folder.

(4) Depress the F1 key to execute the update.

(5) When there are no input errors, one of the following screens will be displayed according to Form Number and Version:

FORM NUMBERS & VERSIONS SCREEN DISPLAYS
5300 EP 5300 Screen (Exhibit 7.14.2–6)
5303 - Obsolete EP 5303 Screen (Exhibit 7.14.2–7)
5307 EP 5307 Screen (Exhibit 7.14.2–8)
6406 EP 6406 Screen (Exhibit 7.14.2–9)
5310, 5310–A EP 5310 Screen (Exhibit 7.14.2–10)
4461, 4461–A, 4461–B EP 4461 Screen (Exhibit 7.14.2–11)


Note:

Form 9999 will go directly to the POA Screen (Exhibit 7.14.2–13).


(6) When there is an input error, the error message will be displayed and the cursor positioned on the field in error.

  1. Correct the input error.

  2. Continue at (5), above.

Validity Checks
ITEM PROMPT DESCRIPTION
1 Form Display only. Generated from LINUS input.
2 Ver Display only. Generated from LINUS input.
    Form/Version Version Code
    4461–A  A
    4461–B  B
    5310–A  A
    Any other form Blank
3 Rev Display only. Generated from LINUS input.
4 Control Date Display only. Generated from LINUS input.
5 EIN Display only. Generated from LINUS input.
6 Name of Plan Sponsor (Line 1) Must be entered. If the Plan Sponsor Name is more than 35 characters long, continue on line 2. Do not break a word after exactly 35 characters, carry the full word or grouping to line 2. All 35 positions of line 1 do not have to be filled to continue on line 2. Valid characters are any key on the keyboard except the "@" , however the first position must be alphabetic or numeric. No characters may follow two consecutive blanks, except blanks.
    NAME CONTROL —
The name control must be designated by a right-hand bracket(s) (]) if other than the first four characters of the name are to be used in generating the name control. Place the bracket (]) before the four characters that will make up the name control. Do not place blanks on either side of the right-hand brackets(s). You may not have more than 2 right-hand brackets.
    It is IMPORTANT that the correct name control be entered so the case does not become unpostable when it is closed. The word "THE" should not be used as a name control unless only one word follows "THE" .
    Before entering, validate that the name on the application matched the legal name on the plan documents.
    Examples:
    a. PERRY CONSTRUCTION CO
No brackets necessary because the first four positions are the name control.
    b. THE]CHARITABLE ORGANIZATION
The right-hand bracket precedes the four characters that are the correct name control.
    3. SAM L]PERRY]NANCY REED & JIM FERIS
If a name follows the name control, the name should be encased in two right-handed brackets.
7 Name of Plan Sponsor (Line 2) May or may not be entered. Valid characters are any key on the keyboard except the "@" . If any data is entered, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks.
8 Name of Plan Sponsor (Line 3) If entered, Name of Plan Sponsor line 2 must be entered. See Name of Plan Sponsor (Line 2) description.
9 Name of Plan Sponsor (Line 4) If entered, Name of Plan Sponsor lines 2 & 3 must be entered if State is not (.). See Name of Plan Sponsor (Line 2) description. If State is (.), this line should contain the foreign street address. Lines 2 & 3 may then be left blank.
10 DBA Doing Business As, Also Known As, or any other name the sponsor is known as. If entered, valid characters are any key on the keyboard except the "@" . If any data is entered, the first position must be alpha or numeric. No characters may follow two consecutive blanks except blanks.
11 Address If entered, the valid characters are any key on the keyboard except the "@" . If any data is entered, the first position must be alphabetic or numeric.
    Note: If this is a foreign address, enter the street address on the Sponsor Name (Line 4). Enter the foreign City on this line.
12 City Must be entered. The valid characters are any key on the keyboard except the "@" , however the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks.
    See Exhibit 7.14.2–16 Major City Code. You may enter a 2 letter code for the City. The record is updated to the full city name when F1 is executed.
    For Example: Type SF
The record will be updated spelling out San Francisco.
   

Note:

If this is a foreign address, enter the City on the Address Line. Enter the foreign Country on this line. If this is a MILITARY address, FPO or APO must be entered on this line if State is "AA" , "AE" or "AP."

13 State Must be entered. Must be a valid state abbreviation or, for foreign addresses, a period followed by a blank (.). If this is a MILITARY address, enter the following:
    State Code Geographic Region